Word Processing

Shortcuts opening word crtl+n

A word processor is a program or application software that is used to creates, save, edits, formats
and prints text based documents. Documents can be saved, closed and the opened again to
continue working on them.

The term word processing is the term that describes the act of entering, editing and printing text
with a word processor.

The keyboard of a word processor is similar to that of a typewriter, but its capabilities extend far
beyond the typewriter's. For example, you don't have to press the Return or Enter key at the end
of every line - in word processing, the line "wraps around" when it reaches the margin you've
set and allows you to continue typing without stopping, you only press Enter (or Return) when
you want to start a new paragraph or insert blank lines. If you make a mistake while typing
use backspace or delete to erase it.

Examples of wordprocessing features

Corel WordPerfect and others.

Windows comes with WordPad to edit and format documents and NotePad to edit text.

Mac OS X comes with TextEdit or SimpleText in previous version. Open Office is an Open
Source office application that can be downloaded for free at openoffice.org.

Use of word processors

Used to type minutes, notes, reports, letters, memos, research papers etc

Advantages of word processors over typewritters

1. With a word processor, editing are made electronically in the document until it is exactly right
and in a fraction of a second.
2. It is faster to create a document because of the availability of facilities like formatting features
3. A feature of autocorrect ensures that the document has less typographical error (spelling
mistakes) due to autocorrect features.
4. It allows multiple copy printing
5. It enables users to store documents for future editing if need be.
6. Can insert and print coloured document, images and pictures

Terminology
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Let’s start with a little word processing terminology so that we are all working from the same
reference point.

Cursor / Insertion Point - The cursor, or Cursor Movement Keys

insertion point, is a flashing vertical bar on the
screen. This is where your text will appear when Arrow keys
you start to type. The mouse pointer will be an I-
beam on your document window and can be used Left arrow - moves cursor one space to the left.

to move the insertion point by clicking the left Ctrl + Left arrow - moves cursor one word to the left.
mouse button. Right arrow - moves cursor one space to the right.
Ctrl + Right arrow - moves cursor one word to the right.
Word-wrap/wrap around - When using a word Up arrow - moves cursor one line up.
processor we want to take advantage of word- Down arrow - moves cursor one line down.
wrap. When you reach the end of the line, the
computer will automatically go to the next line; Other Keys
this is called word-wrap. If you were trained to Home - Moves the cursor to the beginning of the current line.
use a typewriter, your most common mistake will
Ctrl + Home - Moves the cursor to the beginning of the
be hitting the carriage return key at the end of document.
every line. In word processing, we only want to End - Moves the cursor to the end of the current line.
hit the return (enter) key at the end of the Ctrl + End - Moves the cursor to the end of the document.
paragraph.
Page Up - scrolls the screen up one page.
Ctrl + Page Up - moves the cursor to the top of the screen.
Paragraph - A paragraph is defined as going
Page Down - scrolls the screen down one page.
from one enter key stroke to the next time you hit
the enter key. So, every time you hit the enter Ctrl + Page Down - moves the cursor to the bottom of the
screen.
key, you create a new paragraph.
Figure 2
Formatting - With word processing, you can
change the appearance of your text by formatting the text. There are three kinds of formatting
features:

i. Features that effect characters or only what is highlighted.

ii. Features that effect the entire page
iii. Features that effect the entire paragraph.

Highlighted or Selected - Generally speaking, whatever you have highlighted will be affected
by the formatting feature that you do, or will be deleted, or will be moved, or will be copied, etc.
Highlighted text appears with text in the background color (usually white) and the background
color as the text color (usually black). You can highlight text by clicking with the mouse
(holding down the left mouse button) and dragging the mouse cursor over the text. Oftentimes
when highlighting text in this manner, you may let go of the mouse button too early and miss a
letter or two. No problem. Simply hold the shift key down and press the arrow keys to move the
highlight in the direction that you want. In fact, you can use any of the cursor movement keys
(Figure 2) combined with holding down the shift key to highlight text. Also, if you place the
mouse pointer on the extreme left side of the document window you can then click to highlight
the entire line.

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Toggle - Many features in word processing work as a toggle, which means it is a switch that can
be turned on or off. If you decide you do not like the option you simply turn it off. Some of the
toggle options include BOLD, Underline, and Italics. These can all be turned on or off. If you
have something bold and you do not want it bold, you simply highlight the text and then click the
bold switch to turn it off.

Insert mode/over type mode - In “insert mode”, when you type, the text will automatically be
pushed forward. In “over type mode” you will type over the text, thereby deleting the text. This
is also a toggle and can be changed by pushing the Insert Key on the keyboard. To tell which
mode you are in, look at the status bar (Figure 5) of the document window. If OVR shows up on
the status bar you are in “over type mode”.

Lesson 1: Getting Familiar with Microsoft Word 2007 for

Windows
Microsoft Word is a word processing software package. You can use it to type letters, reports,
and other documents. This tutorial teaches Microsoft Word 2007 basics. Although this tutorial
was created for the computer novice, because Microsoft Word 2007 is so different from previous
versions of Microsoft Word, even experienced users may find it useful.

This lesson will introduce you to the Word window. You use this window to interact with Word.
To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your
screen looks similar to the one shown here.

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Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a
window displays depends on the size of your window, the size of your monitor, and the
resolution to which your monitor is set. Resolution determines how much information your
computer monitor can display. If you use a low resolution, less information fits on your screen,
but the size of your text and images are larger. If you use a high resolution, more information fits
on your screen, but the size of the text and images are smaller. Also, Word 2007, Windows
Vista, and Windows XP have settings that allow you to change the color and style of your
windows.

The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you
click the button, a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.

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The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document
on which you are currently working. Word names the first new document you open Document1.
As you open additional new documents, Word names them sequentially. When you save your
document, you assign the document a new name.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher in the
bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional
commands via a dialog box.

The Ruler

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not visible,
follow the steps listed here:

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 1. Click the View tab to choose it.
2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the
Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the text area.
The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. As you type, your text displays at the cursor location. The horizontal line next to
the cursor marks the end of the document.

The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the
right side of the screen. The horizontal scroll bar is located just above the status bar. To move up
and down your document, click and drag the vertical scroll bar up and down. To move back and

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forth across your document, click and drag the horizontal scroll bar back and forth. You won't
see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the
current page and the number of words in your document. You can change what displays on the
Status bar by right-clicking on the Status bar and selecting the options you want from the
Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it.
A check mark next to an item means it is selected.

Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.

Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your
document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser such
as Internet Explorer.
Print Layout

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 The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more
comfortable.
Outline View
Outline view displays the document in outline form. You can display headings without
the text. If you move a heading, the accompanying text moves with it.

You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft
view:

1. Click the View tab.

2. Click Draft in the Document Views group. When the Draft option is selected it appears in
a contrasting color.

Click

During the lessons that follow, you will be asked to "click" items and to choose tabs. When
asked to click:

1. Point to the item.

2. Press your left mouse button once.

If you are asked to double-click an item:

1. Point to the item.

2. Quickly press your left mouse button twice.

If you are asked to right-click:

1. Point to the item.

2. Press your right mouse button.

If you are asked to choose a tab, click the tab.

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Understanding Nonprinting Characters

Certain characters, called nonprinting caharacters, do not print and will not appear in your
printed document but do affect your document layout. You can elect to see these characters on
the screen as you type or you can elect to have them remain invisible. For these lessons, opt to
see them onscreen. This table describes most of them:

Character Denotes
A tab

. A space
¶ The end of a paragraph
Hidden text

To view nonprinting characters:

1. Choose the Home tab.

2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears
in a contrasting color, when it is selected.

Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three paragraphs.
You can use these paragraphs to practice what you learn. Throughout these lessons, you will be
asked to select text. The following exercise teaches you how to create data and how to select
data. You can select by using the arrow keys or by clicking and dragging. When using the arrow
keys, use the up arrow to move up, the down arrow to move down, the left arrow to move left,
and the right arrow to move right. When using the mouse, press the left mouse button and then
drag in the direction you want to move.

EXERCISE 1

Create Sample Data

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 1. Type =rand().
2. Press Enter. Three paragraphs appear in your document.

Select with the Shift and Arrow Keys

1. Place your cursor before the word "On" in the first paragraph.
2. Press and hold down the Shift key, which serves as an "anchor" showing where text you
wish to select begins or ends.
3. Press the right arrow key until the first line of text is highlighted.
4. Press the down arrow key until the first paragraph is highlighted.
5. Click anywhere outside the highlighted area to remove the highlighting.

Select with the Mouse

1. Place your cursor before the word "You" in the second paragraph.
2. Press and hold down the left mouse button.
3. Drag the mouse until you have highlighted the second paragraph.
4. Click anywhere outside the highlighted area to remove the highlighting.

Place the Cursor

During the lessons, you will often be asked to place the cursor at a specific location (the insertion
point) on the screen. You place the cursor by moving the cursor to the specified location and
pressing the left mouse button or by using the arrow keys to move to the specified location.

EXERCISE 2

The Arrow Keys

1. Use the down arrow key to move down your document.

2. Use the right arrow key to move to the right.
3. Use the up arrow key to move up.
4. Use the left arrow key to move to the left.

Cursor

1. Move around you document by using you mouse and clicking in a variety of location.
2. Click in a location and type. Note what happens.

Execute Commands with Keyboard Shortcuts

There are many methods you can use to accomplish tasks when using Word. Generally, you
choose an option by clicking the option on the Ribbon. However, you can also use shortcut keys.
A key name followed by a plus and a letter means to hold down the key while pressing the letter.
For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A shorthand
notation of the above would read as follows:

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Press Ctrl+b

Typists who are slowed down by using a mouse usually prefer using keys.

Start a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To start
a new paragraph, press the Enter key.

Exit Word

You have completed Lesson One. Typically, you save your work before exiting.

EXERCISE 3

Close and Save—Windows Vista

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which you can find in the bottom-right corner.

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 3. You are prompted: "Do you want to save changes to Document1?" To save your changes,
click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.

4. Move to the correct folder.

5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.

Close and Save—Windows XP

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which is in the bottom-right corner.
3. You will be prompted: "Do you want to save changes to Document1?" To save your
changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box
appears.
4. Specify the correct folder in the Save In box.
5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.

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Lesson 2: Microsoft Word 2007 Basic Features (editing
features of a document)
Lesson 1 familiarized you with the the Microsoft Word window. You are now ready to learn how
to create a Word document. This lesson covers typing, using the Backspace key, using the Delete
key, inserting text, bolding, underlining, and italicizing. To begin, open Microsoft Word.

Type, Backspace, and Delete

In Microsoft Word, you create documents by typing them. For example, if you want to create a
report, you open Microsoft Word and then begin typing. You do not have to do anything when
your text reaches the end of a line and you want to move to a new line—Microsoft Word
automatically moves your text to a new line. If you want to start a new paragraph, press Enter.
Microsoft word creates a blank line to indicate the start of a new paragraph. To capitalize, hold
down the Shift key while typing the letter you want to capitalize. If you make a mistake, you can
delete what you typed and then type your correction.

You can use the Backspace key to delete. Each time you press the Backspace key, Microsoft
Word deletes the character that precedes the insertion point. The insertion point is the point at
which your mouse pointer is located. You can also delete text by using the Delete key. First, you
select the text you want to delete; then you press the Delete key.

EXERCISE 1

Type and Backspace

1. Type the following sentence:

Joe has a very large house.
2. Delete the word "house." Using either the arrow keys or the mouse, place the cursor
between the period and the "e" in "house."
3. Press the Backspace key until the word "house" is deleted.
4. Type boat. The sentence should now read:
"Joe has a very large boat."

Delete

Delete the word "very" from the sentence you just typed.

1. Select the word "very." You can place the cursor before the "v" in the word "very," press
and hold down the Shift key, and then press the right arrow key until the word "very" is
highlighted.
2. Press the Delete key. The sentence should now read:
"Joe has a large boat."

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Insert and Overtype

While creating your document, you may find you need to insert text—place new text between
existing text. Suppose, you type the sentence, "Joe has a large boat." After typing it, you decide
you want to change the sentence to "Joe has a large blue boat." With Microsoft Word, inserting
a word, phrase, or even several paragraphs is easy.

Alternatively, you may want to overtype text—replace old text with new text. For example,
suppose you type the sentence, "Joe has a large blue boat." After typing it, you decide you want
to change the sentence to "Joe has a large gray boat." With Microsoft Word, overtyping the
word blue with the word gray is also easy. Before you attempt to insert or overtype, you should
check the mode you are in—Insert or Overtype. You right-click the Status bar and then use the
Customize Status Bar menu to place the Insert/Overtype button on the Status bar. You can then
use the Insert/Overtype button to switch between Insert and Overtype mode. When you are in
Insert mode, you can insert text. When you are in Overtype mode, you can overtype text. By
default, Microsoft Word is in the Insert mode.

EXERCISE 2

Placing the Insert/Overtype button on the Status bar

1. Right-click the Status bar. The Customize Status Bar menu appears.
2. Click Overtype. The Insert/Overtype button appears on the Status bar.
3. If the word Insert appears on the Status bar, you are in Insert mode.
4. If the word Overtype appears on the Status bar, click the word Overtype and it will
change to Insert, thereby changing Word to Insert mode.

Insert

Make sure you are in Insert mode before proceeding. You are going to insert the word "blue"
between the words "large" and "boat."

1. Place the cursor after the space between the words "large" and "boat."
2. Type the word blue.
3. Press the spacebar to add a space.
4. The sentence should now read:
"Joe has a large blue boat."

Overtype

You can type over the current text (replace the current text with new text) in the Overtype mode.
Do the following to change to the Overtype mode.

 Click "Insert" on the Status bar. The word Insert changes to Overtype.

Change the word "blue" to "gray."

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 1. Place the cursor before the letter "b" in "blue."
2. Type the word gray.
3. The sentence should now read:
"Joe has a large gray boat."

Note: You can overtype text without changing to Overtype mode by selecting the text you want
to overtype and then typing.

Editing a Document
Once you have created a Word document and typed some text, you may want to edit your work
by adding, moving, or deleting text. This document covers the basic editing functions of
selecting, moving, and deleting text as well as shows you how to use the Undo and Redo
commands.

 Editing Basics
 Selecting Text
 Making Multiple Selections
 Using Drag and Drop
 Deleting Text

Editing Basics
Insertion Point and Pointers

The blinking vertical line located in the window is the insertion point. As you type, keyed text
will appear to the left of the insertion point.

If you move the mouse, it is the pointer that moves on screen. The pointer can appear in several
ways. Four of the most common are discussed here.

Pointe
Description
r
When the pointer moves over the page, it looks like an I-beam. When you click
the mouse button, the insertion point is placed to the left of the I-beam pointer
When the pointer moves over specific formatting areas, the following icons
appear under the insertion point: align left, align right, center, left indent, left
text wrap, and right text wrap. The text you type in that formatting area will
appear in the format that corresponds to the icon
When the pointer moves over the Ribbon, it takes the shape of an arrow
pointing up and to the left. Clicking the mouse button once over a command tab
or command tab option will select that option

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 When the pointer moves past the left margin of the text on the page, it takes the
shape of an arrow pointing up and to the right. Clicking the mouse button at this
point will select that line of text. To select the entire paragraph, double click

Typing Features

As you start on your document, you should be aware of some typing features in Word.

Word Wrap
Text is wrapped at the end of each line and continues on the next line; you do not have to press
[Enter] or [Return]
NOTE: This feature will not split up individual words that appear on the end of each line. Instead
it will move the entire word to the next line.

Delete Character
Windows: The [Backspace] key moves the insertion point to the left one space at a time,
eliminating text or space. The [Delete] key eliminates text or space to the right of the insertion
point and keeps the insertion point stationary.
Macintosh: The [delete] key moves the insertion point to the left one space at a time, eliminating
text or space. The [del] key eliminates text or space to the right of the insertion point and keeps
the insertion point stationary.

Arrow Keys
The arrow keys move the insertion point up or down one line at a time and left or right one space
at a time. The arrow keys do not delete; they allow you to position the insertion point exactly
where you want it. This is especially helpful for inserting text into different parts of your
document

Using the Undo Command

If text was accidentally deleted or if there was some type of editing mistake, you may be able to
reverse the last action using the Undo command. If your last action cannot be reversed, the
option will read Cannot Undo.

Using the Undo Command: Keyboard Option

1. Windows: Press [Ctrl] + [Z]

Macintosh: Press [command] + [Z]
Your last action is reversed.

Using the Undo Command: Ribbon and Standard Toolbar Option

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 1. To undo your last action,
Windows: On the Quick Access Toolbar, click UNDO

Macintosh: On the Standard Toolbar, click UNDO

2. To undo multiple actions,

a. Windows: On the Quick Access Toolbar, click the to the right of the UNDO
button
Macintosh: On the Standard Toolbar, click the to the right of the UNDO button
b. Select the action(s) to undo
The selected action(s) are reversed.
HINT: To locate the desired action to undo, use the scroll bar.
WARNING: When you undo an action, you also undo all actions above it in the

list.

Using the Redo Command: Ribbon and Standard Toolbar Option

1. To redo your last action,

Windows: On the Quick Access Toolbar, click REDO

Macintosh: On the Standard Toolbar, click REDO

Selecting Text
Selecting text is a basic editing function used in Word. In most cases, text must be selected
before it can be formatted. Once your text is selected, you can format, cut, copy, or paste your
text; for more information, refer to Cutting, Copying, and Pasting Text. For example, by
selecting specific text you can change the font size of only the selected text.

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Several methods are available for selecting text. Use the option that is most convenient for you
or use the technique that best fits your task. Keyboard shortcuts can also be used to select text.
For more information, refer to Keyboard Shortcuts.

HINT: If a block of text is selected, any new text typed will replace the selected text. To restore
the original text, refer to Using the Undo Command.

Selecting Text: Lines

1. Move the insertion point to the left side of the document until it turns into an arrow
2. To select a single line of text, click the mouse button once
To select multiple lines of text, click and drag to select the desired lines
The line(s) of text is selected.

Selecting Text: Specific Areas

HINT: If the text is near the left margin, it may be easier to start by selecting the last letter of the
desired text.

1. Place the I-beam to the left of the beginning of the desired text
2. Click and hold the mouse button
3. Drag the mouse over the text to be selected
4. Release the mouse button
The text is selected.

Selecting Text: Single Words

1. Place the I-beam over the word to be selected

2. Double click the mouse button
The word is selected.

Selecting Text: Single Paragraphs

1. Place the I-beam over the paragraph to be selected

2. Triple click the mouse button
The paragraph is selected.

Selecting Text: Multiple Paragraphs

1. Place the I-beam at the beginning of the text to be selected

2. Press and hold [Shift]
3. Click at the end of the text to be selected
All text between the two points is selected.

Selecting Text: Entire Document

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 1. To select the entire text of the document,
Windows: From the Home command tab, in the Editing group, click SELECT »
select Select All
Macintosh: From the Edit menu, select Select All
OR
Windows: Press [Ctrl] + [A]
Macintosh: Press [command] + [A]
All text is selected.

To deselect text:

1. Click the mouse button anywhere outside or inside the selected text area

Making Multiple Selections

You can make multiple, non-contiguous selections of text in your document. This is helpful for
formatting multiple selections at one time.

Making Multiple Selections: Click and Drag

1. Make the initial text selection

2. To make additional selections,
Windows: Press [Ctrl] and click and drag
Macintosh: Press [command] and click and drag
3. OPTIONAL: To exclude (drop) one of your selections,
Windows: While pressing [Ctrl], click the selection you want to deselect
Macintosh: While pressing [command], click the selection you want to deselect

Making Multiple Selections: Find and Replace Dialog Box

The Muiltiple Selections feature can also aid you when you want to find and select all
occurrences of specific text without searching for all instances manually.

1. Windows: From the Home command tab, in the Find group, click FIND
Macintosh: From the Edit menu, select Find...
OR
Windows: Press [Ctrl] + [F]
Macintosh: Press [command] + [F]

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 The Find and Replace dialog box appears.

2. Select the Find tab

3. In the Find what text box, type the text to be selected
4. Windows: Click FIND IN » select the document area to be searched
Macintosh: Select Highlight all items, then click » select the document area to be
searched
5. Click FIND NEXT
OR
Click FIND ALL
6. Click CLOSE
You are returned to your document.
All occurrences of the desired text are selected.

Using Drag and Drop

Drag and Drop is another option for moving blocks of text. This option is best for moving text
short distances. Because you use the mouse, Drag and Drop text is never placed on the
Clipboard. As you are dragging the text, a gray insertion point appears. When you let go of the
mouse button, the text drops in that location.

Using Drag and Drop: Moving Text

1. Select the text to be moved

NOTE: For more information, refer to Selecting Text.
2. Click on the text and hold the mouse button
3. Drag the text to the desired location
HINT: The insertion line will indicate where the text will be dropped.
4. To drop the text, release the mouse button
The text is moved.
HINT: If you dropped the text in the wrong spot, refer to Using the Undo Command.

Using Drag and Drop: Moving Copied Text

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 1. Select the text to be copied
NOTE: For more information, refer to Selecting Text.
2. Windows: Press and hold the [Ctrl] key
Macintosh: Press and hold the [option] key
3. Click on the text and hold the mouse button
4. Drag the text to the desired location
HINT: The insertion line will indicate where the text will be dropped.
5. Windows: To drop the text, release the mouse button and the [Ctrl] key
Macintosh: To drop the text, release the mouse button and the [option] key
The text is copied to the new location.
HINT: If you copied the text to the wrong spot, refer to Using the Undo Command.

Cutting and Pasting

Cut text is removed from its original location and placed on the Clipboard. Up to 24 items can be
stored on the Clipboard. For instruction on how to use the Clipboard, see Using the Clipboard.

1. Select the text you wish to move

2. In the Home tab, from the Clipboard group, click CUT
OR
Press [Ctrl] + [X]
The text is removed from your document and placed on the Clipboard.
3. Place the insertion point where you would like to move the text to

4. In the Home tab, from the Clipboard group, click PASTE

OR
Press [Ctrl] + [V]
OR
From the Clipboard task pane, click the item you want to paste
The desired text is pasted to the selected location.

Copying and Pasting

Copied text is left unaltered in its original position and a duplicate copy of the text is placed on
the Clipboard. Up to 24 items can be temporarily saved onto the Clipboard. For instruction on
how to use the Clipboard, see Using the Clipboard.

1. Select the text you wish to copy

2. In the Home tab, from the Clipboard group, click COPY
OR
Press [Ctrl] + [C]
A text is copied to the Clipboard.
3. Place the insertion point where you would like to insert the copied text

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 4. In the Home tab, from the Clipboard group, click PASTE
OR
Press [Ctrl] + [V]
OR
From the Clipboard task pane, click the item you want to paste
The desired text is pasted to the selected location.

Using the Clipboard

Once items are cut or copied, they are automatically saved to the Clipboard. The Clipboard can
hold up to 24 items. When the 24 item threshold has been reached, the oldest item is deleted
every time a new item is added. Office 2007 programs share the same Clipboard.

Viewing the Clipboard

1. In the Home tab, from the Clipboard group, click CLIPBOARD

The Clipboard task pane appears.

Pasting Items from the Clipboard:

1. Place the insertion point where you want pasted text to appear
2. From the Clipboard task pane, click the text you want pasted
The desired text is pasted in the document where the insertion point is located

Delete Individual Items from the Clipboard:

1. Move the pointer over the item on the Clipboard that is to be deleted
2. Click the next to the item » select Delete
The item is deleted from the Clipboard.

Clearing All Items from the Clipboard:

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 1. On the Clipboard task pane, click CLEAR ALL
WARNING: All items on the Clipboard will be erased.

Deleting Text
You can delete anything from a few characters to several pages of text. You can also restore
deleted text using the Undo command.

Deleting Text: Characters

1. Place the insertion point to the right of the text to be deleted

2. Windows: Press [Backspace] as many times as needed
Macintosh: Press [delete] as many times as needed
The desired character(s) is deleted.

Deleting Text: Type Over

1. Select the text to be replaced

NOTE: For more information, refer to Selecting Text.
2. Begin typing
The selected text is deleted and replaced with what you type.

Deleting Text: A Line or Block of Text

1. Select the text to be deleted

NOTE: For more information, refer to Selecting Text.
2. Press [Backspace] or [Delete]
The selected text is deleted.

To retrieve deleted text:

1. Windows: From the Quick Access Toolbar, click UNDO

Macintosh: On the Standard Toolbar, click UNDO

Text formatting features

1. Bold, Italicize, and Underline

When creating a document, you may need to emphasize particular words or phrases by bolding,
underlining, or italicizing. Also, certain grammatical constructs require that you bold, underline,

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or italicize. You can bold, underline, and italicize when using Word. You also can combine
these features—in other words, you can bold, underline, and italicize a single piece of text.

When you need to perform a task in Microsoft Word, you can usually choose from several
methods. The exercises that follow show you how to bold, underline, or italicize using four
different methods: using the launcher, the Ribbon, the Mini-toolbar/context menu, and the
keyboard.

EXERCISE 3

Type the following exactly as shown. Remember, pressing the Enter key starts a new paragraph.
Press the Enter key at the end of each of the following lines to start a new paragraph.

Launcher: Bold Italicize Underline these words. All three Regular

Ribbon: Bold Italicize Underline these words. All three Regular

Mini Toolbar: Bold Italicize Regular

Keys: Bold Italicize Underline these words. All three Regular

Your screen should look similar to the one shown here.

Bold with the Dialog Box Launcher

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1. On the line that begins with Launcher, select the word "Bold." You can place the cursor
before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until
the entire word is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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 4. Click Bold in the Font Style box.
Note: You can see the effect of your action in the Preview window. To remove the bold,
click Regular.
5. Click OK to close the dialog box.
6. Click anywhere in the text area to remove the highlighting. You have bolded the word
bold.

Alternate Method—Bold with the Ribbon

1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor
before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until
the entire word is highlighted.
2. Choose the Home tab.
3. Click the Bold button in the Font group. You have bolded the word bold.
Note: To remove the bold, you can select the text and then click the Bold button
again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method - Bold with the Mini Toolbar

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 1. On the line that begins with "Mini Toolbar," select the word "Bold." You can place the
cursor before the letter "B" in "Bold."Press the Shift key; then press the right arrow key
until the entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Bold button . You have bolded the word bold.

Alternate Method—Bold with Keys

1. On the line that begins with "Keys," select the word "Bold." You can place the cursor
before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until
the entire word is highlighted.
2. Press Ctrl+b (hold down the Ctrl key while pressing b).
Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by
pressing Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.

Italicize with the Dialog Box Launcher

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1. On the line that begins with Launcher, select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow
key until the entire word is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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 4. Click Italic in the Font Style box.
Note: You can see the effect of your selection in the Preview window. To remove the
italics, click Regular in the Font Style box.
5. Click OK to close the Font dialog box.
6. Click anywhere in the text area to remove the highlighting. You have italicized the word
Italicize.

Alternate Method—Italicize with the Ribbon

1. On the line that begins with "Ribbon," select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow
key until the entire word is highlighted.
2. Choose the Home tab.
3. Click the Italic button on the Ribbon. You have italicized the word Italicize.
Note: To remove the italics, select the text and click the Italicize button again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Italicize with the Mini Toolbar

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 1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place
the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow
key until the entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Italic button . You have italicized the word Italicize.

Alternate Method—Italicize with Keys

1. On the line that begins with "Keys," select the word "Italicize." You can place the cursor
before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until
the entire word is highlighted.
2. Press Ctrl+i (hold down the Ctrl key while pressing i).
Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing
Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.You have italicized the word
Italicize.

Underline with the Dialog Box Launcher

You can underline when using Word. Word provides you with many types of underlines from
which to choose.The following are some of the underlines that are available if you use the dialog
box launcher:

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The following illustrates underlining with the dialog box launcher:

1. On the line that begins with "Launcher," select the words "Underline these words."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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 4. In the Underline Style box, click the down arrow to open the pull-down menu.
5. Click the type of underline you wish to use.
Note: To remove an underline, you select None from the pull-down menu.
6. Click OK to close the dialog box. The underline you selected appears under the words.
7. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with the Ribbon

1. On the line that begins with "Ribbon," select the words "Underline these words."

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 2. Choose the Home tab.
3. Click the Underline button in the Font group . Alternatively, you can press the down
arrow next to the underline button and click to choose the type of underline you
want.
Note: To remove the underlining, click the Underline button again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with Keys

1. On the line that begins with "Keys," select the words "Underline these words."
2. Press Ctrl+u (hold down the Ctrl key while pressing u).
Note: To remove the underlining, press Ctrl+u again.
3. Click anywhere in the text area to remove the highlighting.

All Three with the Dialog Box Launcher

1. On the line that begins with "Launcher," select the words "All three."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.
4. In the Font Style box, click Bold Italic.
Note: You can see the effect of your selection in the preview window. To turn off the
Bold Italic, click Regular.
5. In the Underline box, click to open the pull-down menu. Click the type of underline you
want to use.
Note: To remove an underline, select None from the pull-down menu.
6. Click OK to close the dialog box.
7. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with the Ribbon

1. On the line that begins with "Ribbon," select the words "All three."
2. Choose the Home tab.
3. Click the Bold button in the Font group.
4. Click the Italic button in the Font group.
5. Click the Underline button in the Font group.
6. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with Keys

1. On the line that begins with "Keys," select the words "All three."
2. Press Ctrl+b (bold).
3. Press Ctrl+i (italicize).
4. Press Ctrl+u (underline).
Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar.
5. Click anywhere in the text area to remove the highlighting.
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Save a File and Close Word

You must save your documents if you wish to recall them later. You can use the Save option on
the Microsoft Office menu, to save a document. You can also save a document by typing Ctrl+s.
The first time you save a document, the Save As dialog box appears. Use the Save As dialog
box to locate the folder in which you want to save your document and to give your document a
name. After you have saved your document at least once, you can save any changes you make to
your document simply by clicking the Save after you click the Microsoft Office button.

The following exercise shows you how to save the file you just created and close Word. You will
name your file Lesson Two.

EXERCISE 4

Save a File—Windows Vista:

1. Click the Microsoft Office button. A menu appears.

2. Click Save. The Save As dialog box appears, if you are saving your document for the first
time.

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 3. Use the Address bar to locate the folder in which you want to save your file.
4. Name your file by typing Lesson Two.docx in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

Save a File—Windows XP

1. Click the Microsoft Office button. A menu appears.

2. Click Save. The Save As dialog box appears if you are saving your document for the first
time.
3. Specify the correct folder in the Save In box.
4. Name your document by typing Lesson Two in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

Every time you save your document, you overwrite the previous version of your document. For
example, you create a document and save it. Later you delete several passages from the
document and then save your changes. The passages from the first draft of the document no
longer exist. If you want to save both the original draft of your document and the revised

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document, you must save the second draft of the document using a different name. To save the
document using a different name, click the Microsoft Office button. A menu appears. Click Save
As. The Save As dialog box appears. Use the File Name box to give your document a new name.

2.Drop cap- is a large dropped initial capital letter in a word or sentence

i. Highlight the letter of the paragraph

ii. Select Click insert bar

iii. Then drop cap

iv. Chooce the drop cap of your choice

3. superscript or subscript

1. Select the text that you want to format as superscript or subscript.

2. Do one of the following:

 On the Home tab, in the Font group, click Superscript. Or press CTRL+SHIFT+=.

 On the Home tab, in the Font group, click Subscript. Or press CTRL+=.

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Change the capitalization of text
In Word 2007 and PowerPoint 2007, you can change the capitalization of words, sentences, or
paragraphs by doing the following:

1. Select the text that you want to change the case of.
2. On the Home tab, in the Font group, click Change Case (as shown in the diagram
below), and then click the capitalization option that you want.

 To capitalize the first letter of a sentence and leave all other letters as lowercase,
click Sentence case.
 To exclude capital letters from your text, click lowercase.
 To capitalize all of the letters, click UPPERCASE.
 To capitalize the first letter of each word and leave the other letters lowercase,
click Capitalize Each Word.
 To shift between two case views (for example, to shift between Capitalize Each
Word and the opposite, cAPITALIZE eACH wORD), click tOGGLE cASE.
 To apply the small capital (Small Caps) letter formatting to your text, see the note
and diagram below.

Notes

 To change case by using a keyboard shortcut, press SHIFT+F3 until the style you want
— title case, all caps, or lowercase — is selected.
 To apply the small capital (Small Caps) letter formatting to your text, select the text, and
then on the Home tab, in the Font group, click the arrow in the lower right corner. In the
Font dialog box, under Effects, select the Small Caps check box. See the diagram below
for details.

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The Font group
The arrow in the lower right corner of the Font group
The Small Caps check box

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