CALIFORNIA STATE UNIVERSITY, LOS ANGELES

INFORMATION TECHNOLOGY SERVICES

Microsoft Word 2013

Part 1: Introduction to Word
Summer 2014, Version 1.0

Table of Contents
Introduction ....................................................................................................................................3
Starting Word.................................................................................................................................3
Overview of the User Interface .....................................................................................................3
Ribbon .........................................................................................................................................5
Quick Access Toolbar .................................................................................................................6
Mini Toolbar ...............................................................................................................................6
Shortcut Menus ...........................................................................................................................6
Navigation Pane ..........................................................................................................................7
Backstage View...........................................................................................................................8
Creating Documents ......................................................................................................................8
Saving Documents ..........................................................................................................................9
Closing Documents.......................................................................................................................11
Opening Documents .....................................................................................................................11
Editing Documents .......................................................................................................................13
Selecting Text............................................................................................................................13
Deleting Text.............................................................................................................................13
Moving and Copying Text ........................................................................................................13
Undoing and Redoing Changes .................................................................................................14
Formatting Documents ................................................................................................................14
Formatting Text.........................................................................................................................14
Changing the Font and Font Size .........................................................................................15
Changing the Font Color and Highlighting Text .................................................................15
Applying Font Styles and Effects .........................................................................................16
Clearing Formatting .............................................................................................................17
Copying Formatting .............................................................................................................17
Formatting Paragraphs ..............................................................................................................17
Changing Paragraph Alignment ...........................................................................................17
Changing Line and Paragraph Spacing ................................................................................18
Changing Paragraph Indentation ..........................................................................................19
Setting Tab Stops .................................................................................................................19
Adding Borders and Shading ...............................................................................................20

For additional handouts, visit http://www.calstatela.edu/handouts.

For video tutorials, visit http://www.youtube.com/mycsula.
 Creating Bulleted and Numbered Lists ................................................................................21
Applying Styles .........................................................................................................................23
Formatting Headings ............................................................................................................24
Previewing and Printing Documents ..........................................................................................25
Getting Help .................................................................................................................................26
Exiting Word ................................................................................................................................27

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Introduction
Microsoft Word 2013 is a word-processing program that is used to create professional-looking
documents such as reports, resumes, letters, memos, and newsletters. It includes many powerful
tools that can be used to easily create and edit documents, and collaborate with others. This
handout provides an overview of the Word 2013 user interface and covers how to perform basic
tasks such as starting and exiting the program; creating, saving, opening, closing, editing,
formatting, and printing documents; applying styles; and getting help.

Starting Word
You can start Word 2013 from the Start menu (in Windows 7) or by double-clicking an existing
Word file. When you start the program without opening a specific file, the Start screen appears,
prompting you to open an existing document or create a new document.

To start Word 2013 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office 2013, and then click
Word 2013. The Start screen appears (see Figure 1).
2. In the right pane, click Blank document. A new, blank document opens in the program
window.

Figure 1 – Word 2013 Start Screen

Overview of the User Interface

All the Microsoft Office 2013 programs share a common user interface so you can apply basic
techniques that you learn in one program to other programs. The Word 2013 program window is
easy to navigate and simple to use (see Figure 2 and Table 1).

Microsoft Word 2013 Part 1: Introduction to Word 3

 Figure 2 – Word 2013 Program Window

Table 1 – Word 2013 Program Window Elements

Name Description
Title bar Appears at the top of the program window and displays the name of the
document and the program. The buttons on the right side of the Title bar are
used to get help; change the display of the Ribbon; and minimize, restore,
maximize, and close the program window.
Quick Access Appears on the left side of the Title bar and contains frequently used
toolbar commands that are independent of the tab displayed on the Ribbon.
Ribbon Extends across the top of the program window, directly below the Title bar,
and consists of a set of tabs, each of which contains groups of related
commands.
Navigation pane Appears on the left side of the program window and enables you to navigate
long documents, search for specific text, and reorganize content.
Document Appears below the Ribbon and displays the contents of the document.
window
Cursor A blinking vertical line that indicates where text or objects will be inserted.
Scroll bars Appear along the right side and bottom of the document window and enable
you to scroll through the document.
Status bar Appears at the bottom of the program window and displays information
about the document (number of pages, number of words, etc.). The tools on
the right side of the Status bar can be used to display the document in a
variety of views and to change the zoom level.

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Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
It consists of a set of task-specific tabs (see Figure 3 and Table 2). The standard tabs are visible
at all times. Other tabs, known as contextual tabs, appear only when you create or select certain
types of objects (such as images or tables). These tabs are indicated by colored headers and
contain commands that are specific to working with the selected object. Clicking a tab displays a
set of related commands that are organized into logical groups. Commands generally take the
form of buttons and lists; some appear in galleries. Pointing to an option in most lists or galleries
displays a live preview of that effect on the selected text or object. You can apply the previewed
formatting by clicking the selected option, or you can cancel previewing without making any
changes by pressing the Esc key. Some commands include an integrated or separate arrow.
Clicking the arrow displays a menu of options available for the command. If a command on the
Ribbon appears dimmed, it is unavailable. Pointing to a command on the Ribbon displays its
name, description, and keyboard shortcut (if it has one) in a ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the Ribbon (see
Figure 3). Clicking it opens a related dialog box or task pane that offers additional options or
more precise control than the commands available on the Ribbon.

You can collapse the Ribbon by clicking the Collapse the Ribbon button on the right side
of the Ribbon (see Figure 3) or by double-clicking the current tab. When the Ribbon is collapsed,
only the tab names are visible. You can expand the Ribbon by double-clicking any tab.

Figure 3 – Ribbon

Table 2 – Ribbon Tabs

Name Description
File Displays the Backstage view which contains commands related to managing files
and customizing the program.
Home Contains the most frequently used commands. The Home tab is active by default.
Insert Contains commands related to all the items that you can insert into a document.
Design Contains commands related to changing the overall appearance of a document.
Page Layout Contains commands related to changing the layout of a document.
References Contains commands related to reference information you can add to a document.
Mailings Contains commands related to creating mass mailings.
Review Contains commands related to proofreading a document, adding comments,
tracking and resolving document changes, and protecting a document.
View Contains commands related to changing the view and other aspects of the display.

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