Lesson 5: Introduction to Microsoft Word

MICROSOFT WORD / MS WORD

 A word processing software application whose purpose is to help you create text-based documents
or any other type of correspondence.
 It is used primarily to enter, edit, format, save, retrieve and print documents.

MICROSOFT WORD USER-INTERFACE

WORD SCREEN ELEMENTS

 It provides access to the most common

Word Commands including Save,
Quick Access Undo, Repeat, and Copy.
1
Toolbar (QAT)
 You can customize, add or delete
buttons on this toolbar.

 It provides a backstage view of MS

Word.
 It includes the following menu: Save,
2 File Menu
Save As, Open, Close, Info, Recent,
New, Print, Save and Send, Help,
Option and Exit.

 It shows the open program and the name of the open file.
 Document1 – the default filename of MS Word
3 Title Bar
 .docx or .doc – the file extension name.
 Control  They minimize, maximize, restore or
4
Buttons close the window.
5 Ribbon  It appears below the title bar and is divided into 3 components:
 The main section of the ribbon is composed of nine tabs and
A. Tabs
including those tabs which are Contextual Tabs.
 These sections are within tabs that identify a label such as
B. Groups
Clipboard, Font, and Paragraph.
C. Commands  These are executable buttons that appear within each group.
Dialog Box
6  It opens a dialog box or task pane that provides more options.
Launcher
Horizontal/
7 Vertical Ruler  It is used for the measurement around in the document.
Line
 It is the blinking vertical line found in the upper–left corner of the text
8 Insertion Point
area.
Document Text
9  A large area, similar to a bond paper, where you type your text.
Area
 It displays the document information such as the number or the page
10 Status Bar on which the insertion point appears the total number of pages, the
proofing errors indicator, and the view buttons.
11 Scroll Bar  It is used to navigate a document. (Horizontal/Vertical)
 It displays the buttons such as Print Layout, Full-Screen Reading,
12 View Buttons
Web Layout, Outline, and Draft.
 It is used to magnify the document; it shows a close-up view of your
13 Zoom Slider document or out to see more of the page to a reduced size of the
document.

THE RIBBON

 The panel at the top portion of the document which contains tabs that has commands and tools
which are grouped according to their function.
A. HOME TAB
 It displays the related commands which are grouped as Clipboard, Font, Paragraph, Styles, and
Editing.

HOME TAB
GROUP ICON NAME FUNCTION
Paste Pastes the contents of the clipboard
Cuts the selection from the document and
Cut
puts it on the clipboard
Clipboard Copies the selection and puts it on the
Copy
clipboard
Copies formatting from one place and apply
Format Painter
it on another
Font Font Changes the font face
Font Size Changes the font size
Bold Changes font style to bold
Italic Changes font style to italic
Underline Places underline on selected text
Draws a line through the middle of the
Strikethrough
selected text
Subscript Creates small letters below the text baseline
Superscript Creates small letters above the line of text
Grow Font Increases the font size
Shrink Font Decreases the font size
Clears all the formatting from the selection,
Clear Formatting
leaving only the plain text
Text Highlighting Makes text look like it was marked with a
Color highlighter pen
 Font Color Changes the color of the selected text
Changes all the selected text to
Change Case UPPERCASE, lowercase, or other common
capitalization
Applies a visual effect to a selected text such
Text Effects
as shadow, glow, or reflection
Bullets Creates bullet list
Numbering Creates numbered list
Multilevel List Creates a multilevel list
Decrease Indent Decreases the indent level of the paragraph

Increase Indent Increases the indent level of the paragraph

Alphabetizes the selected text or sorts
Sort
numerical data
Shows paragraph and other hidden
Paragraph Show/Hide
formatting symbols
Align Left Aligns text to the left
Align Center Aligns text to the center
Align Right Aligns text to the right
Justify Aligns text to both the right and left margins
Line Spacing Changes the spacing between lines of text
Colors the background behind the selected
Shading
text or paragraph
Customizes the borders of the selected cells
Border
or text

Styles Styles Shows various styles

Find Finds text in the document

Editing Replace Replaces text in the document

Select Selects text or objects in the document

B. INSERT TAB
 It displays related commands which are grouped as Pages, Tables, Illustrations, Links, Header &
Footer, Text, and Symbols.

INSERT TAB
GROUP ICON NAME FUNCTION
Cover Page Inserts a fully formatted cover page
Inserts a new blank page at the cursor
Pages Blank Page
position
Page Break Starts the next page at the current position

Tables Table Inserts or draws a table into the document

Picture Inserts a picture from a file

Insert ready-made shapes, such as
Shapes rectangles and circles, arrows, lines,
Illustrations flowchart symbols, and callouts
Inserts a Smart Art graphic to visually
SmartArt
communicate information
Chart Inserts a chart to illustrate and compare data
Creates a link to a Webpage, a picture, an e-
Hyperlink
mail address, or a program
Links
Refers to items such as headings, figures,
Cross-reference
and tables
Header & Footer Adds information at the top of every page
Header
like page number, title, or author
Footer Adds information at the bottom of every page
 like page number, title, or author
Page Number Inserts page numbers in the document

Text Box Inserts preformatted text boxes

Inserts preformatted text, auto-text,
Quick Parts document properties, and fields anywhere in
the document
WordArt Inserts a decorative text in your document
Text Creates a large capital letter at the beginning
Drop Cap
of a paragraph
Inserts a signature line that specifies the
Signature Line
individual who must sign
Inserts the current date or time into the
Date & Time
current document
Object Inserts an embedded object
Inserts symbols that are not on your
Equation
keyboard
Symbols Inserts common mathematical equations or
Symbol builds up your equations using a library of a
math symbol

C. PAGE LAYOUT TAB

 It displays the related commands which are grouped as Themes, Page Setup, Page Background,
Paragraph and Arrange.

PAGE LAYOUT TAB

GROUP ICON NAME FUNCTION
Selects the margin sizes for the entire
Margins
document or the current section
Switches the pages between portrait
Orientation
and landscape layouts
Choose a paper size for the current
Size
section

Page Setup Columns Split texts into two or more columns

Adds page, section, or column breaks
Breaks
to the document.
Adds line numbers in the margins along
Line Numbers the left side of each line of the
document
Allows word to break lines between the
Hyphenation
syllables of words
Adds ghost text such as confidential or
Watermark
urgent behind the content on the page.
Page Page Color Adds a splash of color to your page.
Background
Page Border Adds a border of color around the page
Moves in the left side of the paragraph
Left Indent
by a certain amount
Moves in the right side of the
Right Indent
paragraph by a certain amount
Changes the spacing between
Paragraph
Spacing Before paragraphs by adding space above the
selected paragraphs.
Changes the spacing between
Spacing After paragraphs by adding space below the
selected paragraphs.
Arrange Positions the selected object on the
Position
page
Changes the way text wraps around
Wrap Text
the selected object
Bring Forward Brings the selected object in front of all
the other objects
 Brings the selected object behind all
Send Backward
the other objects
Shows the selection pane to help select
Selection Pane
individual objects
Aligns the edges of multiple selected
Align
objects
Groups object together so that they can
Group
be treated as a single object
Rotate Rotates or flips the selected object.

D. REFERENCES TAB
 It displays the related commands which are grouped as Table of Contents, Footnotes, Citations and
Bibliography, Captions, Index, and Table of Authorities.
E. MAILINGS TAB
 It displays the related commands which are grouped as Create, Start Mail Merge, Write & Insert Fields,
Preview Results and Finish.
F. REVIEW TAB
 It displays the related commands which are grouped as Proofing, Language, Comments, Tracking
Changes, Compare and Protect.
G. VIEW TAB
 It displays the related commands which are grouped as Views, Show, Zoom, Window, and Macros.

VIEW TAB
GROUP ICON NAME FUNCTION
Views the document as it will appear
Print Layout
on the printed page
Full-Screen Allows you to easily read the
Reading/ Read document which includes tools for
Mode reading
Document
Views Views the document as it would look
Web Layout
as a Webpage
Views the document as an outline
Outline
and shows the outlining tools
Views the document as a draft to
Draft
quickly edit the text
Views the ruler which is used to
Ruler measure and lines up objects in the
document
Turns on gridlines to which you can
Gridlines
Show align objects in the documents
Opens the navigation pane which
allows you to navigate by heading, by
Navigation Pane
page, or by searching for a text or
object
Specifies the zoom level of the
Zoom
document
Zooms the document to 100% of the
100%
normal size
Zooms the document so that an
Zoom One Page
entire page fits in the window
Two Pages/ Zooms the document so that multiple
Multiple Pages pages fit in the window
Zooms the document so that the
Page Width width of the page matches the width
of the window
Tiles all open window side by side in
Arrange All
the screens
Window Splits the current window into two
parts so that you can view different
Split
sections of the document at the same
time
Some Keyboard shortcuts you may use:
Keyboard Function/ Keyboard Function/
Shortcuts Command Shortcuts Command
Ctrl + C To COPY text Ctrl + S To SAVE the document
Ctrl + V To PASTE text F12 To SAVE AS the document
To CHECK the Spelling and
Ctrl + X To CUT text F7
Grammar
To SELECT the whole Windows Key + To OPEN Charms Bar
Ctrl + A
document C (for windows 8)
Windows Key +
Ctrl + Z To UNDO actions To OPEN Desktop
D
Ctrl + Y To REDO actions Windows Key To OPEN Start Menu
Ctrl + F To FIND text Ctrl + N To CREATE a new document
Ctrl + H or F5 To FIND and REPLACE text Ctrl + O To OPEN a document
Ctrl + G GO to F1 To OPEN Help
Alt + F4 To CLOSE applications Alt + F To OPEN File Tab
Ctrl + K To insert HYPERLINK Alt + H To OPEN Home Tab
Ctrl + E To align text CENTER Alt + N To OPEN Insert Tab
To set the text alignment
Ctrl + J Alt + P To OPEN Page Layout Tab
JUSTIFY
Ct rl + R To align text RIGHT Alt + S To OPEN References Tab
Ctrl + L To align text LEFT Alt + M To OPEN Mailings Tab
To set the line spacing of text
Ctrl + 1 Alt + R To OPEN Review Tab
to 1
To set the line spacing of text
Ctrl + 2 Alt + W To OPEN View Tab
to double
To set the line spacing of text
Ctrl + 5 Ctrl + W To SAVE and EXIT
to 1.5
Ctrl + B To BOLD the text Alt + Ctrl + C To insert COPYRIGHT symbol
Ctrl + I To ITALICIZE the text Alt + Ctrl + T To insert TRADEMARK symbol
To insert REGISTERED
Ctrl + U To UNDERLINE the text Alt + Ctrl + R
TRADEMARK symbol
Ctrl + P To PRINT the document