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When I'm at work: Using a computer - Trainer's guide


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, 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.

Trainer represent information icon

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 File from the menu.

Diagram of File menu

  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.
  2. 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.
  3. 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

Trainer represent information icon

  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.

Diagram of Filename

Trainer represent information icon Point out to the learner that the file name at the top of the document has changed and is now the name they called the document when they saved it.

Tips when saving

Closing documents

Once you have saved your document you can close it.

To close your document:

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

Diagram of File Close menu

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

  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.

Trainer represent information icon Explain to the learner that as the file already has a name you only need to click on Save, and not Save As.

Activity: Opening your document

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

Printing a document

If the computer 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

Trainer represent information icon If appropriate for the group, demonstrate how documents can be opened, saved, closed and printed using the icons from the toolbar.

Activity: Printing your document

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

Trainer represent information icon Summarise this topic with the learner and sign the topic checklist in the learner's workbook.

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