Microsoft Word 2019 Fundamentals Workshop

Microsoft Word 2019 is a powerful word processing application. This is a hands-on workshop
to help University faculty and staff become more proficient with Microsoft Word in creating and
editing documents. Topics covered include: Working with the Ribbon, accessing available
templates, Document formatting, Spell and Grammar checking, Inserting and formatting
graphic images, working with page layouts, using track changes, creating and formatting
tables, and Printing a document.

Table of Contents
I. Launch Word ............................................................................................................... 1
II. Window and Ribbon Features ..................................................................................... 1
III. File Tab ....................................................................................................................... 3
IV. Templates .................................................................................................................... 4
V. Window Options ......................................................................................................... 4
VI. Customize Your Ribbon .............................................................................................. 5
VII. Quick Access Toolbar ............................................................................................. 6
VIII. Non-Printing Characters .......................................................................................... 7
XI. Select Text ................................................................................................................... 7
XII. Margins .................................................................................................................... 8
XIII. Line Spacing ............................................................................................................ 9
XIV. Format a Document ...................................................................................................... 9
XV. Additional Font Options ........................................................................................ 10
XVI. Text Alignment .......................................................................................................... 12
XVII. View Modes .............................................................................................................. 12
XVIII. Spelling and Grammar Checks ................................................................................ 13
XIX. Page Breaks and Section Breaks ................................................................................ 14
XX. Tables..................................................................................................................... 15
XXI. Edit a Table ................................................................................................................ 17
XXII. Format a Table .......................................................................................................... 21
XXIII. Print a Document ..................................................................................................... 22
XXIV. Illustrations Demonstration ..................................................................................... 23
XXV. Illustrations Quick Reference ................................................................................... 24
XXVI. Track Changes Quick Reference ............................................................................. 26
XXVII. Additional Quick References ................................................................................ 28
 I. Launch Word

To start Word 2019, click on the Office Start button, and then select Microsoft Word 2019
from the options panel.

The Microsoft Word Icon can be pin to the start bar for quick access.

II. Window and Ribbon Features

The screen shot below displays the primary components of the Word 2019 interface.

Quick Access Toolbar Title bar

File tab

Ribbon

Ribbon Collapse

Horizontal ruler

Insertion point Scroll bar

Document window

Vertical ruler

Status bar View Options Zoom slider

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 A. Terms

The table below consists of definitions for the Microsoft Office features.

Term Description

1 Quick Access Displays quick access to commonly used commands.

Toolbar

4 File Tab The File tab has replaced the Office button in 2007. This area is called
the Backstage which helps you to manage the Microsoft application and
provides access to its options such as Open, New, Save As, Print, etc.

2 Ribbon Tab Title or name of the specific Ribbon.

3 Ribbon Displays groups of related commands within tabs. Each tab provides
buttons for commands.

5 Group Contain category of command buttons.

6 Show Dialog Box Show additional options.

B. Use the Ribbon options to select and process your commands.

Microsoft Word 2019 uses Tabs instead of menus to organize various functions. In
addition, command buttons have been placed in a Group within the Ribbon. The
Dialog Box Launcher in a group shows additional options.

Tabs

Dialog box launcher Group

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III. File Tab

The File tab provides you with the Backstage that provides information pertaining to your
document and options to help setup your window defaults. The Backstage also contains
standard commands such as, Home, Save, Save As, New, Print, etc.

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IV. Templates

Microsoft Office has a variety of predesigned templates within specific categories.

A. Open Templates

1. Select the File tab, and then click on the New option.

2. The Available Templates window will appear.

V. Window Options

The Microsoft Word application allows you to customize setting and preferences as you
work within your Word document.

A. Set options

1. Click on the File tab, and then select the Options item.

2. The Word Options window will appear. This is where you can choose your
desired settings and preferences.

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VI. Customize Your Ribbon

You can easily customize the Ribbon to suit your needs by creating new tabs and filling
them with the commands you use the most.

A. Customize Ribbon commands

1. Click on the File tab, and then select the Options Item.

2. The Word Options window will appear.

3. Click on the Customize Ribbon option.

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 4. From the Choose commands from list, click on your desired ribbon option, and
then click on the Add button to place it in the Customize the Ribbon list.

5. Click on the OK button.

VII. Quick Access Toolbar

Microsoft Word 2019 has a Quick Access Toolbar, so you can have quick access to your
most used commands.

A. Add Commands

1. To add your most used commands to the Quick Access Toolbar, click on the
drop-down arrow next to the Quick Access Toolbar.

2. The Customize Quick Access Toolbar option panel will appear.

3. Click on your desired command option to be placed on the Quick Access

Toolbar.

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VIII. Non-Printing Characters

The Show/Hide button displays non-printing characters, including paragraph marks,

spaces and tabs. This button works as a toggle switch: click it to turn the display of non-
printing characters on and click it again to turn them off.

A. Working with Show/Hide

1. On the Home Ribbon in the Paragraph group, click on the Show/Hide

button to view paragraph marks. Paragraph, space, and tab marks will not
appear on your printed documents.

2. On the Home Ribbon in the Paragraph group, click on the Show/Hide

button to hide paragraph marks.

XI. Select Text

You must select text before you can change the format. You can use the mouse to
select text in a variety of ways which is explained in the table below.

Select Action

any text Click at the beginning of the area and press the Shift key as
you click at the end of the area. You can also drag across the
text you want to select.

a word Double click on the word.

a line Place the mouse pointer in the left margin. Position the mouse
pointer next to the desired line and click once.

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 multiple lines Place the mouse pointer in the left margin next to the first
desired line and click once. Then press the Ctrl key and click
additional lines to select them.

a sentence Press the Ctrl key and click anywhere in the sentence.

a paragraph Place the mouse pointer in the left margin and double click
next to any line in the paragraph.

multiple Click at the beginning of the first paragraph then hold the
paragraphs mouse button down while dragging through your desired
paragraphs.

a document Press the Ctrl key then place the mouse pointer anywhere in
the left margin and click once.

XII. Margins

Microsoft Word 2019 margins are defaulted to 1 inch for the top and bottom, and 1 inch
for the left and right. To change your margins, use the Margin button found on the
Layout ribbon.

A. Create Margins

1. Select the entire document text, by pressing the Ctrl key, then place the
mouse pointer anywhere on the left margin, and then click once on the right
mouse button.

2. Select the Layout tab.

3. In the Page Setup group, click on the Margins button.

4. The predesigned margins panel will appear.

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 5. Change the margin by selecting the top margin button
(top and bottom
0.5” – Left and Right 0.5”).

Note: If you prefer a margin not listed, then click on Custom

Margins at the bottom of the panel to customize your
margin. The Page Setup window will appear, and then
make your desired margin choices from the window
options.
XIII. Line Spacing

Microsoft Word 2019 defaults the line spacing to double space (2.0). Line spacing
affects an entire paragraph or document. Use the Line Spacing button on the Home
Ribbon to change line spacing.

A. Add Spacing

1. Make sure the entire document is still selected.

2. Click on the Home tab. On the Paragraph group, click on the Line Spacing
button, and then select 1.5.

XIV. Format a Document

Formats can be applied to any text within your document. The formatting styles are the
most common way to change the appearance of text in a document.

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 A. Apply Format

1. Select text, and then click on your desired format from the Home ribbon.

Format Option Examples:

• Click on the Bold button to make text bold.
• Click on the Italic button to italicize text.
• Click on the Underline button to add an underline to text.
• Click on the Bullets button to add a bulleted list to text.
• Click on the Numbering button to add a numbered list to text.

Note: Microsoft Word Mini Toolbar feature gives you quick access to common formatting
commands. The mini toolbar appears faintly when you select text in your document. If
you want to use this mini toolbar, you can activate it by hovering the mouse pointer on
the toolbar and making your selections. If you prefer not to use the toolbar, you can
continue working within the document and the toolbar will disappear.

XV. Additional Font Options

Additional font options are available, such as font effects, special styles and
previewing font changes. You can view additional options by clicking on the Home
tab, and then click on the Dialog box launcher on the Font group.

A. Add All Caps

1. Place the Insertion point before the first line of the document.

2. Type the text, Roof top gardens, and then press twice on the Enter key.

3. Select your new title text, and then click on the Bold button.

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 Dialog box launcher

4. While the title text is still selected, click on the Dialog box launcher on the
Font group.
5. The Font window will appear.

6. In the Effects area, click on the check box next to All caps, and then click on
the OK button.

Note: The Font window contains additional formats you can select from.

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XVI. Text Alignment

Microsoft Word 2019 aligns paragraphs four different ways relative to the left and right
margins: left, center, right and justified. The Word 2019 default paragraph alignment is
left. You can change paragraph alignment by clicking on an Alignment button, located
on the Home ribbon on the Paragraph group.

Alignment Option Examples:

• First button - Align Text Left
• Second button - Center Text
• Third button - Align Text Right
• Fourth button - Justify Text

A. Add Center Alignment

1. Select the title text, ROOF TOP GARDENS, and then click on the Center
button.

XVII. View Modes

Microsoft Word 2019 has five view modes.

1. To select a view mode, click on the View tab.

2. In the Document Views group, select your desired view mode.

View Name Description

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 Read Mode The best way to read a document, including some tools designed
for reading instead of writing.

Print Layout Check out how your document will look when it’s printed.

Web Layout See how your document will look as a webpage. This
layout is also great if you have wide tables in your
document.

Outline See your document in outline form where content is shown as

bulleted points.
This view is useful for creating headings and moving whole
paragraphs within the document.

Draft Switch your view to see just the text in your document. This is
useful for quick editing because headers/footers and certain
objects won’t show up, allowing you to focus on your text.

XVIII. Spelling and Grammar Checks

Microsoft Word 2019 automatically checks for incorrect spelling and grammar. As you
type the document, Word uses wavy red underlines to indicate possible spelling errors
and wavy green underlines to indicate possible grammatical errors. To correct an error,
right-click on a word with a wavy underline, and then click on the correction from the
option panel that you desire. You can also edit the error directly in the document if no
suggestions are applicable.

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Note: To use additional spelling and grammar options, select the Review tab. In the
Proofing group, click on the Spelling & Grammar button.

XIX. Page Breaks and Section Breaks

Page Breaks and Section Breaks can be inserted anywhere within a document.

A. Insert Page Break

1. On your practice document, place the Insertion point at the end of the last
sentence in the last paragraph.

2. Select the Layout tab, and then click on the Breaks button.

3. A Page Break panel will appear with the Page and Section Break options.

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 4. Select the Page option. This will insert a page break that will place you on a
new page in the document.

XX. Tables

Tables offer a convenient way to display information that might otherwise be confusing
and cluttered. Text is neatly formatted in a table without setting tab stops as shown
below.

Microsoft Office Training

Seminar Time Location

Word Processing 9:00 – 10:30 Room A

Spreadsheet 9:00 – 10:00 Room B

Presentation 11:00 – 12:00 Room A

Database 10:45 – 11:45 Room B

A. Create a Table

The Table Tools tab only appears when a table is selected.

To create a table in Microsoft Word, click on the Insert ribbon. The Table button
is the only one option on the Tables group.

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 1. Click on the Insert ribbon, and then click on the Table button.

2. The Table panel will appear.

3. Select two rows and two columns as seen above. To insert a table onto your
document, move the mouse pointer over the number of rows and columns
you desire. The cell selection will be highlighted as you move the mouse.
When the desired rows and columns are highlighted, click on the last cell.

Seminar Time

Word Processing 9:00 AM to 10:30 AM

4. Type the information in the table shown above. The insertion point will appear
in the first cell of the table. Type text in the first cell, and then use the Tab key
on the keyboard to move from one cell to the next.

5. After you type the information in the last cell, press the Tab key. Word
automatically inserts a new blank row.

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

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 Database 2:30 PM – 4:00 PM

6. Type the text seen above as you insert new rows.

XXI. Edit a Table

A. Move within a Table

Moving the insertion point and selecting text in a table is very similar to the ways
you do so for regular text in a document. However, there are some procedures
that are unique to tables as illustrated below.

Procedure Description

Tab and (Shift + Tab) Use the Tab key to move from left to right; use Shift+Tab to move
from right to left.

Keyboard Arrow Keys The up and down arrows will move up and down rows.

Move the insertion point Use the Mouse to position the cursor as needed.

To select a single cell Click three times inside the cell or drag over the cell's contents.

To select an entire row Place the mouse pointer on the left margin, pointing to the row than
click once or drag over row cell’s contents.

To select an entire Click the column’s top gridline/border or drag over column cell’s
column contents.

To select the entire table Single click on the table move handle on the top left corner of
table or press the Alt key and double click in any cell of the table.

B. Adjust Column Width

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 Columns in a new table are always the same width. It is often necessary to
change the width of one or more columns in the table, so that text or data can be
seen.

1. Position the mouse pointer on the column boundary (right-side of the column
– seen below). The mouse pointer appears as a double vertical line with left
and right arrows. Hold down the left mouse button, and
then drag the mouse pointer either left or right to change the width. Release
the mouse button when you are satisfied with the new width.

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

Database 2:30 PM – 4:00 PM

2. AutoFit is a feature that will automatically adjust the column width to

accommodate the widest text entry in the column. To AutoFit the entire table,
place the mouse pointer at the left most column boundary, when the mouse
pointer appears as a double vertical line with left and right arrows, then
double click on the left mouse button.

3. Another method is to click in the cell within the column to be resized, then on
Table Tools, click on the Layout tab, and in the Width box, click on the up
(increase) or down (decrease) arrow to change the width.

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 C. Insert Rows or Columns

To insert a column, select a cell in the desired column where the new column will
be inserted to the right or left.

1. Insert a column to the right of the table. Click in any cell on the last column,
on the Table Tools ribbon, click on the Layout tab located in the Row &
Columns group, and then click on the Insert Right button. The new column
will appear.

Seminar Time

Word 9:00 AM – 10:30 AM

Processing

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

Database 2:30 PM – 4:00 PM

2. Type the information below in the new column, press the down arrow on the
keyboard after each entry:

Location
Room A
Room B
Room A
Room B

3. Insert a new row at the top of the table. Click anywhere in the first row.

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 4. On the Table Tools ribbon, click on the Layout tab located in the Row &
Columns group, and then click on the Insert Above button. The new row will
appear.

Seminar Time Location

Word 9:00 AM – 10:30 AM Room A

Processing

Spreadsheet 11:00 AM – 12:30 PM Room B

Presentation 1:00 PM – 2:00 PM Room A

Database 2:30 PM – 4:00 PM Room B

5. Type Computer Training in the first cell.

D. Merge Cells

Computer
Training

1. To combine two or more adjacent cells, first select those cells.

2. On the Table Tools ribbon, click on the Layout tab located in the Merge
group, and then click on the Merge Cell button.

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 Computer Training

3. The multiple cells will merge into one cell, and then format your text if desired.
E. Delete Cells, Rows, Columns and Table

To delete a Cell, Row, Column or Table, select cell/s to be deleted, then on the
Table Tools ribbon, click on the Layout tab located in the Row & Columns group,
and then click on the Delete button. The delete options will appear.

XXII. Format a Table

AutoFormat has numerous table formats that may be applied to your table. These
different Table Styles may affect the style of the lines or borders in the table, the
justification of text and font formats. If your Word document contains more than one
table, each table may have its own format. Try to make all editing changes to the table
before using AutoFormat.

A. AutoFormat

1. Apply AutoFormat to your Table that was created.

2. Select your Table.

3. On the Table Tools ribbon, click on the Design tab located in the Table
Styles group, and then click on the drop-down arrow to view multiple formats
to select from.

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 4. Click on a Table Style of your choice.

Note: Shading and Borders can also be applied to one or more cells. The
Shading and Border buttons are located in the Table Styles group as well.

B. Text Format and Alignment

Text within a table can be formatted the same way you format text in other areas
of the document. Use the command buttons found on the Home ribbon.

XXIII. Print a Document

Click on the File tab and select the Print option to print your current document. This will
display the Print window options, along with a preview of the document to the right, such
as the range of pages to print and the number of copies to print.

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 The default printer is the printer that your applications will use unless you specify
otherwise. To change printers, click on the drop-down arrow next to Printer Name. This
will display a list of installed printers and allow you to select another printer.
1. Select your desired options in the Print window.

2. Click on the Print button to print your document.

XXIV. Illustrations Demonstration

A. Instructor Led

This section of the manual will be completely instructor led as you follow along
with the instructor to produce the finished document.

Original document: Festival.docx Finished document

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XXV. Illustrations Quick Reference

The instructions in this section are a quick reference that will help you add illustrations
onto your document as demonstrated in the previous section.

The Microsoft Illustrations group allows you to insert pictures, shapes, smart art, and
charts into your document. These options will enhance the layout and appearance of
your documents.

Drawing Tools and Picture Tools tabs only appear when a graphic image is
selected.

A. Add a Picture

Microsoft Office is equipped with a Picture folder with several photo selections.
You can also save additional photos to the Picture folder or create a new folder
for your pictures. From the Insert ribbon, you can add a picture to your
document:

1. Click on the Online Pictures button, from the Illustrations group.

2. Navigate to your desired Picture folder.

3. Select a photo.

4. Click on the Insert button.

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 B. Online Pictures

Within Microsoft Office there are numerous online pictures (clip art and stock
photographs) to illustrate a specific topic. From the Insert ribbon, add a graphic to
your document:

1. Click on the Online Pictures button, from the Illustration group.

2. The Insert Picture window will appear.

3. In the Search box, type your desire graphic topic, and

then press the Enter key.

4. Select your desired Picture, and then click on the

Insert button.

B. Shapes

The Shapes option allows you to insert a variety of shapes on to your document,
such as rectangles, circles, arrows, lines, flowchart symbols, and callouts. From
the Insert ribbon, add a shape to your document from the multiple selections:

1. Click on the Shapes button, from the Illustration group.

2. The Shape panel will appear, select your desired shape.

3. The mouse pointer will change into a plus  sign.

4. Hold the left mouse button down, and while dragging your
desired shape will appear.

Note: Continuing to drag the mouse will enlarge the shape.

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 C. SmartArt

SmartArt allows you to change graphic images into visual communication

information including graphical lists, process diagrams, organizational charts, etc.
From the Insert ribbon, incorporate SmartArt onto your document:

1. Click on the SmartArt button, from the

Illustration group.

2. The SmartArt panel will appear.

3. Select your desired graphic image, and then

click on the OK button.

Note: Depending on your selection, text and/or photos can be added.

D. Chart

To illustrate and compare data you can utilize the chart option. This is like the
Excel chart feature. From the Insert ribbon, add a chart onto your document:

1. Click on the Chart button, from the Illustration group.

2. The Chart panel will appear.

3. Select your desired chart type, and then click on the

OK button.

4. Your selected chart type will appear next to a

spreadsheet.

5. Enter your desired data onto the spreadsheet and the chart will reflect your
data.

6. On the spreadsheet window, click on the Close window button, and then your
chart will appear on your document.

XXVI. Track Changes Quick Reference

Track Changes is a tool that is utilized in Microsoft Word 2019 for electronically
reviewing and marking up a document. A document can be reviewed and edited by a

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group of readers and the author of the document has final control over which changes to
accept or reject. The instructions in this section are a quick reference that will help you
use Track Changes.

A. Turning on Track Changes

This will mark changes in the current document and keep track of each
change by reviewer name.

1. Click on the Review tab.

2. In the Tracking group, click on the Track Changes button.

3. Now the document can be edited with Track Changes. Click on the Track
Changes button a second time to turn it off.

Example:

B. Apply comments to Track Changes.

1. Select the Track Change text to which you want to apply a comment.

2. Click on the Review tab. In the Comments group, click on the New
Comment button.

3. The text you select will be highlighted and a comment box will display on the
right side of the document.

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 4. Type your comments in the Comment box. Click anywhere in the document
to deselect the comment area.

XXVII. Additional Quick References

A. Cover Page

Microsoft Word enables you to insert a variety of predesigned cover pages into
your document automatically.

1. Click on the Insert tab, and then go to the Pages group.

2. Click on the Cover Page button.
3. The Built-In window will appear with predesign cover pages.
4. Select a cover page of your choice.
5. On the Pages group you can insert a Blank Page or Page Break as well.

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 B. Working with an Image

Images that appear on your document can be moved, resized, rotated, modified,
or deleted. To change an image, click once on the image to select it. The
following items will appear on the image: circle handles on each of the four
corners, box handles on each of the four sides, and a green dot handle on the
top of the graphic.

1. Move an image to another location on the document. Select the image and
place the mouse pointer on the image. When the pointer changes to a double
arrow cross, left-click the image and drag it to a new location on the document.

2. Resize an image to make it smaller or larger. Select the image and place the
mouse pointer on one of the sizing handles (circles/boxes). When the pointer
changes to a double-sided directional arrow, left-click the image and drag it
until the desired size is achieved. Use a corner circle handle for the best results
in resizing an image.

3. Rotate an image to a different angle. Select the image and place the mouse
pointer on the curved arrow handle. When the pointer changes
to a curved arrow, left-click the image and drag it in the direction you want to
rotate the image.

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 4. Modify an image by changing its color scheme, style, location, and cropping.
Select the image and then the Picture Tools ribbon will appear. Click on the
Format tab and your image can be modified by clicking on the appropriate
button within the Adjust, Picture Styles, Arrange, and Size groups.

Note: Before moving an image, you can change the way text wraps around
the image. Select the image, click on the Format tab on the Picture Tools
ribbon, and then click on Wrap Text button to select your wrapping option.

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