4.0.

1 Introduction to Microsoft Word Student Manual

Introduction to Microsoft Word is a two (2) to four (4) hour course designed to
familiarize you with the terminology, screen components and the most commonly
used functions offered by Microsoft Word. Emphasis will be placed on proper
document formatting techniques and file naming and file management conventions.

Learning Goals:

• Identify the various benefits of using word processing software. •

Identify the main parts of the Microsoft Word window.

• Identify the purpose of the commands on the menu bar.

• Copy, cut and paste text.

• Work with the buttons on the toolbar.

• Type, edit and format text.

• Work with pictures.

• Work with language tools (spell check).

• Open, save, save as, and print Microsoft Word files.

What is Microsoft Word?

Microsoft Word is the word processing component of the Microsoft Office Suite. It
is used primarily to enter, edit, format, save, retrieve and print documents.
Pay Special Attention to Terminology

While different versions have different appearances, they all have most of the
same features. If you know what to call it, you should be able to find it in other
versions.
Open the 4.0.2 Cover Letter document located in your student folder. Take notes
and follow along as your instructor demonstrates common word processing
functions.
Minimize...

Minimize, restore, maximize, and close buttons

..................................................... ..................................................................................

............................................ ...........................................................................................

................................... Horizontal and vertical scroll bars

.............................................................................................................................. ...

...........................................................................................................................

T
itle Bar
Title Bar

..................................................................................................................... ............

..................................................................................................................
 Tabs

Bar..................................................................................................................... .............

.................................................................................................................

Ribbon Components (Tab Groups)

1. File Tab ................................................................................................................. •

Save................................................................................................................... •

Save As..............................................................................................................
 • Print................................................................................................................... 2.

Home Tab ............................................................................................................. •

Clipboard........................................................................................................... ✔

Copy............................................................................................................ ✔

Cut ............................................................................................................ ✔

Paste ........................................................................................................... •

Font.................................................................................................................. ✔

Face ............................................................................................................ ✔

Size ............................................................................................................ ✔

Type ............................................................................................................ ✔ Style

(B,I,U) ................................................................................................. •

Paragraph ........................................................................................................ ✔

Alignment ................................................................................................... ✔

Bullets......................................................................................................... ✔

Indent .........................................................................................................

• Editing..............................................................................................................

✔ Find

Insert Tab................................................................................................................... •
 Pictures............................................................................................................ •

Shapes..............................................................................................................

3. Page Layout Tab.............................................................................................. •

Margins............................................................................................................ •

Orientation ......................................................................................................

4. References

Tab..................................................................................................... ......................

........................................................................................................

5. Mailings Tab .........................................................................................................

..............................................................................................................................

7. Review Tab ........................................................................................................... •

Spelling & Grammar......................................................................................... • Word
 Count .....................................................................................................

8. View Tab............................................................................................................... •
Print Layout...................................................................................................... ✔
Ruler ........................................................................................................... ✔
Zoom........................................................................................................... 4.0.2
Screen Components Quiz:

1. Open the 4.0.3 Screen Components Quiz in your student folder.

2. Work alone or with a partner to complete the 4.0.2 Screen Components

Quiz.
Microsoft Word Terminology

Alignment: refers to the position of lines in a paragraph in relation to the

documents left and right margins

This text is left aligned.

This text is centered.

This text is right aligned.

This text is fully justified. It is spread evenly from the left to the right margin.
All text in this paragraph will be justified between margins until you hit the
enter key to force a new paragraph.

Backspace: deletes data to the left of the insertion point.

Bold: characters in bold appear on the screen in a higher intensity. This text is
bold. Bold should be used for emphasis, but like all formatting characteristics,
should be used sparingly.

Bullets: special characters or symbols that are used to set off a paragraph. •

This is item one in a bulleted list.

• This is item two in a bulleted list.

Centering: the placement of a line of text in the center of the screen or page
where the left-most and right-most characters in the line are the same
distance from the left and right margins. (see alignment)

Clip Art: pre-designed images that can be placed within a document.

Close: closes the document and offers to save the changes you made to the
document without exiting the program.

Copy: creates a duplicate of highlighted/selected text and saves to the clipboard to

be pasted elsewhere.
Cut: removes highlighted/selected text and saves to the clipboard to be pasted
elsewhere.

Default: A default setting is the software manufacturer's preset option for a

particular command or function. Default settings can be changed.

Document: another name for a file created using Microsoft Word.

Font: a style of typeface, such as: Times New Roman, Arial Black, Arial, and Freestyle
Script. A font is a set of all the characters available in one typeface and size,
including uppercase and lowercase letters, punctuation, and numerals.

Font Formatting: changes the appearance of the text. Font formatting includes
enhancements such as font style (bold, centering, and underline), point size (12 pt),
and font typeface (Times New Roman, Arial, and Courier New).

Format Painter: enables you to copy the formatting of one word or paragraph and
apply it to another word or paragraph.
Hard Return: You can force Word to end a paragraph and move to the next line by
pressing the enter key. The resulting “hidden” command is called a Hard
Return.

I-beam Mouse Pointer: The mouse pointer turns into an I-beam mouse pointer
when it is within the document area. Use the I-beam mouse pointer to
place the insertion point in a document.

Indentation: the amount of space measured from the page margin that is applied to
a paragraph or an area of a document.

Insertion Point: the point at which the cursor is blinking on the document screen.

Italics: Italicized characters appear on the screen slightly tilted to the right. This
text is italicized.
Line Spacing: refers to the number of lines used by each line of text. In single-line
spacing, each line of text is followed by another line of text, and there are no
blank lines in between. In double-line spacing, each line of text is followed by
a blank line.

Margin: The amount of blank space, usually measured in inches or characters,

above and below and to the right and left of the main body of a document.

Paragraph: A paragraph is any amount of text separated by a hard return.

Microsoft Word sees anything from a single word to an entire page of text as
a paragraph.

Paste: Adds previously copied or cut text at the insertion point.

Print Preview: Print Preview lets you see how your document will look on the
page before it is printed.

Wrapping: Text automatically wraps to the next line when typing in Microsoft
Word. The only time you need to hit the enter key is when you want to
start a new paragraph.
 Microsoft Word 2016 - Mail Merge
Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by
linking a main document to a data source. It is the process of combining a list of data with a
template.

The mail merge process involves the following:

∙ The Main Document – contains the text and graphics that are the same for each version
of the merged document.

∙ Data Source – a file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.

Mail Merge – Form Letters

1) Open Word and create a new blank document
2) Type the letter with all needed text and formatting, leaving room for the data from the
data source (example: name, address, etc.)
3) Click the Mailings tab
4) Click Start Mail Merge
5) Click Step-by-Step Mail Merge Wizard

The Mail Merge task pane appears on the right of your screen. Note there are 6 steps.

Step 1 – Select Document Type

 1) Click Letters for the document type
2) Click Next: Starting document

Step 2 – Select Starting Document

1) Click Use the current document under Select starting document
2) Click Next: Select recipients

4-17 1
Step 3 – Select Recipients
The recipients can come from either an existing Excel file, an Access table or you can
create a new list in Word.

If Using an Existing List:

1) Click Use an existing list under Select recipients
2) Click Browse
3) Select the file
4) Click Open
5) Select the worksheet tab name that contains the data
6) Click OK (Mail Merge Recipients opens showing the file data)
7) Click OK

8) Click Next: Write your letter

If Creating a New List:

1) Click Type a new list under Select recipients
2) Click Create
3) Click Customize Columns to modify the list of fields
 2
4) Delete any unnecessary field names and/or add new ones
5) Click OK

6) Begin typing records, hitting TAB to advance to the next field and to continue adding
new records
 7) Click OK
8) Click Save

The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved in
the My Data Sources folder. It is recommended to save the file in this folder.

9) Click Next: Write your letter

3
Step 4 – Write Your Letter
1) If including an address, click the location in your document where the address data will
be inserted
2) Click Address block…
3) Select the address elements you want included
4) Click OK
The field name will look like this: <<AddressBlock>>

The address block will insert the following fields including any necessary punctuation: First
Name, Last Name, Company, Address 1, Address 2, City, State, Postal Code.

If your fields do not match the ones listed above or you are not using address fields, click
More items…

5) Click on the field from the list

6) Click Insert
7) Click Close
The field name will look like this - «First_Name»
8) Repeat this step until all fields have been inserted.
Remember to put spaces and punctuation where needed.
9) Click Next: Preview your letters

4
Step 5 – Preview Your Letters
Here is where you can preview the first page with the fields filled in.
Click Next: Complete the merge
Step 6 – Complete the Merge
1) Click Print to send directly to the printer
2) Click Edit individual letters to create a new file

Remember to save your document as you go. The next time you open your document and click
on Step-by-Step Mail Merge, the data source file will be attached.

Mail Merge – Labels

1) Create a new blank document
2) Click the Mailings tab
3) Click Start Mail Merge
4) Click Step-by-Step Mail Merge Wizard

Step 1 – Select Document Type

1) Click Labels for the document type
2) Click Next: Starting document

Step 2 – Select Starting Document

1) Click Use the current document
2) Click Label options under Change document layout
3) Choose the label style you are using
4) Click OK

5) Click Next: Select recipients

Step 3 – Select Recipients

1) Click Use an existing list under Select recipients (or you can create a new
list) 2) Click Browse
3) Select the file
4) Click Open
5) Select the worksheet tab name that contains the data
6) Click OK
7) Click Next: Arrange your labels

5
Step 4 – Arrange Your Labels
1) Click in the first label box and click on either Address block or More items to insert
the data fields
2) Click Update all labels to include the fields on all labels
3) Click Next: Preview your labels

Step 5 – Preview Your Labels

Here is where you can preview the labels.
Click Next: Complete the merge

Step 6 – Complete the Merge

Click Print to send directly to the printer
OR
Click Edit individual labels to create a new file
 6
MANAGEMENT is the application of processes, methods, skills, knowledge and experience to achieve
specific project objectives according to the project acceptance criteria wihtin agreed parameters.
CONTRACT MANAGEMENT the overseeing of a project’s contracts from their initial pre-award phase
through to completion
CONTRACT Refers to the term specifies is an agreement between two parties in general.
CONTRACT EXECUTION Poor contract management often leads to lost or missing files, and final
contract approvals and signatures take significantly longer to obtain.
CONTRACT TRACKING Monitoring and tracking signed contracts that are then passed along to other
team members or departments who may not be familiar with them is crucial to avoiding delays. Project
delays lead to project overspending.
CONTRACT REVISION Managing contract changes before and after contract approval is important to
project success.
CONTRACT COMPLIANCE Contracts help ensure compliance within the parameters agreed upon.
CONTRACT FINALIZATION The process of contract signing between the involved parties is the final
step to getting the project started.
CONTRACT CHANGE MANAGEMENT Project changes need to be managed carefully and all changes
need to be communicated to the appropriate parties.
CONTRACT CREATION It’s important that contract management systems are able to incorporate
standardized procedures with details specific to organizational objectives
CONTRACT NEGOTIATION All project contracts ought to be written in a manner that reflects the
organizational objectives and values
CONTRACT APPROVAL This often involves multiple sign-offs from various managers and departments,
as well as contractors and vendors.
QUALITY It simply what customer or stakeholder needs from the project deliverables.
AFFINITY DIAGRAMS It is an information concerning a product, process, complex issue, or problem. It
expresses ideas without quantifying them (brainstorming sessions).
RELATIONSHIP MANAGEMENT It develop mutually beneficial relationships with suppliers
ORGANIZATION Establishment of people, responsibilities, authority and procedures.
NETWORK DIAGRAMS It refers to a visual representation of a project’s schedule. It helps plan the
project from start to finish.
USERS Those to whom the product will be delivered and who will perform whatever function the product
is designed.
QUALITY MANAGEMENT SOFTWARE The ideal work management platform allows you to track all of
these aspects in one, easy-to-use place
MATRIX DIAGRAMS is used to analyze data within an organization’s structure.
BRAINSTORMING Use prioritization matrices during sessions to evaluate different issues
based on set criteria to create a prioritized list of items.
INTERRELATIONSHIP DIAGRAMS These diagrams identify variables that occur while working on a
project and what parts of the project those variables might impact.
CONTRACT STAGE The is when all of the goals of your contracts come to life – if you
manage them properly.
QUALITY An influential organization impacting upon the of the product and the performance,
often in the public interest.
INFLUENTIAL ORGANIZATION An impacting upon the quality of the product and the
performance.