To quit Word you go to ‘File’ which is at the top left of the screen and the select ‘Exit’.
Or you select ‘X’ which is at the top right hand of the word window.
Automatic Text entry facilities
AutoText is a way to store parts of a Word document for re-use. An AutoText entry can store anything a Word document can contain, such as formatted text, pictures, and fields. Word comes with a number of predefined AutoText entries, and you can add as many as you like. It is designed to save keying in longer phrases by automatically completing your typing. This could be a letter head, address or long paragraphs which you sometimes use when writing letters or documents.
- Click on ‘Insert’ from the menu bar at the top of the screen and then select ‘Auto text’. Go across to ‘Autotext’ and click.
This box should come up:
For example, if you’re writing a letter, it would require you to write Dear Sir/Madam in some cases, so therefore in your Autotext you would add your own Autotext entry and then click on ‘Add’. The next time you start to write a letter, you’ll notice that there is an option already there for you so you don’t have to write up the whole thing. You can choose to activate or just ignore.
If you add ‘To whom it may concern’, the next time you write that phrase, that text box should come up just above your writing.
It should look something like this:
Thesaurus
A thesaurus is a dictionary of synonyms and homonyms. It lets us find different alternative words for a certain word.
You can do this by selecting ‘Tools’ on the top menu bar and then selecting ‘Language’ and then select ‘Thesaurus’.
A short cut is by pressing shift and F7 together.
Word Count
Word Count is an option where it counts all your words in your selected document.
You can do this by selecting ‘Tools’ from the top menu bar and then selecting ‘Word Count’. Then this should appear:
By opening this, you can see how many pages you have written, how many words you’ve typed, how many characters (letters) you have in the document, how many paragraphs and how many lines you have altogether in your document.
Page breaks
When you fill a page with texts and graphics, Microsoft word automatically inserts a page break and starts a new page.
A page break is a point where one page ends and another begins. It automatically inserts a page for you.
When you have finished a page and about to go onto another page, your page breaks and it should look something like this:
In this way, you don’t have to keep pressing enter to go on to the next page. It automatically does it for you.
Style sheets
This is a style sheet. A style sheet is a file or form that defines the layout of a document. When you’re writing any sort of document, a style sheet is formed by the different pages size, margins and fonts.
In this example shown, you can see that is a normal Arial font, and Arial with the font size of 10, the highlighted one is of Arial that’s bold, size 14 and is underlined. That would usually be used as a heading or a title.
It saves you from changing the font, font size or putting on bold, italic or underline every time. It is already there saved for you. It is also known as a template.
The style sheet is found on the top menu bar on ‘Format’ and going down to ‘Styles and Formatting’.
A sheet will show up on the right side of your page with all the different types of styles that you have used or will use.
Find and replace
Find and replace is when you can find a word or sentence and replace it with something else. Find and replace are two different options. ‘Find’ is where you just looking for a certain word or sentence and ‘Replace’ is where you find a certain word or sentence and replace with something else.
You can do this by:
- Clicking in ‘Edit’ on the top menu bar and going down to ‘Find’
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This box will appear where you have the option to find whatever you’re looking for. You can also see the option ‘Replace’ right next to ‘find’.
To use the ‘Replace’ option, go to ‘Edit’ from the top menu bar and go down to ‘Replace’.
- This box will appear where you can find a certain word or sentence and replace with anything else.
This saves time having to look through the whole document, especially if it’s a long one. In this way you can just type in what you’re looking for and also replace.
Saving the file in different ways
In this section, you will be explained on how to save your document in different ways (i.e. same file with the different name, saving the file in different data format).
To save a document, you need to do the following:
- Click on ‘File’ which is on the top menu bar.
- Go down to ‘Save As’ where this box will come up:
This is where you get to chose what to name your document where it says ‘File Name’.
- Before you click ‘Save’ you have an option to save it into another file if you wish to or need to.
To save it in another file, you just simply click on whatever you wish to save on. For example, in this sample shown below, it will be saved on ‘My Documents’. You also get to choose a name for the document when saving on ‘My Documents’.
Printing in different way
To print a document as a whole, you just simply -
- Go on ‘File’ from the top menu bar
- Go down to ‘Print’
- This box will appear. You select ‘Ok’ to print normally (the whole document).
To print part of the document (certain pages) you do the same until you get the box that appears above.
Where it says ‘Pages’ you type in the page numbers that you want printed out. And then select ‘Ok’.
