2.1 introduction word

5. Paper Orientation

There are two types of page orientation. Word's default page orientation setting is Portrait, where the long edge of the paper is vertical. Documents can also be printed in Landscape orientation, in which the long edge of the paper is horizontal. You can change the page orientation in the Layout tab by clicking Orientation.

1. Save/Save As

A document created in Word can be saved as several different file types; some of the most common of these file types are .docx, .pdf, and .txt. All file type options are available when you click Save As to name and save your document. You can save a document to the hard drive, a network drive, or removable storage. Another option is to upload and sync files to OneDrive (Microsoft's cloud storage) so they can be accessed from a browser or a local device. This option requires you to have a OneDrive account.

7. Margin Settings

A margin is the amount of space between the text and the edge of a document. Word's default margin style is Normal, which leaves a one-inch space between the text and each edge of the page. You can customize the margin style on the Layout tab by clicking Margins.

3. Cut

A selection of text can be cut, saved to the Clipboard, and then pasted elsewhere. When text is cut, it is removed from its original place in the document. You can cut by using the Cut button in the Home tab on the ribbon, by right-clicking the insertion point and using the Cut button in the shortcut menu, or by using the keyboard shortcut Ctrl + X.

2. Collapse/Pin the Ribbon

Collapse the ribbon to enlarge your workspace. The small up arrow in the lower right-hand corner of the ribbon collapses the ribbon. To reopen the ribbon temporarily, click on a ribbon tab at the top of the screen. To pin the ribbon in place again, click the small Pin the ribbon icon in the lower right-hand corner of the ribbon. You can also accomplish this by double-clicking a ribbon tab.

Managing Citations and References

For academic papers and other professional documents, Word provides features to help you manage sources, insert citations, and create a bibliography of references.

Working with Headers and Footers

Headers and footers are an easy way to have information (such as names or page numbers) repeated across multiple pages. If headers or footers need to vary within the same document, you can divide the document into different sections.

4. Paper Collation

If you are printing multiple copies of a document, you have two options for how the pages will be printed: Collated or Uncollated. With the Collated setting, a document will fully print before the next copy is printed, keeping the pages in order. With the Uncollated setting, the printer will print each page the specified number of times before printing the next page. This requires you to manually sort the pages. Word prints collated copies by default, which is usually the best choice.

3. Paper Sides

If your printer supports double-sided printing, you have two options for how it can print: flipping the paper on the short edge or on the long edge. If your printer does not support double-sided printing, you can select the option to manually print on both sides, which requires you to manually flip and reload the paper into the printer.

Document Reorganization

In some cases, you can simply select and then drag text to another place in the document. However, using the Clipboard is typically the best way to reorganize content. Use the Cut command to remove text from the document and place it in the Clipboard. The text can then be pasted elsewhere. To keep paragraph formatting intact, use the Show/Hide ¶ button to include the paragraph mark when selecting the text. Selecting the paragraph mark when you use the Copy or Cut commands is especially important if you want to copy number and bullet formatting for lists. When pasting text, determine if you want to retain the source formatting, and then select the appropriate paste option.

8. Pages Per Sheet

In some cases, you may want to save paper by printing more than one page of your document on the same sheet of paper. For example, if you are printing a quick draft of an essay for editing, you may choose to print two pages on a single sheet of paper.

2. Page Range

In some instances, you may want to print only a portion of a document, as opposed to all of its pages. In the Print tab under Settings, type the page range you'd like to print in the Pages box with a dash between them (e.g., 3-7) and only those pages will print. If you want to print a series of pages that are not concurrent (e.g., 3, 5, and 8), place a comma between each page number. Any custom page range you enter will not be saved the next time you open the document.

6. Paper Size

Most documents call for the default paper size Letter, which is 8.5" x 11". Some legal documents call for the 8.5" x 14" Legal size. You can also choose other paper sizes to accommodate printing envelopes, postcards, or invitations.

Formatting Paragraphs

Paragraph settings allow you to change the look of your document. Some of the settings you can change include horizontal text alignment, line spacing, paragraph spacing, indentation, borders, and list formatting.

1. ScreenTips

ScreenTips are small windows that display explanatory text when the cursor hovers over a command. Enhanced ScreenTips are larger windows with longer explanations than regular ScreenTips and sometimes contain a link to a Help topic.

3. Scroll Bar

Scrolling moves you through the content of a document. You can scroll quickly by dragging the scroll box on the right side of the window. Most mouse devices have a built-in scroll wheel that allows you to scroll without using the scroll bar. To scroll one line at a time, click the up or down scroll arrows. To scroll up or down one screen, click the vertical scroll bar above or below the vertical scroll box; you can also use the Page Up and Page Down keys on the keyboard to do this.

Applying Themes and Styles

Styles and themes give your document a consistent and professional appearance. They will also enhance your ability to choose complementary colors or appropriate fonts.

Creating and Formatting Tables

Tables allow you to organize information into a more readable format. You can align information within table cells, apply pre-designed table styles, and resize rows and columns to meet your needs.

5. Clipboard Pane

The Clipboard can hold up to 24 items at a time. Clipboard items are pieces of text or other elements of a document that you have copied or cut. The Clipboard Pane lets you paste copied items to a document, clear particular items from the Clipboard, or clear the entire Clipboard at once.

Using the Clipboard

The Clipboard is used for transferring content. Content can be copied and pasted within the same document, between different documents, or from other sources, such as web pages and PDF files. Paste options within Word allow you to bring text into your document with or without the original formatting.

1. New

The New tab in the Backstage View allows you either to create a new blank document or to create a document based on a pre-designed template.

Printing

The printing options dialog allows you to change important settings before you print your document, such as paper orientation, double-sided printing, margin settings, page ranges, and pages per sheet.

2. Properties

The properties of a document provide metadata—information that describes the document. This information includes document title, author name, subject, and keywords that identify the contents of the file. To modify a document's properties, go to the Info tab of the Backstage view and click on the property you want to edit.

1. Statistics

The status bar at the bottom of a Word document window shows basic information about the document, such as word count, current page number, and total pages. To view the complete statistics of the document, click the word total on the status bar to bring up the Word Count dialog box, which is also available from the Review tab on the ribbon.

6. Text Selection

To delete, cut, copy, paste, or format text, the text must first be selected. Click and drag within the document to highlight and select a portion of text. You can also use the keyboard to select text by placing your cursor at the beginning of the selection, pressing Shift or Ctrl + Shift on the keyboard, and using the arrow keys to select text.

1. Paste Options

To place copied or cut selections of text, you can use the Paste option on the Ribbon or the keyboard shortcut, Ctrl + V. By default, pasted text will retain its original formatting (i.e., font, font size, and links). To insert a text selection into a document without its previous formatting, use the Keep Text Only paste option.

Website Content

When copying content from another source, such as a website or PDF file, consider the following: Use the Copy command (or Ctrl + C) to copy the content to the Clipboard. The Clipboard Pane displays all content that has been copied or moved to the Clipboard. When copying and pasting text from another source, it's best to use the Keep Text Only paste option. If you are pasting both text and images from an outside source, use the default paste option and reformat the pasted text to match your document.

Creating Documents

When creating a new document, you can use a pre-designed template from Microsoft Word's extensive template library, or you can create a new document from scratch. Word documents can be saved in a variety of different formats, including PDF and HTML.

New Documents

When creating a new document:Use a template that most closely matches the document you want to create. If no such template exists, either edit an existing template or start with a blank document. Add commands you commonly use to the Quick Access Toolbar, such as the New document command.

Editing Documents

When editing a document, features like the spelling and grammar checker make the process much easier. In addition, the AutoCorrect, word count, thesaurus, and find and replace features can be extremely useful.

4. Copy

When text is copied to the Clipboard, the original version of the text remains at the location from which it was copied. You can copy by using the Copy button in the Home tab on the ribbon, by right-clicking the insertion point and using the Copy button in the shortcut menu, or by using the keyboard shortcut Ctrl + C.

Inserting Illustrations

Word allows you to insert and format all types of illustrations in your document, such as pictures, shapes, and symbols. You can also insert pre-formatted text, such as the current date and time.

2. Open

Word documents can be saved for future access. Open displays a list of recently opened documents to choose from. You can also click Browse to find a document that has not been recently opened.

2. Undo or Redo

You can undo or redo an action in Word without having to delete or retype anything. The Undo and Redo buttons are both found in the Quick Access Toolbar. You can also use the keyboard shortcuts Ctrl + Z (undo) and Ctrl + Y (redo).

Formatting Pages

You can use page formatting features to insert watermarks, page borders, and multiple columns in your document. They also allow you to adjust vertical text alignment and to add page and column breaks.

2. Document Views and Zoom

You can view a document at a reduced or a magnified size. To view a document in its actual size, click the zoom level percentage in the status bar and select 100%, or hold Ctrl and scroll the mouse wheel up or down. Other zoom options include expanding the text to the width of the document window or displaying an entire page within the window.

1. Printer Selection

You may already be connected to more than one printer; for example, the printer you use at school and the printer you use at home. The default printer will be displayed by name under Printer, but you can easily select a non-default printer to use. To select a non-default printer, simply select the printer from the Printer drop-down list (you may need to add the printer to your computer's configuration first).

Modifying Fonts

You may be familiar with making basic font changes, such as applying bold and italic styles or changing the font from Arial to Times New Roman. However, there are many additional features, such as applying subscripts and superscripts, increasing or decreasing the font size, and applying the small caps style.