Appendix A

Right Mouse Clicking

Work quicker by right-clicking your mouse

By Susan Hutton

If you're like most people, you treat your right mouse button the way non-smokers treat the cigarette lighter in their cars. You ignore it.  But like the non-smoking driver who gets a CD-player or a cellular phone and suddenly finds the lighter indispensable, once you learn how to use the right mouse button, you'll find you can't do without right-click either.

Despite what you might have thought in the past, the right button on your mouse is not, in fact, merely there for symmetry's sake. When you click it, which is what people mean when they say right-click, a menu of items pops up and tells you what actions you can perform, and shows you shortcuts you can use to breeze through everyday tasks.

Right-click: smarter than your average button
While the left button is limited to selecting an item or launching an program, the right mouse button is smart enough to tell you what you need to know when. The right-click menu is context sensitive; its menu of items changes depending on what you right-click and where you are when you right-click it. If you right-click the My Computer icon, for example, you'll get different options on the right-click menu than you will if you right-click a Web page or a blank part of your desktop.

Right-click is especially handy when you come across something unfamiliar or confusing because the right-click menu will usually tell you what you can do with whatever obstacle you come across.  And this makes right-click a good habit to develop. Don't worry.  Nothing will break. At the very worst, nothing will happen. At the best, however, you'll find the clue you need to get beyond feeling stumped, or a shortcut that makes it easier to get the things you want to do done.

How to make it quick with right-click
Here are some quick right-click scenarios to get you started:

You can use My Computer or Windows Explorer to copy, paste, or delete files.  Most people use the menus to do this work, but with right-click you can do the same things faster.  Here's how:

1.                   Right-click the folder in which you want to work.

2.                   Click copy, paste, or delete from the right-click menu.

If you've added a lot of folders or icons to your desktop, you know they tend to get cluttered and disorganized. You can fix that in a jiffy with right-click.

1.                   Right-click the desktop.

2.                   Click Arrange icons,

3.                   Do one of the following:
Click by name
Click by type
Click by size
Click by date
then choose the way you want them arranged (by name, type, date, etc.)
-or-
Click Line up Icons.

On a Web page, you can use right-click to do a number of things--move forward and backward between pages you've browsed, print a page, or add it to your list of favorites.  Or, if you come across a graphic you like, you can save it as your wallpaper.  Here's how:

1.                   Right-click the Web image you want to use.

2.                   On the right-click menu, click Set as Wallpaper.

Once you get into the right-click habit, you'll settle into your favorite right-click scenarios, and you'll find you discover new ones along the way.

Appendix B

Customizing Toolbars

The Standard toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.

Function of commonly used buttons

Creates a new blank document based on the default template

Opens or finds a file

Saves the active file with its current file name, location and file format

Prints the active file - for more print options go to the File menu and select Print

Print preview - Shows how the document will look when you print it.

Spelling, grammar and writing style checker

Cut - Removes the selection from the document and places it on the clipboard

Copy - Copies the selected item(s) to the clipboard

Paste - Places the content of the clipboard at the insertion point

Format painter - Copies the format from a selected object or text and applies to other objects or text

Undo - Reverses the last command, use pull-down menu to undo several steps

Redo - Reverses the action of the Undo button, use the pull-down menu to redo several steps

Displays the Tables and Borders toolbar

Insert a table into the document, or make a table of selected text

Insert an Excel spreadsheet into the Word document

Columns - Changes the number of columns in a document

Displays or hides the Drawing toolbar

Zoom - Enlarge or reduce the display of the active document

The Formatting toolbar

Function of commonly used buttons

Select the style to apply to paragraphs

Changes the font of the selected text

Changes the size of selected text and numbers

Makes selected text and numbers bold

Makes selected text and numbers italic

Underlines selected text and numbers

Aligns to the left with a ragged right margin

Centers the selected text

Aligns to the right with a ragged left margin

Aligns the selected text to both the left and right margins

Makes a numbered list or reverts back to normal

Add, or remove, bullets in a selected paragraph

Decreases the indent to the previous tab stop

Indents the selected paragraph to the next tab stop

Adds or removes a border around selected text or objects

Marks text so that it is highlighted and stands out

Formats the selected text with the color you click

The Drawing toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.

Function of commonly used buttons

A pull down menu with several
drawing options

Changes the pointer to a selection arrow

Rotates the selected object to any degree

A pull down menu with several libraries of shapes

Draws a line where you click and drag. Hold the Shift key down to make the line straight

Inserts a line with an arrowhead where you click and drag

Draws a rectangle where you click and drag. Hold down Shift to draw a square

Draws an oval where you click and drag. Hold down Shift to draw a circle

Draws a text box where you click and drag

Create text effects with Word Art

Add, modify, or remove fill color from a selected object

Add, modify, or remove line color

Formats the selected text with the color you click

Changes the thickness of lines

Selects dash style for dashed lines

Select arrow style; placement and shape of arrowhead

A pull down menu offers shadow choices

Add 3-d effects to rectangles or ovals

Customize the toolbars

Removing items from active toolbars

If any item on the toolbar is not useful to you it can be removed. I am going to use a floating copy of the Standard toolbar as an example:

In the above toolbar I plan to remove the Insert Hyperlink button

From the View menu select Toolbar

From the Toolbar submenu select Customize

Click on the button you want to remove

Click and drag the button until you see an x attached to the pointer

Let go of the button and it is removed from the toolbar

The same procedure can be used to move a toolbar button to a new location on any toolbar

Restoring items to an active toolbar

To restore any buttons that you removed from a toolbar follow this procedure:

From the View menu select Toolbar

From the Toolbar submenu select Customize

Choose the Toolbars tab

Click on the name of the toolbar

Select the Reset button

Click OK in the Reset Toolbar window

Adding buttons to a toolbar

A large number of toolbars can be added to the window from the View/Toolbar window. However, you may wish to add only a button or two to the open toolbars. There are some actions that I used regularly in Microsoft Works which are not listed on the commonly used toolbars in Word, such as:

Insert date

1.5 space and double space

If you browse in the Customize window you may find other examples. In the example below I add the Date button from the Insert menu. The following steps will allow you to add any buttons to any menu:

From the View menu select Toolbar

From the Toolbar submenu select Customize

Choose the Commands tab

Select the name of the menu (I used Insert)

Scroll in the right window to find the button

Click and drag the button to the space on the toolbar where you want the button

Release the mouse and the button is placed.

Changing the size of the window displaying the selected font

If I am using the font Arial there is more than enough room to display the font name on the Formatting toolbar. If more room is needed, the size of that window can be decreased. On the other hand, if I am using the font Times New Roman MT Extra Bold the size of the window will be too small to display the entire font name. Using the Customize menu, the window can be re-sized using the following steps:

From the View menu select Toolbar

From the Toolbar submenu select Customize

When the Customize window appears click on the font name window

When the black box outlines the window put your cursor on the right edge of the window

When your cursor changes to a double-headed arrow click and drag

Appendix C
Tables

Creating a Table

To create a four-column, five-row table:

Choose Table > Insert > Table from the menu. The Insert Table dialog box opens.

Type 4 in the Number of Columns field.

Type 5 in the Number of Rows field.

Select Auto in the Column Width field. Selecting Auto allows Microsoft Word to determine the size of your column widths. Alternatively, you can enter the column width you desire.

Click OK. Your table should look like the one shown here, with four columns and five rows.

Alternate Method -- Creating a Table by Using the Insert Table Icon

You can also create a table by clicking on the Insert Table icon on the Standard toolbar.

Click the Insert Table icon.

Highlight the number of rows and columns you need. The maximum table size you can create by this method is a four-row by five-column table.

Press Enter (or click) to create the table.

Note: Microsoft Word has a Tables and Borders toolbar. This lesson does not cover the Tables and Borders toolbar.

Moving Around a Table

Each block in a table is called a cell. Use the Tab key to move from cell to cell from left to right. Use Shift-Tab to move from cell to cell from right to left. The following exercise demonstrates.

Click in the first cell in the first column.

Press the Tab key nine times. The cursor moves forward nine cells.

Press Shift-Tab six times. The cursor moves backward six cells.

Note: You can also move to a cell by clicking in the cell. In addition, you can move around the table by using the left, right, up, and down arrow keys.

Entering Text into a Table

To enter text into a table, simply type as you normally would. Press Tab to move to the next cell. Enter the text shown below into your table.

Type Salesperson in the first cell in the first column. Press the Tab key.

Type Dolls in the first cell in the second column. Press the Tab key.

Continue until you have entered all of the text.

Salesperson

Dolls

Trucks

Puzzles

Kennedy, Sally

1327

1423

1193

White, Pete

1421

3863

2934

York, George

2190

1278

1928

Banks, Jennifer

1201

2528

1203

Selecting a Row and Bolding the Text

You learned about bolding in Lesson Three. In this exercise, you will select the first row of the table and bold all of the text on the row.

Click anywhere on the first row of your table.

Choose Table > Select > Row from the menu.

Press Ctrl-b to bold the row.

Right-Aligning Text

You learned about alignment in Lesson Five. In this exercise, you will right-align the second (Dolls), third (Trucks), and fourth (Puzzles) columns of the table you created.

You need to highlight "Dolls," "Trucks," and "Puzzles." Place the cursor before the "D" in "Dolls." Press the F8 key to anchor the cursor. Then press the right arrow key until you have highlighted "Dolls," "Trucks," and "Puzzles."

Choose Table > Select > Column from the menu.

Press Ctrl-r to right-align the cells.

Your table should look like the one shown here. Make any needed corrections before continuing.

Note: All of the formatting options you learned about in previous lessons can be applied to cells in a table.

Adding a New Row to the End of the Table

You can add additional rows to your table. The simplest way to add a new row is to move to the last column of the last row and press the Tab key. You can then type any additional text you need to add.

Move to the last column of the last row of your table.

Press the Tab key.

Type the text shown here.

Atwater, Kelly

4098

3079

2067

Adding a Row Within the Table

You can add a new row anywhere in the table. The exercise that follows demonstrates.

To add a row just above York, George:

Place the cursor anywhere in the fourth row (the row with York, George as the salesperson).

Choose Table > Insert > Rows Above from the menu.

Add the information shown here to the new row.

Pillar, James

5214

3247

5467

Resizing the Columns

You can easily change the size of your column widths. In this exercise, you will select the entire table and adjust all the column widths.

Click anywhere in your table.

Choose Table > Select > Table from the menu. Your table is selected.

Choose Table > Table Properties from the menu.

Choose the Column tab.

Type 1" in the Preferred Width field. This will cause Microsoft Word to set all the columns to a width of one inch.

Click OK.

Depending on your font, the first column of your table might not be wide enough and the text might be wrapping.

To widen the first column:

Place the cursor anywhere in the first column.

Choose Table > Select > Column from the menu.

Choose Table > Table Properties from the menu.

Choose the Column tab.

Type 1.5 in the Preferred Width field.

Click OK.

Alternate Method -- Resizing Your Column Widths by Using the Width Indicator

You can resize your column widths by placing the cursor on the line that separates two columns. This causes the width indicator to appear. After the width indicator appears, left-click and drag with the mouse to adjust the column width.

Adding a New Column to a Table

You can add new columns to your table. To add a new column between the Salesperson and Dolls columns:

Place the cursor anywhere in the Dolls column.

Choose Table > Insert > Columns to the Left from the menu.

Label the new column Region and add the text shown in the table below.

Salesperson

Region

Dolls

Trucks

Puzzles

Kennedy, Sally

S

1327

1423

1193

White, Pete

N

1421

3863

2934

Pillar, James

N

5214

3247

5467

York, George

S

2190

1278

1928

Banks, Jennifer

S

1201

2528

1203

Atwater, Kelly

S

4098

3079

2067

Sorting a Table

With Microsoft Word, it is easy to sort the data in your table. To sort your table data by Region and within Region by Salesperson in ascending order:

Click anywhere on your table.

Choose Table > Sort from the menu.

Select Region in the Sort By field.

Select Text in the Type field (because you are sorting text).

Select Ascending.

Select Salesperson in the Then By field.

Select Text in the Type field (because you are sorting text).

Select Ascending.

Select Header Row (because your table has titles across the top of the table).

Click OK.

Microsoft Word should have sorted your table like the one shown here:

Salesperson

Region

Dolls

Trucks

Puzzles

Pillar, James

N

5214

3247

5467

White, Pete

N

1421

3863

2934

Atwater, Kelly

S

4098

3079

2067

Banks, Jennifer

S

1201

2528

1203

Kennedy, Sally

S

1327

1423

1193

York, George

S

2190

1278

1928