Microsoft Word 2013 Level 1 - University of ReginaVI. Keyboard Shortcuts Another way to enter commands in Word is through shortcut keys. There are hundreds of shortcuts in Word. This

Microsoft

Word 2013 Level 1

Table of Contents

Chapter 1 Getting Started .................................................................................... 5

A. Opening Microsoft Word ............................................................. 5 B. Interface Overview ...................................................................... 6 C. The Interface ................................................................................ 7

I. The Office Menu ............................................................. 7 II. Status Bar ........................................................................ 8 III. Mini Toolbar .................................................................... 8 IV. Dialogue Boxes ................................................................ 8 V. Right-Click Menus ........................................................... 8 VI. Keyboard Shortcuts ........................................................ 9 VII. The Quick Access Toolbar ............................................... 9

Chapter 2 About Ribbons and Chunks ............................................................... 10

A. Ribbons and Chunks ................................................................... 10 I. Ribbons ......................................................................... 10 II. Chunks .......................................................................... 10 III. Minimizing the Ribbon .................................................. 10

B. The Home Ribbon ...................................................................... 11 I. Clipboard Commands ................................................... 11 II. Font Commands ............................................................ 11 III. Paragraph Commands .................................................. 11 IV. Styles Commands .......................................................... 11 V. Editing Commands ........................................................ 11

C. The Insert Ribbon ....................................................................... 12 I. Pages Commands .......................................................... 12 II. Tables Commands ......................................................... 12 III. Illustration Commands.................................................. 12 IV. Link Commands ............................................................. 12 V. Header and Footer Commands ..................................... 12 VI. Text Commands ............................................................ 12 VII. Symbols Commands ...................................................... 12

D. The Design Ribbon ..................................................................... 12 E. The Page Layout Ribbon ............................................................ 13 F. The References Ribbon .............................................................. 13 G. The Mailings Ribbon .................................................................. 13 H. The Review Ribbon .................................................................... 13 I. The View Ribbon ........................................................................ 13

Chapter 3 Editing ................................................................................................ 14

A. Creating a Document ................................................................. 14 I. Opening an Existing Document ..................................... 14 II. Scrolling/Moving within a Document ........................... 15 III. Deleting Text ................................................................. 15 IV. Undo ............................................................................. 15 V. Selecting Text ................................................................ 15

B. Moving Text ............................................................................... 16

I. Cutting, Copying and Pasting Text ................................ 16 II. Using the Office Clipboard ............................................ 16 III. Dragging and Dropping Text ......................................... 17 IV. Finding Text ................................................................... 17 V. Replacing Text ............................................................... 17

C. Fonts on the Home Ribbon ........................................................ 18 I. Choosing a Font Type .................................................... 18 II. Changing Font Size ........................................................ 18 III. Applying Font Colour .................................................... 18 IV. Applying Highlighting .................................................... 18 V. Bold and Italics .............................................................. 19 VI. Underlining ................................................................... 19 VII. Case ............................................................................... 19

D. Using Tabs .................................................................................. 19 I. Types of Tabs ................................................................ 19 II. Using Tabs ..................................................................... 19 III. Setting Tabs .................................................................. 20 IV. Moving or Removing Tabs ............................................ 20

E. Paragraph Options ..................................................................... 20 I. Alignments .................................................................... 20 II. Indenting Using the Ruler ............................................. 21 III. Indenting Using the Home Ribbon................................ 21 IV. Changing Paragraph Spacing ........................................ 21 V. Adding Borders or Shading Using the Home Ribbon .... 21

Chapter 4 Working with Files ............................................................................. 22

A. Saving Files ................................................................................. 22 I. Using File Formats......................................................... 22 II. Exporting to PDF ........................................................... 23 III. Using AutoRecover ....................................................... 24

B. Using Page Setup (Page Layout Tab).......................................... 25 I. Using the Page Setup Chunk ......................................... 25 II. Setting Margins ............................................................. 25 III. Changing Page Orientation ........................................... 25 IV. Setting Paper Size ......................................................... 26

C. Using Print Preview .................................................................... 26 I. Opening Print Preview .................................................. 26

University of Regina Word Level 1 • 2018 P a g e | 5

Chapter 1 Getting Started

A. Opening Microsoft Word

When Microsoft Word is opened for the first time this screen will be presented:

Click Blank Document to create a blank document. Templates and previous documents can also be chosen from this page.

6 | P a g e Word Level 1 • 2018 University of Regina

B. Interface Overview

1. Office Menu: When File is clicked in the top left corner, a range of commands relating to the document appear.

2. Quick Access Toolbar: Frequently used commands can be

added to this toolbar 3. Title Bar: This bar displays the name of the current document

and the program being used. 4. Window Controls: These are the standard buttons to

minimize, maximize, or close the window. 5. Ribbon Tabs: Each tab contains a different set of options. 6. Chunks: Each ribbon is divided into various parts called “Chunks.” 7. Rulers: Used to help line up text and objects. There are vertical and horizontal rulers. If the

rulers are not visible, use the “View” ribbon to enable them. 8. Editing Window: This is where the document is created. 9. Status Bar: This shows basic info and has commands for word count, spell check and view

controls.


C. The Interface

I. The Office Menu

To open the Office menu, click File on the top left side of the screen. The Office Menu contains options to view information on the current document, begin, open, save, print, share, export, and close a document as well as view account and Word settings.

Info – View information about the document.

New – Allows for the creation of a new document that is either blank or from a template.

Open – Open a Word document.

Save – Save the current file.

Save As – Open the Save As dialogue where the location for the file is chosen. Can also change the file type the document will be saved as.

Print – Print the document.

Share – Share the document with other people or a program.

Export – Export the document as a different file type.

Close – Close the current document.

Account – Change account settings.

Options – Change Word settings.


II. Status Bar The status bar is the informational bar at the bottom of the screen.

Page Count – Shows the current page number from the total.

Word Count – Shows how many words are in the current document. Click the icon to get more detailed information.

Proofing Tools – This icon indicates whether or not there are spelling mistakes in the document. Click the icon to get more details.

Layout – Change how the document is viewed.

Zoom Slider – Use this to adjust the zoom level of the document.

III. Mini Toolbar If text or an object is selected a mini toolbar may appear above the cursor. The toolbar contains the popular formatting commands.

IV. Dialogue Boxes Some features of Word are accessed through dialogue boxes. They can be accessed by clicking the icon in the bottom right of any of the chunks where it is available.

V. Right-Click Menus When right-clicking, a menu will appear depending where the right-click was performed.


VI. Keyboard Shortcuts Another way to enter commands in Word is through shortcut keys. There are hundreds of shortcuts in Word. This is a short list of common ones:

Open a new Document

Ctrl + N Align Text to Center Ctrl + E

Save a file Ctrl + S Align Text to Left Ctrl + L

Open a file Ctrl + O Align Text to Right Ctrl + R

Print a document Ctrl + P Justify Text Ctrl + J

Close Word Alt + F4 Increase Font Size Ctrl + Shift + .

Find Text Ctrl + F Decrease Font Size Ctrl + Shift + ,

Select All Ctrl + A Undo Last Action Ctrl + Z

Copy Text Ctrl + C Redo Last Action Ctrl + Y

Cut Text Ctrl + X Check Spelling or Grammar

F7

Paste Text Ctrl + V Get Help F1

VII. The Quick Access Toolbar The Quick Access toolbar is next to the Office menu and stores the most frequently used commands. By default there are three icons on the toolbar (Save, Undo and Redo/Repeat).

To add a button:

1. Click the drop-down arrow on the right of the toolbar. 2. Choose any commands to add to the toolbar. OR 1. Right click any command on the ribbons. 2. Click Add to Quick Access Toolbar.


Chapter 2 About Ribbons and Chunks

A. Ribbons and Chunks

I. Ribbons By default, Microsoft Office Word has eight ribbon tabs:

Each tab has its own set of commands:

Special ribbons appear when certain objects are created/selected, such as a table:

II. Chunks Each ribbon is composed of chunks of commands:

III. Minimizing the Ribbon To minimize the ribbon menu:

1. Click the button in the top right. 2. Choose either Auto-hide Ribbon or Show Tabs. 3. Choose Show Tabs and Commands to restore it to default.


B. The Home Ribbon

The Home ribbon contains the most common commands used such as Font, Paragraph and editing manipulation.

I. Clipboard Commands The Clipboard chunk is used to cut, copy and paste text. It also contains the format painter that can copy the format from one area and change another area to the format copied.

II. Font Commands The Font chunk contains commands to change the appearance of the text.

III. Paragraph Commands The Paragraph chunk changes the way a paragraph of text is formatted. It contains commands to change the indentation, alignment and justification of paragraphs.

IV. Styles Commands Styles are pre-set formatting that help keep the document consistent. These can be changed to ensure certain parts of a document are formatted the same.

V. Editing Commands The Editing chunk contains commands that can search and replace text in the document.


C. The Insert Ribbon

The Insert ribbon contains many commands that add functionality and visuals to the document.

I. Pages Commands The Pages chunk contains commands that can add a cover page, blank page or page break.

II. Tables Commands The Table command allows for the creation of a table through various means. Use the boxes that appear by picking the size of the table.

III. Illustration Commands The Illustration chunk contains commands that add illustrations to the documents such as pictures, shapes, and charts.

IV. Link Commands The Links chunk contains commands to link to a website (Hyperlink) and link to other places within the document (Bookmark and Cross-reference).

V. Header and Footer Commands Header and footers are the text at the top and bottom of each page. This chunk contains commands to add a header, footer or simple page numbers.

VI. Text Commands The Text chunk contains commands that change the text or inserts specific text.

VII. Symbols Commands The Symbols chunk contains commands that can insert equations or special symbols into the text.

D. The Design Ribbon

The Design ribbon contains formatting themes for the entire document along with commands to change the look of the page.


E. The Page Layout Ribbon

The Page Layout ribbon contains commands to change the margins, orientation, indentations, spacing and more.

F. The References Ribbon

The References ribbon contains commands that add references/citations to the document. The most useful command on the ribbon is the ability to add a table of contents.

G. The Mailings Ribbon

The Mailing ribbon contains commands around Mail Merge. See the Mail Merge quicksheet for more information.

H. The Review Ribbon

The Review ribbon contains commands for checking spelling, grammar, definitions, Thesaurus and word count. It also contains commands for editing the document.

I. The View Ribbon

The View ribbon contains commands to change how a document is viewed, such as zoom level and layout. The ruler can also be enabled in the View ribbon.


Chapter 3 Editing

A. Creating a Document

I. Opening an Existing Document To open an existing document:

1. Open the Office Menu by clicking File in the upper left corner. 2. Click Open. 3. If the file appears in the list of Recent Documents, simply select it and the document will

open. 4. Otherwise, click Computer then click Browse. 5. Navigate to the file and click Open.


II. Scrolling/Moving within a Document To scroll/move using the keyboard:

One Character Forward Ctrl → Next Word

One Character Backwards Ctrl ← Previous Word

↑ Up One Line Ctrl ↑ Previous Paragraph

↓ Down One Line Ctrl ↓ Next Paragraph

Home Beginning of the Line Ctrl Home Beginning of the File

End End of the Line Ctrl End End of the File

PgUp Previous Screen Ctrl PgUp Top of the Screen

PgDown Next Screen Ctrl PgDown Bottom of the Screen

To move to a specific page:

1. Go to the Home ribbon. 2. In the Editing chunk, click the drop-down

arrow next to find. 3. Click Go To… in the drop-down menu. 4. Make sure that Page is selected in the list

on the left. 5. Enter the page to navigate to. 6. Click Go To.

III. Deleting Text To delete text:

Use the Backspace key to remove items to the left of the cursor.

Use the Delete key to remove items to the right of the cursor.

IV. Undo If text has been deleted by accident or to remove or change, the undo function undoes the last action performed. Either click the undo button in the top Quick Access Toolbar or press Ctrl + Z.

V. Selecting Text Selecting text or highlighting text can be easily done with the mouse. To select text:

1. Place the cursor/mouse at one end of the text that will be selected. 2. Click and hold the left mouse button and drag the mouse over the text to be selected.

Once complete, the text will highlighted (usually blue). When the text is highlighted, the text is treated as one item. Making changes to the highlighted text will change everything that is selected. For example, if the Delete key is pressed while text is highlighted, the entire entry will be deleted.


B. Moving Text

I. Cutting, Copying and Pasting Text The Cut command allows text to be moved to a new position while removing it from the previous. To cut text:

1. Select the text to cut. 2. Click the cut button on the Home ribbon (Right-Clicking the text will also show the cut

button as well as using the Ctrl + X shortcut). The Copy command is similar to copy as it will allow text to be moved to a new position. However, the text will remain in the original position. To copy text:

1. Select the text to copy. 2. Click the copy button on the Home ribbon (Right-Clicking the text will also show the

copy button as well as using the Ctrl + C shortcut). Once text has either been cut or copied, it will need to be pasted in the desired location. To paste text:

1. Make sure that text has already been cut or copied. 2. Click on the new location for the text. 3. Click the paste button on the Home ribbon (Right-Clicking the text will also show the

paste button as well as using the Ctrl + V shortcut). 4. Once the text has been pasted, an icon will appear near the text. Click this and choose

which paste option. The options are: a. Keep Source Formatting – Keep the formatting of the original text. b. Merge Formatting – Change the pasted text’s format to the format used in the

document. c. Keep Text Only – Changes the formatting of the pasted text back to the default

font and size no formatting. d. Set Default Paste – Opens the options dialogue to changes the default paste

options.

II. Using the Office Clipboard The Office Clipboard can be used to copy/cut and paste up to 24 items. First, the Office Clipboard needs to be opened by clicking the options button on the Clipboard chunk. The Clipboard Office pane will appear on the left side and show any copied/cut text.


To paste text from the clipboard: 1. Click where the text will be pasted. 2. Click the item to paste into the document.

The Paste All and Clear All button can be used to paste all items from the clipboard or clear all items from the clipboard. There are also options for the Office Clipboard that can be accessed by clicking the Options button at the bottom of the Office Clipboard. Click the X in the top right of the Office Clipboard to close the Office Clipboard.

III. Dragging and Dropping Text To drag text around in the document:

1. Select the text to move. 2. Click and hold the mouse down and drag the text where it should be moved to. 3. Once the cursor is in the desired location, release the cursor. It will appear like the text

has been cut and pasted (The paste options will appear as well).

IV. Finding Text To search and find text within the document:

1. Click the Find button on the Home ribbon Editing chunk or press Ctrl + F. 2. Enter the text to search for. 3. A list of all the locations where the text appears. 4. Either click the items in the list or use the arrows to navigate through all the occasions

the text was located.

V. Replacing Text To replace text:

1. Click the Replace button on the Home ribbon Editing Chunk or press Ctrl + H. 2. In the “Find what:” box type the text that will be replaced. 3. In the “Replace with:” box type what the text will be replaced with. 4. Choose one of the options at the bottom.

a. More – Opens advanced options. b. Replace – Will find the next instance of the word or phrase and replace it. It will

do it one at a time. c. Replace All – Will find all instances of the word/phrase and replace them. d. Find Next – Will find the next instance of the word/phrase.


C. Fonts on the Home Ribbon

A font is a complete set of characters that can be used to type. Fonts are easily customized. The size, type, colour, spacing and effects can be changed. The most commonly used fonts are Calibri, Times New Roman, Tahoma, Arial and Courier New. Remember that font settings are like other formatting; they can either be changed and the next text entered will appear in the new font or text can be selected and the font can be changed for the selected text.

I. Choosing a Font Type To choose a font type:

1. Select the text that the font will be applied to. 2. Click the Font drop-down menu. 3. Select the font. The font can be previewed by hovering

over the font. Note: At the top of the font list, theme fonts are listed. Choosing these fonts will help keep the

document consistent. Word also stores recently used fonts near the top of the list.

II. Changing Font Size To change the font size:

Select a size from the menu. OR

Type in a size in the box. OR

Use the up and down arrows to nudge the font size up or down.

III. Applying Font Colour To change the font colour:

1. Select the text. 2. Click the arrow next to the colour command. 3. Choose the colour.

IV. Applying Highlighting In addition to the main font colour, text can also be highlighted. To apply highlighting:

1. Select the text. 2. Click the arrow next to the highlight command. 3. Choose the colour for the highlight.


V. Bold and Italics To add bold or italics to new text:

1. Click the bold or italics button in the Font chunk of the Home ribbon.

2. Any text typed will be bolded. To add bold or italics to existing text:

1. Select the text. 2. Click the bold or italics button.

VI. Underlining To apply underlining:

1. Select the text to underline. 2. Click the underline button.

To apply advanced underlining:

Click the drop-down next to the underline button.

VII. Case To change the font case:

1. Select the text to change the case. 2. Click the Font Case button on the Home ribbon in the Font chunk. 3. Choose the desired case. OR 1. Shift + F3 will also cycle through the various cases.

D. Using Tabs

I. Types of Tabs Tabs are pre-defined places within the document. They can help place text quickly and consistently. There are five types of tabs:

Left Tabs – Text will start on the left and flow to the right.

Right Tabs – Text will start on the right and then flow to the left.

Center Tabs – Text will be centered.

Decimal Tabs – Aligns numbers around a decimal point.

Bar Tabs – Doesn’t affect text. Instead places a vertical bar at the point of the tab.

II. Using Tabs Word sets default tabs every half inch. Each time tab is pressed, the cursor will move another half inch. To use tabs:

Press the Tab key on the keyboard. The cursor will jump to the next tab marker.


III. Setting Tabs To set tabs:

1. Make sure that rulers are enabled in the show chunk in the View ribbon. 2. Click the tab marker next to the ruler to select the type of tab wanted. Clicking the

button will cycle through the different types: a. Left Tab b. Center Tab c. Decimal Point Tab d. Right Tab e. Bar Tab

3. Once the tab type has been selected, click the horizontal ruler to place it. 4. This is used in the same way as a regular tab.

Note: Tabs are specific to a document. Change all the tabs desired in a document, then the

next document will go back to the default. Note: If an indent is created in a line that already has text, the indent will only be for that

paragraph.

IV. Moving or Removing Tabs A tab can be moved easily by clicking and dragging the tab on the ruler. To delete the tab, drag the tab off the ruler.

E. Paragraph Options

I. Alignments Commands are available in word that can change the alignments of paragraphs. There are four options: left, center, right and justify. To change the paragraph alignment from the menu:

1. Select the paragraph(s) to change. 2. Click the dialogue button in the paragraph chunk. 3. In the Alignment Box click the drop down arrow then

select the alignment desired. 4. Click OK.

To change the paragraph alignment from the button bar:

1. Select the paragraph(s) to change. 2. Click on the desired alignment button from the

Paragraph chunk in the Home Ribbon.

To change the paragraph alignment using the speed keys: 1. Select the paragraph(s) to change. 2. Press the Ctrl + alignment key desired:

Center – Ctrl+E Right – Ctrl+R Left – Ctrl+L Justified – Ctrl+J


II. Indenting Using the Ruler There are two other icons appear when cycling through tab types on the ruler.

- Indents the first paragraph

- Indents the entire paragraph except the first line To add an indent:

1. Click through the tab buttons to the desired indent type. 2. Click the location on the ruler where the indent is desired.

Note: These work the same as tab types.

III. Indenting Using the Home Ribbon To indent an entire paragraph:

1. Click on the paragraph to indent. 2. Use the indent buttons on the Paragraph chunk of the Home ribbon.

Use the right-facing button to increase the indent.

Use the left-facing button to decrease the indent.

IV. Changing Paragraph Spacing To change paragraph spacing:

1. Place the cursor on the paragraph to change. 2. Click the Spacing command on the Home ribbon and choose the spacing desired. 3. Spaces before and after paragraphs can also be removed/added here.

V. Adding Borders or Shading Using the Home Ribbon To add border and/or shading:

1. Select the paragraphs to apply the formatting to. To change just one paragraph, place the cursor at the start of the paragraph.

2. To apply borders, click the Border button on the Home ribbon and choose the border type.

3. To apply shading, click the small paint bucket icon to apply the default shading, or click the drop-down arrow to choose another colour.


Chapter 4 Working with Files

A. Saving Files

I. Using File Formats To save the document in a different format:

1. Open the Office Menu, by clicking File in the top left. 2. Click Save As. 3. Click Browse. 4. Browse to the file location to save. 5. Use the drop-down menu on the bottom of the browse window and choose the file

type.


II. Exporting to PDF To convert a Word document to a PDF:

1. Open the Office Menu, by clicking File in the top left. 2. Click Export. 3. Click Create PDF/XPS Document then click the button Create PDF/XPS 4. Make sure that PDF is selected in the Save As type drop-down menu at the bottom of

the window. 5. Choose the publishing type. 6. Click the Options button to change more specific settings for the export. 7. Choose where to save the PDF and click Publish.


III. Using AutoRecover To find the AutoRecover options:

1. Open the Office menu and Click Options. 2. Select the Save category.

3. To turn on AutoRecover, check “Save AutoRecover information every [ ] minutes” and specify how often word should save.

To recover a save:

1. When Word is opened after a crash, Word may prompt to open an AutoRecover. 2. If it does not appear, open the Office Menu. 3. In the Info category, the “Versions” section identifies available AutoRecover files to

view. 4. Click a file to open and ensure that it is the correct file. If it is, click the restore button

near the top of the window.


B. Using Page Setup (Page Layout Tab)

I. Using the Page Setup Chunk The Page Setup chunk contains setting/commands to setup various elements of the page such as margins and size.

II. Setting Margins Margins are the white spaces around the pages edges. To change the margin:

1. Click the Margins button on the Page Setup. 2. Choose the setting desired or click Custom Margins… to enter margin settings.

Note: This change affects the whole document.

III. Changing Page Orientation Page orientation refers to how text is laid out on the page. To change the document’s orientation:

1. Click the Orientation button on the Page Setup chunk in the Page Layout Ribbon.

2. Choose either portrait or landscape.


IV. Setting Paper Size Word’s default paper size is 8 ½ by 11 inches, called Letter size. To change the paper size:

1. Click the Size button on the Page Setup chunk and click the desired size. 2. Use the More Paper Sizes… to access more page sizes or enter custom sizes.

C. Using Print Preview

I. Opening Print Preview To open Print Preview:

1. Open the Office Menu. 2. Choose Print. 3. The Print Preview will be shown on the right. 4. Use the button at the bottom of the Page Preview to change the page or zoom.