Microsoft Office Packages

OBJECTIVES
• Introduction to MS-Word
• Uses of MS-Word
• How to Open MS-Word
• Typing, Saving and Printing in MS-Word

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• Formatting
• Page formatting
• Character formatting
• Some Keyboard shortcuts
• Create a Multi-column Newsletter
• Using Styles
• Creating a table of contents 1
• Adding Lists, Tables and Graphics
MICRO OFFICE 2010/13
• Microsoft Office 2010/13 contains the most needed
applications—a word processor, a spreadsheet program, a
presentation program, an email and contact management
program, a note-taking program and more inside a single
system.

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• Program collections such as Office are often called program
suites.
• A Suite—An application that contains multiple programs, each
of which performs a separate function.
• These programs generally work well together, with each one
easily reading the other programs’ data.
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Parts of MS Word 2010/13
Environment
• The Office Button
• The Tabs
• The Ribbon
• The Groups
•

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The Quick Access Toolbar
• The Title Bar
• The View Buttons
• The View Ruler Button
• The Split Button
• The Tab Selector
• The Insertion Point
• The Zoom Slide 3
Parts of MS Word 2007
Environment
• The Document Area / Workspace
• The Rulers (Horizontal & Vertical)
• The Scrollbars (Horizontal & Vertical)
• The Status Bar

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• The Dialog Box Launcher
• The Select Browse Object
• The Minimize Button
• The Maximize Button
• The Restore Button
• The Close Button
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WHAT IS MS-WORD USED FOR
• It is a word processor with which you can create notes,
memos, letters, school papers, business documents, books,
newsletters, and even web pages.
• Ms-Word supports many features, including the following:
• Automatic corrections for common mistakes as you type using

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special automatic-correcting tools that watch the way you
work and adapt to your needs.

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OTHER MS-WORD FEATURES
• Advanced page-layout and formatting capabilities.
• Numbering, bulleting, bordering, and shading tools.
• Integrated grammar and spelling tools to help ensure your
document’s accuracy.

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• Newsletter-style multiple columns, headers, footers, and
endnotes in your publications.
• Graphical tools that enable you to emphasize headers, draw
lines and shapes around your text, and work with imported art
files in your documents.

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Advantages of Word Processing
Applications
• -Corrections can easily be made to your work
• -You can save your work and come back to it at a later time
• -You can edit your work as many times as you like. You can
save different versions and go back to an earlier one.

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• -You can make use of the many features available with the
software e.g. borders, text layout
• -You can make use of the tools. E.g checker, grammar checker
to improve the accuracy of your document

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More Advantages
• You can make use of the large number of templates available
or you could create your own template and house style

• -You can import data from the data base or spreadsheet and

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use it to create a mail merge

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HOW TO OPEN MS-WORD
• Click your left mouse button once on the Start button in the
bottom left of your screen.
• On the Start menu that appears, click your left mouse button
on the All Programs item. On the All programs menu, look for
Microsoft Office.

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• Inside Microsoft Office folder, Left Click on Microsoft Office
Word 2010/2007.Then the word application will open.
• A blank worksheet/page of MS-Word is viewed and the
Ribbon appears at the top of the worksheet.
• When you start word, you automatically start in a new black
document. 10
Working with MS-WORD
• Create a New Document
• Click on Office Button + New + Blank document.
OR
• Press Ctrl+ N(Keyboard short cut).

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• Open an Existing Document

• Click on Office Button +Open+ choose location where you

saved the document + Double Click on the Desired
Document.
OR
• Press Ctrl+ O+ Choose location + desired Document. 11
NAVIGATING YOUR
DOCUMENT
• Press the arrow keys on your keyboard to see the text cursor
move around your screen.
• The text cursor is called the insertion point and moves as you
press any arrow key.
• Insertion point is a vertical text cursor that shows where the

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next character you type will appear.
• You can also click your mouse within the document to place
the insertion point where you want to type next.

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Deleting text
• Press the Delete key (which is labeled Del on some keyboards)
or Backspace Key to delete characters where the insertion
point appears.
• Every time you press Delete, Word removes one character to
the right of the text cursor(including a space, number, or even

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a blank line if that’s where the insertion point is positioned).
• When you press Back space key, Word removes one character
to the left of the text cursor.

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Word keyboard navigation
shortcuts
• F5-Displays the Go To dialog box.
• Shift+Enter-Moves the text cursor to the next line but does
not start a new paragraph or insert a paragraph mark.
• Ctrl+left-arrow Moves the text cursor to the beginning of the

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word.
• Ctrl+Shift+Left-arrow Moves the text cursor to the left and
selects text as it moves by highlighting the text.
• Ctrl+Right-arrow Moves the text cursor to the end of the
word.
• Ctrl+Shift+right-arrow Moves the text cursor to the right and
selects text as it moves by highlighting the text.
• Up arrow -Moves the text cursor up one line at a time. 14
Word keyboard navigation
shortcuts
• Down arrow-Moves the text cursor down one line at a time.
• Home-Goes to the beginning of the current line
• End-Goes to the end of the current line
• Ctrl+Home-Moves the text cursor to the beginning of the

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document
• Ctrl+End-Moves the text cursor to the end of the document
• Page Up -Moves up one screen at a time
• Page Down -Moves down one screen at a time
• Ctrl+Delete-Deletes text to the end of the current word
• Ctrl+Backspace-Deletes text to the beginning of the current
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Locating specific text in word
document
• How to Find Text
• Click the Home ribbon’s Find button to display the Find and
Replace dialog box. OR
• Press Ctrl+F to display the Find and Replace dialog box.

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• Enter Search Text
• Type the text you want to find in the Search for text box.
• Start the Search
• Click the Find Next button. Word searches from the current
text cursor’s position in the document to the end of the file. If
Word finds the text, it highlights it.

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Locating specific text in word
document
• Type Replacement Text
• Click the Home ribbon’s Replace button instead of the Find
button to display the Find and Replace dialog box. OR
• Press Ctrl+H to display the Find and Replace dialog box

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• You’ll see an entry for Replace With in the dialog box now.
Type the new text into the Replace With text box.
• Replace the Text
• Click the Replace button to replace the next occurrence of the
found text with your replacement text.

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Printing a document
• To print (select printing options like printer & number of copies)
• Click: File button + Print + Print
• Quick Print (sends the document directly to the default printer without
making changes)

• Click: Office button + Print + Quick Print

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• Print preview (preview page fore printing)

• Click: Office button + Print + Print preview

• Close Preview when through
• Determine What to Print

• Click to select either All or Pages to designate that you want to print
the
• Entire document or only a portion of it. If you click Pages, type the page
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• Number or a range of page numbers(suchas―2–5‖or―1–10,15–
25‖)that you want to print.
Working with rulers
• Word has two rulers: the horizontal ruler and the vertical
ruler.
• These rulers show the position of the text and graphics on
the page both horizontally and vertically respectively.
• If you don’t see the rulers on your screen,

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• click the View Ruler button at the top of your vertical
scrollbar.
• If you only see a horizontal ruler across the top of your
document but do not see a vertical ruler, click your Office
button, select Word Options, click Advanced, and scroll down
to the Display section.
• Click to check the Show Vertical Ruler in Print Layout View 19
option.
 Rulers
rulers

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Copy , cut and paste selected
text
• After selection,
• How to Copy
• Press Ctrl+C to copy the selection to your document. The original
text remains unchanged in the document.

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OR
• Right click on the highlighted text & choose copy from the menu

How to Cut
• Press Ctrl+X. This deletes the selected text from its original location
to the clipboard. This option leaves no copy behind.

OR
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• Right click selected text & choose Cut option
Copy , cut and paste selected
text cont.'s
• How to paste
• Choose location
• Press Ctrl+V

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OR
• Right click on the location & choose paste option.

Note
• The ribbon bar’s Clipboard section contains the typical Cut,
Copy, and Paste options in case you don’t want to use the
keyboard shortcuts. 22
Text bold underline and
italicize
• After highlighting/selecting,
How to Bold
• Press Ctrl+B
• click the "B" icon on the Home tab at the top of Word

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How to Underline
• Press Ctrl+U
• click the ―U" icon on the Home tab at the top of Word

How to Italicize
• PressCtrl+I
• click the ―I" icon on the Home tab at the top of Word 23
Font size, type color and text
highlighting
• After selecting text,
• Font Size-Determines the size of the text.
• Font Type-Determines the type of the text.
• Font Color-Determines the color of the text.

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• Text Highlighting-Highlights the text with the selected color

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Undo and Redo options :next
week
• How to Undo
• Word’s Undo feature undoes your previous edit.
• Press Ctrl+Z or select Undo from the Quick Access toolbar.
• Therefore, if you accidentally erase a large block of text, press

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Ctrl+Z and Word puts the text right back. You can undo just
about any edit you make in Word.
How to Redo
• You can redo an undo!
• Press Ctrl+Y or click the Redo button in the Quick Access
toolbar to reverse the previous Undo you performed.

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Justification and indentation
• Justification-After you’ve selected the text you want to format,
you may change the paragraph’s justification by clicking the
Align Left, Center, Align Right, or Justify button on the Home
ribbon. As soon as you click the button, Word changes the
selected paragraph’s justification to reflect the change.

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• Indentation-If you want to indent the entire selected
paragraph to the right, click the Home ribbon’s Increase
Indent button. For each click of the Increase paragraph shifts
to the right one-half inch. After you indent using the Increase
Indent button, the Decrease Indent button appears so that
you can move the indentation back half an inch.
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Justification and indentation
• Left justification—Aligns (makes even) text with the left
margin.
• Center justification—Centers text between the left and right
margins.
• Titles and letterheads are often centered atop a document.

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• Right justification—Aligns text with the right margin.
• Full justification—Aligns text with both the left and the right
margins.
• Newspaper and magazine columns are usually fully justified;
the text aligns with the left and right margins evenly.

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Adding a bullet list
• On the Home ribbon at the top of Microsoft Word, locate the
Paragraph panel.
• On the Paragraph panel, locate the three bullet options:
• Steps

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• Type the First Item
• Continue the List
• Indent the List
• Convert Text to a Bulleted List
• End the List
• Change the Bullet Symbol
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• Note: Adding a Numbered List follows similar steps
Using styles
• You can apply a style to selected text to format that text with
the style’s character and paragraph formatting. Word comes
with several styles, and you can add your own. Applying apre
existing style is far easier than formatting text repeatedly with
the same formatting characteristics.

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Steps
• Select the Text for the Style
• Display the Available Styles
• Select a Style
• Apply Styles

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 INSERTING GRAPHICS
INTO ADOCUMENT
Request a picture:
Click Insert Ribbon-then click picture to locate where your picture is.
Adjust the size
Place the picture

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Insert a Clip Art Gallery Item. Click the Clip Art ribbon button on the
Insert ribbon to display the Clip Art task pane.
Request a Specific Image.
Change the Style.

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DRAWING WITH WORD
• If you don’t have graphics images to insert into your
documents ,you can draw your own! Word supports drawing
tools with which you can create the following:
• Lines

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• Rectangles
• Polygons
• Curves
• Freeform art
• Arrows
• Flowcharts
• Callouts 31
• Stars and banners
ADDING A WATERMARK
• A Watermark—Text or a graphics image that appears behind
text. A watermark is useful for adding a light background
image to a document.
• Enter Print Layout View.
• Request a Supplied Watermark;

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• Click on Page Layout ribbon and click Watermark in the Page
Background group. Click to select a watermark.
• Add a Customized Text Watermark
• Select Customize watermark option. Word displays the
Printed Watermark dialog box where you can create your own
watermark for example in form of a picture or text.
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ADDING WORD ART TO A
DOCUMENT
• WordArt—Text you can bend, twist, and color.
• Click where you want the WordArt to appear in your
document. From the Insert ribbon, click the Word Art button
to display the various WordArt styles available.
• Word displays the Edit WordArt Text dialog box in which you

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specify the text and format to use.
• Type your text in the Edit WordArt Text dialog box. You can
select a font for Word to use for your WordArt. Click OK when
you finish specifying the text, and Word inserts the WordArt
into your document.
• Click and drag the WordArt’s sizing handles to adjust the
WordArt’s size. 33
Working with tables
• Tables allow you to present figures and statistics in an easy-to-
read manner.
Adding a New Table
Option One

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• Click on the Insert tab on the Word ribbon. From the Insert
tab, locate the Tables panel, and the Table item:
• Move your mouse over the squares and you'll see them high
lighted by choosing Rows & Columns then click to add the
table
• You can then format the data in the table

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Mail merge
• Defn:
• The process of creating a generic document and personalizing it with
name and contact information from an outside data source.
• Data source—A store of names, addresses, or other information
you’ll use to personalize an otherwise generic form letter.

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• We need to create a database of people, along with their address
information.

• Microsoft included a mail merge wizard to help you through your

mail merge sessions.

• Wizard—A step-by-step prompting that guides you through a

process such as performing a mail merge. 35
Mail merge
• Request a Mail Merge
• Display your Mailings ribbon and click the Start Mail Merge
button to display a list of options.
• Click to select Step by Step Mail Merge Wizard.

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• Word opens the Mail Merge task pane and begins to guide
you through your mail merge.
• Specify the Mail Type
• ell Word the kind of document you want to use for the mail
merge.
• In our case, lets use letters. So click to select Letters. Click
Next: Starting Document to continue the wizard.
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Mail merge
• Specify the Main Document
• If you have never created a form letter before, you’ll click to
select Use the Current Document to use the current, blank
document for your form letter’s main document.
• Locate Your Data Source

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• If you’re using an existing data source, click the Browse button
to locate the file you want to use.
• Word displays a Mail Merge Recipients dialog box, from
which you can select some or all of the recipients to use in
your mail merge. Click OK after selecting some or all of the
recipients to close the Mail Merge Recipients dialog box. OR
• Select the type new list option to create a new data source. 37
Mail merge cont.'s
• Write a Form Letter
• Assuming that you didn’t already have a main document form
letter before you started the wizard, now is the time to write
your letter.
• You’ll tell Word exactly where to insert each field from the

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data source you want to use.
• For example, if you want your letter to include the recipient’s
address, click the task pane’s Address Block link. Word
displays an Insert Address Block dialog box, where you can
select the exact format you want to use for your recipient’s
address in your final letters. Word inserts a mail merge
placeholder field, in this case <<Address Block>>, to indicate
where the recipient’s name and address will appear in the
form letter. 38
Mail merge cont.’s
• Preview the Letter
• When you finish typing your letter, click the Next: Preview
Your Letters link to see the results of your efforts.
• Word displays a finished letter with the first recipient’s
personal information filled in.

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• Click the >> button in the Mail Merge task pane to see the
next recipient’s details filled.
• If you see a recipient you want to exclude, click the Exclude
This Recipient button.
• Click Next: Complete the Merge to finalize the mail merge and
print your letters with each one personalized according to
your specifications.
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Headers and footers
• Header—Text that appears at the top of every page in a
section or document and Footer—Text that appears at the
bottom of every page in a section or document.
• Select the Insert tab at the top of Word. Locate the Header &
Footer panel.

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• Click on Header, then the Edit Header item from the menu to
add a header.
• Click on Footer, then the Edit Footer item from the menu
To add a header.
• Date, Time, Page number, Page count or Author of the
document can be used as headers or footers.
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 Page break and section breaks

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Inserting a drop cap
• Drop cap—A large starting letter or word, sometimes twice
the size of the other letters of the same paragraph, that
provides a visual starting point for paragraphs of text.
• Select(highlight) the character.
• Click on the Insert tab on the Word ribbon.

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• Request a drop cap
• Insert a drop cap
• Adjust the drop cap size
• Modify the drop cap settings.

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