1 Intro to Microsoft WordTechnology for Tomorrow + Vermont Associates 2017

2 WHAT AND WHY What we will learn… Why we will learn it…Key terms for using Microsoft Word & How to navigate Microsoft Word To be able to understand instruction for using Microsoft Word and to enable you to use other word processing programs Creating a new document To be able to create your own, original content How to save Microsoft Word files To preserve your hard work and find it easily when you want to return to it Formatting a document & adjusting layout To adjust document layout based type of document being created Formatting document text To present your information in a clear, concise manner

3 WHAT IS MICROSOFT WORD (…and why does it matter?)Word processing software Used by almost everybody Allows you to type and design documents Easily shared via or google drive The standard for written work Let’s first look at some details of today’s presentation: You will see a lot of these (>) today. They are greater than and less than signs, but today they are symbols used to indicate steps you take to get somewhere or do something on the computer. This is a common symbol in the tech world—often found in instructions for software program. Please don’t hesitate to ask a question. We will spend the first half of our time going through the presentation, stopping to try things out on your own/with a volunteer. The second half of the presentation will be spent trying out what you learned on the computer Let’s talk about what Microsoft word is. Let’s all open Word. Go to the image that looks like this * either on the bottom of your screen or in the start menu. You can see that word is a blank page. Microsoft word is a word processing software that is used by just about everyone. It is used for anything from typing an essay to making a fancy sign. Word eliminates messy handwriting and allows us to fit lots of information onto one page. Also, since it’s digital and not hand written, we can easily attach word documents to s, print them, or upload them to things like Google Drive. Microsoft word has become the standard for written work and SO many businesses use Microsoft word for their day-to-day work.

4 KEY TERMS Term Explanation Image Filea single document OR and option on the menu bar (top left) Folder a place where multiple documents are stored Cursor The pointer tool when on a word document. Indicated where letters/symbols will show up when you start typing Font the style of the text Fancy or fun or professional Left Click Tapping the button on the left side of the mouse; the primary way to interact with your computer L R Right Click clicking with your right finger; will often display a drop-down menu with different options File—a single document OR and option on the menu bar (top left) Folder—a place where multiple documents are stored (just like real life!) Cursor—the blinking straight line on your document. Indicated where letters/symbols will show up when you start typing, also provides a rough indication of the size of the letters/symbols Font—the style of the text Left click—the primary way to interact with your computer. From here on out, if I just say “click” use your left finger Right click—clicking with your right finger, will often display a drop-down menu with different options; used less frequently If we look at the screen with Word open, we see many icons and buttons. We are going to go into detail about many of these during the presentation. Look at the top of the page, there are “tabs”. Each tab is a category of commands. This is an example of how practice makes perfect—eventually you will learn what commands are under each tab. Some you will use frequently; some you might never use. We will focus mostly on the File, Home, and Layout tabs today. Click on each to remind yourself of what they look like

5 SAVING DOCUMENTS Save Save vs. Save As: Save As Creating a folderFile > Save Save As File > Save As Creating a folder Save vs. Save As: Save—Preserves the changes you made to the existing document Save As—saves changes to a new document i.e. When I am editing the newsletters I send out each quarter, I open the last quarter’s newsletter, File > Save As, and change the title to this quarter. I do this so all the formatting is the same as last quarter and now I can make changes to the content and Save as I go along File > Save Now that you have a word document open, it’s as if you have grabbed a new sheet of paper and are about to start writing. I suggest saving the document as soon as you open it! Computers organize files like a filing cabinet. Any document you save is referred to as a file. Just like a filing cabinet, it is helpful to organize your files into folders of related files. Let’s try it! Click File (options of what you can do with this individual file) > Save (we want to Save this file) You will now be prompted to: Decide where you want save this file, what folder/sub-folder Give the file a name so you can easily find it in the folder next time Once you’re done, click Save and the file will be stored under the title you gave it, in the folder you selected! File > Save As Save As is similar to Save. If you have an existing document that you are working on and want to save it under a different name. Save As will allow you to “clone” the original document and save it under a different name. One example for using Save As: When I am editing the newsletters I send out each quarter, I open the last quarter’s newsletter, File > Save As, and change the title to this quarter. I do this so all the formatting is the same as last quarter and now I can make changes to the content and Save as I go along. Questions about Save versus Save As?

6 CHANGING THE FONT [size and style]To change the font & font size Go to upper left corner of the screen, find where it says “Calibri” click the down arrow next to it and choose your favorite font from the list Do the same, but with the arrow by the numbers (to the left of the font) to change the font size You can type a number in to the font size box to make your own custom size note: fonts larger than 300 often don’t fit on one page Type your name. You will see that the blinking black line (called the cursor) moves down two lines (because you hit enter twice) directly below where you typed the date. This is mimicking how we write, from left to right, in America. The style of the letters (called the font) is very small and neat right now. This is the default font of Microsoft word. The font is called Calibri and the font is size 11. If you look above the white page you will see a BUNCH of options * . Near the top left corner, you will see the word “Calibri” with a down arrow next to it, then to the right of that, the number 11 with another down arrow next to it. * * This is how you change the font (style of print) and the font size. Using your mouse, highlight just your name. You’ll do this by clicking at the front of your name and dragging to the end of your name, then letting go of the click. You’ll notice that now your name is covered in blue, this means that that specific text is chosen, so any changes you make will only happen to that text. Now go up to where the name of the font is, click the drop down arrow, and scroll through to find a font you like. Keep experimenting and trying new fonts (they get really crazy down in the W’s). [pause] After you choose a font that you like click anywhere on the white space to “de-select” or un-highlight your name. Now highlight your name again. Go back up and change the size of your font (click the down arrow next to the number 11). QUICK TIP: Try using the A’s with up and down arrows to the right of the font size to make everything selected bigger or smaller.

7 BIU & CHANGING FONT COLORB = bold, makes your text wider and darker I = italic, makes your text slant to the right U = underline, underlines your text Changing font color… Highlight the text you want to change Click the and choose your color! Word is often used for plain black and white type documents like essays and resumes and letters, but it can also be used to do creative designs with words. Right below where you changed the font of your name (back here *) you may notice the letters BIU * these stand for bold, italic, and underline. Who knows or are there any guesses on what these buttons do? Let’s try it. Highlight the big version of your name. Click the B this should make your font winder and darker, with your name still highlighted click the I and then the U. Time to change the font color. Highlight your name, click the A with a down arrow and a wide red line under it. Choose your color! You can highlight one letter at a time and give each letter a different color if you want.

8 CHANGING THE LAYOUT OF YOUR PAGEPutting your page into landscape Click on the page layout tab Find “orientation” and click Click on landscape from the drop- down menu Click the “home” tab Let’s go ahead and make the Font Size of your name as big as possible so all the letters fit on one page. You may notice that your name is getting broken up, it’s not all staying on the same line. To fix this, you could always change the size of your font to make it fit, but today we are going to “flip” our page sideways (show using a real piece of paper) so that more letters can fit on the same line. This is called putting the page into Landscape. To change the page orientation, go to the Layout Tab > Orientation > Landscape

9 FORMATTING YOUR PAGE Formatting is designing how everything is going to look Indenting Indenting is how you start a new paragraph Press “tab” on your keyboard once to indent a new paragraph Formatting your paper is important, but can be tricky. A traditional way to format your paper is with your name and date in the upper right corner and your paper starting, indented on the left. Let’s highlight everything on your page by clicking at the front of the word on the top of your page and dragging all the way down until everything is highlighted. Let’s now change the font to a readable font. Now put the cursor in front of your name and press Enter (return) twice. Click at the top of the page to get the cursor in blank space “on top” of your name. Type the date. We are now going to tell the computer to put the date on the right side of the page, but we will keep you name on the left side of the page. We are starting to format this page like a letter. To put the date on the right side of the page, highlight the date only, go up to the ribbon and click on this button. If we wanted to put your name in the middle of the page, we could by highlighting your name and then clicking this button.

10 ARRANGING TEXT ON YOUR PAGE1 Lists/Bullets & Numbering Indentations Line spacing 2 Using a word processor is all about organizing text in a way that is easiest to understand. So let’s make a list! Put the cursor at the end of the last word on your document and press the enter button (once again, this will put the cursor on a new line) Let’s make a list of colors, let’s write Red then go up to the formatting ribbon and click on Bullets icon Then press enter and type Orange Then press enter and type Yellow Then press enter and type Green Word will automatically add a “bullet” in front of each word if it is the start of a new line Indenting the bullets further Line spacing—if we want to adjust how close/far apart the words are vertically, we can adjust the Line Spacing. We can do this for words that have bullets in front of them and for words or paragraphs that don’t! 3

11 REVIEWING YOUR DOCUMENTSpell check Find, search, and replace Spell check—this tool reviews your entire document for spelling and grammar. You can use spell/grammar check in 2 ways: When you misspell a word or write a word Microsoft isn’t familiar with, it will underline it with squiggly red line If you have written something that Microsoft thinks is grammatically incorrect (like using the wrong form of There, Their, They’re), Microsoft will underline the word in blue squiggly lines. If you want to go over your whole document at the end of wiring your document, you can go over to the Review Tab and click on the Spelling & Grammar button Find, search, replace—this helps you find words or numbers in your documents. To use this tool, click on the Find button under the Home tab, on the right side of the ribbon Type in a word that you want to find in your document. Once you type in the word, Microsoft will highlight all of the instances of that word in the document You can choose to replace all of those words with another word, if you would like by using the replace function.

12 KEYBOARD SHORTCUTS Keyboard Shortcut Function Ctrl + s Ctrl + cSave! Ctrl + c Copy—to duplicate highlighted text Ctrl + v Paste—to place the copied text in the indicated location Ctrl + x Cut—to remove highlighted text form one area and put it in an indicated location Ctrl + z Undo—to undo the last thing you did to your document Ctrl + a Highlight everything on the page Ctrl + B, U, or I To Bold, Underline, or Italicize highlighted text Save, Copy, Paste, Cut, Undo, Highlight all, BUI

13 Thank you! For more information, please visit tech4tomorrow.org Questions? Thank you for joining us! Like us on for Tomorrow Visit for upcoming workshops Special thanks to our partner: