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Microsoft Word

Microsoft Word. User Consultant Corps Training Spring 2002 Paul Heider Adapted from a presentation by Joe Simonson Fall 2001 Adapted from a presentation by Mikey Shapiro Spring 2001. Practical uses: Writing papers. Impractical uses: Math and statistics Formatted text: Resumes Posters

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Microsoft Word

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  1. Microsoft Word User Consultant Corps Training Spring 2002 Paul Heider Adapted from a presentation by Joe Simonson Fall 2001 Adapted from a presentation by Mikey Shapiro Spring 2001

  2. Practical uses: Writing papers Impractical uses: Math and statistics Formatted text: Resumes Posters Pamphlets Newspapers Web pages Microsoft Word and Its Uses

  3. Workshop Setup • Love at First Sight • Critical Functions • Essential Options • Data Entry • Saving • Basic troubleshooting • Advanced tools

  4. Who the hell are you? • Hiding the paperclip is just a right-click away • Killing the paperclip requires some optional work • Using the paperclip is probably certifiable (but we’ll cover it anyway)

  5. Word: Critical menu functions • File  Open… • File  Save As... • File  Print… • View  Header and Footer • View  Toolbars • Insert  Symbol… • Insert  Footnote… • Format  Font… • Format  Paragraph… • Format  Bullets and Numbering… • Tools Spelling and Grammar… • Tools  Language • Tools AutoCorrect… • Tools Options… (or Preferences…)

  6. File  Open... • The setting next to Files of Type is critical for how you can use the document • Five formats that we are interested in: • All Files • (All) Word Documents • Rich Text Format • Text Files • Recover Text From Any File(to be continued)

  7. File  Save As... • Saving a file as the appropriate type can make file transfer blissfully painless • There are three file types we’re interested in here: • Word Document • Text Only / Text Only With Line Breaks • Very basic formatting (should be readable by text editor) • Rich Text Format • Simple elements such as bold and italics • Readable by many apps

  8. Format  … • Font • Paragraph • Line spacing • Keeping paragraphs from splitting over pages • Bullets and Numbering • Customizable • Useful for creating outlines

  9. Tools  AutoCorrect... • This controls how text is automatically spell-corrected or formatted • The first three tabs (AutoCorrect, AutoFormat As You Type, AutoText) run while users are typing • AutoCorrect fixes common misspellings • AutoFormat As You Type formats lists, numbers, etc., automatically • AutoText suggests words that the user might be typing to (supposedly) speed up the process • The fourth tab (AutoFormat) sets the options for a selected menu item • Invoked on a Format->AutoFormat command

  10. Word: Data entry Other than text, there are four principal elements inserted into Word documents: • Excel graphs • Tables • Pictures • Equations

  11. Inserting Excel graphs • Can insert a chart three different ways: • as an embedded object • as a linked object • as a picture

  12. Inserting tables and formatting tables • Three ways to insert tables: • Choose Table  Insert Table… • Drag the Insert Table button to the appropriate size • Write out the table using tabs and carriage returns, select the text, and choose Table  Convert Text to Table... • Table->Insert Row • Format->Borders and Shading

  13. Inserting pictures • This too is most easily done via cut and paste, or, with web pictures, drag and drop • Alternatively, choose Insert  Picture  From File… • To insert clip art, choose Insert  Picture  Clip Art… • Insert  Picture  Word Art… is how to get fancy word shapes

  14. Inserting equations • Insert  Object  Microsoft Equation 3.0

  15. Pop Quiz, Hot Shot

  16. I want the current date and time in my paper. • Identify problem • What looks familiar? • Identify solution • What is being sought?

  17. Recover Text From Any File • This pulls all text data from even a corrupted file, although major cleaning is needed to get around excess characters • This is how you will open automatic backups of lost Word files (more later) • This will allow you to work around incompatible file formats, such as ClarisWorks or WordPerfect • This will let you read raw data from spreadsheets and other completely different file types, if necessary • Can you dig it?

  18. DOS Recover Techniques Word files sometimes refuse to be touched by anything Windows • Start->Run->command • cd c:/windows/system/ • copy rsgvr32.dll temp.doc • edit rsgvr32.dll or edit temp.doc • File->Save As…->rsgvr32.txt

  19. Save As…FTP Location • Users can save directly to NT Storage • Add/Modify FTP Location • Name of FTP Site: www.grinnell.edu • Log on as: User: spelving • Click Add then Password: duh (vice versa saves your password for all to use…oops) • ftp://www.grinnell.edu/Student/student_s_z/spelving/trojans/NIMDA.doc

  20. Word: Help sources • Office Assistant • (Help  Microsoft Word Help) • UC FAQ • (http://ucdb.grinnell.edu/ucdb/faq) • Ask Jeeves • (http://www.ask.com) • Microsoft’s site • (Help  Office on the Web)

  21. Help  Microsoft Word Help • Office Assistant • Use words carefully • Keep trying if nothing appears automatically • Use synonyms • Rephrase questions • Help  Contents and Index

  22. Word: Basic troubleshooting Using the FAQ and the types of questions to expect there…

  23. FAQ has answers too… • How do I change the language Word uses to spell-check? • How can I write foreign characters or accents? • Why did my footnotes appear on the wrong page? • Can I recover the file I lost when the computer crashed?

  24. FAQ has answers too… • Why won’t the Office Assistant die? Do I need a rifle? • How can I print duplex? • Why is Word crashing whenever I try to start it?

  25. Advanced Troubleshooting Steps • Miscellaneous tools basic troubleshooting doesn’t cover

  26. Word: Advanced Troubleshooting • These were the clean problems that UCs have dealt with for the last four years or more • Unfortunately, Word tends to not be so clean • Here are some techniques for in-lab troubleshooting

  27. Word: Advanced Troubleshooting Steps • Languages: • Ensure that the language is set correctly • Tools  Set Language • If it sets itself automatically to “(no proofing),” the requested language dictionary is not available • Alternatively, refer the student to the AV center, which is better equipped to handle reading and writing foreign languages

  28. Word: Advanced Troubleshooting Steps • Guaranteeing readability: • When students have different word processors in their rooms and want to open a document in Word, Recover Text From Any File is unfortunately the usual recourse • If students would save files as RTF, they would be able to open them anywhere • This is the preferred format for file transmission

  29. Word: Advanced Troubleshooting Steps • Severe formatting problems: • Ensure the view is set to Print Layout to see if anything critical isn’t appearing • Copy the entire document and paste it into a new document • Save the document as a Text Only file, quit Word, and reopen it • Use Notepad to strip unseen formatting

  30. Word: Advanced Troubleshooting Steps • Inserting file elements: • Copy and paste to insert documents, charts, graphs, and images • Double-click on an inserted item to open it in its native application • If the inserted element is large, it will burden Word enough to cause memory problems • Recreating the document by copying the text and reinserting the file element will fix bugged documents

  31. Almost there…

  32. How do I replace smart quotes with straight quotes? • Identify problem • What looks familiar? • Identify solution • What is being sought?

  33. What is this section break thing?

  34. The Word Project is due next Saturday! It’s available at www.grinnell.edu/uclib/uct-training/projects

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