MICROSOFT WORD

Basics of MS Word

What is Microsoft Word?

Microsoft Word is the word processing software
-It is used to create a variety of documents such
as letters, memos, reports and more.
-There are various versions of MS Word, but in
this class we will focus on MS Word 2007
 Starting MS Word 2007
To start MS Word
1. Click on Start button
2. Select All programs
3. Click on Microsoft office
4. Select Microsoft office word 2007
Starting MS Word 2007
Parts and Functions of Word Window
 Function of each part
Title Bar

The title bar shows the name of the

document on screen. When a new doc-
ument is started, Word 2007 gives it a
generic name like ‘Document 1’ and this
is displayed on the title bar. When you
save the document with a name, the
generic name on the title bar is re-
placed by the given name.
 Function of each part
Quick Access Toolbar

Located in the top left corner of the Word

2007 window, the Quick Access Toolbar
contains some of the most frequently
used commands like Save, Undo, Redo
 Function of each part
Window Controls
These are a set of three buttons in the top
right corner of the program window.
1. The right button, displaying an x, is the
Close button . On clicking, this but-
ton closes the Word window.
2. The left button is the Minimize/restore
button which minimizes the program
window to the taskbar.
3. The middle button is the Maximize but-
ton, which maximizes the Word 2007
window
 Function of each part
Ribbon

Ribbon displays various commands in a

series of icons
 Function of each part
Office Button

Clicking 'Office' button shows a drop-

down menu showing commands for file
operations.

Help Button

Located below the Window Controls in the

top right corner of Word window, this
button brings up the Word Help window.
 Function of each part
Rulers

The ruler is used to set tabs and margins.

-There are two types of rulers

1. Horizontal Ruler
2. Vertical Ruler
 Function of each part
Status Bar

The status bar displays document infor-

mation such as the current page number
and total number of pages, word count
 Function of each part
View Buttons

These buttons allow you to use five dif-

ferent document views:
Print Layout View: This view shows the
document as it will look when it is
printed.
Full Screen Reading View: This view
shows the document on full screen to
make reading your document more com-
fortable.
 Function of each part
View Buttons

Web Layout View: Web Layout view en-

ables you to see your document as it
would appear in a browser such as Firefox
or Internet Explorer.
Outline View: Outline view displays the
document in outline form
Draft View: This is the most frequently
used view for editing your document.
 Function of each part
Zoom Tools

The Zoom slider lets you zoom out or

zoom in the current document. The
zoom range is from 10% to 500%.
 Function of each part
Vertical & Horizontal Scroll Bars

The vertical scroll bar is located at the

extreme right of the Word 2007 window
while the horizontal scroll bar is at the
bottom of the window just above the
status bar. Vertical scroll bar is always vis-
ible while the horizontal scroll bar ap-
pears only when the document width ex-
ceeds the screen width.
 Function of each part
Vertical & Horizontal Scroll Bars

The scroll bars let you scroll the docu-

ment up-down vertically or left-right
horizontally.
 Function of each part
Text Area

This is the text area where you type the

text of the document
Inserting text
To insert text:
• Move your mouse to the location where you
want text to appear in the document.
• Left-click the mouse. The insertion point
appears.
• Type the text you want to appear.
Deleting text
To delete text:
• Place your cursor next to the text you want to
delete.
• Press the Backspace key on your keyboard
to delete text to the left of the cursor.
• Press the Delete key on your keyboard to
delete text to the right of the cursor.
Selecting/Highlighting text
To select text:
• Place the insertion point next to the text you
want to select.
• Left-click your mouse. While holding it down,
drag your mouse over the text to select it.
• Release the mouse button. You have selected
the text. A highlighted box will appear over
the selected text.
Copy(Ctrl+C), Cut(Ctrl+X) and Paste(Ctrl+V)

To copy and paste text:

• Select the text you want to copy.
• Click the Copy command on the Home tab.
• Place the insertion point where you want text
to appear.
• Click the Paste command on the Home tab.
The text will appear.
Copy(Ctrl+C), Cut(Ctrl+X) and Paste(Ctrl+V)

To cut and paste text:

• Select the text you want to cut.
• Click the Cut command on the Home tab.
• Place the insertion point where you want text
to appear.
• Click the Paste command on the Home tab.
The text will appear.
Copy(Ctrl+C), Cut(Ctrl+X) and Paste(Ctrl+V)
Drag and drop Text
To drag and drop text:
• Select the text you want to drag and drop.
• Left-click your mouse, and drag the text to
the location where you want it to appear. The
cursor will have a text box underneath it to
indicate that you are moving text.

• Release the mouse button, and the text will appear.

Undo(Ctrl+Z) and Redo(Ctrl+Y)
Undo
• Undo is a command used to reverse the most
recent editing command.
Redo
• Redo is a command used to reverse the undo
command
Find text (Ctrl+F)
Microsoft Word's Find feature lets you search
through lengthy documents for a particular word
From the Home tab, click the Find button.
Alternatively, you can press Ctrl+F on your
keyboard
Find text (Ctrl+F)
Type the word that you want to find on find what
box and press enter to begin your search. If the
text is found in the document, it will be
highlighted

Click Find next if you want to continue to search

for same word
Find and Replace text (Ctrl+H)
Find and replace feature lets you search and
replace a particular word in a document
From the Home tab, click the Replace button.
Alternatively, you can press Ctrl+H on your
keyboard
Find and Replace (Ctrl+H)
Type the word that you want to find on find what
box and type the replacement text in the
Replace with box

Click replace to replace single occurrence

Click Replace All to replace every occurrence
of the selected text with the replacement text.
Error Correction
• Word automatically reviews your grammar and
spelling as you type.
• Red wavy underline shows spelling error
• Green wavy underline shows possible
grammar error.
• Blue wavy underline shows Format
inconsistency
To correct Error
 Click on the suspected mistake, Word gives
you one or more suggested corrections.
 You can choose to ignore these error
 Or you can correct the mistakes
 Or you can add the word to dictionary.
Save and Save As
Saving your work so that it's there the next time
you want to make changes.

Save (Ctrl+S)
Click the Microsoft Office button.
Select Save from the menu.
Save (Ctrl+S)
The Save As dialog box appears.

• Select the location where you want to save

the document using the drop-down menu.
• Enter a name for the document.
• Click the Save button
Save As (F12)
Save as is used when saving file under a new
name
To use the Save As command:
• Click the Microsoft Office button.
• Select Save As
• The Save As dialog box appears.
• Select the location where you want to save
the document using the drop-down menu.
• Enter a name for the document.
• Click the Save button
Text Formatting
 Text formatting is an action of changing
appearance of text. e.g. Changing size of text,
changing color of text
Font Size
Font size is the size of text in a document

To format font size:

• Select the text you want to modify.
• Left-click the drop-down arrow next to the
font size box on the Home tab. The font size
drop-down menu appears.
• Left-click the font size you want to use. The
font size will change in the document.
Formatting Font Size
Font Style
Font style is the style of your text in a document

To format font style:

• Select the text you want to modify.
• Left-click the drop-down arrow next to the
font style box on the Home tab. The font
style drop-down menu appears.
• Left-click the font style you want to use. The
font style will change in the document.
Formatting Font Style
Font Color
Font color is the color of your text in a
document

To format font color:

• Select the text you want to modify.
• Left-click the drop-down arrow next to the
font color box on the Home tab. The font
color menu appears
• Left-click the font color you want to use. The
font color will change in the document.
Formatting Font Color
Bold, Italic and Underline
Bold, Italic and Underline are tools used to
emphasize text in your document

To use the bold, italic, and underline :

• Select the text you want to modify.
• Click the bold, italic, or underline command in
the Font group on the Home tab.
Bold, Italic and Underline
Superscript and Subscript
 Superscript is a character(s) that is written
above a baseline e.g. 120g/dm3
 Subscript is a character(s) that is written
below a baseline e.g. CO2, H2O
 The shortcut keys for superscript is
Ctrl+Shift++ while that for subscript is
Ctrl+=
To create Superscript
• Select the text that you'd like to convert to
superscript.
• Then select the Home tab in the toolbar at
the top of the screen.
• Then click on the Superscript button in
the Font group
To create Subscript
• Select the text that you'd like to convert to
subscript.
• Then select the Home tab in the toolbar at
the top of the screen.
• Then click on the Subscript button in
the Font group
Changing Text Case
To change the text case:
• Select the text you want to modify.
• Click the Change Case command in the Font
group on the Home tab.
• Select one of the case options from the list.
Changing Text case
Text Alignment
Types of text alignment
 Align Text Left: Aligns all of the selected text
to the left margin
 Center: Aligns text an equal distance from the
left and right margins
 Align Text Right: Aligns all of the selected
text to the right margin
 Justify: Aligns text equally to the right and left
margins; used in many books, newsletters,
and newspapers
Changing Text Alignment
Line and Paragraph Spacing
Line Spacing
Line Spacing is used to specify the space
between one line and another in your document

To format line spacing:

• Select the text you want to format.
• Click the Line spacing command in the
Paragraph group on the Home tab.
• Select a spacing option.
To Format Line Spacing
Paragraph Spacing
Paragraph Spacing is used to specify the space
between one paragraph and another in
your document

To format paragraph spacing:

• Click the Line spacing command on the
Home tab.
• Select Add Space Before Paragraph or
Remove Space After Paragraph from the
menu.
To Format Paragraph Spacing
Creating List
• There are two types of List
 Bullet List
 Number List
Create List
To insert a new list:
• Select the text you want to format as a list.
• Click the Bullets or Numbering commands
on the Home tab.
• Left-click the bullet or numbering style you
want to use. It will appear in the document.
• Position your cursor at the end of a list item,
and press the Enter key to add an item to
the list.
Create List
Selecting Alternate List
To insert a new list:
• Select all of the text in an existing list.
• Click the Bullets or Numbering commands
on the Home tab.
• Left-click to select an alternate bullet or
numbering style.
Inserting Objects
Objects refers to collection of various graphics
that can be inserted into word documents such
as Pictures, Shapes, ClipArt and WordArt
Inserting Picture
To insert a picture:
• Place your insertion point where you want
the image to appear.
• Select the Insert tab.
• Click the Picture command in the
Illustrations group. The Insert Picture dialog
box appears.
• Select the image file on your computer
• Click Insert, and it will appear in your
document
Inserting Picture
Inserting Picture
Inserting ClipArt
To insert a ClipArt:
• Select the Insert tab.
• Click the Clip Art command in the
Illustrations group
• The clip art options appear in the task pane
on the right.
• Enter keywords in the Search for: field that
are related to the image you want to insert.
• Click on Go button
• Select the ClipArt of your choice
Inserting Shapes
To insert a shape:
• Select the Insert tab.
• Click the Shape command.
• Left-click a shape from the menu. Your cursor
is now a cross shape.
• Left-click your mouse and while holding it
down, drag your mouse until the shape is the
desired size.
• Release the mouse button.
Inserting WordArt
To insert WordArt in a document:
• Click the 'Insert' tab
• From the 'Text' group, click the WordArt'
drop-down list.
• Click the appropriate WordArt
• In the 'Text' box, enter the appropriate text.
• Select appropriate font style, font size, bold,
italic. Once you are satisfied with formatting
Click Ok
Table in MS Word
A table is a grid of cells arranged in rows and
columns
Inserting Table
To insert a table:
• Place your insertion point in the document
where you want the table to appear.
• Select the Insert tab.
• Click the Table command.
• Click the Insert Table button
• Specify the number of columns and rows you
want to create
• Click Ok
Inserting Table
Formatting Table, Text in Ms Word
To format table:
• Place the insertion point inside your table
• From the Design tab, in the Table Styles
group, click MORE button
• The Table Styles scroll box appears.
• From the Built-In section, select a style
Formatting Table
Formatting Text
As explained earlier
Performing Calculations in Table
We can use Ms Word table to perform simple
calculations such as addition, subtraction,
average, sum etc
To insert Formula
• Click inside the cell where you want to place
the formula.
• From the Layout tab, in the Data group, click
Formula. The Formula dialog box appears.
• Word automatically fills in the formula based
on the numbers in the table and the location of
the cell. If the formula is incorrect, type in the
correct formula in the Formula field.
• Click OK. The formula is inserted into the table
To insert Header or Footer
• Select the Insert tab.
• Click either the Header or Footer command.
A menu appears with a list of built-in options
you can use.
• Left-click one of the built-in options, and it will
appear in the document.
OR
• Left-click Blank to select it. The Design tab
with Header and Footer tools is active.
• Type information into the header or footer
To insert Date and Time
• With the header or footer section active, click
the Date & Time command.
• Select a date format in the dialog box that
appears.
• Click OK. The date and time now appear in
the document
To insert Date and Time

.
To insert Date and Time

.
Printing Word Document
Once you complete your document, you may
want to print it for various reasons.
To preview the document before printing
• Click the Microsoft Office button.
• Select Print Print Preview. The document
opens in Print Preview format.
• Click Print to print the document or Close
Print Preview to exit the preview format and
make changes to the document.
Print Preview
Print Preview
In Print Preview format, you can perform
many tasks, including:
 Modifying margins
 Changing page orientation
To Print
• Click the Microsoft Office button.
• Select Print Print. The Print dialog box
appears.
• Select the pages you want to print—either all
pages or a range of pages.
• Select the number of copies.
• Select a printer from the drop-down list.
• Click OK.
Printing
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