Microsoft WordMicrosoft Word

Word ProcessingWord Processing

Definition: Word Processing is the Definition: Word Processing is the use of computer software to enter use of computer software to enter & edit text& edit text

Microsoft Word is a Word Microsoft Word is a Word Processing ProgramProcessing Program

Parts of the ScreenParts of the Screen

Parts of the ScreenParts of the Screen

Learning to use the parts of the Learning to use the parts of the screen will help you to use screen will help you to use Microsoft Word more quickly & Microsoft Word more quickly & efficientlyefficiently– RibbonRibbon– Microsoft Office ButtonMicrosoft Office Button– Screen ViewsScreen Views– Quick Access ToolbarQuick Access Toolbar

RibbonRibbon

Title Bar and RibbonTitle Bar and Ribbon

Title Bar is on top middle of Title Bar is on top middle of the screenthe screen

Ribbon is panel at top portion Ribbon is panel at top portion of document and includes of document and includes seven tabs: Home, Insert, seven tabs: Home, Insert, Page Layout, References, Page Layout, References, Mailings, Review and ViewMailings, Review and View

Groups on Home Tab includedGroups on Home Tab included

Microsoft Office ButtonMicrosoft Office Button

Microsoft Office ButtonMicrosoft Office Button

Performs many functions that were Performs many functions that were located in the old File Menu of Word. located in the old File Menu of Word. – Create new documentCreate new document– Open existing documentOpen existing document– SaveSave– Save AsSave As– PrintPrint– SendSend– CloseClose

Quick Access ToolbarQuick Access Toolbar

Quick Access ToolbarQuick Access Toolbar

Customizable toolbar that Customizable toolbar that contains commands you may contains commands you may want to use.want to use.

Right click on any Office Button Right click on any Office Button or the Ribbon and Add to Quick or the Ribbon and Add to Quick Access Toolbar to add a shortcut.Access Toolbar to add a shortcut.

RulerRuler

The ruler is found below the main The ruler is found below the main toolbars. toolbars.

The ruler is used to change the The ruler is used to change the format of your document quickly. format of your document quickly.

The ruler changes indents, tabs & The ruler changes indents, tabs & marginsmargins

Creating and Opening Creating and Opening a New Documenta New Document Click the Microsoft Office Button Click the Microsoft Office Button

and Click New orand Click New or Press CTRL+N on the keyboardPress CTRL+N on the keyboard Click the Microsoft Office Button Click the Microsoft Office Button

and Click Open orand Click Open or Press CTRL+O on the keyboardPress CTRL+O on the keyboard

Saving a DocumentSaving a Document

Click the Microsoft Office Button and Click the Microsoft Office Button and Click Save or Save As orClick Save or Save As or

Press CTRL+S on the keyboardPress CTRL+S on the keyboard Click the File icon on the Quick Click the File icon on the Quick

Access ToolbarAccess Toolbar– If sending a document to someone who If sending a document to someone who

doesn’t have Office 2007, click Office doesn’t have Office 2007, click Office Button, click Save As, and click Word Button, click Save As, and click Word 97-2003 Document. 97-2003 Document.

Rename a DocumentRename a Document

Click the Office Button and find Click the Office Button and find the file you want to rename.the file you want to rename.

Right-click the document name Right-click the document name and select and select Rename Rename from the from the shortcut menu.shortcut menu.

Type the new name for the file Type the new name for the file and press the Enter key.and press the Enter key.

Rename a DocumentRename a Document

Document ViewsDocument Views

Click on View TabClick on View Tab ShortcutsShortcuts

Document ViewsDocument Views

Print Layout-This is a view of the Print Layout-This is a view of the document as it would appear document as it would appear when printed. Includes all tables, when printed. Includes all tables, text, graphics, and images.text, graphics, and images.

Full Screen Reading-A full length Full Screen Reading-A full length view of a document. Good for view of a document. Good for viewing two pages at a time.viewing two pages at a time.

Document ViewsDocument Views

Web Layout-This is a view of the Web Layout-This is a view of the document as it would appear in a document as it would appear in a web browser.web browser.

Outline-An outline form of the Outline-An outline form of the document in the form of bullets.document in the form of bullets.

Draft-This view does not display Draft-This view does not display pictures or layouts, just text.pictures or layouts, just text.

Basic EditingBasic Editing

I-Beam-Place the I-Beam with your I-Beam-Place the I-Beam with your mouse where you want to type.mouse where you want to type.

Cursor- It shows where text will Cursor- It shows where text will appear.appear.

Selecting TextSelecting Text– Highlighting the text you wish to Highlighting the text you wish to

changechange Double ClickingDouble Clicking

– Clicking your mouse two times quicklyClicking your mouse two times quickly

Moving in a DocumentMoving in a Document

Move Action Keystroke

Beginning of the line HOME

End of the line END

Top of the document CTRL+HOME

End of the document CTRL+END

Up arrow Up one line of text

Down arrow Down one line of text

Right arrow Right to the next character

Left arrow Left to the next character

Right one word CTRL+ right arrow

Left one word CTRL+ left arrow

Up one paragraph CTRL+ up arrow

Down one paragraph CTRL+ down arrow

Selecting TextSelecting Text

Selection Technique

Whole word Double-click the word

Whole paragraph Triple-click within paragraph

Several words or lines Drag mouse over words, or hold down SHIFT while using arrow key

Entire document Choose Editing/ Select/ Select All from the Ribbon or press CTRL+A

More Basic EditingMore Basic Editing

Overtype (OVR)Overtype (OVR)– Typing overTyping over what you have previously what you have previously

typed into the document (Insert key typed into the document (Insert key turns off).turns off).

Cut/Paste TextCut/Paste Text– Removes selected text from the Removes selected text from the

document & places it on the Clipboarddocument & places it on the Clipboard Clipboard- Temporary storage area Clipboard- Temporary storage area

for use when cutting, copying, and for use when cutting, copying, and pasting text.pasting text.

Even More Basic Even More Basic EditingEditing Copy/Paste TextCopy/Paste Text

– A copy of the selected text is placed A copy of the selected text is placed on the clipboardon the clipboard The original text remains in the The original text remains in the

documentdocument– Text that has been copied or cut may be Text that has been copied or cut may be

copied from the clipboard to the location of copied from the clipboard to the location of the insertion point in the documentthe insertion point in the document

Clipboard for Editing Clipboard for Editing TextText

Scroll BarScroll Bar

Allows you to move through the Allows you to move through the document quicklydocument quickly

There are 2 scroll barsThere are 2 scroll bars– One on the bottom of the screen One on the bottom of the screen

Moves the document from side to sideMoves the document from side to side

– One on the right side of the screenOne on the right side of the screen Moves the document up & down Moves the document up & down

Word WrapWord Wrap

The words go to the next line and The words go to the next line and automatically “word wrap” around automatically “word wrap” around to the next lineto the next line

If the text you are keying extends If the text you are keying extends beyond the right margin, it will beyond the right margin, it will automatically move to the next automatically move to the next line .line .– You do not have to hit enter at the end You do not have to hit enter at the end

of each line.of each line.

Status BarStatus Bar

Tells what part of the document is Tells what part of the document is seen on the screenseen on the screen

Found at the bottom left of the Found at the bottom left of the screenscreen

Shows the location of the insertion Shows the location of the insertion point point

Shows the status of pages, lines Shows the status of pages, lines and words used.and words used.

Basic FormattingBasic Formatting

Formatting is the arranging the Formatting is the arranging the font size, typefaces, colors & font size, typefaces, colors & general effects of a document.general effects of a document.– You can use the Home Tab of the You can use the Home Tab of the

Ribbon to control the style of your Ribbon to control the style of your document.document.

Font – Designs of TypeFont – Designs of Type

SerifSerif– A dressier or fancier style of font A dressier or fancier style of font

that has tips on the ends of lettersthat has tips on the ends of letters– It is easier to readIt is easier to read– Example: Times New RomanExample: Times New Romanomanoman

More Type DesignsMore Type Designs

Sans SerifSans Serif– A style of font that does not have A style of font that does not have

tips on the ends of letterstips on the ends of letters– It is often used for titles, heading & It is often used for titles, heading &

page numbers in documentspage numbers in documents– Example: ArialExample: Arial

Font StyleFont Style

A set of features that you can A set of features that you can apply to text to change its apply to text to change its appearanceappearance– Bold – Bold – Used to make text darker and Used to make text darker and

stand out. Also use CTRL+Bstand out. Also use CTRL+B– ItalicItalic – Slants text to make it stand – Slants text to make it stand

out. CTRL+Iout. CTRL+I– UnderlineUnderline – Underlines highlighted – Underlines highlighted

text to make it stand out. CTRL+Utext to make it stand out. CTRL+U– Word Underline-CTRL+Shift+WWord Underline-CTRL+Shift+W

More Font StylesMore Font Styles

Font SizeFont Size

Determines the size of the font Determines the size of the font that is used in a documentthat is used in a document– Font size is determined by the Font size is determined by the

height of the charactersheight of the characters Called PointsCalled Points

– Standard size is 11 pointStandard size is 11 point– 72 points = 1 inch72 points = 1 inch

Paragraph Dialog BoxParagraph Dialog Box

Formatting ParagraphsFormatting Paragraphs

Changing Paragraph Changing Paragraph AlignmentAlignment

AlignmentAlignment

How the text is positioned How the text is positioned between the margins. Click on between the margins. Click on Home Tab to change alignmentHome Tab to change alignment– Left – The text is aligned with your Left – The text is aligned with your

left margin. Used for most left margin. Used for most documents, CTRL+Ldocuments, CTRL+L

– Center-The text is aligned in the Center-The text is aligned in the center of the document. Used for center of the document. Used for headings, titles, and announcements.headings, titles, and announcements.

AlignmentAlignment

Right- Aligns text with the right Right- Aligns text with the right margin. Used for page numbers margin. Used for page numbers and dates. CTRL+Rand dates. CTRL+R

Justify-Aligns text to both the left Justify-Aligns text to both the left and right margins. CTRL+Jand right margins. CTRL+J

Changing the IndentChanging the Indent

Indent-The space Indent-The space between text and a between text and a document’s margin document’s margin Indenting allows you to set text within a Indenting allows you to set text within a

paragraph at different margins.paragraph at different margins.– First Line: Controls the left boundary for the First Line: Controls the left boundary for the

first line of a paragraph. CTRL+Mfirst line of a paragraph. CTRL+M– Hanging: Controls the left boundary of Hanging: Controls the left boundary of

every line in a paragraph except the first. every line in a paragraph except the first. CTRL+TCTRL+T

– Left: Controls the left boundary for every Left: Controls the left boundary for every line in a paragraph.line in a paragraph.

– Right: Controls right boundary for every line Right: Controls right boundary for every line in a paragraph.in a paragraph.

Borders and ShadingBorders and Shading

You can add borders and shading to You can add borders and shading to paragraphs and entire pagesparagraphs and entire pages

Select the area where you want the Select the area where you want the border or shading.border or shading.

Click the Borders button on the Click the Borders button on the Paragraph Group on the Home Tab.Paragraph Group on the Home Tab.

Choose Border and Shading.Choose Border and Shading. Choose the appropriate options.Choose the appropriate options.

Creating a Border or Creating a Border or ShadingShading

Changing Space Changing Space Between Paragraphs Between Paragraphs and Linesand Lines Select the paragraph you wish to Select the paragraph you wish to

changechange On the Home Tab, Click the On the Home Tab, Click the

Paragraph Dialog Box.Paragraph Dialog Box. Click the Indents and Spacing Tab.Click the Indents and Spacing Tab. In the Spacing section, adjust your In the Spacing section, adjust your

spacing accordingly.spacing accordingly.

Line SpacingLine Spacing

Single SpacingSingle Spacing Double Spacing-One blank line Double Spacing-One blank line

between text.between text. Quadruple Spacing-Press Enter Quadruple Spacing-Press Enter

key 4 times to create 3 blank key 4 times to create 3 blank lines.lines.

ProofreadingProofreading

Spelling and GrammarSpelling and Grammar– Place the cursor at the beginning of a Place the cursor at the beginning of a

document or the beginning of a section document or the beginning of a section you want to check.you want to check.

– Click the Review Tab on the Ribbon.Click the Review Tab on the Ribbon.– Click Spelling and Grammar on the Click Spelling and Grammar on the

Proofing Group.Proofing Group.– Any errors will display a dialog box that Any errors will display a dialog box that

allows you to choose the correct spellling.allows you to choose the correct spellling.

Spelling and GrammarSpelling and Grammar

Spelling and Grammar-Spelling and Grammar-

ProofreadingProofreading

Thesaurus-Allows you to view Thesaurus-Allows you to view synonyms.synonyms.– Click the Review Tab of the Ribbon.Click the Review Tab of the Ribbon.– Click the Thesaurus Button on the Click the Thesaurus Button on the

Proofing Group.Proofing Group.– The thesaurus tool will appear on The thesaurus tool will appear on

the right side of the screen and you the right side of the screen and you can view word options.can view word options.

ThesaurusThesaurus

AutoCorrectAutoCorrect

AutoCorrect allows you to retain AutoCorrect allows you to retain certain text the way it is.certain text the way it is.– Click the Office buttonClick the Office button– Click the Word Options buttonClick the Word Options button– Click the Proofing tabClick the Proofing tab– Click AutoCorrect Options buttonClick AutoCorrect Options button

AutoCorrectAutoCorrect

AutoCorrect TabAutoCorrect Tab

DictionaryDictionary

You can customize the dictionary to You can customize the dictionary to recognize words or names that are recognize words or names that are not recognized by the spelling and not recognized by the spelling and grammar check in Wordgrammar check in Word– Click the Office buttonClick the Office button– Click the Word Options buttonClick the Word Options button– Click the Proofing tabClick the Proofing tab– Click the When Correcting Spelling tabClick the When Correcting Spelling tab– Click Custom DictionariesClick Custom Dictionaries

DictionaryDictionary

Adding Words to Adding Words to Dictionary: Click on Dictionary: Click on Edit Word ListEdit Word List

Creating TablesCreating Tables

Place the cursor where you want the Place the cursor where you want the new table.new table.

Click the Insert tab of the Ribbon.Click the Insert tab of the Ribbon. Click the Tables button on the Tables Click the Tables button on the Tables

Group.Group.– Highlight number of rows and columnsHighlight number of rows and columns– Click Insert Table and enter numbersClick Insert Table and enter numbers– Click Draw Table, create your tableClick Draw Table, create your table– Click Quick Tables and choose a tableClick Quick Tables and choose a table

Adding a TableAdding a Table

GraphicsGraphics

Symbols and Special CharactersSymbols and Special Characters– Place your cursor in the document Place your cursor in the document

where you want the symbol.where you want the symbol.– Click the Insert tab on the Ribbon.Click the Insert tab on the Ribbon.– Click the Symbol button on the Click the Symbol button on the

Symbols Group.Symbols Group.– Choose the appropriate symbol.Choose the appropriate symbol.

Symbols and CharactersSymbols and Characters

Symbol ButtonSymbol Button Insert TabInsert Tab

Clip Art and PicturesClip Art and Pictures

To insert Clip Art:To insert Clip Art:– Place your cursor in the document Place your cursor in the document

where you want the Clip Art.where you want the Clip Art.– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click the Clip Art button.Click the Clip Art button.– The dialog box will open and you can The dialog box will open and you can

search for clip art.search for clip art.– Choose the illustration you wish to Choose the illustration you wish to

include.include.

Adding Clip ArtAdding Clip Art

Adding a PictureAdding a Picture

To insert a picture:To insert a picture:– Place cursor where you want the Place cursor where you want the

picture.picture.– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click the Picture Button.Click the Picture Button.– Browse to the picture you wish to Browse to the picture you wish to

include.include.– Click the Picture.Click the Picture.– Click Insert.Click Insert.

Adding a PictureAdding a Picture

Smart ArtSmart Art

Smart Art is a collection of graphics you Smart Art is a collection of graphics you can utilize to organize information within can utilize to organize information within your document. It includes timelines, your document. It includes timelines, processes, or workflow.processes, or workflow.– Place cursor where you want illustration.Place cursor where you want illustration.– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click the Smart Art button.Click the Smart Art button.– Click the Smart Art you wish to insert.Click the Smart Art you wish to insert.– Click the arrow on left side of graphic to Click the arrow on left side of graphic to

insertinsert

Smart ArtSmart Art

Page FormattingPage Formatting

Margins: Blank spaces around the Margins: Blank spaces around the top, bottom, and sides of the page.top, bottom, and sides of the page.– Click the Page Layout Tab on the Click the Page Layout Tab on the

Ribbon.Ribbon.– On the Page Setup Group, Click On the Page Setup Group, Click

Margins.Margins.– Click a Default Margin, orClick a Default Margin, or– Click Custom Margins and complete Click Custom Margins and complete

the dialog box.the dialog box.

Changing MarginsChanging Margins

Page OrientationPage Orientation

Portrait – Page orientation where the Portrait – Page orientation where the document is longer than it is wide. document is longer than it is wide.

Landscape – A page orientation where Landscape – A page orientation where the document is wider than it is long. the document is wider than it is long.

To change Orientation, Page Size, or To change Orientation, Page Size, or Columns:Columns: Click the Page Layout Tab on Ribbon.Click the Page Layout Tab on Ribbon. On Page Setup Group, Click the On Page Setup Group, Click the

Orientation, Size, or Columns drop down Orientation, Size, or Columns drop down menus and select choice.menus and select choice.

Page LayoutPage Layout

Adding a Page Border Adding a Page Border and Colorand Color Click the Page Layout Tab on the Click the Page Layout Tab on the

Ribbon.Ribbon. On the Page Background Group, On the Page Background Group,

click the Page Colors or Page click the Page Colors or Page Borders drop down menus.Borders drop down menus.

Adding a Border and Adding a Border and ColorColor

Header and FooterHeader and Footer

Insert information such as page Insert information such as page numbers, date, or title. First, numbers, date, or title. First, decide if you want the decide if you want the information in the header or the information in the header or the footer, then:footer, then:– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click Header or FooterClick Header or Footer– Choose a style.Choose a style.

Headers and FootersHeaders and Footers

ListsLists

Bullets and NumbersBullets and Numbers To add to existing text:To add to existing text:

– Select the text you wish to make a list.Select the text you wish to make a list.– From the Paragraph Group on the Home From the Paragraph Group on the Home

tab, Click the Bulleted or Numbered Lists tab, Click the Bulleted or Numbered Lists button.button.

To create a new list:To create a new list:

-Place cursor where you want the list and -Place cursor where you want the list and click Bulleted or Numbered Lists. Begin click Bulleted or Numbered Lists. Begin typing. typing.

ListsLists

Formatting and Formatting and Sorting ListsSorting Lists To format:To format:

– Select entire list to change all Select entire list to change all bullets/numbers.bullets/numbers.

– Right click and click arrow next to list and Right click and click arrow next to list and choose a style.choose a style.

To sort:To sort:– Select entire list to put into ascending or Select entire list to put into ascending or

descending order.descending order.– Click Sort button to choose order (Located Click Sort button to choose order (Located

in Paragraph group).in Paragraph group).

PrintPrint

Three steps to the printing Three steps to the printing process:process:– Proofread entire documentProofread entire document– Use Print Preview. Allows you to see Use Print Preview. Allows you to see

how a document will appear when it how a document will appear when it is printedis printed

– Print. Check printer number to Print. Check printer number to

Send to correct printer.Send to correct printer.