How to Learn Computer in 7 days -- Day 3

Today you will learn about function of Bars, Buttons and Options in ‘Microsoft Word’. Read it 2-3 times. That’s all.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Computer
• Pen and Papers
• Determination

1. Step 1: To open the file ‘02’saved on Day 2 in ‘My Documents’:
   (a) Start Computer as mentioned on Day 1.
   (b) After the booting is complete, double click ‘My Documents’ Icon. A list of folders and files will appear on the Desktop. Search files and locate file ‘02’.
   (c) Double click file ‘02’ which was saved on Day 2. The file will open on the Desktop.
   (d) It will have the sentences:
   Don't allow weeds to grow around your dreams. Daddies aren't always successful. Change is always tough.
   Look inside the open file.
   (See Image)
2. Smart buttons Step 2: Bars in ‘Microsoft Word 03’:
   You will find some bars at the top and the bottom. Most of the buttons in the bars are ‘Smart’ buttons. When you bring arrow over them, they shine and show their name and function. Bars from top to bottom:
   
   (a) Title Bar: On left side it has word 'W' (which contains a menu), name of Document (which will appear when you save some text) and Name of Program (i.e. Microsoft Word). On right side it has Minimize (-), Restore (double box) and Close (X) buttons. By clicking (-) button the open window will disappear from desktop and will sit in the Task bar (same bar which has 'Start' button). By clicking this button in task bar, the window will reappear on the desktop. By clicking (double box) button the window will shrink on desktop. By clicking it again the window will be restored to original shape. By clicking on (X) the open window (Microsoft Word) will disappear and program will close.
   (b) Menu Bar: Its buttons allow selecting an Option from a variety of pull down menus. This bar contains—File, Edit, View…. buttons. If you bring arrow on one of them and click mouse button, you will get a popup menu containing other Option buttons. Click an Option to see what happens.
   (See Image)
3. Step 3: Bars in Microsoft Word 03 continued
   (c) Standard Toolbar: It holds 'Shortcut' buttons to quickly execute common tasks such as ‘New Page', 'Save', 'Print…' This tool bar can be modified to meet specific needs. There is a ‘Toolbar Options’ button at the end of the bar. Click some buttons to see what happens.
   (d) Formatting Toolbar: It presents buttons to quickly format text as you work. Options include 'Spelling and Grammar Checking', ‘Text Style', 'Font', 'Font Size', changing of fonts into 'Bold/Italic/Underline', 'Alignment of Text', 'Number' and 'Bullet' etc buttons. Click some buttons to see what happens. (Sometimes buttons of both are included in one bar or one of the bar is located below)
   (e) Ruler Bar: It provides a quick and easy way to guide the setting of tabs and indents in documents. It is not of our use at present. Forget it.
4. Step 4: Bars in Microsoft Word 03 continued:
   At the bottom:
   (a) Scroll Bar: It has five buttons on left side for page layout - 'Normal View', 'Web Layout View', 'Print Layout View', and 'Outline View' and ‘Reading Layout’. Click each button to change the page layout. You will use 'Normal View' for typing and 'Print Layout View' for pasting page numbers and printing. Therefore, other buttons are of no use to us at present. The Scroll Bar has arrows on both sides to move the text.
   (b) Drawing Bar: It displays tools like 'Auto Shapes', 'Word Art', 'Clip art', and 'Colors' etc. These will be used latter.
5. Step 5: Bars in Microsoft Word 03 continued:
   
   (c) Status bar: It displays information about the open document such as 'Page Number', 'Total number of Pages', 'Lines', and ‘Columns’ etc.
   (d) Task bar: This is the most important bar and it appears in all open windows. It displays some Icons of 'Programs', which can be opened by clicking them.
   (There is possibility that some bars and buttons are not visible in your Desktop. These may be hidden)
6. Function of buttons Step 6: Function of buttons/options on Menu Bar.
   (a) File Menu: It contains Options for Opening, Saving, Closing etc Options not available are grayed out.
   (b) Edit Menu: It contains Options for Undo Typing, Cut, Copy, Paste, Delete, and Select All (highlighting full text) etc.
   (c) View Menu: It contains Options for Normal, Web and Print Layout View of text, Tool Bars etc.
   (d) Insert Menu: It contains Options for Page Number, Date & Time, Auto Text, Symbol, Picture (Clip Art, Text/Pictures from file of 'My Documents', Auto shapes, Word Art), Text Box etc.
   (See Image)
7. Function of buttons Step 7: Function of buttons/options on Menu Bar Continued.
   (e) Format Menu: It contains Options for Fonts, Paragraphs, Bullets & Numbers, Columns, Tabs, Back ground Coloring, Themes, Styles etc.
   
   (f) Tools Menu: It contains Options for Spelling & Grammar, Language, Word Count, Auto Summarize, Envelopes & Labels and Templates etc.
   (g) Table Menu: It contains Options for Inserting Tables, Deleting and Auto File etc.
   (h) Window Menu: It contains Options for switching back and forth between open documents, and open document.
   (i) Help Menu: It contains Options for providing help on every item listed in 'Microsoft Windows'.
   (j) Click all the buttons to see the Options in them.
   (See Image)
8. Step 8: Highlighting/Selecting a Word/Sentence/Paragraph/Whole Text of a page
   Highlighting is most important option in execution of other options. You can make words Bold, Italic, Underlined, Resized etc only after Highlighting. You can Cut, Copy, Paste, and Delete only after Highlighting. Almost every option requires Highlighting. So you must learn Highlighting very well. There are four ways of Highlighting which are described below.
   
   Method 1: Bring arrow in front of a word/sentence that you want to highlight. Hold down left mouse button and drag the arrow to the last word. Release mouse button. The text will be highlighted. In this way you can highlight a letter/word/sentence/whole text.
   (To remove highlight, click anywhere outside the highlighted portion.)
   
   Method 2: Bring arrow in front of the word you want to highlight and click. The ‘Cursor’ will appear there. Keeping pressed ‘Shift’ key; go on pressing four ‘Directional Arrow’ keys till you reach the last word. Release the ‘Shift’ key. The text will be highlighted. In this way you can highlight a letter/word/sentence/whole text.
9. Step 9: Highlighting/Selecting continued
   Method 3: Bring arrow in the middle of the sentence you want to highlight; click left mouse button three times in quick succession. The sentence will be highlighted. If you have to highlight a single word then click twice in quick succession.
   
   Method 4: Bring arrow on ‘Edit’ button of Menu Bar and click. A drop down menu will appear. Search ‘Select All’ button and click. The text will be highlighted. This method is suitable when text of all the pages is to be highlighted.
   (You can use any of the method that is easy to you.)
   (Important: Never press any key of Keyboard after highlighting. It will be deleted)
10. ABC button Step 10: Use of 'Spelling and Grammar' (ABC) button.
    It is for correcting the spelling and grammar mistakes. Click this button after completing the text. A box will open in which mistakes and suggestions will appear. It will go on suggesting till all mistakes are pointed out.
    After practice you will get proficiency.
    (See Image)
11. Step 11: Use of ‘Save’ buttons:
    Before closing the text for the first time, it should be saved so that it is not lost due to mistake or failure of electricity.
    Bring arrow on 'File' button of menu bar and click, a menu will popup. Bring arrow on 'Save' button and click, a 'My Documents' dialog box will appear. Look at the bottom portion of the box. Type file name say ‘02’ and click ‘Save’ button. Your text will be saved as a file (02) in 'My Documents'. After saving close the file. The text should be frequently saved.
    (You can save the file in some other place but after proper practice)
12. Step 12: Use of ‘Save As’ button.
    You have opened a ‘Saved’ file say ‘02’ and typed some information in it. You do not want that it should appear in file ‘02’. You shall have to make another file to save all the text. Bring arrow on 'File' button of menu bar and click, a menu will popup. Bring arrow on 'Save As' button and click, a 'My Documents' dialog box will appear. Look at the bottom portion of the box. Type file name say ‘03’ and click ‘Save’ button. Your text will be saved as a file (03) in 'My Documents'. After saving close the file (02). A box with options regarding text will open. Click ‘No’ button. It will close keeping your original text in file ‘02’.
13. Step 13: Use of Cut and Paste buttons
    Highlight the text you want to cut and paste at another place. Bring arrow on 'Edit' button of menu bar and click, a menu will pop up. Bring arrow on 'Cut' button and click. Bring arrow at a place where you want to paste the text and click. The ‘Cursor’ will appear there. Again bring arrow on ‘Edit’ button and click. In the popup menu, click ‘Past’. The text will appear at the location of ‘Cursor’
14. Step 14: Use of Copy and Paste buttons
    It is done in the same way as above except that text is not ‘Cut’ but another ‘Copy’ is prepared for pasting. The original text remains at the same place.
15. Step 15: Methods of Cut, Copy and Paste:
    There are three other methods to Cut, Copy, and Paste.
    Method 1: Right click over the highlighted potion. Select the option from popup menu and click. This method is more convenient.
    
    Method 2: There are three separate buttons for these options in the Tool bar. After highlighting use these buttons.
    
    Method 3: Click ‘Insert’ menu and click ‘Clipboard’ button. A clipboard will appear on the desktop. First cut or copy all the words you want to paste at other place. Bring arrow at the place of pasting and click. The ‘Cursor’ will appear. Now click ‘Paste all’ button on the ‘Clipboard’. All words will appear there. Then click ‘Clear all’ button.
    
    (It may be remembered that when you do not open the 'Clipboard', only one cut/copy can be done. Once you cut another, previous cut/copy is deleted to make room for new one. Therefore don't forget to paste 'first cut/copy' before 'second cut/copy')
16. Step 16: Use of ‘B’, ‘I’ and ‘U’ buttons;
    These are used to make the text bold, italicized, or underlined:
    Highlight the word/sentence/paragraph then click the relevant button.
17. Step 17: Use of Font and Font Size buttons:
    These are used to change Font design and Font size.
    Highlight the Text, put arrow on downward arrow behind the Font ‘Times New Roman’ and click. Select the Font from drop down menu and click. The font of the text will change. In the same way change Font size. By default the Font is ‘Times New Roman’ and size is 12.
18. Step 18: Use of Alignment buttons.
    These are used to change the alignment of the text. There are four buttons ‘Align Left’, ‘Align Center’, ‘Align Right’, and ‘Justify’.
    Highlight the text and click the desired button. These buttons are on 'Tool Bar'. By default the text is typed in 'Left Align'.
19. Step 19: Use of Bullet and Number buttons:
    These are meant for putting bullets and numbers in front of the lines.
    Highlight the text and click numbering button. The lines/paragraphs will be serially numbered. Same action may be taken for putting bullets in front of lines/paragraphs.
20. Step 20: Use of Line Spacing button.
    It is used for line spacing between two lines.
    Highlight the text where you want increased or decreased line spacing. Click downward arrow of line spacing button; select the spacing and click. By default the spacing is 1.
21. Step 21: Use of Undo Typing and Repeat Typing buttons:
    These buttons are used to undo the action which you want to reverse. For example you have typed ‘they ate mangoes.’ You want to erase this sentence. Click ‘Undo’ (Reverse Arrow) button on Tool bar, the sentence will be deleted. If you click ‘Repeat Typing’ button, the sentence will reappear. (Properly practice before use. This is one of the best options.)
22. Step 22: Use of ‘Replace’ Option:
    Suppose you have typed ‘men’ twenty times in a text. You want to replace ‘men’ by ‘man’. To accomplish this, click ‘Edit’ button, click ‘Replace’ button from the drop down menu. A box ‘Find and Replace’ will appear. Type ‘men’ in upper place and ‘man’ in the lower place then click ‘Replace All’ button. The changes will be made in the text. (Use it carefully.)

Tips & Warnings

• Practice typing easy words.
• Use buttons, keys and options to alter the typed text.
• take rest if you feel tired.
• More about 'Microsoft Word' in article of Day 4
• Read the instructions of software provider