For use by SeniorNet Learning Centres and other ...

Essential Word Processing - Windows 7 page 1

Prepared by Neal Utting

For use by SeniorNet Learning Centres

and other Educational Institutions

©2010 Neal Utting


ESSENTIAL WORD PROCESSING Using WordPad

in WINDOWS 7 Version 10.2

Introduction ............................. 3 Operating Systems, Programs ...... 4 Laptops .................................... 5 Flash Drives .............................. 5 At the End of Each Lesson ........... 5 Using the Mouse ......................... 6 Problems When Using a Mouse .... 6 Open WordPad ........................... 7 The Cursor ................................ 8 Letters, Backspace, Delete ........... 9 Typing, and Correcting Errors ....... 9 Warning: the “Insert” Key ......... 10 Numbers ................................... 10 Caps Lock and Shift .................. 11 Some Actual Typing .................. 11 Copy Files to Your Flash Drive. 12, 27 Open WordPad Files ............. 13, 27 Disk Drives Labels ................... 12 File-name Extensions ................ 12 Eliminate Gaps, Indenting .......... 13 Faster Ways to Move the Cursor ... 14 Correct Errors in Faster Ways ...... 15 Save a File ......................... 15, 28

Use the Tab Key ............................ 15 Select Text ................................... 16 Delete, Bring Back, Replace Text ..... 17 Change Fonts ................................ 18 Change Font Sizes ......................... 18 Bold, Italic, Underline ................... 19 Change Text ................................. 19 Type Text .................................... 19 Delete Words/Parts of words ........... 20 Cut, Copy, Paste ............................ 20 Move/Copy Text with the Mouse ..... 21 Change Order of Sentences ............. 21 Align Text ................................ 22,23 Set Margins and Orientation ........... 23 Print ........................................... 23 Preview a Page ............................. 24 Another Use for “Enter” ................. 24 Revision ....................................... 24 Some Final Things ........................ 25 Working in Other WP Programs ...... 25 Word Processing Summary .............. 26 Outcomes .................................... 30

CONTENTS

Note: You do not need to have a word processor program (eg Microsoft Word) in-stalled on your computer to do this course, which uses WordPad (included in all versions of Microsoft Windows). Files are opened and saved in “.rtf” format, which can be opened in all word processor programs (note that files saved in Word 2007 can’t be opened in earlier versions 97-2003, and that WordPad in Win-dows 2007 is different from WordPad in Windows 97-2003).


INTRODUCTION In this course you will be introduced to some of the main ideas for using a word

processor program on a computer. There are a number of such programs, but this course is restricted to WordPad in Windows 7.

Instructions for this version of WordPad are generally similar for using Microsoft Word, version 2007 and later. WordPad in versions of Microsoft Windows, includ-ing XP and Vista, do not have “ribbons”, but use “drop-down menus— which are also used in earlier versions of Word (up to version 2003), and also in the word processor program in OpenOffice.

When you have learned many of the basics for word processing in one program, you should then be able to use word processor programs in other programs — in-cluding writing emails in Windows Mail (which is a word processor programs in which you can do almost everything in this course, but by using “drop-down menus”).

You should also learn more about computers in other courses, especially the more advanced courses in word processing (“More Word Processing” and “Advanced Word Processing), and in courses for “Windows” and “Files and Folders”.

One thing that this course will NOT do is teach you to type. Considerable differ-ences are often found among those on a course, from novice “hunt-and-peckers” to touch typists (who may have to wait a long time for others in the class to en-ter text). If you are hesitant in typing, then there is nothing for it but to go home and practise … practise … practise.

Most of the text that you will use in this course is on the computer, for you to copy to a flash drive (which you should purchase before the second session). In this course you will be taught how to copy files to a flash drive, and how to open these files when they are needed. The flash drive will also be needed in many other courses.

This course won’t tell you every last thing that you have to do. And there is a good chance that your computer won’t be exactly the same as the ones here, so you may have to learn to be flexible and adjust.

If you can master the skills needed to handle text you will be able to use those skills in many programs, and whatever the computer.

In general in this manual: instructions for what to do are in normal font

explanatory notes are in italic labels (on keys on the keypad, items in menus, or buttons on the screen) are

bold on-screen labels are in “quotation marks” text to be typed in is shown in a different font there may be “>” between menu items; this means click on (or point to) the

menu items or buttons in turn, when the next will appear supplementary notes and summaries of information are included in shaded

boxes


Operating Systems, Programs, Word Processing, Files A computer has an operating system (usually a version of Microsoft Windows — gen-

erally Windows 98, Windows XP, or Windows Vista). This allows the computer to run programs. This manual includes illustrations for both Windows XP and Vista.

Computer programs have to be loaded (installed) on your computer, so that you can then do things with the computer. Microsoft Windows (both XP and Vista) contains a number of programs, including: WordPad (a simple word processor program); Outlook Express (for sending and receiving emails); Internet Explorer (for using the Internet); a number of games; and many others that you will probably never become aware of.

A word processor program allows you to do what you could do on a typewriter, but a lot better — it is easier to correct mistakes; it looks better when printed; you can include a variety of effects, like Bold, Italic, Underlined, different Fonts, dif-ferent Font Sizes … etc. Further programs, including word processor, virus checker, and many others may be installed. Some of these are on CD or DVD disks, while others can be downloaded from the Internet. Most must be paid for, but some are free (some of these have limited use unless the full version is purchased). The program Microsoft Word is commonly used for word processing. A common ver-sion was included in Microsoft Office (versions 98 - 2003) and some earlier ver-sions of Microsoft Works (other versions of Microsoft Works have an alternative word processing program which is not compatible with Word). A free alternative is OpenOffice (a package of programs compatible with Microsoft Office versions 98 - 2003). This is sometimes loaded by the store where you purchase a new com-puter, or it can be downloaded from the internet (but this takes many hours with a dial-up internet connection). WordPad has menus, etc. similar to all these. But Word 2007 (in Microsoft Office 2007) is quite a bit different.

Files are created with computer programs and saved. A file created using a word processor program is often called a document. Saved files can be opened, modi-fied, printed, and saved.

This manual does not divide the course into distinct lessons; this will depend on the class and the tutor.

You will need to practise what you learn in each lesson — especially any parts that have given you difficulty, or that you didn’t really understand — before the next week’s lesson. Try going over it all again on your own.

If you are not an experienced typist, practise some typing, such as copying some parts of these notes that you don’t really understand. You won’t be taught to type in this course, but you’ll have to do a little bit at times.

At first you may “hunt and peck” with one finger. Try to also use fingers on the left hand for the keys at the left of the keyboard, especially Tab, Caps Lock, Shift, Ctrl, and Alt, and the commonly-used letters “e”, “r”, “t”, “a”, “s”, and “d”.


Laptops There are considerable differences in the layout of keyboards of laptops; a full-size

“standard” keyboard is easier to use. Also, the mouse controller on a laptop is not easy to use. So, if you use a laptop at home, you might prefer to:

Purchase an “optical” mouse with USB connection, and plug this into a USB port on your laptop.

Purchase a full-size keyboard with USB connection, and plug this into a USB socket (port).

However, some laptops have only two USB ports. You may already have your printer plugged into one of these, and may want to plug a flash drive in as well at some time, and perhaps a scanner and card reader for your camera. So you will probably need to purchase a USB “hub”, which has further ports available.

At the End of Each Lesson a. Close all programs you have been using:

1. Click on the box at the top right of the screen (with an “X”) 2. When the “Save changes to Document” box appears, click on the “No” but-

ton unless you need to save the document

b. Close down the Computer 1. Click on the Start button at the bottom right of the screen

2. Click on Shut Down

c. Remove your flash drive You can remove a floppy disk at any time, but see the box (previous page) for safely removing a flash drive while the computer is running. It is easier to re-move these after the computer is closed down.

Flash Drives Some files used for this course (to save you typing) are on the SeniorNet computers.

You will need to purchase a “flash drive”, which plugs into a USB port, and have this available for the second lesson. Your Tutor will copy the files onto your flash drive. You will then “open” the files when needed, and save files you create on the flash drive. Your flash drive can also be used for other courses.

To safely remove a Flash Drive 1. Click on the “Safely Remove” icon in the “notification area” beside the

clock at bottom right of the screen (it may be necessary to click on the triangle at the left — “Show Hidden Icons” — to find this)

2. Click on the “Removable disk” (or “USB Mass Storage Device”) 3. When advised that is safe to do so, click on OK and remove the flash drive


Problems When Using the Mouse Problem: I can’t control the movement of the mouse very well.

Solutions: Hold the mouse on the mousepad, with your second and third fingers resting lightly on the left and right buttons, and the heel of your hand lightly on the mousepad or desk.

Move the mouse with your whole hand, not just with your fingers. Problem: Nothing happens, or the wrong thing happens, when I click the mouse on a

menu item or button. Solutions: Make sure that you only press the mouse button briefly, and don’t press

and hold it down.

Activity 1: Using the Mouse (Revision of “Welcome to Computing” Activity)

1. Your Tutor will show you how to switch on and start your computer. The screen (the “Desktop”). In the middle is an arrow (the “cursor”). There are also small pictures, each with a label below; these are called “icons”. You should hold the mouse between your thumb and fourth finger, with your index and middle finger held lightly touching the buttons. It is then easy to use your index finger for the left button, and your middle finger for the right button. (It is possible to change the buttons for left-handed people, but we will keep them as they are in this course. This means that left-handed people will either need to use the mouse with their right hand, or click with their middle finger and right-click with their index finger if they hold the mouse in their left hand.)

3. Move the mouse so that the tip of the pointer is on the icon called “Recycle Bin”, and “click”. What has happened to the icon? When the area around an icon is darker it is said to be “selected”.

4. Now click on a blank part of the Desktop. What happens to the icon? 5. Click on the “Recycle Bin” icon again, then

click on another icon. 6. Click on a blank part of the Desktop with

the right button — use your middle finger (this is called “right-clicking”).

7. Move the mouse arrow onto the Menu Box which appears (see picture at right); move it up and down without clicking (keep the arrow in the box).

8. Notice that sometimes another Menu Box appears. When this happens, move the mouse sideways while the arrow is on a menu item (keep the arrow in the box), then up and down in the box which appeared (don’t click!).

9. Finally, move the arrow out of the Menu Box and click (with the left button) on a blank part of the Desktop.


Make sure that the tip of the arrow is on the menu item or button. Don’t move the mouse when you click; hold it steady by pushing the heel of your

hand down on the mousepad or desk before you click. If you have made an error, click on a blank part of the screen and try again. Problem: The mouse gets to the edge of the mousepad.

Solution: If the mouse is close to running off the pad, pick it up and put it down again near the opposite side of the pad.

Problem: I can’t manage to double-click very well.

Solutions: You must click quickly twice without a pause (practise … practise …)

If you still cannot double-click successfully on an icon: click on it once, then press Enter; or: right-click on the icon, click on Open in the menu which appears.

Note: If you try to open a program by double-clicking on an icon (and the icon has its name in a box), it doesn’t matter whether you click on the icon or the name — except that unfortunate things can happen if you click too slowly on the name in the box and pause between the clicks. If you do this, the text in the box may then become “high-lighted” (as in the illustration), with a cursor flashing.

Pressing a key can then change the name. Don’t do this! Click on a blank part of the screen, and try again. Although you can select an icon by clicking ei-ther on the icon or its name, it is best to click only on the icon.

Activity 2: Open WordPad

Open WordPad from the Desktop If there is an icon on the Desktop (the opening screen), double-click on this

(click the left mouse button twice quickly)

OR: Open WordPad from the Taskbar Click (once) on the WordPad icon in the Taskbar (at the bottom)

Note: WordPad is present only if someone has put it there)

OR: Open WordPad if the options above are not available

1. Click on the Start button

2. Point to All Programs 3. Click on Accessories (menu items ap-

pear in the panel above)

4. Click on WordPad 4

2

3

1


Activity 3: The Cursor When WordPad is opened, you will see a vertical flashing line cursor (which we’ll call the “Insertion Point”).

1. Move the mouse around the blank part of screen Notice that the flashing cursor doesn’t move. Instead, an I-shaped cursor (sometimes called the “I-beam cursor”) moves — but only in the region where text can be typed.

2. Move the cursor outside the blank typing area (it changes to an “arrow cursor”)

Notice that the flashing cursor is at the top left where the first character will be typed, even though the whole page is available (try clicking in other places). When you type some text this cursor can be placed anywhere within the typed part (characters can then be added at this “insertion point”) — but it cannot appear beyond the final character of your typing.

Insertion Point

I-Beam Cursor

Arrow Cursor

Activity 4: Letters, Backspace, Delete 1. With a word processor program open, press the letter “A” key five times (just

press it lightly — don’t hold it down). 2. Now press the “A” key and hold it down to make a row of about 20 “A”s. 3. Delete what you have done, us-

ing the Backspace key (this de-letes the letter before the inser-tion point): press it five times at first; then hold it down to delete all the other letters.

4. Type the numbers 1234567890 (in the top row of the keyboard); continue with all the other “character” keys right down the keyboard. Notice that the typing continues automatically (“word-wrap”) on the next line when you reach the end of a line).

5. Press the Left Arrow key several times to move the cursor; then press the Up, Down, and Right arrow keys

6. Using the mouse, move the cur-sor to various places in the text, and click.

7. Using the arrow keys, move the cursor to the beginning of what you typed.

8. Use the Delete key to delete the first three numbers, one at a time; then hold it down to de-lete the rest of the line.

The Backspace key is the right-hand key in the top “numbers” row of the keyboard. It might say “Backspace” and have an arrow pointing backwards, or just have the arrow.

The Left Arrow key is the key, to the right of the main keyboard, with an arrow pointing to the Left (other Arrow keys have arrows pointing Up, Down and to the Right).

The Delete key is at the bottom left in the block of six keys at the right of the main keyboard (or at the top right of the key-board on laptops).

(There is also a delete (Del) key at the bottom right of the numeric keypad, but we won’t use this in this course)


One press of Delete: deletes the next character to the right of the insertion point; hold-ing the key down deletes several characters to the right.

One press of Backspace: deletes the character to the left of the insertion point; holding the key down deletes several characters to the left.

Activity 5: Typing and Correcting Errors 1. Locate the Font Size box, and click on the “reveal button” at the right. 2. Click on 14 in the list which appears (14 pt will make our typing larger than the

10 or 12 pt which is commonly used in Word Processor programs). 3. Type the 26 lowercase letters of the alphabet, grouped in 5’s: abcde fghij

klmno pqrst uvwxy z; use the Spacebar to type the “space” character. 4. Use the Left Arrow key to move the cursor back to the first space, and remove

this. 5. Press End (beside the Delete key) to return the cursor to the end of the line of

typing. 6. Remove the rest of the spaces, using either the Arrow keys or the mouse to

place the cursor. 7. Move the cursor to the beginning of the line (press the Home key); move it

along the typing (use the Right Arrow key) to put the spaces back in; leave this typing on the screen for the next Activity.

The Font box is a narrow box in the Toolbar at the top of the screen, usually with

“Calibri” in it. The Font Size box is beside the Font box. This gives the height of the letters in

“points” (this is a printers’ measure: there are 72 points in an inch). Beside the Font and Font Size boxes are small “reveal buttons” , each with a

triangle pointing down. Click on these buttons to obtain drop-down menus of further fonts and font sizes).

To correct a mistake: move the cursor to the position of the error (either before or after), using either the mouse or the Arrow Keys.

If you have placed the cursor just before the error, press the Delete key to delete the next letter (or space); if the cursor is just after the error, use Backspace).

If the error is several characters back, use the Left Arrow or mouse to return to the error. Don’t get in the habit of deleting all the characters back to the error, then retyping them — unless there are only 2 or 3.


Activity 7: Numbers

1. Move the cursor to the end of any typing on the screen; press Enter twice (to end this line and leave an empty line)

2. Using the numbers in the top row of the keyboard, type the numbers 121 to 130, with a comma then a space between each:

121, 122, 123, 124, 125, 126, 127, 128, 129, 130 3. Press Enter twice 4. Make sure that the Num Lock light (above the Num Lock key in the numeric

keypad) is ON; if not, press the Num Lock key 5. Continue typing numbers, from 131 to 140, using the Numeric key-pad (at the

right of the keyboard, set out like a calculator). You should now have: 121, 122, 123, 124, 125, 126, 127, 128, 129, 130 131, 132, 133, 134, 135, 136, 137, 138, 139, 140 5. Press the Num Lock key (so that the light is not on); try to type numbers in

the numeric key-pad (what happens?); press the Num Lock key again (check that the light is on, and that numbers can be typed)

6. Delete all typing on the screen

Activity 6: A Warning: the “Insert” Key

The Insert key is above the Delete key. If this is pressed accidentally (and you usually don’t know that you’ve done this), typing new text deletes and replaces the existing text, rather than inserting the new text.

1. With typing on the screen, move the cursor to the beginning of the line (press the Home key)

2. Type five “a”s; move the cursor to just before the first “a”

3. Press the Insert key; type five “b”s (how is this is different?)

4. Press the Insert key again (to re-turn to the original “Insert” condi-tion); move the cursor to just before the “b”; type five “c”s

The “Insert” key The keyboard is normally in “Insert” mode;

what you type is put in where the cursor is placed, moving everything after it further along to the right.

Pressing the Insert key (above the Delete key) puts the keyboard into “Typeover” mode, when what you type replaces what is already there.

If you ever find that funny things are hap-pening when you try to insert new text, it’s probably because you’ve pressed the Insert key by accident. Press Insert and see if this fixes the problem.


Activity 8: Caps Lock and Shift 1. Holding down the Shift key, type the alphabet again (as in Activity 5): ABCDE FGHIJ KLMNO PQRST UVWXY Z 2. Press Enter twice; press the Caps Lock key (the

Caps Lock light above the numeric key-pad should go on); type the alphabet again

3. Press Enter twice; with Caps Lock OFF, type the alphabet again, but use the Shift key to capitalise the first letter of each group:

Abcde Fghij Klmno Pqrst Uvwxy Z 4. Press Enter twice; type all the keys in the top

row as in (a) to (d) below, with a space between each character; press Enter twice at the end of each part: a. Do this first with Caps Lock OFF and with-

out pressing Shift: ` 1 2 3 4 5 6 7 8 9 0 - = b. Still with Caps Lock OFF), type the row again while holding down Shift: ~ !

@ # $ % ^ & * ( ) _ + (these might be different on some keyboards). c. Type these again with Caps Lock ON and without pressing Shift d. Finally, type them again with Caps Lock ON, and holding down Shift

5. Explore the other non-letter keys in the three bottom rows, with Caps Lock OFF or ON, and with and without holding down Shift

Caps Lock only affects the let-ter keys, with lower case when OFF, and UPPER CASE when ON.

Shift affects ALL keys: It changes the case of the

letter keys, depending on whether Caps Lock is on or off.

It types the upper charac-ter of other keys when on, irrespective of whether Caps Lock is off or on.

Activity 9: Some Actual Typing (do this at home for practice) Carefully copy the following:

My cat’s name is Misty. Why do you ask? I’ve had a 20% raise, so I’ve bought 4 shirts @ $80 each at O’Toole & Co. He said: “Oy! Don’t do that.” Four is greater than 3. (4 > 3 = True) Four is less than three. (4 < 3 = False) 8*2 = 16; 16/8 = 2; 16/2 = 8 (Note: for calculating, “*” means multiply, “/” means divide). (parentheses); [brackets]; {braces}

For this course you need a folder (“Essential WP Course Files”, which contains a number of files). You will copy this onto your flash drive in the next Activity. You will open the files (“sample1.rtf”, etc.) when you need them, so that you will have text to work on without having to type anything in.

You will also save files into this folder — NOT onto the hard drive in SeniorNet com-puters.


The drives for disks are labelled: Drive A: used to be for 3½” floppy disks (not generally on computers since 2006). Drive B: used to be used for older-type 5¼” disks. Drive C: is usually the hard drive inside the computer. Drive D: is usually used for the CD/DVD disk drive Drive E: is usually used for Flash Drives

Some computers have 2 “partitions” of the hard drive — Drives C: and D:. In this case the CD/DVD drive is probably Drive E:, the Flash Drive is Drive F:, etc. There may be further drives — for example when you connect a digital camera or card reader to your computer

If filename extensions are not shown in lists of files on your computer 1. Open Windows Explorer (right-click on the Start button, click on Explore) 2. Click on Organize > Folder and Search Options 3. Click on the “View” tab; if there is a tick in the “Hide extensions for known file

types”, remove it.

Files are given a “filename extension” (usually automatically) by the computer, when they are saved. These can help you identify and open files of a particular for-mat.

Files may be saved with a variety of “formats” according to different programs. A “filename extension” is usually added to the filename by the program when a file is saved. Different formats have (usually) three letters at the end of the filename (the “filename extension”) after the “dot” e.g.

.doc, .docx Microsoft Word

.wps Versions of Microsoft Works

.txt Basic plain text, able to be read in any word processor program

.rtf “Rich Text Format”, a universal format for files for most word processor programs, including WordPad

.pub Microsoft Publisher

.xls, xlsx Microsoft Excel (a spreadsheet program)

.jpg, .gif, .bmp Picture files

.ppt, .pptx, .pps Microsoft PowerPoint

See the box below if filename extensions are not shown on your computer

Activity 10: Copy Files for this Course to Your Flash Drive Copy the folder Essent WP files — see Appendix A, p27

Activity 11: Open WordPad Files Open sample1.rtf — see Appendix B, p27


SPACES AND PARAGRAPH INDENTS It is very easy to get extra spaces where you don't wantthem (you might hold down the Spacebar too long, orpress Enter too many times between paragraphs). On the other hand, you mighthave spaces missing(you might not press the Space-bar or Enter when you should). You can get rid of extra spaces, or see where furtherspaces or paragraphs might be needed, when you lookat what you have typed. Move the cursor to each place where there is an error or change to be made, and makethe correction.You can also indent the start of paragraphs by pressing the Tab key, either before you begin to type a para-graph or after it is typed.

From Activity 11 you should have on screen something like what is on the next page (although it may not be exactly like this on your computer). There are gaps, no gaps, part lines, and so on; they were put there deliberately, so that you will have something to correct.

Activity 12: Eliminate Gaps and Indent Paragraphs 1. Place the cursor at the beginning of the second line (“It is very easy …”). 2. Press Enter (what happens?); then press the Tab key 3. Move the cursor (using the Arrow keys or the mouse) to the first extra space

(after “where”); press Delete 4. Move the cursor to where a space is missing (between the t’s in “wantthem”),

and press the Spacebar (what happens?) 5. Move the cursor to the end of the first “paragraph” (after “rid”), and press De-

lete until the next paragraph is joined on; press the Spacebar if it is necessary to put in a space.

6. Get rid of all the other extra spaces, and insert spaces where necessary. 7. Make new paragraphs after “ … when you should.” and “… make the correc-

tion.” (press Enter, then the Tab key). 8. Don’t close the file.

There are often different ways to carry out many functions on computers. For example: To open a file: Click on the Open icon in the toolbar at the top. or Click on File in the Menu bar at the top, then click on Open or Hold down Ctrl and type O — that is, press Ctrl + O


When you have finished Activity 12, the text should look like something like what is below. Note that you may have the ends of lines at different places from what is shown here — don’t worry about this.

If you make a mistake (such as pressing Delete too many times): immediately click on the Undo button in the Toolbar at the top;

OR: you can hold down Ctrl and press the letter “Z” (i.e. press Ctrl + Z).

This undoes the last changes you made. Pressing the Undo button or Ctrl + Z again several times undoes earlier changes (also see Activity 19)

SPACES AND PARAGRAPH INDENTS It is very easy to get extra spaces where you don't want them (you might hold down the Spacebar too long, or press Enter too many times between para-graphs). On the other hand, you mighthave spaces missing (you might not press the Spacebar or Enter when you should). You can get rid of extra spaces, or see where further spaces or paragraphs might be needed, when you look at what you have typed. Move the cursor to each place where there is an error or change to be made, and makethe correction. You can also indent the start of paragraphs by pressing the Tab key, either be-fore you begin to type a paragraph or after it is typed.

In the text you have corrected a space was automatically added between para-graphs. In later courses you will learn how to make the spaces smaller if you want them smaller.

Activity 13: Faster Ways to Move the Cursor Have the file from Activity 11 open.

1. Move the cursor to the beginning of the first paragraph.

2. Press the End key; then press the Home key.

3. Hold down Ctrl while you press the Right Arrow key.

4. Hold down Ctrl while you press the Left Arrow key; do this several times.

5. Hold down Ctrl while you press End, then Home.

Ctrl + Right Arrow: jump to the beginning of the next word.

Ctrl + Left Arrow: jump to the beginning of the previous word.

End: jump to the end of the line.

Home: jump to the beginning of the line. Ctrl + End: jump to the end of the docu-

ment. Ctrl + Home: jump to the beginning of

the document.


Activity 14: Correct Errors Moving the Cursor in Faster Ways 1. Close WordPad (click the box with X at the very top right); don’t save 2. Open WordPad again (see Activity 2, page 8 — good practice!)

3. Open the file sample1.rtf again (see Appendix B)

4. Carry out the corrections again, as you did in Activity 11, but this time use the faster ways of moving the cursor (as in Activity 12); don’t use the mouse

5. Don’t close the file or WordPad

Activity 15: Save a File Save sample1.rtf as saved1.rtf— see Appendix C, p28

Activity 16: Use the Tab Key In the file sample1.rtf, some of the spaces were made by the Space Bar (at the bottom of the keyboard; this puts in single spaces), and some by the Tab key. In this activity, we will use the Tab key to line up some words into columns.

1. Load the file sample2.rtf from the floppy disk; it should look like this:

OneTwoThreeFourFive

SixSevenEightNineTen

ElevenTwelveThirteenFourteenFifteen

SixteenSeventeenEighteenNineteenTwenty

Twenty-oneTwenty-twoTwenty-threeTwenty-fourTwenty-five

Twenty-sixTwenty-sevenTwenty-eightTwenty-nineThirty

2. Move the cursor to the beginning of “Twenty-seven” in the bottom row, and press the Tab key once; then press it once (or twice) before each of the further numbers in this row (you should get something like the following):

Twenty-six Twenty-seven Twenty-eight Twenty-nine Thirty 3. Now add more tabs to get what is shown below (work from the bottom up for

this Activity — this is easier than working from the top, as you can then align the words in each line with those below

One Two Three Four Five

Six Seven Eight Nine Ten

Eleven Twelve Thirteen Fourteen Fifteen

Sixteen Seventeen Eighteen Nineteen Twenty

Twenty-one Twenty-two Twenty-three Twenty-four Twenty-five

Twenty-six Twenty-seven Twenty-eight Twenty-nine Thirty

4. Close the file; don’t save; don't close WordPad.

The Tab key makes the cursor jump to the next of a se-ries of fixed positions which are usually spaced regularly across the page.


The appearance of what is typed in a word processor can be changed very easily, in many ways. This is a big advantage over a typewriter, where there is usually only one sort of font, with all characters the same width and height (a font is a set of characters which have a similar appearance). These, and other effects (such as changing the Font, the size of the font, Bold, having Italics, and several others (and combinations of these), are simple to achieve and are more effective on a computer.

We can select these effects before we begin to type, or as we go along — but it is of-ten quicker to just type in normally, then make the changes afterwards.

To make changes to text that has already been typed, it is necessary to “select” or “highlight” it. There are several ways of doing this, as in this next Activity.

Activity 17: Select (Highlight) Text 1. Load the saved file “saved1.rtf” from your floppy disk (see Activity 10)

2. Method 1: Place the cursor at the beginning of the first paragraph; holding down the left button, drag the mouse to the other end of the paragraph; re-lease the button

3. To Unselect (deselect) text which is selected, click anywhere that is not se-lected

4. Try this again, but begin with the cursor at the end of the paragraph and drag backwards

5. Method 2: Click the mouse at the start of the second paragraph; hold down the Shift key; click the mouse at the end of the paragraph; release the Shift key

6. Method 3: Place the cursor to the start of the third paragraph; hold down the Shift key; use Arrow keys (Left, Right, Down, Up) to move the cursor one character or line at a time (or you can move the cursor more quickly left or right by holding down Ctrl as well as Shift while you press the Arrow keys); release Shift

7. Method 4: Double-click on a single word to select it; try triple clicking on a word

8. Method 5: Click in the left edge of the screen beside a line (where the cursor changes to an arrow); also try double-clicking and triple-clicking

9. To select all the text: hold down the Control key, press “A” (also called Ctrl + A); or: click on Edit in the menu bar, click on Select All; also see (8)

10. Do not close the file

Note: Part of a word can be selected. But only whole words are selected when you try to select parts of two or more words together.

On your own computer at home you will probably save your files in a “folder”, usually in the “My Documents” folder in the “Documents” library (a folder is where files are stored together — similar to putting several documents into a folder in a filing cabinet, and a Library is a collection of filing cabinets).


Pressing Delete or Backspace will delete whatever is selected Pressing Ctrl + Z or clicking on the Undo icon immediately will bring it back Learn to use Ctrl + Z immediately when you make mistakes Selected text is replaced by any character key that you press

Selecting Text (Summary) Method 1: Hold down the left button, drag the mouse across the text to be selected;

release the button Method 2: Click the mouse at one end of the text to be selected; hold down the

Shift key; click the mouse at the end of the text; release the Shift key Method 3: Place the cursor to the start of the text to be selected; hold down the

Shift key; use Arrow keys (Left, Right, Down, Up) to move the cursor across the text; release Shift (you can move the cursor more quickly left or right by holding down Ctrl as well as Shift while you press the Arrow keys)

Method 4: Double-click on a single word to select it; triple clicking selects the para-graph

Method 5: Click in the left margin selects a line; double-clicking selects the para-graph; triple-clicking selects the whole document

To select the whole document: hold down Control, press “A” (also called Ctrl + A); or: click on Edit in the menu bar, click on Select All (also see Method 5)

To Unselect (deselect) text which is selected: click anywhere in the working space that is not selected — except the left edge

Activity 18: Delete, Bring Back, and Replace Selected Text 1. Open the file saved1.rtf file (from Activity 15) 2. Select one of the paragraphs 3. Press Delete; immediately click on the Undo icon in the Toolbar at the

top (this brings back what you have just deleted) 4. Select another paragraph, then press Backspace (instead of Delete); then hold

down Ctrl and press “Z” (i.e. Ctrl + Z) 5. Select another paragraph, then type any word (watch the screen as you do this) 6. Press Ctrl + Z to undo this change 7. Don’t close the file


Different computers have different sets of fonts, although some are on all computers with Windows (including Calibri, Arial, Arial Black, Comic Sans, Courier, Times New Roman).

Courier is a “typewriter” font, where all letters have the same width. Most others are “proportional”, with narrow letters having less space. Some fonts have symbols or pic-tures, and some have other alphabets.

Activity 19: Change Fonts Text which is selected can be changed in many ways

(besides being deleted or replaced)

The Font can be changed:

1. With a paragraph selected, click on the reveal button (with a small triangle) beside the Font bar and scroll up or down (see box below) to see the fonts available

2. Choose a font and click the left mouse button (then try other fonts)

3. Don’t close the file

Activity 20: Change Font Sizes 1. Select some text 2. Click on the reveal button beside the Font Size box 3. Click on a font size on the list (scroll down or up to see further sizes)

Second method: 1. Hold down the left mouse button and

drag the cursor across the number in the Font Size box to select it (it is also selected if you click on the button at the side)

2. Type in the size you want, then press Enter (you can type in numbers not on the list, such as 13, 65, 200, etc; you can also include half sizes, such as 9.5, 13.5)

To Scroll: 1. Press the Up and Down Arrow buttons on the keyboard; or

2. Click on the buttons (with tri-angles) at the top and bottom of the bar at the right side; or

3. Drag the slider in the bar at the side; or

4. Click in the grey area above or below the slider (this moves the text up or down almost one screen).


Activity 21: Bold, Italic, Underline The text can be Bold, Italic, or Underline (and combinations of these) 1. Select some text 2. In the Toolbar (usually to the right of the Font Size box), click on B

(for Bold), I (for Italic), or U (for Underline) — the B, I, or U button will be highlighted

3. To undo these, select the text and click on the B, I, or U button. Second method: 1. Hold down Ctrl, and press “B”, “I”, or “U” (i.e. Ctrl + B for Bold, Ctrl + I for

Italic, Ctrl + U for Underline)

Activity 22: Change Text Here’s some more practice in changing text.

1. Open the file sample3.rtf in the folder “Essent WP course files” from your flash drive

2. Change each line to what it says

Hints: Lines 1 and 11 are already Times New Roman font, 14 pt (don’t change)

Lines 5 - 8 are Arial font; select these together and change them to Arial before making other changes Select lines and change each separately Where several changes are required, keep the line selected before making the next change Use the Font Menu box only to change the font colour (Lines 18 and 19) — other-wise use the buttons on the Toolbar

4. Close WordPad

Activity 23: Type Text In this activity you will type a sentence which will be used in further activities.

1. Open WordPad

2. Sent Font to “Arial”, Font Size to “14pt”

3. Type: I bought a pair of shoes at the Warehouse last Saturday

4. Save this on your flash drive or floppy disk (see Activity 14) 5. Don’t close WordPad


There are other ways to Cut, Copy and Paste. Here are some more (Activities 26, 27, and 28). Use whichever of the different methods that you find most convenient (you might find one method best for some purpose, and another at another time).

Activity 24: Delete Whole Words or Parts of Words Whole words, or parts of words, can be deleted with a single press of a key.

1. Place the cursor at the beginning of the first word of the sentence which is on the screen

2. Hold down Ctrl, and press Delete; do this several times

3. Undo, using Ctrl + Z several times to restore the sentence

4. Now place the cursor after the first “e” in “Warehouse”, and do this again; undo this

5. Put the cursor at the end of the sentence and press Ctrl + Backspace several times; undo

6. Don’t close WordPad

Ctrl + Delete deletes the word (or part of a word) to the RIGHT of the cur-sor.

Ctrl + Backspace deletes the word (or part of a word) to the LEFT of the cursor.

The “Clipboard” is in the computer’s memory, where what has been copied or cut is stored.

In many versions of programs only the last thing copied or cut is on the Clipboard, and is deleted when something else is put there. However, some recent programs can have up to 24 items on the clipboard.

Activity 26: Cut, Copy, Paste (Keyboard Shortcuts) 1. Repeat Activity 26, but use keyboard shortcuts (Copy: Ctrl + C; Paste: Ctrl + V;

and Cut: Ctrl + X) instead of clicking on the icons

2. However, delete only three of the lines and any blank lines (to leave 6 sen-tences) for Activity 27

Activity 25: Cut, Copy, Paste (Icons)

1. Select the sentence that you typed in Activity 24 2. Click on the Copy icon in the Ribbon at the top

3. Place the cursor at the end of the sentence; press Enter 4. Click on the Paste icon (beside the Copy icon)

5. Click on the Paste icon again

6. Select all the text (Ctrl + A); note that the space after the last sentence is selected

7. Click on the Cut icon (the text is now on the Clipboard, and not on the screen) 8. Click on the Paste icon three times; select all the text except the last sen-

tence; press Delete twice; do not close


Activity 28: Copy and Move Text With the Mouse

We can use the mouse to move and copy text. 1. With 6 sentences on the screen from Activity 25, make two blank lines after

the last sentence. 2. Select the first three sentences, and make them bold 3. Hold down the left mouse button; drag the selected block to the bottom

(blank) line; release the button 4. Make two more blank lines at the bottom; select what are now the three top lines

of text; hold down Ctrl; hold down the left mouse button; drag the selected block to the bottom blank line; and release the button.

5. Do Instruction 4 again. How many copies of the sentence do you have now? Does everyone have the same number?

6. Delete some lines to leave 6 lines of text, ready for the next Activity

Keyboard Shortcuts Note:

X (Cut) is like a pair of scissors

C (Copy) is the initial letter “C”

V (Paste) We use (upside down “V” ) in handwriting to show something to be in-serted

Cut (Ctrl + C): removes what is selected from the screen, and places it on the clipboard

Copy (Ctrl + C): : leaves what is selected on the screen, and places a copy on the clipboard

Paste (Ctrl + C): : what was last placed on the clipboard is inserted where the insertion point cursor is placed

Move: move what is selected to a different place

Icon Ctrl + ... Right-click Mouse

Cut X Cut

Copy C Copy Ctrl + drag

Paste V Paste

Move Drag Cut + Paste

Activity 27: Cut, Copy, Paste (Edit menu, Right Click) 1. Select some text; right-click on the selected text; click on

Cut or Copy in the box which appears

2. Move the cursor to another point; right-click; click on Paste click on Paste


I bought a pair of shoes at the Warehouse last Saturday.

I bought a pair of shoes last Saturday at the Warehouse.

At the Warehouse I bought a pair of shoes last Saturday.

At the Warehouse last Saturday I bought a pair of shoes.

Last Saturday I bought a pair of shoes at the Warehouse.

Last Saturday at the Warehouse I bought a pair of shoes.

Activity 29: Change the Order of Sentences

You can change the order of a sentence by moving text.

1. Have six sentences from the last Activity; add a line space between them 2. Change the order of them to what is in the box below; try a variety of methods,

e.g.: a. Select words to be moved; Cut; place the insertion point cursor in the new

position; Paste b. Select words to be moved; move them with the mouse to the new position

3. Add or delete spaces, capital letters, full stops, etc. as required 4. Close WordPad

Align Text Text in a WordPad can be aligned across the page in four different ways

Align Left is used for most typing. The text is placed against the left margin, while the right edge is ragged. Word processors usually add hyphens automatically to make lines more nearly the same in length, otherwise there can be a long space at the end of a line if the next word is very long and won’t fit in that line.

Align Center (note the American spelling, as on the screen). This is commonly used for headings and selected lines of notices, signs, posters, advertisements, etc.

Align Right is placed against the right margin, while the left edge is ragged. It is sometimes used for addresses, page numbers, and sets of figures.

Justify spreads the text (except the last line of a paragraph) from margin to mar-gin, by putting small spaces between the words.

Note: To justify a paragraph, put the cursor somewhere in the paragraph — there is no need to select the paragraph.

Shortcuts are also available from your keyboard: Ctrl + L = Left; Ctrl + R = Right; Ctrl + E = Center (Note: “Ctrl + C ” can’t be used for this, as it’s used for Copy); Ctrl + J = Justify

Left Center Right Justify


Activity 30: Align Text 1. Open the file sample4.rtf (on the flash drive or floppy disk)

2. Put the cursor in the paragraph “Left”; using Align icons, align this “Centre” , “Right” , “Justify” , then “Left” (see box previous page)

Note: to align a paragraph, the cursor only has to be in the paragraph — the whole paragraph doesn’t need to be selected.

3. Align the paragraph again, using the keyboard shortcuts: “Centre” (Ctrl + E), “Right” (Ctrl + R), “Justify” (Ctrl + J), “Left” (Ctrl + L)

Activity 32: Print 1. In the file open from the previous Activity, type what is in

the box at the right (Font = Calibri; Font Size = 11); press Enter at the end of each line (this makes each line a para-graph) Note that, by default, WordPad adds a space (10pt) between paragraphs.

2. Make sure that your printer is turned on, and has paper loaded (some of the SeniorNet printers are “networked”, with several computers using a single printer; it may be necessary for your Tutor to turn on further computers so that yours has a link to a printer)

3. Click on File > Print (a window opens with the default printer highlighted); click on the Print button

4. Don’t close (we need this for the next Activity)

Activity 31: Set Margins and Orientation 1. With WordPad open, click on “File” button (at the left below the Bar at

the top); click on Page Setup (the Page Setup Menu Box appears) 2. Highlight the numbers in the “Left” bar; without

deleting, type “20” (i.e. 20mm, or 2 cm) 3. Make all the other margins ( “Right”,

“Top”,“Bottom”) also “20” (shortcut: after you’ve changed one, press the Tab key to jump to the next)

4. Click on the “Landscape” button (watch what happens to the diagram as you do this); click on OK (the screen has changed to “Landscape” orien-tation, although the screen hasn’t changed

5. Click on the box beside “Print Page Numbers” (to remove the tick)

6. Click on OK; don’t close (we need this for the next Activity)


Activity 34: Another Use for “Enter” 1. With the “notice” from Activity 33 still open, open the Page Setup box again;

click on Portrait (either the little round button, or the name, it doesn’t matter) Notice that the OK button is highlighted. This means that you can close this box by using Enter (on the keyboard) instead of clicking on the button (this applies to any button which is highlighted, in any window)

2. Press Enter 3. Check the appearance now: click on File > Print Preview; click on the Close

button 4. Close the file (don’t save it)

You can always press the Enter key instead of clicking on a button which is high-lighted (such as “OK”)

Activity 35: Revision 1. Open the file sample4.rtf from your flash drive 2. Work through the summary on page 27 of this manual, using the “sample4.rtf”

file to revise many of the things that you have learned in this course 3. Ask questions about things which have been included in this course that you

are not clear about

Activity 33: Preview a Page 1. With the page from the previous Activity: select all the text (Ctrl + A); make

the Font = Arial Black; Font Size = 36, and Justification = Center 2. Check the appearance now: click on File > Print Preview (the dotted lines in the

illustration show the margins and position of the typing); click on the Close button

3. Select the text; change the Font Size to 48; check the Print Preview again; click on the Close button

6. Try Font Size = 60 (see Activity 19 for doing this); check the Print Preview; don’t click the “Close” button

7. With your printer turned on, click on the Print button on the Print Preview page; click the Print button in the window which opens

8. Don’t close the file


Activity 36: Some Final Things A lot has been included in these lessons. It may be enough for you to write letters

and e-mail messages (there is a course to help you further with this), prepare simple notices, and so on.

There is still a lot more to learn about word processing. In further Word Processor courses (“More Word Processing” and “Advanced Word Processing”) you can learn things like finding and replacing text, inserting further characters, printing, tabs, margins, indents, columns, tables, boxes, inserting Clip-Art, and more. As a num-ber of these cannot be carried out in WordPad, it will be necessary to have either Microsoft Office (with Word), or OpenOffice. (OpenOffice is free, and contains pro-grams which are compatible with Microsoft Office programs. It can be downloaded from www.openoffice.org, but this will take many hours with a dialup Internet connection. It can be loaded onto your flash drive at the SeniorNet centre).

You will learn more about using your computer in the course “Windows”. This can lead to desktop publishing, spreadsheets, data bases, creating your own

drawings …

The most important thing in learning all this is to PRACTISE what you have been taught — until you understand it, and it becomes second nature. Be warned, though, it all takes time.

Close any programs which are open Shut down the computer Take out your flash drive if it is in the computer

Working in Other Word Processor Programs There will be differences in some of these instructions for WordPad if you use some other word processor programs — except for Word 2007 or later.

In WordPad, files are saved in “.rtf” format, which can be opened in any word processor. But files saved in the formats of other word processors cannot be opened in WordPad — “.doc” format in Word 97 - 2003, “.docx” in Word 2007 or later, and “.odt” in Open Office (a free program compatible with Word 97 - 2003).


Word Processing (Summary)

Don’t press Enter at the end of each line — the program will “word-wrap” your work (use Enter to end a paragraph or make a space between paragraphs)..

Just tap the keys, don’t press them — or you may find that you are getting two (or even more) letters by mistake.

If you make a mistake, correct your text by pressing the Delete key (this deletes the letter to the right of the cursor), or Backspace (top right of the main part of the keyboard; this deletes the letter to the left of the cursor).

If you hold these keys down, you will delete a lot of letters. If you ever make a mistake, like deleting too much, you can undo what you have

just done by holding down Ctrl and pressing Z (written as Ctrl + Z).

To move your cursor across what you have written, use the right or left cursor keys on the keyboard to move it one space at a time, and the up and down keys to move between lines.

To move your cursor across more quickly, hold down Ctrl while you press the right or left cursor keys; the cursor will jump to the beginning of the next words across.

If you press End, the cursor will jump to the end of the line; if you press Home, it will jump to the beginning of the line.

Or you can place your cursor by moving the mouse to any position in what has been typed, and clicking.

You can select a number of letters or words by placing the mouse at one end of what you want to select, holding down the left button, and dragging the mouse to highlight the letters or words (although this may not work if parts of words are in-cluded).

If parts are highlighted, you can remove them by pressing Delete, or by typing in alternative text (it is not necessary to delete the highlighted section first).

You can move a highlighted section to another position by dragging it with the mouse; you can copy it by holding down Ctrl while you do this.

Another way to move selected text is to Cut the selected section ( , Ctrl + X, Edit > Cut, or Right-click > Cut), or Copy ( , Ctrl + C, Edit > Copy, or Right-click > Copy), move the cursor to a new position, and Paste ( , Ctrl + V, Edit > Paste, or Right-click > Paste).

Other changes to highlighted sections include changing the Font, Font Size, or Justi-fication.

You can delete the next [or previous] word (if you are at a space), or the next [or previous] part of a word, by pressing Ctrl + Delete [or Backspace].


APPENDIX A

Copy Files for this Course to Your Flash Drive 1. Plug your flash drive into the USB port or cable; if a

window (shown at right) opens, close it 2. Put the disk with the course files into the CD/DVD

drive (or USB port if files are on a flash drive) 3. If a window (shown at right) opens, scroll down and

click on Open folder to view files; click on OK Windows Explorer should open, with “DVD Drive (D:)” (or “Removable Disk” drive if files are on a flash drive) highlighted.

4. If not, open Windows Explorer; click on by “Computer” and “Drive (D:)” for disk (or “Removable Disk” drive if files are on a flash drive )

5. Right-click on the folder of files for this course

6. Click on Send To 7. Click on Removable Disk

(E:) (or other name/drive letter for flash drive)

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4 4

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Open a File from Your Flash Drive 1. With Word open, insert your flash drive into the USB cable (if a win-

dow opens, close it)

2. Click on the “Office “Button” ; click on Open

3. Scroll down and click on Removable Disk (E:) (this may have another name/other drive)

4. Double-click on the folder for your course (this has the files for this course)

5. Double-click on the file you wish to open

Note: the illustration for Steps 3-4 is Windows 7; Vista is slightly different.

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APPENDIX C

Save a File on Your Flash Drive as “.rtf”

Files must NOT be saved on the Learning Centre Computers You MUST do the following:

1. Insert your flash drive into the USB cable (if it is not already there) 2. Click on the “Office “Button”

3. Click on Save As 4. Click on Other Formats 5. Click on the at the end of the “Save

as type” bar; click on Rich Text Format (.rtf)

6. Scroll down and click on Removable Disk (E:) in the right panel (this may have another name/other drive)

7. Type the name of the file to be saved

8. Click on the Save button

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OUTCOMES: “ESSENTIAL WORD PROCESSING” (using WORDPAD in WINDOWS)

At the end of this course you should be able to: Achieved Activity 1: Use the Mouse satisfactorily .......................................................................... ( ) Activity 2: Open WordPad .............................................................................................. ( ) Activity 3: Identify forms of the cursor .......................................................................... ( ) Activity 4: Use Backspace, Delete, and Cursor Arrow keys ................................................. ( ) Activity 5: Type terxt; use the Spacebar, End and Home keys ............................................ ( ) Activity 6: Identify if the Insert key has been pressed ..................................................... ( ) Activity 7: Type numbers using the keys at the top of the keyboard and Numeric keypad .... ( ) Activity 8: Use Shift and Caps Lock keys ......................................................................... ( ) Activity 9: Type some text ............................................................................................ ( ) Activity 10: Copy a folder onto a flash drive .................................................................... ( ) Activity 11: Open saved files from a flash drive .............................................................. ( ) Activity 12: Correct text with gaps; indent paragraphs ..................................................... ( ) Activity 13: Move the cursor in faster ways ..................................................................... ( ) Activity 14: Use faster ways of moving the cursor to correct errors .................................... ( ) Activity 15: Save a file onto a flash drive ........................................................................ ( ) Activity 16: Use the Tab key to align text in columns ...................................................... ( ) Activity 17: Use various methods to select text ............................................................... ( ) Activity 18: Delete, bring back, and replace selected text ................................................. ( ) Activity 19: Change Fonts ............................................................................................. ( ) Activity 20: Change Font Size ........................................................................................ ( ) Activity 21: Apply Bold, Italic and Underlined to text ...................................................... ( ) Activity 22: Use the Font Menu box ............................................................................... ( ) Activity 23: Make changes to selected text (Fonts, Font Size, etc) ..................................... ( ) Activity 24: Type and save some text ............................................................................. ( ) Activity 25: Delete whole words or parts of words ............................................................ ( ) Activity 26: Cut, Copy and Paste using Toolbar Icons ........................................................ ( ) Activity 27: Cut, Copy and Paste using Keyboard Shortcuts ............................................... ( ) Activity 28: Cut, Copy and Paste using Menu and Right-click ............................................ ( ) Activity 29: Cut, Copy and Paste using the Mouse ............................................................ ( ) Activity 30: Change the order of words in a sentence ....................................................... ( ) Activity 31: Align paragraphs ........................................................................................ ( ) Activity 32: Set Margins and Orientation ........................................................................ ( ) Activity 33: Type and print text ..................................................................................... ( ) Activity 34: Preview a page before printing ..................................................................... ( ) Activity 35: Use Enter for closing boxes .......................................................................... ( ) Activity 36: Work through a revision activity .................................................................. ( ) Note: Discuss further word processing options ................................................................. ( ) (signed) ……………………………… Tutor: …………………………………..

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