STARTING Many people use Microsoft Word because it runs in all three popular environments (DOS, Windows, and Mac) and uses similar commands in each of those environments. This chapter explains how to use Microsoft Word for Windows (version 2) and Microsoft Word for the Mac (version 5.1). Those are the versions used in most companies. DOS versions aren't as good. Microsoft's been developing a version 6 of Microsoft Word, for Windows and the Mac. The Windows implementation was finished in early 1994, but most companies are still using version 2. The Mac implementation is expected to be finished by the end of 1994. Version 6 is similar to the versions described in this chapter. I'll give further details about version 6 in the next edition of The Secret Guide to Computers. (To get on my mailing list, use the coupon on the back page.) Each version of Microsoft Word lists for $495 and is sold by discount dealers for about $295. (DOS versions are not as good.) Prepare yourself Before using Microsoft Word, practice using an easier word processor. Windows Before using the Windows version of Microsoft Word, read and practice my Windows chapter, especially the part explaining the Windows Write word processor that comes free with Windows. Mac Before using the Mac version of Microsoft Word, read and practice my Mac System chapter, especially the part explaining the Teachtext word processor that comes free with your Mac. Copy Microsoft Word to the hard disk Microsoft Word comes on floppy disks. To use Microsoft Word, you must copy it from those floppy disks to your hard disk. Here's how. Windows Turn on the computer without any floppy in drive A. Start Windows (by typing ``win'' after the C prompt). You'll see the Program Manager Window. Choose Run from the File menu. The computer will say ``Command Line''. When you buy Microsoft Word for Windows (version 2), you get a big box that contains the main manual, several booklets, seven 1.2M floppies, six 1.44M floppies, and coupon you can mail to Microsoft to get 720K floppies instead. Here's how to copy from the 1.2M floppies to your hard disk. (Copying from 1.44M floppies or 720K floppies is similar.) Put Disk 1 of the 1.2M floppies in drive A. Type ``a:setup'' (and press ENTER). If that floppy was never used before, the computer asks you to type your name. Type your name, press the TAB key, type the name of your company (if any), and twice press ENTER. Press ENTER four more times. The computer says, ``Setup can make changes to your AUTOEXEC.BAT file.'' Press N. The computer says, ``Please insert the following disk . . . Disk 2''. Put Disk 2 in drive A and press ENTER. When the computer tells you, do the same for Disks 3, 4, 5, 6, and 7. The computer will say, ``Microsoft Word Setup is complete!'' Press ENTER. Close the ``Word for Windows 2.0'' window (by double-clicking its control box). Close the Program Manager window. The computer will say ``Exit Windows''. Press ENTER. Then turn off the computer, so you can start fresh. Mac Start with your Mac turned off. Make sure the floppy drives are empty. If your hard drive is external (instead of being inside the Mac), turn the hard drive on and wait 15 seconds (until you don't hear any more clicking). Turn the Mac on, so the screen shows the trash can and the hard disk's icon. Double-click the hard disk's icon, so you see the hard disk's window. Microsoft Word for the Mac (version 5.1) comes on six 800K floppy disks. Insert the Install disk. Double-click the Installer icon. Press RETURN. If that disk was never used before, the computer asks you to type your name. Type your name, press the TAB key, type the name of your company (if any), and press RETURN. Press RETURN twice more. The computer says, ``Select a folder for installation.'' Click the New Folder button, type ``Microsoft Word 5.1'', press RETURN, then click the Install button. The computer says, ``Please insert the disk: Program''. Insert the Program disk. When the computer tells you, insert the remaining disks (Converters, Proofing Tools, Commands, and More Commands). Press RETURN several times. When the computer tells you, insert the Install disk again. Then shut down the computer by doing this procedure: choose Shut Down from the Special menu, turn off the computer, and turn off any external hard drive. ram Manager''. Double-click the ``Word for Windows 2.0'' icon, then double-click the Microsoft Word icon. The screen's top says: seconds (until you don't hear any more clicking). Turn the Mac on, so the screen shows the trash can and the hard disk's icon. Double-click the hard disk's icon, so you see the hard disk's window. In that window, you'll see the Microsoft Word 5.1 icon; double-click it, so you see the Microsoft Word 5.1 window. In that window, you'll see the Microsoft Word icon; double-click it. The screen's top says: Microsoft Word - Untitled1 Normal view At the screen's left edge, you see a blinking vertical bar. Next to that blinking bar, you should see an underline. If you don't see an underline, make it appear by choosing Normal from the View menu. If the vertical bar is followed by the symbol , make that  disappear by clicking the  button (which is near the screen's top right corner). Type your document Start typing your document. Microsoft Word uses the mouse and fundamental keys the same way as other word processors. For details, read these sections on page 141 (for the Mac) or 152 (for Windows): ``Use the keyboard'' ``Scroll through documents'' ``Insert characters'' Movement keys To move to different parts of your document, you can use your mouse. To move faster, press these movement keys instead: Keys you press Where the pointer will move right-arrow right to the next character left-arrow left to the previous character down-arrow down to the line below up-arrow up to the line above END right to the end of the line HOME left to the beginning of the line PAGE DOWN down to the next screenful PAGE UP up to the previous screenful Ctrl with right-arrow right (to next word or punctuation symbol) Ctrl with left-arrow left (to beginning of a word or punctuation) Ctrl with down-arrow down to the next paragraph Ctrl with up-arrow up to the beginning of a paragraph Ctrl with PAGE DOWN down to the last word on the screen Ctrl with PAGE UP up to the first word on the screen Ctrl with END down to the end of the document Ctrl with HOME up to the beginning of the document Those keys work fine if you have Windows. If you have a Mac instead, press the COMMAND key (which has a cloverleaf on it) instead of the Ctrl key. The END, HOME, PAGE DOWN, and PAGE UP keys are on the IBM keyboard and Mac extended keyboard. The Mac standard keyboard lacks those keys and can't give those commands. RIBBON At the very top of the screen ___ above what you write ___ the computer displays several messages. For example, the top line says ``Microsoft Word - Document1''. The fourth line begins with the word ``Normal''. That fourth line is called the ribbon. Let's see how to use it. . . . Underline Here's how to underline a phrase (like this). Push in the u button (which is on the ribbon) by clicking it. Then type the phrase. Then pop the u button back out (by clicking it again). Bold Here's how to make a phrase be bold (like this). Push in the B button (which is on the ribbon) by clicking it. Then type the phrase. Then pop the B button back out (by clicking it again). Here's how to make a phrase be bold and underlined (like this). Push in the B and u buttons (by clicking them both). Then type the phrase. Then pop those buttons back out (by clicking them again). Italics Here's how to italicize a phrase (like this). Push in the I button (which is on the ribbon) by clicking it. Then type the phrase. Then pop the I button back out by clicking it again. (That technique works only if your printer can italicize.) Fonts On the ribbon, you see the name of a typeface. (If you're using a Mac, that typeface is usually Times. If you're using Windows 3.1, that typeface is usually Times New Roman.) Click the down-arrow that's to the right of that typeface name. (If you're using a Mac, press instead of click.) You see an alphabetized list of typefaces, like this: Arial Courier New Modern MS LineDraw Roman Script Symbol Times New Roman WingDings (That's the list created by Windows 3.1. Windows 3.0 and the Mac create different lists. You might also see some extra entries contributed by your printer's manufacturer or by any font packages you bought. That list appears in a window that's too small to show the entire list; to see the rest of the list, click the window's scroll arrows.) Choose the typeface you want. Here's how: for Windows, click the typeface; for the Mac, drag to the typeface. On the ribbon, to the right of the typeface, you see a number (which is normally 10 for Windows, 12 for the Mac). That's the point size. Click (or press) the down-arrow that's to the right of that point size. You see a list of point sizes to choose from. (If you're using Windows, each point size is a number between 4 and 127. That list of point sizes appears in a window that's too small to show the entire list; to see the rest of the list, click the window's scroll arrows.) Click (or press) the point size you want. (The bigger the point size you choose, the bigger the characters will be.) After you've chosen a typeface and point size, type some words. They'll be in the typeface and point size you selected. (Your document's other words, which you typed previously, remain unaffected.) You'll be typing in the typeface and point size you chose, until you switch to a different typeface or point size or hop to a different part of your document. Alignment While typing a paragraph, you can click one of these alignment buttons: _____ ___ _____ _____ ___ _____ ___ _____ _____ ___ _____ _____ ___ _____ ___ _____ _____ ___ _____ _____ Clicking the left button makes each line in the paragraph be at the left margin, like this line Clicking the second button makes each line in the paragraph be centered, like this line Clicking the third button makes each line in the paragraph be at the right margin, like this line Clicking the fourth button makes the paragraph be justified, so the paragraph's bottom line is at the left margin, and each of the paragraph's other lines is at both margins (by inserting extra space between the words), like this line Clicking one of those alignment buttons affects the entire paragraph you're typing. (The paragraphs you typed earlier remain unaffected.) To change the alignment of a paragraph you typed earlier, click in the middle of that paragraph and then click the alignment button you wish. If you type a new paragraph without pressing an alignment button, the computer assumes you want that paragraph aligned the same way as the paragraph above. If you type the document's top paragraph without pressing an alignment button, the computer assumes you want that paragraph aligned left (so it's at the left margin). Show paragraphs The symbol for ``Paragraph'' is , which looks like a backwards P. If you push in the  button (by clicking it), the screen will show a  symbol at the end of each paragraph, so you can tell easily where each paragraph ends. The screen will also show a dot wherever you pressed the SPACE bar, so you can count easily how many blank spaces you typed. When you finish examining the  symbols and dots in your document, here's how to make them vanish: pop the  button back out (by clicking it again). ADVANCED EDITING Here are advanced ways to edit your masterpiece. Select text Here's how to edit a phrase you typed. First, make the phrase turn black, by using one of the following methods: Method 1: to blacken just one word, double-click in the middle of the word. Method 2: to blacken a sentence, click in the middle of the sentence while holding down the Ctrl key. Method 3: to blacken a whole line, click the screen's left edge, left of the line. Method 4: to blacken a whole paragraph, double-click the screen's left edge, left of the paragraph. Method 5: to blacken the whole document, click the screen's left edge while holding down the Ctrl key. Method 6: to blacken any phrase, point at the phrase's beginning, then drag to the phrase's end. Method 7: click the phrase's beginning; then while holding down the SHIFT key, click the phrase's end. Method 8: by using the movement keys, move to the phrase's beginning; then while holding down the SHIFT key, use the movement keys to move to the phrase's end. (Those are the same methods used by Windows Write. For the Mac, use the COMMAND key instead of the Ctrl key.) Turning the phrase black is called selecting the phrase. Then say what to do to the phrase. For example, choose one of these activities: To underline the phrase, push in the u button. To make the phrase be bold, push in the B button. To italicize the phrase, push in the I button. To make the phrase be a different typeface, choose the typeface you want from the typeface menu. To make the phrase be a different point size, choose the point size you want from the point-size menu. To make the phrase's paragraphs be aligned differently, push in the alignment button you want. To erase the phrase, press the DELETE key. To replace the phrase, just type whatever words you want the phrase to become. Move a phrase To move a phrase to a new location, just ``select the phrase, and then drag from the middle of the phrase to the new location.'' Here are the details. . . . First, select the phrase you want to move, so the phrase turns black. Then take your finger off the mouse's button. Move the mouse's pointer to the middle of the phrase (so you see an arrow). Finally, hold down the mouse's button (so you see a vertical dotted line); and while you keep holding down the mouse's button, drag that line to wherever you want the phrase to move. (Drag the line anywhere you wish in the document, or drag to the end of the document, but don't try to drag past the document's end.) At the end of the drag, lift your finger from the mouse's button. Presto, the phrase moves where you wished! Page break Here's how to leave the bottom of a page blank. Windows After you've finished typing a paragraph (and pressed ENTER), try this experiment: while holding down the Ctrl key, press ENTER. That makes the next paragraph be on the next page. Mac After you've finished typing a paragraph (and pressed RETURN), try this experiment: while holding down the COMMAND key, press ENTER (not RETURN). That makes the next paragraph be on the next page. Spelling The computer can check the document's spelling. For example, type a short document that contains just this one sentence: Be huppy! To spell-check the document, click at the document's beginning. Choose Spelling from the Tools menu. The computer looks up each word in the dictionary. The computer finds ``Be'' in the dictionary but can't find ``huppy''. The computer highlights the strange word ``huppy'' and prints this list of suggestions: hoopoe happy guppy puppy Notice that the computer's immense vocabulary even includes ``hoopoe'', which is a European bird that looks like a cross between a parrot and a zebra! You have several choices: If you meant ``hoopoe'', ``happy'', ``guppy'', or ``puppy'', click what you meant & then click ``Change''. If you meant ``huppy'' and want to add that slang word to the dictionary, click ``Add''. If you meant ``huppy'' but don't want to add that slang word to the dictionary, click ``Ignore''. If you meant some other word instead, type that word in the ``Change To'' box and click ``Change''. When the computer finishes checking the entire document, Windows says ``The spelling check is complete''; the Mac says ``Finished checking document''. Click ``OK''. FILE MENU After you've edited your document, finish your work by using the File menu. Here's how. . . . Save To save the document (copy it onto the disk), choose Save from the File menu. The computer will say ``File Name''. Invent a name for your document. The name can be fairly long: up to 8 IBM characters or 31 Mac characters. Type the name. At the end of the name press ENTER (or RETURN) twice. That makes the computer copy the document onto the hard disk. For example, suppose you named the document ``jennifer''. Windows will put a document called JENNIFER.DOC into the WINWORD subdirectory (folder). The Mac will put a document called ``jennifer'' into the Microsoft Word 5.1 folder (or Documents folder). Afterwards, if you change your mind and want to do more editing, go ahead! When you finish that extra editing, save it by choosing Save from File menu again. Print To print the document on paper, choose Print from the File menu. Then click ``OK'' (in Windows) or ``Print'' (on a Mac). Exit, Close, New, Open When you finish working on a document, choose Exit or Close from the File menu. If you choose Exit, the computer will stop using Microsoft Word. (The Mac says ``Quit'' instead of ``Exit''.) If you choose Close instead of Exit, the computer will let you work on another document, and your next step is to choose New or Open from the File menu. If you choose New and then click ``OK'', the computer will let you start typing a new document. If you choose Open and then double-click the name of an old document, the computer will put that document onto the screen and let you edit it. Didn't save? If you didn't save your document before doing those procedures, the computer asks, ``Save?'' If you click ``Yes'', the computer copies your document's most recent version to the hard disk; if you click ``No'' instead, the computer ignores and forgets your most recent editing.