These directions can also be found on Dat on COP1/training/word97.doc
Note please keep in mind the formatting in html code will not necessarily show what the word document will look like.
II. Page Formatting
III. Tables
Creating/Inserting/Deleting
Adding/Removing Lines
V. Footnotes/Endnotes/Cross Reference
VII Spell Checking
VIII Merging with word; form letters/envelopes/labels/name tags
IX. Customize Word 97 Check out Tools-Options
Sending documents (attachments)
Saving attachments
AutoCorrect - Always mispell the same word? Then from the menu bar choose Tools - Autocorrect. From the tab for autocorrect, type the incorrect word in the place where it says Replace and then in the box for With type the correct word. Click on Add. Now when you mistype the word it will automatically be corrected. This can also be done during SpellChecking by clicking on the Autocorrect button in the spell dialog box.
Show me
what the screen looks like
AutoFormat - From the menu bar choose Tools - Autocorrect and then click on the tab for AutoFormatAsYouType and remove the check from Automatic Bullets and Automatic Numbers. Now when you want to add the numbers you can click on the icon on the toolbar instead.
Show me
what the screen looks like
AutoText - Type the same thing several times? As in a name and title? Then place this in AutoText and give a shortcut. I.e. instead of typing "the pharmacokinetic - pharmacodynamic evaluation of preformulated compounds" each time in a manuscript you can:
1. Type your sentence the pharmacokinetic - pharmacodynamic evaluation of preformulated compounds
2. Highlight all the words you want to use again.
3. From the toolbar choose Insert - AutoText - New (or just press Alt-F3). A Box will come up for you to enter a shortened form (i.e. abc - or something you normally wouldn't type as a word but would be easy to remember)
4. Then when you want to type the same phrase just type abc and press F3. The whole statement will be automatically inserted in your document.
Show me what the screen
looks like
Delete/Edit AutoText
1. Once you have finished with the document and you think you will not be using this phrase again it can be deleted.
2. From the menu bar choose Insert - Autotext - AutoText
3. This will bring up a new box with several tabs - one of which is autotext. This will give a list of all your autotext statements which can be deleted or edited as necessary.
Show me
what the screen looks like
Word Document Must Be In Page Layout!
To create a header / footer which is different on the first page: Note Headers/Footers appear as grayed out but will print ok. Once the header/footer is created you can edit either one by double clicking the left mouse button on the grayed out area of the header/footer.
1. From the menu bar choose View Header/Footer. This will automatically open in the header.
2. There is an option to insert AutoText.
Before proceeding check to see if "first page header" is showing this indicates a different header for the first page and allows you to type new text on the second page. If this is not showing then on the small dialog bar choose page setup icon (like an open book).
3. At the left will be a choice of Different First Page click the left mouse button to choose this option. Click on ok.
4. You will come back to the header box and the name will now say "First Page Header". Type the appropriate header.
5. If you want a different footer then click the 4th icon from the right(shows a page with small boxes at the top and bottom - the small dialog box (this is toggle between header and footer). will show at the top as grayed out. But if you go to page 2 nothing will show at either place.
Type your footer for the first page. Click the left mouse button on close and you will be at your document view. The header you typed for the first page To now put a new header on page 2:
1. From the menu bar choose View Header/Footer. Click on the icon that says "show next"
2. Type your new header. Click on the first icon on the dialog box to toggle to the footer.
4. Type your new second page footer and this will now take effect from this page forward.
5. Click the left mouse button on close.
Portrait/landscape
From the menu bar click on File - Page Setup. Click on the tab for Paper Size. This chooses if the page is normally oriented 8.5x11 or turned sideways (width 11) x (height 8.5). This can be for the entire document or just a specific section.
Centering Pages (Note: Insert a section break at end of the page you want centered)
From the menu bar click on File - Page Setup - Click on Layout Tab and at the bottom left is an alignment choice chose center.
The page will look odd with dotted lines across it but they won’t print and if you look at print preview from the menu bar the page will show as centered. (So will the rest of the document so you might want to insert a section break before beginning)
Margins can be set for the entire document, selected sections, or selected text from File - Page Setup.
Also the margins for an individual line or section may be manipulated by the pentagon shaped object on the ruler of your tool bar at the top of the page.
1. Place the cursor on the line or in the paragraph whose margins you want to change.
2. On the ruler bar hold the left mouse button down on the top triangle to the left side of the ruler. Drag this to the right to indent the (move the margin to the left) and then place the cursor on the small pentagon (house) at the bottom left that was left behind. Drag it to the right to where you want an indented paragraph.
3. This will format an existing paragraph to something different that the rest of the document.
4. The same can be accomplished by choosing Format - Paragraph Indent Left and Special hanging by an amount you must type in.
Inserting page numbers by the menu bar Insert - Page Numbers - Choose the alignment and if necessary open format dialog box to change beginning page number.
Or
From the menu bar choose View - Headers/Footers this will open the header, click on the first icon and change to the footer, click on the # icon which will put the page number on the page and choose from the tool bar the which alignment you want.
Page breaks
To start a new page press Control Enter at the same time
Or
At the spot where you are finished one page and you know you want to start a new page then from the menu bar highlight Insert - Break - Page Break.
Section Breaks
Word is different than WordPerfect in that formatting commands to not replace existing commands so you need to know about section breaks.
NOTE you should be in Page Layout View. NOTE:
Section breaks can either start on the same page (continuous) or they can force a new page to begin (new page). The job at hand determines which type of break you want to have.
Section Break Next Page
Use this feature if you want to change the page orientation from portrait to landscape within the same document. Note: at the end of your landscape page (table) you must include another section break next page to return to portrait mode.
1. From the menu bar highlight Insert - Break - Section Break -
2. Choose next page if you are doing landscape mode. This will automatically insert a page break and put the cursor on the top of the next page.
3. You can format this particular section either to landscape or make extreme changes in the margins if necessary.
3. Choose continuous if you are just changing the layout as in margins for a particular section of your paper.
Caution
All formatting changes for this section will NOT influence previous sections. Any new section created after this one will again have to be reformatted. If you want page numbers to begin with a new number it can be reset by insert - page numbers and choose format begin with (enter number) for this section.
Check out the status bar on the bottom of the screen and you will see Page xx (# of page), Sec 2 (indicating a different section number than the previous section).
Note tabs set at the beginning of a document affect the entire document.
If the cursor is in an existing paragraph and tabs are set they only affect that paragraph
1. Make sure the ruler is showing. By going to View on the menu bar, choosing ruler and click with the left mouse button on ruler. This will put a check mark beside the name and the ruler will appear on the menu bar.
2. Click on the extreme left of the ruler to change the alignment of the tab.
ë These numbers are left aligned
12233
abdcekf;a
û Now the next tab will be right aligned.
Left right
12345 123456
Tabs continued
Keep clicking on this icon to choose center tab or decimal alignment. Now to center the text at the tab.
123456
abcdefghijkl
Numbers can be aligned to the decimal point
123.456
123456.89
1.23456789
Please note the tabs are cumulative when inserted at the end of typing before the last paragraph mark. They do not replace previous tabs. This can be messy.
To REMOVE a tab place the cursor over the tab mark on the ruler – hold the left mouse button down and drag it off.
1. Highlight the text to be copied.
2. Click on the menu bar with the left mouse button the icon/button with two pages (copy icon).
3. Move the cursor to where you want to copy the text and click (with the left mouse button) on the icon/button with the clipboard and paper (paste icon).
Or
1. Highlight the text to be copied.
2. Right click the mouse and choose copy (with the left mouse button) - move to where you want to copy the text - right click the mouse and choose paste (with the left mouse button).
3. This paste procedure can be repeated several times in several areas as long as you want the exact same text.
1. Highlight the text to be moved.
2. With the left mouse button pressed down move to where you want the text to be placed - let go of the mouse.
3. Did it wrong??? Click the button with the backwards arrow (undo) and this will undo your move.
Fonts (Type of Print Characters)
1. Select the font from the pull down menu on Format - Font the tool bar. Or
Bold - Italic - Underline
1. Press Control b for Bold
2. Press Control i for Italic
3. Press Control u for underline
4. All new text following from this point will be that font.
5. Once text has been typed, put the cursor is on the word, then only that word changes not the rest of the document by clicking on the icon on the toolbar.
If you type a lot of sub/superscripts. Your toolbar can be customized to include the super and subscript button. Clicking the button will turn on and off the script mode.
Or
1. Type the word with the potential sub/superscript.
2. Highlight the particular letter, then from the menu bar chose format - font - click on super/subscript.
1. From the menu bar highlight Insert - symbol - press down arrow on menu to chose which font type i.e. symbol you want - highlight the choice and press insert - then close box.
Make sure the ruler is showing at the top of the page. By: View Ruler (click on ruler name so a checkmark appears)
1. Place the cursor in the paragraph you want to have as hanging or indented.
2. Then using the mouse place the cursor on the left side of the ruler bar grab the bottom slide-pointer object (hold the shift key down while your are moving the house) (the little house thing, pentagon). Grab near the top, so that only the pentagon (house) moves. If both items move on the ruler undo your action and hold the shift key down and then move the pentagon. Keeping the mouse button pressed down move the marker to the right however far in you would like the paragraph to be.
1. Set your tab on the ruler where you want the hanging paragraph to be by clicking the left mouse button on the ruler.
2. Once the tab has been set start typing your first line after the tab and then you can press Control T and this will automatically move the "house" for indenting.
Or
1. Place the cursor in the paragraph. On the menu bar highlight Format - Paragraph - Special - choose hanging and then to the right enter the amount you want the paragraph to be indented. Watch the preview and you can see what your paragraph would be like.
Before creating a table make sure there is a hard return right before the table. This will allow you to make changes in the position of the table at a later time. (Do this even if you are putting one table per page the extra space is worth it and in the end if space is a problem it can be removed, but you can’t easily add this space.) From the menu bar choose Table and at the bottom click on Gridlines this will allow you to see your table cells/rows on the screen. The default setting has lines around all boxes in the table once created the lines can be removed.
Make sure there is a hard return before inserting a table - even if it is at the top of the page.
From the menu bar highlight Table - Insert Table this will bring a box to ask how many columns and rows.
edited later.
Show me a
screen of what it looks like.
Or
From the tool bar pick the table button. Hold the left mouse button down and drag over the template to chose # of columns and rows. This can be edited later
Gridlines - otherwise known as being able to see the table
From the menu bar highlight Table then at the bottom of the list is Show gridlines - click on this so you can see the outline of your table once the lines are removed.
Lines
Add lines to the table such as outline or between cells, by choosing the entire table. On the menu bar choose Table – Select Table then once the entire table is highlighted click the tool bar to show the border boxes. With the table highlighted click the appropriate outline of the box and the inner crosshatch to make sure all the cells contain lines.
Centering columns/rows
Move the cursor to the top of the column or the side of the row, the cursor will change to a thick black downwards arrow, click the left mouse button to select the column, then from the tool bar select the centering button. Note this will only center what is inside the cells. This will not center the table. Centering the table
On the menu bar click on Table – Cell Height/Width – on the Row tab there is an option alignment choose center to put the table in the center of the row. To align the table in the center of the page you must go into Page Setup this is best done at the end once all other formatting is finished.
A new feature of word97 is the "draw table" choice from the menu bar.
This will bring down a box with several options including
To keep the toolbar and get rid of the pencil option click on the pencil
To adjust the size of the columns/rows move the cursor over the gridlines until it becomes a two-headed arrow, hold the left mouse button down and drag the cell to the desired width.
1. From the menu bar choose Insert.
2. Choose footnote
3. Choose footnote (at bottom of page) or Endnote (at end of paper)
4. Choose numbering style
5. The default font for the text of the footnote is set by the "style" command. You can change the format by choosing Format-Style-Footnote text, Modify and change the font. Note this will change for all future footnotes in new documents.
6. Cross reference can be used to reference previous endnote/footnote. This will actually insert a hyperlink (cursor changes to a finger) which will point back to original reference. Must be formatted as superscript if wanted. Will change when endnote # changes.
Viewing Text and Endnote at Same Time
1. From the Menu Bar choose View Normal this will allow you to see the endnotes at the same time as the document for typing and editing provided your document is not too long.
2. Double click on existing footnote number and the screen will split showing the footnote at the bottom of the page and the text at the top.
Pressing F6 when you are in the footnote will bring you back to the text portion of your ms. If you are in View - Normal
For Endnotes Adding Title "References" at Top of Page and Delete Line
1. From the Normal View where the endnotes are showing at the bottom of your screen you can click on the down arrow of the dialog box and choose endnote Separator (this will show a line going across part of the page. You can then delete this line, type the word References and then make it bold and center it what-ever formatting you want. Then choose close and although you won’t seen the change now if you go to print preview of the last page of your document you will see references at the top (in page layout it will be grayed out). To get back change to the normal view, then choose form the menu View Footnote this will split the screen and show the list of footnotes
1. Word97 has an option to underline words it does’t recognize as spelled correctly. This is found on the menu bar by clicking Tools - Options - Spelling and click on the automatic spellchecker. Spelling errors have red underline and grammatical errors have green underlining
2. If this feature is not turned on and you want to check the document for spelling mistakes press F7 or click on the icon for spell checker (a checkmark with ABC above it.)
3. Once word stops on the word a dialog box opens for you to choose the correct spelling or to correct it yourself. You can then click on Add to put this special word in the dictionary so that next time the word will be recognized.
4. If you continually misspell a particular word you can first choose the correct spelling and then click on AutoCorrect and this word will be added to the list of words that will automatically be corrected for you each time you misspell the word.
5. There is an option to change all similar misspelled words or ignore all these words if they are correct and you don’t want them in the dictionary.
1. If you have used the word CaOx throughout your paper and now you want to use the term Calcium Oxalate you can use the find and replace option.
2. From the menu bar choose Edit Replace. On the Find What line type in the word you want to find (i.e. CaOx) click the mouse in the Replace With line and type the new words (i.e. Calcium Oxalate). Now you have 2 options. Replace All will replace all occurrences without your choice. If you want to check each time choose Find Next and then you have the option of Replace or skipping onto the next by clicking on the Find Next
3. There is a button "more" which gives several built in options to look for.
Select Text
Choose Tools - Language - Hyphenation
You must click on the menu bar again to remove the numbering command
Each time you indent
the numbering scheme will adjust
When you decrease the indent the number will automatically
appear
If you don’t want a number or bullet hold the shift key down
while pressing return
This will allow multiple lines without numbers
1. Open new message in email. Type in appropriate name and subject
2. Start Word and open the word document from which you want to copy the text
3. Press Ctrl A at the same time (this selects all text)
4. Press Ctrl C at the same time (this copies all text)
5. Click on the task bar (this is the bar at the bottom of your screen) for email (switches windows)
6. Put cursor in message box and press Ctrl V. (this will copy all text into the body of the message.
7. Note! Formatting will be lost
1. Open new message in email by clicking on the menu bar file-new message.
2. Fill in the appropriate address and subject and type in message information
3. On the left side of the box click on the icon for attachments.
4. This will pop up a new box that will show the current directory (the network directory, usually F:\) and files.
5. On the right side of the box find the drive listing, click on the down arrow for the current drive (i.e. F:)and chose your own hard drive (D:)
6. If you are not in the right directory double click on the (..) until you get to the directory where your file is located (this is shown on the left upper side of the box). Double click on the directory name and the files should be listed to the left.
7. Click and highlight the file name that you want to attach and then click the "add" button. When you are finished.
8. Click on the send button.
1. If you get an email with an attachment. Click the attachment icon on the tool bar.
2. A small box will open up with the option to
save- click on save:
This will open a different box which will have several parts.
To the right will be "drive" the current directory
(usually F:\ this is the network drive)
To the left will be "files" a list of files that you
won’t recognize because these exist on the network drive.
At the top left is "filename" the name of the file that
was sent to you.
3. First click the down arrow on the
"drive" option and change to your own computer either
C: or D:
Once you have changed to D:\ check to see "path:" this
will show the directory you are in on your hard drive.
If this is not the right directory double click on the (…)
dots in the "directories" box at the lower right side.
This will move from subdirectory to directory and eventually will
show all directories on your drive. Chose which directory you
want by double clicking on the directory name. The directory
name will show in Path:
4. Now you can chose save
You can View your attachment in word by double clicking the view option and then save as you would a regular word document. Make sure you choose file save-as and change the name and the directory to where you want the file to be saved.
If you can’t find the saved Email message and you are sure you saved it - Look in the C:\Temp directory. This is the default directory and if you don’t manually choose a new directory this is where it should be.
you must hit enter to get to next line and then do the ctrl l to change the justification - else your centered line will become uncentered.
ctrl e center
ctrl l left justify
ctrl j full justify
ctrl r right justify
ctrl i italics
ctrl b bold
ctrl u underline
The double arrows at the end of the scroll bar moves the cursor to the top/bottom of the next page choose browse by "Page" from the options
Clicking the small ball will bring up a browse option (the double arrows will turn a different color) and you can choose browse by page, find, edits.
To turn off the browse you must
go to end of document ctrl-end
go to beginning of document ctrl-home
Place cursor on word
Shift F7 (like the old word)
Else:
Tools - language - thesaurus
Add Drawing/Text Box
The best way to learn is by trying!
1. Click on the icon on the top menubar that has drawing tools. This will place the toolbar at the bottom of the screen.
2. The first thing to do is to click on the draw icon (word) and click on gridlines and remove the snap to gridlines options. This will give full freedom to move objects on the page.
3. Clicking on the letter A will start word art. And allow you to insert a textbox with the text formatted to shapes. Clicking on the words will bring up an editing box with different features.
Revisions
Revisions can be tracked through Tools Track Changes
If you choose to or not to choose to (new text is underlined) track changes you can see them on the screen and/or have them printed out. deleted text can be marked with colors and strike throughs One can change the color of revisions by clicking on the options button after choosing track changes these changes can now be seen as a different color and underlines.
Templates
New Templates and the College of Pharmacy Letterhead generated by Ned should be copied/saved into the directory: program files\microsoft office\templates
This will put the template in the location so that when you choose file new it will show in the general tab. Choose different directories if you want to organize your templates.
Creating
NOTE: Unless your entire document will be columns you should enter a section break/continuous () on your page before setting up your columns, then create another section break after your column and reformat the new section to a single column.
HINT: It may be easier to create the look you want by inserting a 2 column table with however many rows you need.
1. Using the icon on the toolbar click and hold down the left mouse button and drag it across the number of columns you would like to make. This will automatically set up columns of equal width and spacing between each column.
Or
1. On the menu bar choose Format - Columns pick how many columns you want, also choose if you want a line between the columns and the width. If you choose a line it will be between all columns.
To make columns on a page that has regular
text insert a section break by:
1. Click on the menu-bar Insert - Break - Section - Continuous
2. Then on the menu bar click Format - Columns and choose the number of columns you want.
3. If your typing finishes in the middle of a column and you want to continue on the next column then:
a. Click on the menu bar the Insert - Break - Column Break and this will put the cursor automatically at the top of the next column.
Line between columns
If you click on insert line between columns the line will grow as the text in the column gets longer on the page. It will be the length of the longest text column. There is no way to adjust the width or length of the line. If you want to do this it must be through the drawing tool.
Changing column width after the fact
The width of the column may be changed after the fact by placing the cursor over the bar on the ruler, holding the left mouse button down, and dragging the column marker to the width you want. The line between the columns will automatically stay in the middle.
Shadows
Shadows on columns are not possible in one step. First you must use the drawing tool to create a box around the column, then create a second wide line to the right and the setup will look like a shadow.
1. The first thing to create is a document (file) with the data containing the names and addresses. (This is called the data source)
2. Then you create a merge document that contains the coding for getting the data from the data source.
3. The last thing that is created is a new document with the merged information.
Creating a Data Source
1. First open blank document Control N
2. Press enter to move down a line
3. Press Table - Insert Table
Choose at least 7 columns (one for each field of information) and several rows for data entry
In the first row put "headings for your field names" (see below) these do not have to be bold - this is just to show you. Do not put lines in your table
Enter your addresses, one entry per line
If you need more rows at the last cell just press tab and a new line will form. If you need more columns they can be added from the Table menu
| Title | First Name | Last Name | Address | City | State | Zip |
| Dr. | John | Smith | 3405 SW 1st Way | Gainesville | FL | 32601 |
| Dr. | Paul | Jones | 3405 SW 54 Ct | Atlanta | GA | 45678 |
| etc |
Once all the names have been entered save your file as a word document.
Close documemt
Creating a Document with Merge Fields
Form letter
1. Press Tools -Mail Merge -Create Main Document. Choose what type of document you want to create either form letter or envelopes.
2. You will be asked if you want to use active window or create new document. Choose new document.
3. Next choose Get data - open data source and find the file you have already created containing the table with the addresses. You will be told that no field codes could be found so you must edit document accept this.
4. Your new document will open with a new addition to the toolbar showing Insert Merge Field.
5. First press enter until you come down on the page to where you want to type the date on your page.
6. Press enter a couple of times after the date to place line spacing between the date and your soon to be addresses.
7. Click on the Insert Merge Field button and choose the headings that match your first row of the table. i.e. The fields will have the squiggly brackets around them to indicate they are a field name.
{Title} {First Name} {Last Name} (press enter)
{Address} (press enter)
{City} {State} {Zip} (press enter)
Note you must enter a space between each field code and press return at then end of the line so that the format will look like a regular letter.
Add line spacing before the salutations and type "Dear" then add the field code as before using the "{Title} {Last Name}" codes and press enter. Then type your letter. Once the letter is finished, you can check for merge errors by clicking on the toolbar button with a check mark. This will list the errors as they are found.
8. Then you can merge your data and create a new document for printing or saving under individual names or if no errors are shown then you can print directly to the printer.
Envelopes
1. Press Tools -Mail Merge -Create Main Document. Choose what type of document you want to create envelopes.
You will be asked if you want to use active window or create new document. Choose new document.
2. Next choose Get data - open data source and find the file you have already created containing the table with the addresses. You will be told that no field codes could be found so you must edit document accept this.
3. You will be asked to "set up main document"
4. Choose the envelope size (usually accept default)
5. The you will be asked to insert "Merge Field" choose the headings that match your first row of the table.
i.e. Title First Name Last Name(press enter)
Address (press enter)
City State Zip (press enter)
Note you must enter a space between each field code and press return at then end of the line so that the format will look like a regular envelope.
6. Next select Merge and Merge to new document (you can check for errors or merge directly to the printer). If you merge to new document later you can do print document from the File Print menu.
Labels/Name Tags
1. Press Tools -Mail Merge -Create New Main Document. Choose what type of document you want to create labels.
2. You will be asked if you want to use active window or create new document. Choose new document.
3. Next choose Get data - open data source and find the file you have already created containing the table with the addresses. You will be told that no field codes could be found so you must edit document accept this.
4. If you choose labels then: you must select what type of label you are going to prepare.
Now you can choose the size of the label/tag that fits your own tags - or customize: ie
Choose New Label
Measure each part of the label to customize size: i.e.
Top margin .25
Side margin .7
Vertical pitch 2.75
Horizontal pitch 4
Label height 2.3
Label width 3.6
Number across 2
Number down 4
5. You will be asked to "set up main document"
6. The you will be asked to insert "Merge Field" choose the headings that match your first row of the table.
i.e. (Title First Name Last Name(press enter)
Address (press enter)
City State Zip (press enter)
Note you must enter a space between each field code and press return at then end of the line so that the format will look like a regular label.
7. Next select Merge and Merge to new document (you can check for errors or merge directly to the printer). (This will have the name label# (where # is the number of tries it took to get this far.
Formating Changes on merge pages:
If you want the font size or type to be different than the default then:
1. Switch to the document that shows the field codes {}before merging
2. Highlight each field name and change the font type and/or size.
3. The font can also be changed for bold/italics etc. These changes are done on the field page only - then you must merge the document again by pressing the icon for merging to a new document.
4. Once the merge has been completed go to print preview and check for layout.
5. Centering on the field document will center the printed names on the new merge document.
In order to customize word to your own specifications from the Tools Menu Bar check out the Options tab .
Just remember what you changed so if you want to go back to the default you know what you did.
Check out some of the options which can be changed.
Last modified October 26, 1998
Return to Tutorial
Page