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When I'm at work: Using a computer - Learner's workbook


Using Microsoft WordŽ

Microsoft Word®

Microsoft Word® lets you type letters, minutes of meetings, a resume for a job, reports and other kinds of documents. Although there are a number of versions of Microsoft Word®, we will be using Microsoft Word® 2003 in this resource. Microsoft Word® is also known as 'Word'.

Opening Microsoft Word®

Click on the Start button Start button.

  1. Point to All Programs and move your mouse to the right.
  2. Move your mouse down the list of programs and click on Microsoft Word®.
  3. Word will now start.

Below is a new Microsoft Word® document. You can type in the white area. You should notice that there is a blinking key that looks like '|'. Remember that this is called the cursor.

Diagram of Microsoft Word document

This is where you will begin to type. It is usually after the last thing that you type in, but if it is a new document it will be at the very top of the page.

Type your information here and the words you type appear on the screen.

Before you type in your information look at the screen in front of you or at the image on the page above. The areas at the top of the screen or image are called the Menus and Toolbar. From the menus and toolbar you can choose menu items to help you when you are putting information into the computer. Your supervisor or trainer will show you some of the menu items and 'tools' you can use.

Activity: Typing in Microsoft Word®

Type your name and the name of your Disability Business Service.

Saving documents

Saving documents on your computer means that you will be able to use the documents again.

Activity: Saving your Microsoft Word® document

With the document you created previously on the screen in front of you:

  1. Click on the File menu.

File menu bar

  1. Click on Save As from the menu box. A 'dialog box' opens on the screen. A dialog box appears on the screen to give you choices about what you would like the computer to do.

Digram of File Save As menu

  1. Type in Practice 1 in the File name box. On the computer each document you make and save is called a file. You can put many files into a place called a folder in the computer.
  2. Your supervisor or trainer will tell you how to fill in the information in the dialog box so that your information is saved for later.

Diagram of Save As dialog box

  1. Click on the Save button Save button in the dialog box, and Microsoft Word® will save the document as a file called Practice 1. This will also change the name at the top of your document.

Filename diagram

Tips when saving

Closing documents

Once you have saved your document you can close it.

Diagram of File Close menu

To close your document:

  1. Click on the File menu.
  2. Choose Close.

Please note: If you have not saved your document a dialog box will pop up and ask if you want to save the document. If you click Yes the Save As dialog box will appear on the screen. If you click on No, the information you typed will not be saved.

Activity: Closing your document

Close the file Practice 1 by clicking on the File menu and moving the mouse to Close, and then click.

Opening, changing and saving changes to an existing document

To open an existing document:

  1. Click on the File menu.
  2. Choose Open to get you to a dialog box.

Diagram of File Open menu and Open dialog box

  1. Click on the file name that you want and then click on the Open button.
  2. Type your changes, for example, add the address of your workplace.
  3. Click on the File menu and you can save the document so it is ready for the next time you want to use it.

Activity: Opening your document

Open the file Practice 1 by following the above steps 1 to 3.

Printing a document

If the computer you are using is connected to a printer then you can print your document.

To print your document:

  1. Click on the File menu.
  2. Choose Print from the menu.
  3. A Print dialog box will appear on the screen.
  4. Move the mouse and click OK.
  5. Your document is now printing.

Diagram of File Print menu and Print dialog box

Activity: Printing your document

Print the file Practice 1 by following the above steps 1 to 5.

Topic checklist

Tick the areas from this topic that you have successfully completed.

Topic checklist

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