Microsoft Word is a popular word processing program that is part of the Microsoft Office suite of products. This LIS training document deals with Word 2011, which is the latest version of Word for the Mac.
Upon completion of this 1-on-1 training, you will be able to:
When you open Word 2011 for the Mac, the following screen will display:
In Microsoft Word 2011 the ribbon is located directly below the standard toolbar and is organized into seven different tabs with scrolling galleries that consist of different commands.
The seven scrolling galleries each have their content divided into the sections. While using the tabs, only one tab can be active at a time.
The left most tab in all Word documents. It contains the features and commands that you will probably use the most. Each tab is arranged into logical and related groups. For example, Font, Paragraph, Styles, and Insert.
You can view several thumbnails of styles, themes, or other formats, or you can expand the list to see them all. Some expanded lists have additional menu items at the bottom. For example, on the Home tab, under Styles, click the right arrow to scroll through the styles. To expand the list to see all the styles point to a style and then click the down arrow. .
Allows you to do page setup, set margins, text layout, page background and grid.
Documents Elements Tab
Allows you to insert pages, table of contents, header, footer, citation, references, text elements and mathematical equations.
Allows you to create tables with different options, styles and drawing borders, etc. Word provides many handy methods for inserting tables into your documents. For example, you can quickly insert a basic table, or draw a table cell-by-cell to form rows and columns.
To insert a table use one of the following options:
Allows you to plot the charts of different data and select a chart style.
Allows you to create graphics very easily, such as the life cycle of plant using the templates provided. This new feature allows you to make that average Word document into a flashy graphics and text loaded document.
You can create an organizational chart by using a SmartArt graphic to show the reporting relationships in your organization. On the SmartArt tab, under Insert SmartArt Graphic, click Hierarchy, and then click Organization Chart, which is the first SmartArt graphic. You can use different layouts to do your graphic models.
Allows you to track changes made, comments and share the documents. Using the Review tab you can turn the track changes feature on and off, identify the different types of tracked changes, accept or reject a reviewer’s changes and comments, insert your own tracked changes and comments, hide tracked changes in a printout and set a password to make sure that future changes are tracked.
In Word 2011, contextual tabs are visible on the ribbon when the insertion point or selection is in a certain context in the document. A contextual tab allows you to provide the user with a specific user interface while working on a specific element or text in the document. The contextual tabs are organized in groups. Therefore you can have more than one tab in a contextual group.
When you create a chart and click to edit it, you will find two extra tabs; chart layout and format appearing in the purple color shown in picture. These two tabs direct you to specific tools for use of the specific element that you are working on.
In customizing the ribbon you can rearrange the tabs, hide/show tabs, show or hide groups on a tab, reset ribbon tab order to default settings and hide/show group titles in the ribbon.
The Toolbox contains Reference Tools, Scrapbook, and the Compatibility Report in a Word document. Toolbox has some specific tools. For example, the Word Toolbox contains Styles, reference tools which provide access to thesaurus, dictionary and translation information.
To change the display settings of the tool bar you can click on Toolbox Settings and make the changes you want.
Templates and Themes are files that help you design interesting, compelling and professional-looking documents. They contain content and design elements that you can use as a starting point when creating a document. All the formatting is complete; you add what you want to them. Examples are resumes, invitations and newsletters.
To create a template:
This new layout view allows students to take notes easily and put tabs on the document to find a certain subject, or simply organize your notes. The new view also allows you to freehand draw your notes on the document. Notebook layout view is the equivalent of an electronic notebook. In this view, you can create and organize structured notes and outlines as you might with a conventional paper notebook or ring binder, but with greater flexibility and capabilities. For example, you can use notebook layout view to take notes in a meeting or lecture, create an outline for a project, write thoughts quickly, record, and play back audio notes.
You can select the notebook style by clicking on the View menu and then clicking Notebook Layout. On the Appearance tab, under Appearance, click Type, and then click the notebook style that you want.
1. First, open Microsoft Word by clicking Macintosh HD > Applications > Microsoft Office 2011 > Microsoft > Word.
2. You will see many templates in the Word Document Gallery. You can pick “Word Document” and a blank document will appear. You can quickly insert text or other items anywhere on the document. Word automatically displays the formatting tools that are necessary in creating a document.
3. As you type, Word will automatically check the spelling, and if a word is misspelled it will become underlined with a red squiggly. Word will also underline suspected grammar errors with a green squiggly, but computerized grammar checking is subject to ambiguity in the English language and should be taken with a grain of salt. Word’s grammar checking can find a lot of common errors and can also find contextual spelling errors in which you spell a word correctly but are using the wrong spelling (i.e. “roll” vs. “role”). You’ll also find that Word may automatically correct some errors for you. This feature is known as “AutoCorrect”.
4. If Word AutoCorrects something that you did not want to change, there are two ways you can undo the correction: you can simply erase the corrected text using the delete key and type it again, or you can move your mouse over the part of the word that was changed and a lightning bolt menu will pop up. Click this menu, and click Undo. If you prefer to not have AutoCorrect, it can be disabled by going to Word > Preferences and selecting AutoCorrect.
Word provides file format converters to open some files that were created in other applications, such as Open Office. These converters are installed with Word. On the Standard toolbar, click Open a document or you can click File > Open to open new document.
On the File menu, click Print. On the Printer pop-up menu, select the printer that you want. Select the options that you want, such as the number of pages or which pages you want to print, and then click Print
Opening the word 2011 file format in earlier versions of Microsoft Word requires a file formatting converter. When you initially try to open Word 2011 file in earlier versions of Microsoft Office, the convert file dialogue box appears on the screen. The XML file format is introduced in Word 2008. Word 2011 needs to go through a conversion process in order for the XML file to be opened, edited or saved to the new version. In order to open your document you need to install the XML converter on your computer. To download the converter visit Microsoft Office download page and in “additional tool” click on Open XML, File Format Converter for Mac 1.1.7 this way you are able to convert the old formated files of Word into Word 2011.
To save as a Word 97-2004 document, click the File > Save As, under Format select “Word 97-2004 Document (.doc)”
Word 2011 has a built-in help system. Click Help > Word Help
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