UNIT 3- Email & Introduction to Word Processing
If you have not already done so, you need to get an email account and add the address to your myCSUB profile under preferred email address. Any email provider is acceptable. The University IT Division recommends Gmail. To use Gmail, go to www.gmail.com. Select Create an Account. For help, go to mail.google.com/support. Regardless of your email system, you should understand basic email terminology and know how to perform the functions described below. The definitions apply to any web-based email system. For additional help refer to the online help manual for your particular email system. If you are familiar with email, you may skip this section.
Composing a Message
To create a new email message you generally start by clicking a Compose button. You insert the recipient's address in a To: box. All systems maintain an email address book. You can manually add an address or you can insert an address from the address book. After creating a message click the Send button.
Cc: and Bcc:
To send copies of a message to other people, type the address(es) in a box marked Cc: (for carbon copy) or Bcc: (for blind carbon copy). In a blind carbon copy, a recipient does not see other recipients.
The default folder for incoming messages is called the Inbox or Mailbox. Messages in the Inbox are marked opened or unopened and are usually listed with the most recent one first. A message may also be flagged to indicate it is new since the last time you checked your mail. The sender address, subject, size of the message (in bytes), and the date and time may be visible.
Files that are sent along with an email message are called attachments. You can attach Word documents, graphic images and many other types of files. To attach a file you generally click on an Attach button or select Attach File through the Menu bar. (Frequently this is a paperclip icon)
You can attach multiple files to a single email. Some email systems do not allow sending or receiving executable file attachments due to virus concerns.
Introduction to Word Processing
A word processor creates sophisticated documents containing text and graphics. This manual is based on Microsoft Office 2010 Word program running on Windows 7. If you use another application besides Word you must save the document as a Word Document in the 2010 format.
To start Word, double click on the the folder icon that says 'Microsoft Office' on the desktop. When Office opens, double click the Microsoft Word 2010 icon to open Word. If the file folder for the 'Microsoft Office' does not appear on the desktop click Start->All Programs->Microsoft Office->Microsoft Office 2010->Microsoft Word icon.
The top of the Word window contains a 'Title Bar' with the name of the program and the name of the document you are editing in the center. The default name for the first document is Document1. There are three buttons on the right side of the 'Title Bar' they are the 'Minimize', 'Maximize', & 'Close' buttons in that order
. To see these buttons place the cursor on the 'Tabs' line (It has the names 'Mailings Review, & View' etc.) but not on the tabs and left click and hold while you drag down slightly. The 'Maximize' button will make the program take up the entire screen or only part of the screen. If there is only a single square then the application is smaller than the entire screen and you can adjust its size by getting the double headed arrow along the margin of the application, left clicking, and moving the mouse. The 'Minimize' button keeps Word open but gets it out of the way and puts it as an icon at the bottom of the virtual machine window. In the upper left corner of the 'Title Bar' are buttons to save (in purple), and undo a left pointing curved arrow. Below the 'Title Bar' is Word's 'Tabs'. The 'Tabs' each have a unique Ribbon located below. The Ribbon contains the most commonly used tools in Word. The Tabs are 'File', 'Home', 'Insert', 'Page Layout', 'References', 'Mailings', 'Review', and 'View'.
The 'Status Bar' at the very bottom of the screen provides information such as word count, page number, and the zoom percent, & zoom slider. The five buttons to the left of the size slider are for viewing the document. So if your document suddenly looks funny be sure it is in 'Print Layout' mode the furthest left button.
Entering and Editing Text
The large blank area in the Word window is the editing window. In a new document the editing window is blank except for the cursor. The blinking vertical line at the start of line one. Text is inserted to the left of the cursor. Word supports word wrap, so hit Enter only to begin a new paragraph. To edit text, move the cursor to the desired text with the arrow keys or the mouse cursor and left click. Correct mistakes with the Delete or Back-Space key. To delete a chunk of text, drag the mouse over the text while pressing and holding the left mouse button to highlight it. Release the button where you wish to end the selection of text to be deleted and hit Delete.
Spell Check and Grammar Check
In your document, some words are underlined with red or green wavy lines. These lines will not show up on your printed document. A red line means a possible spelling error and a green line means a possible grammar error. As you type, Word checks your words against an internal dictionary. Of course, not all words are in the Word dictionary. Only the most common proper names are on the list. There are many scientific or other specialized words that are missing. Other words that have more than one spelling will not be underlined when the wrong form of the word is used. There, their, and they're are all in the Word dictionary. If 'there' is used instead of 'their', the error will not be underlined since 'there' is spelled correctly but used incorrectly. Carefully proofread your documents. A great way to catch these errors is to read the document backwards. These types of errors are much more obvious and you can catch other types of errors as well.
The grammar checker tries to find grammatical errors. It examines the word patterns and checks them against a list of approved patterns. Parts of sentences that do not match the listed patterns are underlined in green. It may be that the underlined sections are correct. Complicated sentence structures or wordings are frequently underlined even though they are correct. Nevertheless, it is a good idea to recheck such sentences.
If something you have typed is underlined with either a red or green wavy line, position the cursor on the line. You can either right click the mouse to get the Context Menu or select the 'Review Tab'->Spelling & Grammar option. A window will open explaining the error that Word has found. If it was a spelling error, alternative words will be suggested. At this time, there are several different options you may choose. For example:
o Highlight the correct word on the list and click on 'Change'. The revised word will automatically be substituted for the underlined one.
o To edit a grammar error look for the part of the sentence displayed in the top part of the window and click on 'Change' if using the 'Review Tab'->'Spelling and Grammar' menu.
o Click on 'Ignore' once to leave the word or phrase as it was originally typed.
The spelling and grammar checkers only help find mistakes. Proofread your documents!
Saving Files and Exiting Word
While working in the lab it is best to save your document to your flash drive. You should do this regularly as you are working on the assignment and especially at key junctures. The computers do occasionally crash causing work to be lost. A word of WARNING the lab computers are erased every night and your work will be deleted so you MUST save your documents on a USB drive before you leave. The save button is the purple button in the upper left hand corner. The keyboard short cut for saving is Ctrl s (press and hold Ctrl then press s). The menu in the upper left corner is called the 'Quick Access Toolbar' and can be customized by clicking the down arrow on the right side of the buttons. The first time you save a document the 'Save As' window appears. Select 'Browse' and in the left side of the window, select your USB drive. In the 'File name:' field enter the file name for the document and then save it as a Word Document.
The first time you save a file you will be asked to name the file. After the first save, you will not be asked for a file name. The file will be automatically saved, overwriting the old file with the new changes. If you want to save the file with a different name or location or save a previous version as a backup, select File->Save As. Choose where you wish to save the document on the left of the window. Enter a new filename. Click Save. There are now two versions of the file on your disk. Changing one file will not change the other. To exit Word, click the Exit Button the red X in the upper right-hand corner or select 'File'->'Exit'. To close the file but not exit Word, select 'File->'Close'.
NOTE: If you are leaving the computer, be sure to take your flash drive with you.
Margins, Page Breaks & Line Spacing
The blank area surrounding a document is controlled by margins. The default margin setting is generally 1" all around. To modify the default settings, select the 'Page Layout Tab' and then 'Margins' on the Ribbon. To modify the entire document just select one of the most common preset margins. This will apply to the whole document.
To indent a section of text, as is done for a block quote, separate the text by creating a new line above and below the block quote. The text between the two breaks can now be specially formatted compared to the surrounding text. For indenting the quote grab the 'Left Indent' tab, the square at the bottom is the 'Left Indent' tab
and move it to the right. Do the same with the 'Right Indent' tab but move it to the left. The 'Right Indent' tab looks like this
. The text should appear inside the margins of the text above and below.
You can end a current page prematurely by forcing a new 'Page Break'. To do so, position the cursor at the place where you wish to place the 'Page Break' and select the 'Insert Tab->'Pages'->'Page Break'. The cursor is now at the start of the next page of your document.
Line spacing specifies how much empty space is between lines of text. Single spacing is one line, double spacing is two lines, triple is three, and so on. You can specify any number of blank lines and any fractional part of a line between lines of text. To change line spacing, select the 'Home' Tab and find the line spacing button
. Click on the down arrow to the right of the Line Spacing box. Select the desired spacing from the drop-down menu and click OK. Note that the new spacing applies to the paragraph you are working on. This is defined by a new line (a blank line) above and below the text. Previously written text with new lines above and below can have the spacing changed. Place the cursor in the text and click the spacing button to select the desired spacing.
Alignment refers to how text lines up on the page; e.g., against the left margin, the right margin, both margins, or centered between the margins. To modify alignment select the 'Home Tab' then choose the desired alignment option. The alignment options look like this
The last option on the alignment menu is 'Justified'. When text is justified the characters of the text perfectly align along both of the margins. This creates a uniform edge of text on the left and right margins of the document. Word justifies text by slightly incrementing or decrementing the space between the letters and words. With normal print size the slight differences in spacing are not noticeable, but with large fonts or narrow text areas, there may be large distracting gaps in the text.
Print and Print Preview
You should view your document before printing by selecting the 'File Tab'->'Print' option. The print preview is on the right hand side of the window. On the bottom of the window is the page number being viewed and the scale of the document and a slider to enlarge or shrink the document being previewed. The left side of the window is dedicated to print options like number of copies, the printer the document will be sent to, the specific pages to print, and other print settings.
When ready to print, save the file as described above. After saving the file, select the 'File Tab'->'Print'. Lab computers may be connected to more than one printer. Usually, the selected one is correct. To use a different printer, click the down arrow next to the name of the selected printer and highlight a different one. Click the 'Print' button at the top of the page to start printing. The keyboard shortcut for printing is Ctrl p (press and hold Ctrl and then hit p).
Font refers to the characteristics of the individual letters or characters in a document. They may vary in their shape (font), how big they are (font size), whether they are bold or italicized (font style), and any special effects used. Using different fonts can highlight parts of documents and make them more attractive and easier to read.
Word has a default font, often Calibri (Body). Although there are hundreds of fonts, not all fonts are found on every computer. To change font select the 'Home Tab' and just below the 'Home Tab' is a drop-down box that contains many options for the font of the text, the text to the left is what it looks like
. To the right of the font box is the font size drop-down box and when opened it displays a column of numbers. The font and size currently being used are displayed in these boxes. By clicking on the down arrow on the right of these boxes you can use the wheel on the mouse or the up and down arrows to scroll though the list of fonts and their sizes. If these boxes are empty in your document it means multiple fonts and sizes are being used.
The size of text can be changed. Letter sizes are measured in points, with 72 points taking 1 inch of space on the page. This includes the blank space above and below the letters so the letters themselves will not be one inch high. The most common font sizes are 12 points (6 lines per inch) and 11 points (7.2 lines per inch). To change the font size select the 'Home Tab' and then the arrow to the right of the font size box.
Finally, any font may be either italicized or made heavier (bold) or both. The menu for the font style is below the font drop-down box. The buttons for the font style have a B, I and U on them and look like this
. Italicized letters slant to the right. Italics are used to accent words or titles. Bold text is darker and slightly larger than normal. Frequently, titles and section headings are bold. And U is used to underline text.
To change the format of existing text select/highlight the text. Once text has been selected/highlighted, any formatting changes in the 'Font Box' or 'Font Size Box' will affect the entire block or section of highlighted text. Once you start highlighting/selecting another selection, the previous block disappears. There are two ways to highlight text.
Method 1: Use the arrow keys and move the cursor to the start of the desired text to be selected. Hold down the shift key and use the right arrow or down arrow to move the cursor to the end of the text to be highlighted. The text background color changes to grey as the cursor is moved. You can modify the selected text by selecting the 'Home Tab' and selecting the 'Font' or 'Font Size' drop-down box.
Method 2: The mouse can be used to block/select text. Move the mouse cursor to the beginning of the selection. Hold down the left mouse button and move the mouse to highlight the text to be changed. Release the mouse button at the end of the selection. To select an entire paragraph, move the cursor to the start of the paragraph and hold down the Shift & CTRL keys while using the down arrow to move to the end.
Undo, Cut, Paste and Coping Text
Selected text may also be deleted, moved, or copied. To delete a word, select the word and press 'Delete'. To delete multiple lines, select those lines and press 'Delete'. If deletions are made by accident, the text may be retrieved. Word remembers the last several actions you have done to your document allowing you to undo previous actions. To undo or redo the last change, find the undo/redo button on the title bar, they look like this
. Remember that if you hover over a button a popup window will appear telling you what the button does. The keyboard shortcut for undo is Ctrl z (press and hold Ctrl then press z). The keyboard shortcut for redo is Ctrl y (hold Ctrl and press y).
Highlighted/Selected text may be cut from a document. Cut text disappears from the document and a copy is moved to the Windows clipboard. The clipboard holds the most recent cut or copy. The contents of the Clipboard may be pasted or inserted at another place in the same document or in any other Windows-based application. To cut a section of text start by highlighting the text to be cut, right click and select 'Cut'. Then place the cursor where the text is to be inserted and right click then select 'Paste'. There are several paste options; hover over the icons to preview the pasting of the content into its new location. To copy a selection of text from one location and move it to another highlight the text and then right click; the Context Menu will appear and select the 'Copy' option, the highlighted text remains. Place the cursor where you would like to place the text, right click the mouse and select 'Paste'. The keyboard short cuts for cut are Ctrl x. The keyboard shortcut for copy is Ctrl c. The keyboard shortcut for paste is Ctrl v. For all these keyboard shortcuts press and hold Ctrl and press the appropriate letter. Keyboard shortcuts will make you much faster when you use Word and other programs. Frequently they are the same across different programs. Make yourself use the keyboard shortcuts it is slower at first but quickly you will learn the and see how much faster you can get things done.