Microsoft Word 4.0 for the Macintosh: A quick guide February 1993 This is a publication of University Computing Services, Indiana University WHAT IS WORD?-------------------- Microsoft Word 4.0 is a word processing application for the Macintosh. With Word you can create a wide range of documents, from short letters to book-length publications, including simple page layouts for flyers and newsletters. Features include multiple columns, multiple headers and footers, footnotes, endnotes, spell checking, document merging, support for PostScript, multiple styles, incorporation of graphics, typesetting capabilities that allow the creation of mathematical formulas and compound characters, the ability to link multiple files to one document, and generation of tables, tables of contents, and indices. This pamphlet assumes you are familiar with Macintosh basics such as icons, pull-down menus, and clicking and dragging with the mouse. If not, you may wish to pick up a copy of the UCS folio Macintosh Basics, available at the Computing Support Center (IMU 061). Most menu items have keystroke equivalents, which are listed to the right of the items in the pull-down menus. Most often you will hold down the COMMAND key or the COMMAND and SHIFT keys simultaneously, and press a letter or function key. For example, instead of selecting RShow RulerS from the Format menu, you may hold down the key and press R. WHERE TO FIND IT-------------------- Word is installed in all UCS public computing facilities that feature Macintosh microcomputers. These sites are listed in the pamphlet Where to compute at IU Bloomington, available at the Computing Support Center and most UCS public computing facilities. To find Word on a public Macintosh, first locate the server icon (e.g., JH224 Server, LIB102B Server). If you do not see the server icon: 1) Pull down the Apple menu (marked with the apple-shaped symbol in the upper left corner of the screen) to see if any applications other than the Finder are open. An open application will be listed with an icon to the left of its name. If so, close each in turn by selecting its name from the Apple menu and then selecting RQuitS from the File menu. 2) Close all open folders by holding down the OPTION key and selecting RClose AllS from the File menu. Double click the server icon, then the Special Request Software folder, and finally the Word folder. The Word icon should be visible. STARTING UP-------------------- Before you launch Word, insert into the floppy disk drive a 3.5", double-sided, double-density floppy disk (diskette) for saving your documents. If your diskette is new or has been used previously in a computer other than a Macintosh, you will be asked if you want to initialize it. Initializing the diskette will erase any old files that may be on it. If you have second thoughts, click REject.S Otherwise, click RDouble-SidedS to proceed with initialization. To launch Word, double click its icon. A blank, untitled document will appear on the screen. GETTING HELP-------------------- To get online help, pull down the Window menu and select RHelp...S A dialog box will present a list of topics. Scroll through the list until you see the one you want. Highlight the topic by clicking it, then click the Help button. For more detailed help, consult the user manual, available for reference in each public computing facility where Word is installed. DOCUMENT MANAGEMENT-------------------- Creating a new document. You may begin typing a new document on the blank, untitled page that appears on the screen after you launch Word. At the end of each line, the text will automatically wrap to the next line. Press the RETURN key only when you want to end a paragraph or insert blank lines. For more information, see REditingS and RFormattingS in this pamphlet. You can name your document the first time you save it (see RSaving your workS on the next panel). To create additional documents without restarting Word, select RNewS from the File menu. You may have more than one document open at a time. Opening an existing document. To open a document that you created previously and saved on your diskette, select ROpen...S from the File menu. You will see a dialog box. Click the Drive button on the right side of the dialog box until a floppy disk icon and the name of your diskette appear in the space above the file listings. Scroll through the file listings until you see the name of the file you want. Highlight the filename by clicking it, then click the Open button. Saving your work. To save a document, select RSaveS from the File menu. The first time you save a new document, a dialog box will allow you to name it and specify where to file it. Click the Drive button on the right side of the dialog box until a floppy disk icon and the name of your diskette appear in the space above the file listings. Enter a name for your document in the box with the blinking cursor below the file listings, then click the Save button. You will not see the dialog box in subsequent saves. Save your document at least every 15 to 20 minutes to protect yourself from accidental loss. Closing a document. To close a document without quitting Word, select RCloseS from the File menu. If you have made changes to the document since the last time you saved it, Word will prompt you to save those changes. To do so, click the Yes button. Quitting Word. To quit Word, select RQuitS from the File menu. If you have made changes to the document since the last time you saved it, Word will prompt you to save those changes. EDITING-------------------- Cursor movement. Most editorial changes that you make in a document, such as inserting or deleting text, will take effect at the location of the blinking, vertical bar cursor. This cursor is distinct from the mouse pointer, which will appear as an RI-beamS when it is in the body of a document. To move the blinking cursor through a document, you may either move the I-beam pointer to the desired location and then click the mouse button, or you may use the arrow keys on your keyboard. Deleting text. To delete the character to the left of the cursor, use the DELETE key, located in the upper right corner of main portion of the keyboard. Inserting text. To insert text into the body of a document, move the cursor to the desired location and begin typing. Selecting text. To conveniently delete or move whole words or larger blocks of text, you must first RselectS them. To select a single word, place the I-beam over the word and double click. The word will be highlighted. To select a larger block of text, place the I-beam pointer at the beginning of the block, hold down the mouse button, and drag the pointer to the end of the block. When you release the mouse button, the desired text will remain highlighted. The following functions will then be available: > To delete the text: Press the DELETE key or select RClearS from the Edit menu. > To move the text: Select RCutS from the Edit menu. The selected text will disappear (it has been Rcut outS of the document). Place the cursor where you want to move the text. Then select RPasteS from the Edit menu. The text block will reappear in the new location. FORMATTING-------------------- The default document settings in Word include 1" margins, single spacing, left margin alignment, and 0.5" fixed tab stops. Changing format settings. To change a setting that will affect new text as it is typed, place the cursor where you want the text to appear, change the setting as described below, and proceed to type (if you are inserting text into an existing paragraph, be aware that many format options will affect the whole paragraph). To reformat existing text, be sure first to select the text that you want the change to affect (see RSelecting textS in this pamphlet). You can control the basic elements of document formatting from the Ruler. To view the Ruler, select RShow RulerS from the Format menu. The RulerUs formatting options include margins, tab stops, text alignment, and line spacing. See the accompanying illustration for further information. Other formatting options are available through the Format menu. PRINTING-------------------- To print an open document, select RPrint...S from the File menu. You will see the printer dialog box. Click ROKS to print the entire document. Wait by the printer until it is finished. Helpful hint: Undoing mistakes If you make a mistake in editing or formatting (such as deleting needed text or setting the wrong line spacing), you can usually undo it by selecting RUndoS from the Edit menu Q as long as you have done nothing else since you made the mistake. The keystroke equivalent is CMMD/Z. B9105.UC46 .