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Microsoft Word

Sections

Sections allow you to format documents to include different layouts and structures. Basically, this means that the second section of a document can look completely different to the first section (or any additional sections). As a result, sections can be used to: • change the vertical alignment of pages • change the page orientation from portrait to landscape • display different headers and/or footers • create newspaper columns in selected areas of a document.

New documents are automatically created with one section, and it is this section which determines the structure for the document. If you need to have multiple layouts or structures within a document you can add further section breaks as required.

The Status bar at the bottom of the screen indicates the section that you are currently positioned in.

Handy to Know… Keep in mind that a section break controls the section formatting of the text that precedes it. For example, if you delete a section break, the preceding text becomes part of the following section and assumes its section formatting.

For Your Reference… To delete a section break: 1. Click on the section break 2. Press Delete

To review the complete Word workshop Outline containing Sections for 2003 :Click here.

To review the complete Word workshop Outline containing Sections for 2007:Click here.

Master Documents

Master documents provide a way of dealing with large documents that require consistency and manageability.

Master documents are best used for larger documents such as books, manuals and reports longer than 30 pages. Normal documents longer than 20 or 30 pages begin to perform sluggishly, and even simple functions like scrolling and searching can become tiresome. In Word a master document is a control document that pulls text in from several other documents, known as subdocuments A master document is a bit like a lever arch folder. The folder is the master document. Each individual chapter is a tabbed section, or subdocument, within the folder. In a master document, each subdocument is still deemed a separate, individual file, but is saved with its own filename assigned by Word.

Each subdocument can be opened and updated at any stage in isolation of the master document or you can work with each while the master document is open. Once the master document has been created, you can work with it in either Normal or Print Layout view, applying formatting to the whole document or only a part.

Handy to Know… When you create subdocuments within a master document the subdocuments are separated using continuous section breaks. These section breaks are used by Word to control the flow and order of the subdocuments.

For Your Reference… To see your master document in various views: 1. Select View > Print Layout to see it as an entire document 2. Select View > Normal to see section breaks 3. Select View > Outline to see its structure

To review the complete Word workshop Outline containing Master Documents for 2003 :Click here.

To review the complete Word workshop Outline containing Master Documents for 2007:Click here.

Merging

When you drive on to a motorway you normally merge in with the traffic – here two lanes of cars become one. In word processing you can also perform a merge. Here two documents, one containing lists or tables of data, and the other a template, are merged to create a new document.

Merging is typically used to send the same letter to a number of people.

Information about the people – names, addresses, and so on – are stored in a table. A sample of the letter that you wish to send is stored in another document. Microsoft Word 2003 and 2007 allows you to use that letter and merge the name and address details into it to create a personalised letter for each person.

This is great for sending out invitations to a group of people, or newsletters, price lists, special offers, and much more.

For Your Reference… To perform a mail merge: 1. Ensure that the recipient list and the letter have been created 2. Start the Mail Merge Wizard and go to step 6 3. Click on Edit individual letters in Merge, then click on [OK]

Handy to Know… There are tools on the toolbar for printing directly to the printer or to a new document rather than using the Mail Merge Wizard because it has a number of additional settings that can help fine tune the merging of letters.

To review the complete Word workshop Outline containing Merging for 2003 :Click here.

To review the complete Word workshop Outline containing Merging for 2007:Click here.

Inserting Symbols

Word processing applications like Word 2003 and 2007 allows you to insert many different types of symbols and characters that aren’t normally found on a standard keyboard. These symbols range from copyright symbols © and trademark symbols ™ right through to quite artistic characters like floppy disks, envelopes, and even telephones.

Handy to Know… You’ll often find that the first time you select Insert > Symbol that the Symbol dialog box can take some time to display. All subsequent times it displays quickly.

For Your Reference… To insert symbols: 1. Select Insert > Symbol 2. Click on the symbol to be inserted 3. Click on [Insert] 4. Click on [Close]

To review the complete Excel workshop Outline containing Glossary Of Word Processing Terms for 2003 :Click here.

To review the complete Word workshop Outline containing Glossary Of Word Processing Terms for 2007:Click here.

Glossary Of Word Processing Terms

Jargon is used to speed up the communication process but can also work to exclude those not in the know. The computer world is notorious for its use of jargon and Microsoft Word is no exception.

Following is as explanation of some common terms that you are likely to encounter as you begin to learn about word processing and Microsoft Word.

Close When you have finished work on a document you close it. Copy Any text within your document can be duplicated endlessly without retyping. Delete Any text or element of your document can be removed permanently. Document Is the file where Word stores your typing. Everything that you type is stored in a document DOS DOS is short for disk operating system. It was the language you needed to know to operate your computer before Windows. Edit The process by which changes are made to your document. File All of the information on your computer is stored in discrete bundles called files. This could be anything from a document created by Word to a program that helps run your computer. Folder A container for holding related files. All files on your computer are organised into folders. Font The character style of your text. There are many types available Headers & Footers Graphics or text like page numbers that appear on every page of a document. Insertion Point A blinking vertical line appears in a document when the document is ready to receive text. This blinking cursor is known as the insertion point. Margins Page margins are the blank space around the edges of the page. You insert text and graphics in the printable area inside the margins. Menu A feature of Windows based programs like word. Usually a word of text that when clicked on displays a list of actions that can be performed. Merging The process of using a list of data and a document to create mass printouts like form letters and mailing labels Move Any element of your document - text, graphics can be positioned around your document by dragging it from one location to another. Open The actions you take to display the document you want to work on. Print You can create a hard-copy (paper) version of a document in Word by sending the file to an installed printer. You can also print to a file so that the document can be given electronically to someone else. Rename Files can be duplicated and repositioned by changing the name of the file. Save The action you perform to permanently store your work. Should be done frequently. When a document is saved it is given a name and a location where it should be located is specified. Sub folder A folder within a folder. You can nest folders below one another to create a hierarchy. Tab stop A position you set for placing and aligning text on a page. Word has four different kinds of tab stops. Table A grid structure that is used to lay out a page in columns and rows Templates Every Word document is based on a template. A template determines the basic structure for a document and contains settings such as AutoText entries, fonts, key assignments, macros, menus, page layout, special formatting, and styles. Windows The program that operates your computer for you. Word wrap When you reach the end of a line of text the next line starts automatically.

To review the complete Word workshop Outline containing Glossary Of Word Processing Terms for 2003 :Click here.

To review the complete Word workshop Outline containing Glossary Of Word Processing Terms for 2007:Click here.