COMPUTER SKILLS DEVELOPMENT PROGRAMME

ASSIGNMENT WRITING IN WORD

2008, Student Learning Centre, Centre for Academic Development, The University of Auckland WWW : http://www.slc.auckland.ac.nz Email: slc@auckland.ac.nz

Contents
WORD 2003 VERSUS WORD 2007 .......................................................................... 2 STARTING MS WORD ................................................................................................... 3
Understanding the MS Word Screen ........................................................................................... 3 The Ribbon ........................................................................................................................................ 3 Ruler .................................................................................................................................................. 4 Document .......................................................................................................................................... 4 View Buttons ..................................................................................................................................... 4 Status Bar .......................................................................................................................................... 4 Quick Access Toolbar ........................................................................................................................ 4 Title Bar ............................................................................................................................................. 4

WORKING WITH FILES................................................................................................ 5

Creating a New Document .......................................................................................................... 5 Saving Documents ....................................................................................................................... 5 Closing Documents and Exiting MS Word .................................................................................... 6 Opening Documents.................................................................................................................... 6

WORKING WITH TEXT ................................................................................................ 7

Entering Text ............................................................................................................................... 7 Selecting Text .............................................................................................................................. 7 Deleting Text ............................................................................................................................... 8 Cutting, copying and pasting ....................................................................................................... 8

FORMATTING ................................................................................................................. 9
Fonts ........................................................................................................................................... 9 Bold, Italics, and Underline ............................................................................................................. 10 Using the Font Dialog Box ............................................................................................................... 10 Paragraph ................................................................................................................................. 11 Paragraph Alignment ...................................................................................................................... 11 Line Spacing ..................................................................................................................................... 11 Bulleting and Numbering ................................................................................................................ 12

SETTING-UP PAGES ................................................................................................... 12

Page Size ................................................................................................................................... 13 Margins ..................................................................................................................................... 13 Orientation ............................................................................................................................... 13 Breaking Pages .......................................................................................................................... 14 Numbering Pages ...................................................................................................................... 14

USEFUL FEATURES FOR ASSIGNMENT WRITING ............................................ 15

Undo and Redo ......................................................................................................................... 15 Spelling and Grammar Check .................................................................................................... 15 Word Count .............................................................................................................................. 16

PRINTING ..................................................................................................................... 16 RELATED WORKSHOPS ........................................................................................... 17

Word 2003 versus Word 2007

There are substantial differences between Word 2003 and Word 2007 regarding the locations of commands outlined in this handout. This document has been written to suit only Word 2007. A helpful reference of locations of Word 2003 commands in Word 2007 can be found at

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http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Ori gin=HA100625841033.

Starting MS Word
The manner in which MS Word should be opened may depend slightly on your computer setup. For most users however, the best way to open MS Word will be to choose: start All Programs Microsoft Office Microsoft Office Word 2007 . Note: the start button can be found in the bottom left of the computer screen. MS Word will open up with a new blank document ready to start.

Understanding the MS Word Screen

Quick Access Toolbar Title Bar

The Ribbon

Ruler

Document

Status Bar

View Buttons

The Ribbon
The Ribbon is located at the top of the screen, and contains a range of options that can be utilised when working with MS Word. Commands are organised in logical groups that are collected together under tabs, e.g. the Home tab contains the Clipboard, Font, Paragraph, Styles and Editing groups collecting formatting related commands. To use an option in the Ribbon: 1. Click a tab option, e.g. Home, Insert, Page Layout, and the relevant commands will appear underneath the tab.

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2. To select a command, move the mouse over the command and click. Note: to find out what action a command performs, move the mouse cursor over it. A small box called a screen tip will appear with a label explaining the function of the command.

Ruler
The ruler defines the margins and tabs of the document. The white area is the area available to work in, while the grey area shows the space between the working area and the edge of the page. If the ruler is not shown, you may turn it on by going to the View tab, and selecting the Ruler checkbox.

Document
A document in MS Word is where any typed information and formatting will appear; ready to be printed off later. Documents consist of pages, each of which is the equivalent of a printed page (such as A4).

View Buttons
The view buttons change the way your document is viewed. Note that this does not affect the content of the document, just the way it is displayed on -screen.

Status Bar
The Status Bar displays information about the document such as the number of pages and your current location within the document.

Quick Access Toolbar

The Quick Access Toolbar contains some command buttons for easy access. You may customise the Quick Access Toolbar to add or remove certain commands. To do this, click the arrow beside the Quick Access Toolbar and select/deselect the commands of your choice.

Title Bar
The Title Bar displays the title of the document that you are currently working on. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 4

Working with Files

Creating a New Document
A new file will automatically open when you start the MS Word software. To create further new files: 1. Click the Office Button ( select New. 2. In MS Word this will then open a number of new document options click the type of document required, e.g. Blank document . , located in the top left corner of MS Word) and

Saving Documents
It is very important to save work created in MS Word; otherwise it will not be possible to come back to it at a later date. When starting to work in a document, save it as soon as possible and then continue to save on a regular basis (in case the computer crashes or freezes). To save a document in MS Word: 1. Click the Office Button ( ) and choose Save.

2. Select the drive and/or folder where the document is to be saved by clicking on the drop-down arrow and choosing the relevant drive/folder.

3. In the File name: area, type a name for the document. Be as descriptive as possible, but try not to let file names get too long. 4. Click the Save button. 5. To ensure that the file has been saved, check the Title Bar at the top of the screen this should now indicate the new file name. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 5

Note that once your file has been saved, a quick way to save it periodically as you work is to click the Save button ( press Ctrl+S. ) on the Quick Access Toolbar or alternatively

If changes are made to a document it might be useful to save it under a different name e.g. save Draft as Final Draft. To do so use the Save As command: 1. Click the Office Button ( ) and choose Save As.

2. If you wish the new file to be saved in a different location, select the new drive or folder as required. 3. In the File name area, type the new name for the document. 4. Click the Save button.

Closing Documents and Exiting MS Word

When finishing working with a document, it is a good idea to close it. It is possible to work with more than one document at a time; however it is best to avoid doing so as this will take up unnecessary space on your computer. To close a document: 1. Click the Office Button ( ) and choose Close.

2. If the most recent changes of the document are already saved, the document will close automatically. 3. If the document has not been saved at all or has not been saved recently, MS Word will ask if you wish to save your document. Click Yes button to keep the work you have done and No if it is no longer required. Note that a quick way to close a document is to click the close button ( right of your screen. ) in the top

When finished working with MS Word, it is important to exit the software and close ALL MS Word documents that are currently open. To do so: 1. Click the Office Button ( ) and click the Exit Word button.

2. If there are any unsaved documents, MS Word will prompt you to save them as per the prompts described above for closing documents.

Opening Documents
To open a document that has been previously created and saved: 1. Click the Office Button ( ) and choose Open.

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2. Select the drive where the document is stored by clicking on the drop -down arrow and choosing the relevant drive.

3. Choose the required file by clicking once on the file, and click the Open button.

Working with Text

Entering Text
To enter text in MS Word, simply type the letter(s) on the keyboard. As each letter is typed it will appear in the document and the insertion point (i.e. the flashing vertical line) will move along the line. This insertion point indic ates the position where type text will appear. To change the location of the insertion point, click on the new location (within the document) using the left mouse button. When the end of a line is reached, MS Word automatically wraps the text onto the ne xt line. To start a new paragraph, press the Enter key on the keyboard.

Selecting Text
In order to be able to change text (e.g. delete, move, copy, or format it) it must first be selected. Selected text will appear with a dark background. To select text, e ither the mouse or the keyboard can be used as follows: 1. Dragging with the mouse. With the left button of the mouse place the insertion point at the beginning of the text, and while holding the left button down, drag through the text you wish to select. Once the selection is made, let go of the left mouse button. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 7

2. Using keyboard and mouse shortcuts. There are a number of key and mouse combinations that can be used to select text. Some commonly used combinations are described below: Combination Shift + Selection Selects characters to the right of the insertion point. Shift + Selects characters to the left of the insertion point. Double click a word Selects the word and the space that follows. Ctrl + mouse click in a sentence Triple click a paragraph Ctrl + A Selects the sentence. Selects the entire paragraph. Selects the entire document.

Deleting Text
To delete text, both the Backspace and the Delete key can be used. The Backspace key will remove text character by character from the insertion point backwards. The Delete key will remove text character by character from the insertion point forwards. To remove several words, sentences, or paragraphs at once it is quicker to select the section of text first and them press either Backspace or Delete (you can also type directly over top of selected text to replace it).

Cutting, copying and pasting

Cutting, copying, and pasting can be used to move text in a document. These functions all rely on the computers Clipboard. This clipboard is a temporary storage place.

Function Cut

Action Removes the selection and places it on the clipboard.

Ribbon Command Home Cut

Shortcut Key Ctrl + X

Copy

Copies the selection (leaving it in its original location) and places it

Home Copy

Ctrl + C

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on the clipboard. Paste Places (i.e. pastes) the contents of the clipboard in the location of the insertion point. Home Paste Ctrl + V

Formatting
Fonts
A font is a typeface (type of lettering) used in a document. There are a range of fonts available. Make sure that the font used in clear, legible, and appropriate for the type of document. Fonts are measured in points. A heading is usually 14 or 16 points in size, whereas paragraph text is usually 12 points. Some examples of different fonts and sizes can be seen blow.

This font is Times New Roman, 12 point

This font is Arial, 16 point

This font is Garamond, 10 point

This font is Tahoma, 20 point

To change the font type and/or size: 1. Select the text to be changed. 2. Choose the arrow to the right of the font box to display a list of all available fonts. The most recently used fonts will appear at the top of the list; the remainder of the list will be in alphabetical order. 3. Select the font of your choice from this list. 4. To change the font size, with the text still selected, choose the arrow to the right of the font size box and select the size required. Remember not to choose a font size too small or your reader will have difficulty seeing what has been written.

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Bold, Italics, and Underline

To make certain text in your document stand out, you can use boldface, italics , or underline characters, regardless of the font chosen. To boldface, italicise or underline text: 1. Select the text. 2. Choose either the bold ( ), italic ( ) or the underline ( ) command from

the Font group of the Home tab. Note that you can also use shortcut keys, Ctrl + B, Ctrl + I, and Ctrl + U to bold, italicise, and underline respectively.

Using the Font Dialog Box

In addition to use the commands in the Font group to make changes to font formatting, it is also possible to use the Font dialog box which will provides many more options regarding the way text appears. To bring up the Font dialog box, click the arrow in the bottom right corner of the Font group.

In the Font dialog box that appears, select the required formatting options, and click OK. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 10

Paragraph
Paragraph Alignment
Paragraphs can be aligned to the left, centred, right, or justified. Some disciplines have specific requirements such as justification of left-alignment so it is important to find this out before handling in any coursework. To align text: 1. Position the insertion point within the paragraph (or select a range of paragraphs as required). 2. Click on the appropriate alignment button on the Paragraph group of the Home tab. These buttons act as toggles that will turn the alignment style either on or off.

Left

Centred

Right

Justify

Examples of the various types of alignment can be seen below: This is what left aligned text looks like. This is what centred text looks like. This like. is This is what right aligned text looks like. what

justified text looks

You can also use the shortcut keys, Ctrl + L, Ctrl + E, Ctrl + R and Ctrl + J to left align, centre, right align, and justify respectively.

Line Spacing
Academic work usually requires line spacing of either 1 or 2. Check with your department handbook or a staff member in your department to find out what line spacing is required. To change line spacing: 1. Position the insertion point within the paragraph (or select a range of paragraphs as appropriate). 2. Choose the arrow to the right of the line spacing button ( group of the Home tab. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 11 ) in the Paragraph

3. Choose

the

required

line

spacing from the list. If the required line spacing is not available in the list, click on Line Spacing Options and set your own value in the Paragraph dialog box. You can use the shortcut keys, Ctrl + 1, Ctrl + 2, and Ctrl + 5 to single-space, double-space, respectively. and 1 space

Bulleting and Numbering

Bulleting and numbering can help emphasise certain statements or aspects of your written work. To add bullets/numbers to text: 1. Select the paragraph(s) that you would like to bullet/number. 2. Choose the Bullets or Numbering button from the Paragraph group of the Home tab.

Bullets

Numbering

3. To change the type of bullets or numbers that have appeared, click the down arrow to the right of the Bullets/Numbering button and select an alternate format.

Setting-up pages
By default, MS Word documents have a number of characters applied to their page layout such as size, orientation, and margins. It is often n ecessary to change these for academic work e.g. your lecturer may require a wide left margin for assignments. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 12

Academic work also requires page number these can be created automatically in MS Word. The following section discusses these features.

Page Size
In New Zealand, we typically use a paper size of A4. Unfortunately, as MS Word is developed in the United States the default setting is often for a US Letter page size. It is important to ensure that documents are an A4 size as otherwise the page layout can look quite strange when printed. Using a letter-sized setting is MS Word can also jam some printers. To change the page size setting to A4 (or an alternative paper size): 1. Click the Page Layout tab. 2. Click the Size button and choose A4 from the list. 3. If the required page size does not appear in the list, click More Paper Sizes and customise the page settings using the Page Setup dialog box.

Margins
Margins are partly defined by the chosen page size setting; however it is also possible to change these settings. While it is possible to make changes by dragging the ruler markers, you will have more control over the document as a whole if you alter your margins using the following method: 1. Click the Page Layout tab. 2. Click the Margins button and choose one from the list. 3. If the required margin setting does not appear in the list, click Custom Margins and increase/decrease the top, bottom, left, and/or right margins as required using the Page Setup dialog box.

Orientation
There are two orientations available in MS Word. They are: Portrait The page will be larger vertically, as in a portrait of a person. This is suitable for writing. Landscape The page will be larger horizontally. The page will be suitable for wide charts, diagrams and images. To change the page orientation: 1. Click the Page Layout tab. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 13

2. Click the Orientation button and choose either Portrait or Landscape from the list. Note that unless section breaks are used, all pages in the document will change to this orientation. Section breaks are covered in the Student Learning Centres Thesis Formatting and Thesis Writing in Word workshops see the last page for details.

Breaking Pages
MS word will automatically start a new page when the end of the present page has been reached. It is also po ssible to start a new page in the document by breaking your page partway down. To do so: 1. Ensure that the insertion point is at the location that the new page is required. 2. Choose Page Layout Breaks. You may select Page under Page Breaks, or Next Page under Section Breaks .

Numbering Pages
You may add page numbers to the document in various format and locations. 1. Choose Insert Page Numbers. 2. Click Format Page Numbers . In the Page Number Format window, choose your preferred number format.

3. Choose Start at and make sure the numbering starts at 1 .

4. Click Insert Page Number, and select one of the preferred locations to
insert.

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Useful Features for Assignment Writing

Undo and Redo
Dont be afraid of trying things out in MS Word. If you make a mistake, the Undo feature will allow you to fix it by undoing what you have done most errors can be fixed using this feature. Once something has been undone you use the Redo feature to bring back whatever you have undone. The Undo ( ) and Redo ( ) buttons are located on the Quick Access Toolbar. Note if the Undo or Redo button is not displayed on the Quick Access Toolbar, you may add it by clicking the arrow beside the Quick Access Toolbar and select the command from the list.

Spelling and Grammar Check

The spelling and grammar check are turned on by default. If a word is spelt incorrectly, it will be underlined with a red/orange wavy line. If there is a grammatical error, a gree n wavy line will appear underneath the word. To correct errors as you type: 1. Move the mouse cursor over the word and right click.

2. Choose the correct word from the list that appears, or Ignore as appropriate. To run the spelling and grammar check over the entire document: 1. Click the Review tab, and then the Spelling & Grammar button. 2. This will open a dialog box that will allow you to check each spelling and grammar error in turn.

Many versions of MS Word are set to the US dictionary. This dictionary h as many words that are spelt different than a New Zealand dictionary. To change the dictionary/language: 1. Click the Review tab, and then the Set Language button. 2. Choose the required language and click OK.

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Word Count
University assignments often have a word limit or requirement. To count the number of words in the document, choose Review Word Count.

Once you have read the information provided, click the Close button.

Printing
Before printing a document, choose the Print Preview command, which can be found by choosing the Office Button ( ) Print Print Preview. The document will appear in a new screen, and will let you see how your document looks before it is printed. It is a good idea to check margins, page numbers, and to see if any text or objects are spilling over a page. To print a document: 1. Choose Button ( Print. 2. In the dialog choose that the the Office

) Print

appears,

required options (such as number of copies). Note that in the Print range area you can choose to print just the page you are working on, or a specific range of pages. 2008, Student Learning Centre, C e n t r e f o r A c a d e m i c D e v e l o p m e n t , The University of Auckland Page 16

3. Choose OK to start printing. Note: to save money when printing draft copies, print two MS Word pages to an A4 sheet. To do this, click the Properties button in the Print dialog box, and choose 2 from the Pages Per Sheet drop box.

Related Workshops
The following workshops are offered by the SLC Computer Skills Development Programme, and may supplement the material covered in this w orkshop. These workshops are: Thesis Formatting Thesis Writing in Word Thesis Compiling Details of these workshops can be found on the SLC website:

http://cad.auckland.ac.nz/index.php?p=word.

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