Microsoft Office Tutorial

Customize keyboard shortcuts

2016-09-12T22:40:00.000-07:00

You can customize keyboard shortcuts by assigning keyboard shortcuts (or shortcut keys) to a command, macro, font, style, or frequently used symbol. You can also remove keyboard shortcuts.

Assign or remove a keyboard shortcut by using the keyboard

If necessary, press ALT+F, I to open the Word Options dialog box, and press DOWN ARROW to select Customize Ribbon.
Press the TAB key repeatedly until Customize is selected, and then press ENTER.
In the Categories box, press DOWN ARROW or UP ARROW to select the category that contains the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from.
Press the TAB key to move to the Commands box.
Press DOWN ARROW or UP ARROW to select the name of the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from. Any keyboard shortcuts that are currently assigned to that command or item appear in the Current keys box.
Do one of the following:

Assign a keyboard shortcut
Begin keyboard shortcuts with CTRL or a function key.
1. Press the TAB key repeatedly until the cursor is in the Press new shortcut key box.
2. Press the combination of keys that you want to assign. For example, press CTRL plus the key that you want to use.
3. Look at Currently assigned to to see whether the combination of keys is already assigned to a command or other item. If the combination is already assigned, type a different combination. Important Reassigning a combination of keys means that you can no longer use the combination for its original purpose. For example, pressing CTRL+B changes selected text to bold. If you reassign CTRL+B to a new command or other item, you will not be able to make text bold by pressing CTRL+B unless you restore the keyboard shortcut assignments to their original settings by clicking Reset All.
4. Press the TAB key repeatedly until Assign is selected, and then press ENTER.
Note If you use a programmable keyboard, the key combination CTRL+ALT+F8 might already be reserved for initiating keyboard programming.
Remove a keyboard shortcut
1. Press the TAB key repeatedly until the cursor is in the Current keys box.
2. Press DOWN ARROW or UP ARROW to select the keyboard shortcut that you want to remove, and then press SPACEBAR.
3. Press the TAB key repeatedly until Remove is selected, and then press ENTER.
Press the TAB key repeatedly until the Save changes in box is selected.
Press DOWN ARROW or UP ARROW to highlight the current document name or template in which you want to save the keyboard shortcut changes, and then press ENTER.

Assign or remove a keyboard shortcut by using the mouse

If necessary, click the File tab, click Options under Word, and then click the Customize Ribbon tab.
In the Customize the Quick Access Toolbar and keyboard shortcuts pane, click Customize.
In the Save changes in box, click the current document name or template that you want to save the keyboard shortcut changes in.
In the Categories box, click the category that contains the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from.
In the Commands box, click the name of the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from. Any keyboard shortcuts that are currently assigned to that command or other item appear in the Current keys box.
Do one of the following:

If you are upgrading from Word 2003

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In addition to the features listed in the previous sections, if you’re upgrading from Word 2003, you’ll want to take note of the new features that were introduced in Word 2007. The Word 2007 upgrade provided a more efficient working environment and included a long list of new and improved features, including the following:

The ribbon No more hunting through menus, submenus, and dialog boxes. This interface organizes all the commands most people use most often, making them quickly accessible from tabs at the top of the program window.
Live Preview Review the effect of a style, theme, or other formatting option before you apply it.
Building blocks Think AutoText on steroids! Predefined building blocks include sets of matching cover pages, quote boxes, sidebars, and headers and footers.
Style sets and document themes Quickly change the look of a document by applying a different style set or theme, previewing its effect before making a selection.
SmartArt Graphics tool Use this awesome diagramming tool to create sophisticated diagrams with three-dimensional shapes, transparency, drop shadows, and other effects.
Improved charting Enter data in a linked Excel worksheet and watch as the data is instantly plotted in the chart type of your choosing.
Document cleanup Have Word check for and remove comments, hidden text, and personal information stored as properties before you declare a document final.
New file format The Microsoft Office Open XML Formats reduce file size and help avoid loss of data.

If you are upgrading from Word 2007

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In addition to the features listed in the previous section, if you’re upgrading from Word 2007, you’ll want to take note of the following features that were introduced in Word 2010:
Backstage view All the tools you need to work with your files, as opposed to their content, really are accessible from one location. You display the Backstage view by clicking the File tab, which replaces the Microsoft Office Button.

Customizable ribbon The logical next step in the evolution of the command center that was introduced with Word 2007: create your own tabs and groups to suit the way you work.
Navigation pane The replacement for the Document Map not only provides a means of navigating to any heading but also to any page or to any search term you enter.
Unsaved file recovery Word preserves temporary versions of your unsaved files so that you can recover them if you need them.
Paste preview No more trial and error when moving items to new locations. Preview what an item will look like in each of the available formats, and then pick the one you want.
Coauthoring A team of authors can work simultaneously on a document stored in a SharePoint site document library or SkyDrive folder.
Language support These days, more business is conducted internationally across language lines than ever before. Not only can you easily tailor the language of your working environment, but you can also use translation tools to collaborate with team members in other countries.
Graphics editing After inserting a picture, you can edit it in multiple ways. In addition to changing color, brightness, and contrast, you can remove the background and, most exciting of all, apply artistic effects that make it appear like a watercolor, pencil drawing, or pastel sketch.
Text effects WordArt has had a makeover. Not only can WordArt be used to create distinctive headlines, but its effects can be used on any text.
Screen shots and screen clippings You no longer need to go outside of Word when you want to insert a screen image into a document. This capability is built into Word.
Improved SmartArt Graphics tool You can include pictures in addition to text in your SmartArt diagrams.

If you are upgrading from Word 2010

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If you have been using Word 2010, you might be wondering how Microsoft could have improved on what seemed like a pretty comprehensive set of features and tools. The new features introduced between Word 2010 and Word 2013 include the following:

Start screen When you start Word without opening a specific document, the Start scree provides quick access to recent documents and and to document templates.
Cloud access When you connect your Office or Word installation to a Microsoft account, you have the option of saving documents to your SkyDrive. After you save a document in a SkyDrive folder or other shared location, you and your colleagues can simultaneously work on one version of the document.
Previous location bookmark When you close a document, Word marks the location where you were working. The next time you open the document (even on a different computer, if the document is saved in a shared location) a Resume Reading alert appears, to make it easy to return to that location.
Smart guides When you place or move a graphic element on a page, on-screen guides appear to help you align the graphic with other page elements such as margins and paragraphs.
Read Mode This view, which replaces the Full Screen Reading view, provides a simpler interface for reviewing documents.
Reply Comment With this new feature you can place comments next to the text you’re discussing so it’s easy to track the conversation.
Present Online Share your document with others even if they don’t have Word. As you display the document on your screen, they can follow along in their browsers.
Live Layout Text reflows instantly when you drag a photo, video, or shape to its new position. When you release the mouse button, your object and surrounding text stay where you want them.
PDF Reflow When you open a PDF in Word, its paragraphs, lists, tables, and other content act just like Word content.

A First Look at PowerPoint

2016-08-20T18:05:00.000-07:00

PowerPoint is a popular tool for people who give presentations as part of their jobs and also for their support staff. With PowerPoint, you can create visual aids that help get the message across to an audience, whatever that message may be and whatever the format in which it is presented. Although the traditional kind of presentation is a live speech presented at a podium, advances in technology have made it possible to give several other kinds of presentations, and PowerPoint has kept pace nicely. The following list outlines the
most common PowerPoint formats:

■ Podium. For live presentations, PowerPoint helps the lecturer emphasize key points through the use of computer-based shows (from a notebook or tablet PC, for example) or overhead transparencies.
■ Kiosk shows. These are self-running presentations that provide information in an unattended location. You have probably seen such presentations listing meeting times and rooms in hotel lobbies and as sales presentations at trade show booths.
■ CDs and DVDs. You can package a PowerPoint presentation on a CD or DVD and distribute it with a press release, a marketing push, or a direct mail campaign. The presentation can be in PowerPoint format, or it can be converted to some other format, such as PDF or a video clip.
■ Internet formats. You can use PowerPoint to create a show that you can present live over a network or the Internet, while each participant watches from their own computer. You can even store a self-running or interactive presentation on a website in a variety of formats and make it available for the public to download and run on a PC.

PowerPoint is useful for people in many other lines of work as well.

Sales
Marketing
Human Resources
Education and Training
Clubs and Organizations

Identifying new features of Word 2013

2016-08-19T07:47:00.000-07:00

Word 2013 builds on previous versions to provide a powerful set of tools to meet all your word-processing needs. If you’re upgrading to Word 2013 from a previous version, you’re probably most interested in the differences between the old and new versions and how they will affect you, and want to find out about them in the quickest possible way. The following sections list new features you will want to be aware of, depending on the version of Word you are upgrading from. Start with the first section and work down to your previous version to get the complete picture.

Basic Use And Function in Microsoft word

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Enter And Edit Text

When Word 2010 is launched at the beginning of a work session, it provides a blank document ready for you to start typing. Word assigns the name “Document1” and this appears on the title bar at the top of the screen until you save the document and allocate a filename. Each time a new document is created, Word will assign this temporary name with the number of the document going up in sequence (e.g. the second document created in any one session
would be “Document2” and so on).

Word Wrap

When you are typing in a document, Word has a feature called word wrap. This is what makes the cursor automatical y jump onto a new line when the text that you are typing has filled up all the space on the previous line. Therefore the only time that you need to tell Word to begin a new line is if you want to start a new paragraph.

Click and Type

The cursor appears as a flashing vertical bar. To enter text, simply begin to type. If your cursor is at the top of the page and you wish to type text some way down the page, double click with the mouse to anchor your cursor in the desired location. This feature is known as Click and Type.

Hidden Characters

Typing normal text into a word document may seem just like using a type writer and it is as far as just typing basic text, but many characters that you may be instructed to type will enter other, unseen characters to your document that can have dramatic effects later on when formatting or practising more advanced uses of word. These hidden characters can be displayed so that you may see exactly what you are entering into your document.

how to Access Help Microsoft Word

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Mouse

1. Click the help button below the title bar on the far right OR press f1.

2. The Help window will open:

3. The contents page allows you to select from a list of topic headings.

4. Click on a topic in order for it to be displayed

To Find a specific topic:

1. Type a topic in the search bar near the top of the page.

2. Press enter or click search

3. The window will display the topics that match your search.

This is very similar to a web page You may enter search criteria and press Enter (like a search when on the internet)

4. You may need to be online to access some of the help links. The search will be more extensive if you are online as it will search online help files from Office.com

Microsoft Word Keyboard Shotcuts

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CTRL+N Create a new document of the same type as the current or most recent document
CTRL+O Open a document
CTRL+W Close a document
ALT+CTRL+S Split the document window
ALT+SHIFT+C Remove the document window split
CTRL+S Save a document
CTRL+F Find text, formatting, and special items
CTRL+H Replace text, specific formatting, and special items
CTRL+G Go to a page, bookmark, footnote, table, comment, graphic, or other location
ALT+CTRL+Z Go back to a page, bookmark, footnote, table, comment, graphic, or other location
CTRL+P Print a document
ALT+CTRL+I Switch in or out of print preview

CTRL+1 Single-space lines
CTRL+2 Double-space lines
CTRL+5 Set 1.5-line spacing
CTRL+0(zero) Add or remove one line space preceding a paragraph
CTRL+E Center a paragraph
CTRL+J Justify a paragraph
CTRL+L Left align a paragraph
CTRL+R Right align a paragraph
CTRL+M Indent a paragraph from the left
CTRL+SHIFT+M Remove a paragraph indent from the left
CTRL+T Create a hanging indent
CTRL+SHIFT+T Reduce a hanging indent
CTRL+Q Remove paragraph formatting
CTRL+SHIFT+N Apply the Normal style
ALT+CTRL+1 Apply the Heading 1 style
ALT+CTRL+2 Apply the Heading 2 style
ALT+CTRL+3 Apply the Heading 3 style

Working With Documents

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Download a free Microsoft Office trial here

Create a New Document

There are several ways to create new documents, open existing documents, and save documents in Word:

Click the Microsoft Office Button and Click New or

Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template, you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.

Opening an Existing Document

Click the Microsoft Office Button and Click Open, or
Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or
If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Saving a Document

Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or

Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
Click the File icon on the Quick Access Toolbar

Renaming Documents To rename a Word document while using the program:

Click the Office Button and find the file you want to rename.
Right-click the document name with the mouse and select Rename from the shortcut menu.
Type the new name for the file and press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it.

Document Views
There are many ways to view a document in Word.

Print Layout: This is a view of the document, as it would appear when printed. It includes all tables, text, graphics, and images.

Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time.

Web Layout: This is a view of the document, as it would appear in a web browser.

Outline: This is an outline form of the document in the form of bullets.

Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the screen

or:

Click the View Tab on the Ribbon

Click on the appropriate document view.

Close a Document

To close a document:

Click the Office Button

Click Close

Getting Started

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Screen Layout

Menus
When you begin to explore Word 2007 you will notice a new look to the menu bar. You should remember three features as you work within Word 2007:

The Microsoft Office Button

The Quick Access Toolbar

The Ribbon

These three features contain many of the functions that were in the menu of previous versions of Word. The functions of these three features will be outlined below.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish or close.

The Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols.
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange.
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities.
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish.
Review: Proofing, Comments, Tracking, Changes, Compare, Protect.
View: Document Views, Show/Hide, Zoom, Window, Macros.

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon.

You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

Download a free Microsoft Office 2010 Click Here