The Taskbar
In this module you will learn to:
Introduction
Microsoft Word 2000 is a full-featured word processing program containing all the features you need to produce a variety of documents such as letters and memos, newsletters, forms and reports. You can choose from a variety of professionally designed templates and "wizards" or design your own using different type sizes and fonts. You can edit documents as well as enhance their appearance. Finished documents can be printed in a variety of formats and address information can be printed on envelopes, if your printer has envelope-printing capability.
Word 2000 can be started from the Taskbar. The taskbar is the long thin grey line along the bottom of your Windows screen.
The Taskbar
By default it will always be visible when Windows is running. Every time you start a program the name of the program will appear along the Taskbar.
This will enable you to easily switch between programs just by clicking on them in the Taskbar. The more programs you open the more names appear on the Task Bar. When you close a program the name of the program will disappear from the Task Bar.
The Start button will allow you to start a program, open documents, change system settings, find items, get help and more.
To Start Word 2000 from the Start Menu
1. Click on the Start button on the taskbar. The Start menu will appear.
2. Point to Programs. The Programs submenu will appear.
3. Click on Microsoft Word. The Word 2000 Window will open, similar to the following example.
Note: The very first time you open Word 2000 after installation, the Office Assistant appears, welcoming you to the program. In this instance, click on Start using Microsoft Word to start Word 2000 and close the Assistant. If a User Setup dialog box opens, enter your name and initials as necessary and then click on OK.
The Word 2000 Window
Below is an illustration of the Word 2000 window, with the main elements labelled. As you progress through the course, use this illustration as a reference point in order to locate components of the screen.
The Office Assistant may appear (usually an animated paperclip). To hide the Office Assistant:
1. Click on the Office Assistant with the right hand mouse button. A shortcut menu will appear.
2. Click on Hide. The Office Assistant will be removed. (The Office Assistant is friendly on-line help - to be covered later in the course).
The words File, Edit, View etc. along the menu bar are menu headings. These menus provide access to all features of Word. When a menu command is greyed or dimmed, it is not currently available.
To access a menu, simply point and click on the menu heading, and the drop-down display of menu commands will appear.
Word 2000 will display a short menu at first. To see the extended menu, click on the double chevron at the bottom of the short menu. Alternatively, if the pointer is left on the menu heading for a few seconds, the extended menu will appear automatically.
The example below shows the menus which will appear when the View menu is selected for the first time.
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Adaptive Menus
Word 2000 has a new feature called Adaptive Menus. This means that Word will remember the commands you have used and adapt the short menu accordingly. For example, if you use a command from the extended menu, Word will place that command on the short menu for your convenience next time. Therefore menus you see will vary according to the commands most recently used.
Using Shortcut keys for Menu Commands
Shortcut keys can be used instead of the mouse to carry out most commands. They save time but need to be memorised. Some topics in this workbook will contain Shortcuts
Toolbars
A toolbar is a row of buttons showing icons which represent a menu command. Each button executes a specific menu command with one click, thus saving time. Word 2000 has many toolbars which can be accessed as and when needed.
On the standard screen display here are two short toolbars, side by side, under the menu bar.
Each of these two short toolbars has a More Buttons button at the end to offer an extended choice:
Adaptive Toolbars
As with adaptive menus, Word remembers the toolbar buttons which you use, and adapts the toolbar accordingly for your convenience. This means that toolbar buttons will look different according to the buttons you use most often.
Viewing the Screen Tips
If you place your mouse pointer over the icons on a toolbar you will notice a screen tip indicating what that icon will do, as illustrated below for the Print Preview button and the More Buttons button.
Displaying and Hiding Toolbars
1. Click on the View menu
2. Click on the Toolbars command. A list of toolbars will display. A tick will show against any toolbar you already have displayed.
3. Click on the toolbar you want to display or hide.
Below is an illustration of the drawing toolbar.
Tip: Word 2000 Toolbars
The Text Area
The text area, where typing will appear, is on the white part of the Word window representing a blank new page. The mouse pointer changes its shape to an I-beam when it is over the text area.
The Cursor
The cursor, (sometimes called the cursor), is the flashing vertical bar which indicates where the next character will appear. It moves along as text is inserted before it.
The Status Bar
The status bar, just above the task bar at the bottom of the window, provides useful information on the position of the cursor. For instance it displays which page, line and column. As you enter text the column number indicator increments as you type.
Entering Text in a Document
When the text you are typing reaches the end of a line, Word 2000 will automatically wrap it to the next line. Only press Enter at the end of a line when you wish to force a new line, such as the individual short line of an address, to start a new paragraph, or to insert a blank line between paragraphs.
1. Type the desired text
2. Press Enter to force a new line.(Word treats this as a new paragraph. However it is conventional to have a blank line between
paragraphs)
3. Press Enter a second time to insert an empty paragraph. In the example below, the Enter key has been pressed twice after the word "Windows.".
4. Type:
Welcome to this training course on Word for Windows.
During this course you will learn many of the features
of one of the world's most popular word processing packages
Deleting Text
Below are a few examples of how to delete text using keys on the keyboard. Appendix # contains a keyboard guide to help you locate the special keys.
Where two keys are indicated, hold down the first key and tap the second key. Where three keys are indicated, hold down the first two keys and tap the third key.
Backspace Deletes one character to the left of the cursor
Delete Deletes one character to the right of the cursor
Ctrl + Backspace Deletes all the characters in word to the left of the cursor. To delete the whole word the cursor must be positioned at the end of the word
Ctrl + Delete Deletes all the characters in a word to the right of the cursor. To delete the whole word the cursor must be positioned at the beginning of the word
Note: Any area of text can be selected with the mouse and then deleted. (Selecting text will be covered in Module 2.)
Creating A New Document
A new document is automatically created every time Word 2000 is started. Word assigns to it an automatic name (Document1), which appears in the title bar. When the document is saved and named by the user, the new name will display in the title bar.
A new document can be started while a document is still open, or when all documents are closed and only the Word screen is displayed. Several documents can be open at one time.
Once within Word you can select the New button on the standard toolbar to open a new blank document. The new document will have the automatic name starting with the word Document and followed by the next number, for example Document2.
To Create a New Document
Click the New button on the standard toolbar.
A new document based on the standard Normal template will be opened. Its automatic temporary name will appear in the title bar.
Alternatively, click on the File menu, then click on New. This second method will offer several styles of new document in pre-designed styles (letters, forms, faxes etc.)
Tip: The Ctrl+N shortcut sequence (holding down the Ctrl key while tapping the letter N) will create a new standard Normal document.
Saving a New Document
After creating a new document, you can save it to disk so that you can retrieve it at another time.
To Save a New Document
1. Click the Save button on the standard toolbar. The Save As dialog box will open.
The Places Bar down the left side of the dialog box is a useful set of "one-click" links to other locations, and works in a similar way to an Internet web page. It includes a link to Web folders on the Internet. Although not covered on this course, this is a powerful element of Word 2000
2. Click on the drop-down arrow by the Save in box and choose a drive from the list that displays.
If the Save in box already displays the correct drive there will be no need to change it.
The folders and/or files in the selected drive will appear. For this course drive A: will contain a Student Data folder.
3. Click once on the folder. This will highlight it, indicating that it is now selected. Then click the Open button. Alternatively, double click on the Student Data folder to open it.
The current contents of the folder will be listed:
4. Click in the File name box to position the cursor and type the name for the new file which will be added to the list.
Note: The following characters cannot be used in filenames: forward slash (/), backslash (\), greater than symbol (>), less than symbol (<), asterisk (*), quotation marks (""), colon (:), pipe symbol (|), or semicolon (;)
5. Finally click on Save. The Save As dialog box closes and the file is saved to the selected drive and folder. The new file name will now appear in the title bar.
Once a document has been saved for the first time, it has been given its name and location. Therefore any subsequent saves do not display the Save As dialog box. Any changes are simply saved to the same file and location.
Tip: You can use the Ctrl+S keyboard shortcut to save a document at any time.
Using Insert Mode
Insert Mode is the default setting in Word 2000. It is the recommended method of adding text when editing. When new text is entered in front of existing text, the existing text is pushed to the right of the cursor as you type.
Using Overtype Mode
In overtype mode, each character typed replaces the next character instead of pushing it along. When in the overtype mode, OVR appears emboldened on the status bar. When Word is not in the overtype mode, OVR is dimmed on the status bar.
To Switch to Overtype Mode
1. Tap the Insert key OR
Double-click the OVR indicator in the status bar at the bottom of the document window
Either of these two actions will cause OVR to appear emboldened on the status bar along the bottom of the screen.
2. Type the replacement text. Existing text will be overwritten.
To Switch back to Insert Mode
It is easy to switch on overtype mode by accidentally tapping the Insert key, which is a toggle key, switching insert key and off.
1. Double-click the OVR indicator (OR tap the Insert key again) to return to insert mode. The OVR indicator will now be dimmed again.
Closing a Document using the File Menu
To close a document without leaving the Word 2000 program:
1. Click on the File menu, then click on Close.
2. If you have saved your work, the document will close. If you have NOT saved your work, or have not saved any changes since the last save, Word will prompt for instructions by displaying a dialogue box:
3. Click on Yes to close, saving changes, or click on No to close, abandoning changes.
Closing a document using the Close Button
You can also click the Close button on the document window to close a document.
Opening a recently used Document
Word will remember the four most recently used documents. To open one of them quickly:
1. Click on the File menu. The drop-down list will display your most recently used files just above the Exit command, similar to this illustration:
2. Click once on the filename. Word will open the document.
Opening an Existing Document
To retrieve an existing from any drive or folder on your computer, you do not need to remember the file name. The Open dialog box displays a list of folders and files in the current drive and folder. You can click on the desired file from the list, or you can type the name of the file you want to open.
1. Click the Open button. The Open dialog box will appear, similar to the following:
2. If necessary, click on the downward arrow next to the Look in box to display the list of available drives and select the drive where the document you want to open is located. (During this course you need to use 3½ Floppy (A:)
The contents of Drive A, including folders and Word files will be listed.
3. If necessary, click on the folder which contains the document to be opened (for this particular practice, it is the Student Data folder) to select it and then click on the Open button)
The contents of the Student Data folder will be listed.
4. Click on the name of the document to be opened. (For this practice, the file named About Facsimile) and click on the Open button.
5. The document will open on the Word 2000 window.
Tip: You can use the Ctrl+O keyboard shortcut to display Open dialog box.
Viewing a Document in Normal View
The default view in Word 2000 is the normal view. Normal view is considered faster for typing work. However it does not show how the document will look on paper, i.e. it does not display any graphics, white space in the top and bottom margins or page numbers
Below is a view of the About Facsimile document in normal view. The paragraphs are set in double-line spacing:
Changing the View
To change the view of the current document:
1. Click on the View menu
2. Click on Print Layout or Normal
Your document will be displayed in your chosen view.
The following example shows the same document in print layout view:
The Print Layout View
Print Layout view shows the document in a WYSIWYG style (What You See is What You Get)
It shows graphics and margins. Any text in the top or bottom margins (headers or footers) would be shown in pale grey.
Moving around the Document
To view areas of the document that are not visible on the screen, you can scroll using the mouse and the scroll bars or use the keyboard.
To Scroll through a Document using the Mouse
1. Click the downward pointing arrow in the vertical scroll bar to move down over the text a line at a time. The text in the document window moves up one line
2. Click the upward pointing arrow in the vertical scroll bar to move up over the text a line at a time. The text in the document window moves down one line
3. Drag the vertical scroll box up or down the scroll bar. A ScreenTip indicates the relative page location of the scroll box as you drag
4. The same actions can be used on the horizontal scroll bar along the bottom of the window by clicking or dragging sideways pointing arrow at each end.
To Move Around a Document using the Keyboard
Up Arrow Moves the cursor one line upwards
Down Arrow Moves the cursor one line downwards
Left Arrow Moves the cursor one character to the left
Right Arrow Moves the cursor one character to the right
Ctrl + Right Arrow Moves the cursor to the beginning of the next word on the right
Ctrl + Left Arrow Moves the cursor to the beginning of the previous word on the left
End Moves the cursor to the end of a line
Home Moves the cursor to the beginning of a line
To Adjust the Area of Document Shown on Screen:
Page Up Moves the cursor up one screen
Page Down Moves the cursor down one screen
Ctrl + End Moves the cursor to the last line of the document
Ctrl + Home Moves the cursor to the first line of the document
Alt + Ctrl + Page Up Moves the cursor to the top of the previous page
Alt + Ctrl + Page Down Moves the cursor to the top of the next page
To Print a Document Quickly
To print a document quickly utilizing the current print settings:
1. Click on the print button 
located on the Standard Tool Bar. One copy of the entire document will be printed
When you have finished using Word, you should exit the application properly, since Word performs necessary housekeeping before it closes.
To Exit Word using the File Menu
1. Select the File menu. Click File
2. Select the Exit command. Word closes
If you have not saved your work Word will automatically prompt you to do so.
To Exit Word using the Close Button
You can also click the Close button on the application window title bar to exit Word.
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