Microsoft Works for Windows Desktop Publishing Instructions

How Do I......
(Click on the topic to jump to the explanation)

Open an existing document? Change views? Use the Toolbar?
Change alignment (center, left, right)? Change font, text size and style? Set a decimal tab?
Set a center tab? Set a right tab? Set a left tab?
Remove a tab? Move a tab? Change margins?
Single or double space text? Save a document? Preview a document?
Move around in a document? Delete text? Print a document?
Select text or graphics? Insert or overwrite text? Move text?

Opening an existing document

There are several ways to open a document.  One way is to simply double-click on the document icon.  This will launch Microsoft Works and open the document.  

If you are already using  Microsoft Works,  go to the File Menu and select Open.  You will see the Works Task Launcher window.  

Choose the existing documents tab.  If you have recently worked on the document, you will see it in the window and you may choose it from there.  If you need a document not in the list, you will want to choose "Open a document not listed here."   You will then go to the Open window.  Use the pull down menu in the "Look in" box to choose the location of your file.

Click on the name of your file.  It should appear in the File Name box and then click on Open.


Changing views

Microsoft Works word processing documents can be viewed in page layout or normal view.  Page Layout view allows you to easily see where the margins, header and footer are located. This view is very useful in placing pictures.  Page Layout view is the better choice for desktop publishing projects.    The Normal view does not show the margins, header or footer, but allows you to do everything you can do in Page Layout view.  However, Normal view is more difficult to use if you are adding more than just text.  

Page Layout

Normal 

To change views, go to the View menu and select the view you would like.  The current view will have a check in front of it.


Using the Toolbar

The Word Processor part of Microsoft Works has its own toolbar that can be customize (See Change toolbar icons?) according to your individual desktop publishing needs.  The toolbar has a default setting that contains some of the most commonly used commands.  To select a command, just click on the icon in the toolbar.  Remember that to change font properties for text that you have already typed, you must highlight the text you want to change.  

The font and font size windows have pull down menus that allow you to choose available fonts and sizes.

Changing Alignment

Alignment can be changed by making sure your cursor is in the line that you want to format and clicking on the icons on the toolbar.

Left Align Center Align Right Align

You may also change the alignment by selecting Paragraph under the Format menu.

The Format Paragraph will give you the opportunity to select the alignment of the text for the paragraph your cursor is in.

Changing fonts, text size, and font styles

You may change fonts, text size and style before you type the text or you may make changes after you type the text.  If you have typed the text, the text you are changing must be highlighted.  Fonts, text size and styles can be changed from the toolbar or under the Format menu.    Under the Format menu, select Font and Style.

 

You will get a dialog window that will allow you to make your changes.

To make changes to text from the Toolbar, highlight the text first.

Font

Size

Style

Click on the appropriate button on the toolbar to change the style of text.

Setting a decimal tab

A decimal  tab is used when you are typing numbers that you want to align around a decimal point.  This is very useful when you are typing columns of numbers.  

First, decide where on the page you want the decimal tab and be sure to note the position (given in most cases as inches) on the ruler.  In the example below, the position is at 2.5".

To set the decimal tab, go to the Format menu and choose Tabs.

You will get a Format Tab window.  Put in the tab stop position, alignment (decimal), leader (None), and click on set.  Then you should click on OK.

You will then be able to use your decimal tab in the document.

Setting a center tab

A center tab is used when you are centering a word or number.  This is very useful when you are typing in columns and are trying to center column headings or even just the items in the column.  

First, decide where on the page you want the center  tab and be sure to note the position (given in most cases as inches) on the ruler.  In the example below, the position is at 1" and also at 3.5".

To set the center tab, go to the Format menu and choose Tabs.

You will get a Format Tab window.  Put in the tab stop position, alignment (center), leader (None), and click on set.  Then you should click on OK.

You will then be able to use your center tab in the document.

Setting a right tab

A right tab is used when you are aligning the right ends of entries.  Right tabs are used mostly in brochures or programs where your margins are justified. 

First, decide where on the page you want to place the right tab and be sure to note the position (given in most cases as inches) on the ruler.  In the example below, the position is at 3.75".

To set the right tab, go to the Format menu and choose Tabs.

You will get a Format Tab window.  Put in the tab stop position, alignment (right), leader (None), and click on set.  Then you should click on OK.

You will then be able to use the right tab in your document.  Right tabs with leaders can be used to enhance the appearance of programs and brochures. The following example shows how our program would look if a leader was added.

Setting a left tab

A left tab is the most commonly used tab.  It is also the default tab.  Microsoft Works sets a left tab every .5 inches.  These preset tabs do not show on the ruler.  When you add any tab (left, center, right, or decimal), Works deletes all the preset tabs to the left of the added tab.  

First decide where you want to set the tab and be sure to note the position (given in most cases as inches) on the ruler.  In the example below, the position is at 1.3" 

To set the left tab, go to the Format menu and choose Tabs.

You will get a Format Tab window.  Put in the tab stop position, alignment (left), leader (None), and click on Set.  Then you should click on OK.

Removing a tab

To remove a tab that has been set, look at the ruler and see the location of the tab.  In this example, the tab is at 1.75".

Go to the Format menu and choose Tabs.

Click on the tab stop position in the window that shows the tabs that are set.  Then click on Clear.

 

Another way to delete tabs is to click on the tab in the ruler, and drag it anywhere off the ruler bar.

Moving a tab

To move a tab, be sure your cursor is in the line where the tab you want to remove is located. You may click on the tab in the ruler bar and drag it to a new position.

Or, remove the old tab and create a new one.

Changing Margins

Margins are the blank space around the edges of the page.  The default margins are 1 inch for the top and bottom margins and 1.25 inches for the left and right margins.  You can easily change the margins.

 

Go to the File Menu and choose Page Setup.

Select the Margin tab and make the necessary changes.

Single- or double-spacing text

Line spacing refers to the distance between lines of text.  A single-spaced document has relatively little space between lines of text.  This is an example of single spacing:

Double spacing text puts one blank line between lines of text.  Double-spaced text is easier to read (and grade) than single-spaced text but it also takes more pages to print. The text below is an example of double spacing:

To change the spacing of text all ready typed, you must first highlight the text that you want to change.  You can also change the spacing of the document or paragraph before you begin to type. 

Go to the Format menu and choose Paragraph.

Choose the Spacing tab and change the line spacing to "1li" for single spacing and "2li" for double spacing.  

 

 

 

 

 

 

Your toolbar can be formatted to include the single space button and the double space button .  Just clicking on the appropriate button will change your highlighted text.  

Saving a document

You may save a document using the Save or Save As command found under the File Menu.

  

The first time you save a new document, you may use either Save or Save As.  Since the new document is not named, the Save As dialog box will open so that you can name the file and you can select the location where you want it saved.  

Click on the Save button when you have entered the file name and made sure that the destination is correct.  Making sure that the saving destination is correct will save much time later when you are trying to retrieve the file.  

You can save edits to a read-only file by using the Save As command.    Save As is also used when you want to save later versions of a document without replacing the original or if you want to change destination locations.   Save will save the document revisions at the original location.

Previewing a document

Previewing a document can save you much ink and paper because previewing the document will allow you to see the document in a thumbnail view.  In this view,  you are able to see how the page will look printed.  Design elements of the document, such as page breaks, margins and graphics placement, are easier to analyze.  Individual words will not be readable unless you use large type or use the magnifying glass to increase the size.  

Moving around in a document

You may move around the document using the Page Up, Page Down and the arrow keys and also using the scroll bar, scroll box, or scroll arrow.

The Page Up and Page Down keys take you up and down one screen or window at a time.  Pressing the arrow keys move your cursor through the document a line (for up and down arrows) or one space (for right and left arrows) at a time.  Holding down the arrow keys will move you through the document more quickly.

The Scroll Bar:
Click on the Up and Down Scroll Arrows to move a little bit at a time through the document.  

Click on and drag the Scroll Box to move quickly through the document.  To get to the top of the document, drag the scroll box to the top; to get to the bottom, drag it down.  

Click in the Scroll Bar to go to various parts of your document.  Click in the middle of the scroll bar to go to the middle of the document, or near the top to go to page 2, etc.

Deleting Text

It is very easy to delete a small amount of text that you have just typed.  Just press the Backspace key on the keyboard to delete the characters to the left of your cursor.  To delete large blocks of text, highlight the text and press the Backspace key or Delete key.  The deleted text will be placed on the clipboard, which is actually temporary storage in the memory of the computer.  If you realize that you have deleted something that you should not have, go immediately to Edit and select Undo Editing.  If you type something else before you Undo Editing, you will not be able to retrieve your deleted text.

To delete text to the right of the cursor, press the Delete key.

Printing a document

Documents can be printed quickly by using the print icon on the toolbar .  This print command prints one copy of all pages of the document.  To customize printing, you must go to the File Menu and choose Print.

You will get a dialog box that will allow you to choose exactly what pages to print, how many copies, what printer (if not the default printer), and even whether you want to collate pages in multiple copy sets.

Selecting text or graphics

You must select text or graphics to make changes in size, font, style and color.

A simple way to select text is to click at the beginning or end of the text you want to select, hold the left mouse button down and drag across the text you want to select. The text color and background will change to indicate that the text is selected.

Other methods of selecting text are:

Selection

Action

A word Double-click on the word
A line Click to the left of the line (in the area that would be in the margin).  

A paragraph Click to the left of the first line of the paragraph, hold the mouse button down, and drag down along the side of the paragraph.  OR

Double -click in the area that would be the left margin beside the paragraph.

The entire document Go to Edit and choose Select All.

 

A graphic can be selected by clicking in the center of the graphic.  You will get "handles" that indicate that you have selected the graphic.  After the graphic is selected, you can move, resize or change the graphic's properties.

Inserting or overwriting text

The insert key toggles between inserting text and replacing text (overwriting) when typing. The cursor should usually be in the insert mode. If you accidentally hit the Insert key (between Backspace and Home on the keyboard), you will see OVR at the bottom of the screen.  Press insert again to turn it off.  

 

In the insert mode, move the cursor where you want the text inserted, click and type.  In the overwrite mode, click in front of the text you want to erase as you type and type your new text.

Moving text

To move text from one location to another, highlight the text and use the Edit menu and choose the Cut option (or you can use the keyboard shortcut, Ctrl + X  Position your cursor where you want to relocate that text. Use the Edit menu,  the Paste option  (keyboard shortcut, Ctrl + V).


Menu Bar Cut Icon

Menu Bar Paste Icon

Right-clicking the mouse also gives you a shortcut menu where you have the Cut, Copy, Paste options.

Drag and drop

Drag and drop is another way to move and duplicate text in a works document. Highlight the text and left click the mouse on the highlighted area. The insertion point becomes a white arrow with the word DRAG underneath it. 

Move the text to the new location and release the mouse button to DROP the text.

You need to be an experienced mouse user before you attempt drag and drop!