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Course Reference Handout

MICROSOFT WORD -
INTRODUCTION
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Navigating the Interface

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1 Ribbon: 4 Title Bar, Search Bar, Window Controls, Title Bar:

The Ribbon houses all of the commands you have accessible The Title Bar displays the name of the Word Document you
in Word. In the Ribbon you have Command Tabs>Command are currently viewing. The Search Bar allows you to search for
Groups>Commands. commands you may have trouble finding in the ribbon. The
Window Controls (From left to right) the Account your signed
2 Tabs: into, Ribbon Display options, Minimize, Maximize/Restore, and
Click a tab to see the different command groups and commands Close commands.
associated with that tab.
5 Horizontal and Vertical Ruler:
Note: Displays width and length measurements within the document
The Files Tab (located at the far left of the Ribbon) and is used for setting and measuring tab stops.
acts different than other tabs and will bring you
to a screen known as the “Backstage View”. This is 6 Document Area:
where you can find more information about your The primary working area of your document, where text,
document, protect it, and print it. graphics and other content is created.

3 The Quick Access Toolbar: 7 Status Bar, View Buttons, Zoom Control:
The Quick Access Toolbar is a customizable toolbar that allows The Status Bar displays information about the current document
you to add commands that you use most often. To customize you are working on and status updates as you are working in. The
the Quick Access Toolbar, click the arrow to its right. View Buttons change the way you view your current document.
The Zoom Control lets you zoom in or out of your document,
you can click and drag the handle located with the Zoom Bar to
the left or right. You can also use the Plus and Minus buttons on
either end of the Zoom Bar to zoom in or out respectively.

Selecting and Formatting Text

Selecting Text:
In order to execute commands with text in your document, you must first select the text you want to work with, such as copying,
deleting, or formatting text. Just remember the phrase: You must select it to affect it!

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Selecting Text with the Mouse:
■■ To select a portion of a document, place your mouse cursor in front of the first word you want to select and then click and drag to
the right and down until you have all other necessary text selected.
■■ To select a single line of text in the document, place your mouse cursor to the far left of the line of text you want selected. Your
mouse should appear to be in the left margin of your document. When your mouse cursor is in the shape of an arrow pointing from
left to right, left click to select the line of text the arrow points to.
■■ To select multiple lines of text, use the same procedure described above – but instead of single clicking, click and drag down the left
margin of the text to select multiple lines.
■■ To select a single word, point to the word and double click.
■■ To select a whole paragraph, move your mouse pointer to the left of the paragraph so that you have an arrow in the left margin of
your document and then double click – or – triple click any word in the paragraph you want to select.
■■ To select a single sentence from a document, hold down the [CTRL] key and left click any word in the sentence you want to select.

Editing Text:
■■ To delete text one character at a time: Click the insertion point in the document next to the characters you want to delete. Use the
Backspace key to delete characters to the LEFT of the insertion point; use the Delete key to delete characters to the RIGHT of the
insertion point.
■■ To delete words, sentences, and paragraphs: Select the text you want to delete and press the Delete key on your keyboard.
■■ To replace text with new text: Select the text you want replace and then start typing. What you type will replace the text you have
selected.

Keyboard Shortcuts
■■ To create a New Document, click the File Tab to access the Backstage View and then select New to begin creating a document
from one of several available templates, or simply start with the Blank Document Template. You can also press the [CTRL]+[N] keys
to begin creating a new blank document within Word 2016.
■■ To open an existing document, click the File Tab and then select the Open button or press the [CTRL] + [O] keys.
■■ To save a document, click the Save button on the Quick Access Toolbar or press [CTRL] + [S].
■■ To save a document in other formats, click the File Tab and then select Save As. Use the Save as Type option at the bottom of the
window to choose the file format you want to save in.
■■ To spell check a document, click the Review command tab from the Ribbon and then click the Spelling & Grammar button from
the left side of the Ribbon - or press the [F7] key.

Moving or Copying Text:

To move or copy text from a document to another location of the same document, a different document, or an entirely different
application (such as into an email message):
■■ First select the text you want to move or copy.
■■ To MOVE the text, click the Cut button from the Clipboard group of the Home Ribbon – or – press the [CTRL] + [X] keyboard
shortcut. The selected text will disappear from the document.
■■ To COPY the text, click the Copy button from the Clipboard group of the Home Ribbon – or – press the [CTRL] + [C] keyboard
shortcut.
■■ To insert the text that you have just cut or copied, click in the location of a document you now want to text to appear and click the
Paste button from the Clipboard group of the Home Ribbon – or – press the [CTRL] + [V] keyboard shortcut.

Note:
For additional options when using the Paste command, such as using Paste Special, click the Arrow in the lower
part of the Paste button.

Formatting Document Content

Formatting Text: Document Themes:
To change the appearance of text in a document, first select The formatting options available when applying a
the word(s), sentence(s) or paragraph(s) you want to format and Style are controlled by the document Theme. To
then select formatting options available in the Font group of the change the Theme of your document, select the
Home Ribbon. Page Layout command tab from the Ribbon and
then click the Themes button on the left side of the
Formatting Styles: Ribbon.
To apply formatting quickly and consistently, you can use
Formatting Styles available in the Ribbon. To apply a Style, select
the text you want to format. Click the Home command tab of
the Ribbon if necessary, and then select a Style from the Styles
group of the Ribbon.

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Formatting Paragraphs:
To apply paragraph formatting, such as alignment, indentation, line spacing, etc. first click anywhere in the paragraph you want to
format (or select multiple paragraphs to format all at once) and then select formatting options available on the Paragraph group of the
Ribbon.

Formatting Keyboard Shortcuts:

■■ [ CTRL ] + [ B ] - Bold Font Style ■■ [ CTRL ] + [ R ] - Right Align Paragraph
■■ [ CTRL ] + [ I ] - Italic Font Style ■■ [ CTRL ] + [ E ] - Center Align Paragraph
■■ [ CTRL ] + [ U ] - Underline Text ■■ [ CTRL ] + [ L ] Left - Align Paragraph

Creating Lists
Creating Bulleted/Numbered Lists:
Select options accordingly from the Paragraph group of the
Ribbon:
■■ To begin a new bulleted list, click the Bullets button.
■■ To begin a new numbered list, click the Numbering
button.
■■ Each time you press the [ENTER] key, a new bullet/number
will appear.
■■ To indent a list press the [TAB] key.

Sorting a List:
Select from the Paragraph command group. Once there
select ascending or descending depending on what you would
like.

Creating and Modifying Tables

Creating Tables: Formatting & Controlling Structure of a Table:
Tables are a great way to organize information in your document ■■ Once a Table has been inserted,
within a structure of rows and columns. You can either Insert and while your cursor remains
a standard table or free hand Draw the table to create a more within the boundaries of a table, you will have two Table
customized structure. Tools Contextual Ribbons that will provide formatting and
layout options for the table.
To insert a New Table:
■■ Click the Insert command tab from the Ribbon if necessary. ■■ Select the Table Tools – Design Ribbon to select formatting
From the Tables group of the Ribbon, click the Table button. options, such as Table Styles, to apply to the table.
■■ In the Insert Table window, select the number of columns ■■ To manage the structure of the table, Select the Table Tools
and the number of rows you want to start with by clicking in – Layout Ribbon.
the grid of cells provided. You can always add more columns ■■ To Insert new rows or columns, use the options provided in
and rows later if you need to. You can also select the Insert the Rows & Columns group of the Ribbon.
Table… command from the menu provided. ■■ To Delete a row or column in a table, click in the row or
column you want to delete. Click the Delete command from
Navigating in a Table: the Rows & Columns group of the Ribbon. Select either rows
■■ To enter data into a table and move to the right, press the or columns.
[TAB] key. ■■ To Resize a row or column of a table, place your mouse
■■ To move in any direction within the table you can also you cursor on the border of the row or table you want to resize
the ARROW keys on your keyboard. and then click and drag.
■■ To Merge cells of a table together, select the different cells
of a table you want to merge and then select Merge Cells
from the Merge group of the Ribbon.

Table Tools: Design Ribbon

Table Tools: Layout Ribbon

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Inserting Graphic Objects Controlling Page Appearance
SmartArt: Header/Footer:
SmartArt is the collection of diagrams available in Microsoft The Header of a document is where you insert information that
Office 2007 to convey information visually. you want to appear at the TOP of each page of your document,
such as a company and department information. The Footer of
Online Pictures: a document is where you insert information that you want to
Online Pictures allow you to browse for pictures on the web, appear at the BOTTOM of each page of your document, such as
using royalty free pictures from the Office.com Clip Art gallery page numbers.
or by using Microsoft’s Bing search engine. You can also access
pictures from your SkyDrive account. Adding Header or Footer Information:
■■ Click on the Insert command tab from the Ribbon and
select from the Header & Footer group of the Ribbon. Word
The Illustrations Group of the provides you with several Header & Footer templates to
Insert Tab of the Ribbon start with and which you can then customize.
■■ Once you have inserted your Header/Footer information,
use the Header & Footer Design command tab at the top-
Inserting SmartArt: right side of the Ribbon to insert information, such as Page
To insert a SmartArt diagram into your document: Numbers, or to format your Header/Footer information.
■■ From the Insert command tab of the Ribbon, in the
Creating Columns:
Illustrations group, click the Online Pictures button.
To divide a document into separate columns,
■■ Choose to search for pictures using the Office.com Clip click the Columns button on the Page Layout
Art gallery, Microsoft Bing, or select pictures stored in your command tab of the Ribbon.
SkyDrive account.
■■ Once you have ClipArt as a result of your search, left click the
image to insert it into the document.
Inserting Section Breaks & Page Breaks:
Inserting Online Pictures: To insert a Section Break or a Page Break, click in the document
To insert an image from the web into your document: to place the insertion point where you want to create the break.
■■ From the Insert command tab of the Ribbon, in the Click Layout tab from the Ribbon and then select the Breaks
button from the Page Setup group of the Ribbon. Choose from
Illustrations group, click the Online Pictures button.
one of the available options.
■■ Choose to search for pictures using the Office.com Clip
Art gallery, Microsoft Bing, or select pictures stored in your Find & Replace Text:
SkyDrive account. Click the Find button – or – use the keyboard
■■ Once you have ClipArt as a result of your search, left click the shortcut [ CTRL ] + [ F ] to search for text using
image to insert it into the document. the Navigation Pane. Found text will be
highlighted in the document, and you can
Inserting Pictures from File: browse occurences of the found text within
Inserting pictures from file refers to inserting graphics that you the Navigation Pane. To replace text, click
have saved on your computer already, such as digital photos you the Replace button – or – use the keyboard
have taken or images you copied using a scanner. To insert a shortcut [ CTRL ] + [ H ] and fill in your “find”
graphic file into a document: text as well as your “replace with” text.
■■ From the Insert command tab of the Ribbon, in the
Illustrations group, click the Pictures button.
■■ Browse for the picture you want to insert, and then double
click the picture once you have located it.

Creating Shapes with the Drawing Toolbar:

To create your own shapes – such as circles or stars; lines and
arrows; or your own text boxes, use the Drawing Toolbar located
at the bottom of the Word screen.
■■ From the Insert command tab of the Ribbon, in the
Illustrations group, click the Shapes button.
■■ Select from the available Shapes provided, and then begin
clicking and dragging in your document to create the
Shape.

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