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Lecture 4

Microsoft Word is a graphical word processing program that allows users to type, edit, format and save documents. It has tools to create business plans, CVs, letters, reports, meeting agendas, certificates, invoices and other documents. To create a new document in Word, you can click "New" or press Ctrl+N. Documents can be saved for the first time or as a new file using the Save or Save As options. Headers, footers, and page numbers can be added and customized using tools on the Insert and Header & Footer tabs.

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Nasir Hussain
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30 views

Lecture 4

Microsoft Word is a graphical word processing program that allows users to type, edit, format and save documents. It has tools to create business plans, CVs, letters, reports, meeting agendas, certificates, invoices and other documents. To create a new document in Word, you can click "New" or press Ctrl+N. Documents can be saved for the first time or as a new file using the Save or Save As options. Headers, footers, and page numbers can be added and customized using tools on the Insert and Header & Footer tabs.

Uploaded by

Nasir Hussain
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Lecture 4 Notes Introduction to Microsoft Word

INTRODUCTION TO MICROSOFT WORD


Microsoft Word or MS Word (often called Word) is a graphical word processing program that
users can type with. It is made by the computer company Microsoft. Its purpose is to allow
users to type and save documents. Similar to other word processors, it has helpful tools to make
documents.
Examples of word processor programs
 Abiword.
 Apple iWork - Pages.
 Apple TextEdit - Apple macOS included word processor.
 Corel WordPerfect.
 Dropbox Paper (online and free).
 Google Docs (online and free).
 LibreOffice -> Writer (free).
 Microsoft Office -> Microsoft Word.
Some of you may already have encountered Microsoft Word at some stage of their lives
whether preparing their own reports, letters, and CVs or receiving work from their lecturers
who have used Microsoft Word in preparing hand-outs and exercises.

Practical uses for Microsoft Word


Microsoft Word’s substantial power and flexibility make it a useful tool for both
personal and business use. It can be used to create both simple and complex
documents with the ability to add numerous types of graphics such as pictures,
charts and tables.
Some examples of how it is used include:

Use Comment

Write a business plan Business plans are commonly used when a business is
looking to attract new funding and investment. They
might be aimed for example at banks or potential new
major shareholders.
Prepare a CV Applicants for a new job will often use Word to prepare
their CV. Within organizations Word is commonly used
to draft job profiles.
Write a letter whether it’s formal business letters or something much
less formal, Word is a great tool for assisting you in
writing an impressively presented letter.
Compose a client report Similar to a business plan, Word’s many formatting
features and ability to integrate graphics and
illustrations mean it is perfect for composing a client
report.
Lecture 4 Notes Introduction to Microsoft Word

Prepare a meeting agenda Lists and numbered bullet points can be mixed with
tables to prepare clear, concise and logical meeting
agendas.
Create business cards The power of Microsoft Word can be matched to the
increasing sophistication of home and business printing
to enable users to create professional looking business
cards and address labels quickly and efficiently.
Issue certificates the numerous templates and style features mean that
Word is useful for preparing certificates, whether for
safety compliance, completion of a course, high
achievement or certification of authenticity.
Write minutes of meeting Subsequent to having prepared meeting agendas, Word
can also be used in the follow-up to a meeting for
writing-up notes (minutes) from the meeting
highlighting points discussed and actions agreed.
Generate customer statements and invoices
Word can be used to generate clear and effective
customer invoices and monthly statements.

CREATING AND SAVING A NEW DOCUMENT


Open a new, blank document
Definition: Document
A document is the file comprising one or more pages and sections that represents the work you are
word-processing. For example a report, invoice, certificate or letter.

There are a number of ways to open a new, blank document.


 Click Microsoft Word from the start menu. This launches a new session of
Word and a new blank document will open automatically.

Clic
Lecture 4 Notes Introduction to Microsoft Word

 If Word is already open click New + Blank document on the File tab. This will open a
new document in addition to an already open document.

Clic

 You can also press CTRL +N whilst in an existing document to quickly create a new,
blank document.

Save a document
Save a document for the first time
There are two ways of saving a document for the first time. Either:
 Click Save on the Quick Access Toolbar; or
 Press CTRL + S
Both of these actions will open the Save As dialog box. Type in a file name (or
alternatively leave the default name as it is), then either:
 Click Save to save to the default location; or
 Navigate to an appropriate file location, then click Save.

3. Optional:
navigate to

2.
Ent

4.
Lecture 4 Notes Introduction to Microsoft Word

Save an existing document as a new document


This technique is called ‘Save As’ and prevents a user from overwriting the
original document. Best practice would be to save the document as a new file
as soon as you open the original document.
To save an existing document as a new document:
 Open the document you wish to save as a new document
 Click on the File tab
 Click Save As
 Enter a new document name. You can save the new document to the same
directory as the existing file (which is the default) or alternatively navigate to
a new directory
 Click Save

1.
Click

3. Optional:
navigate to

2. New
doc. name

4.
Save

Open an existing document


You may be able to save time and effort by using an existing file to continue with the
previously saved work or update recently saved files. There are two ways to do this:
 If Word is already open click open from the file tab and you may see recently saved files
at recent files.
Lecture 4 Notes Introduction to Microsoft Word

Cli
ck

 Open a word file and at the right hand side you will see recent documents saved. If
you would like to open recent files instead of blank document you may select any of
the recently saved files through this option

Select file

PAGE NUMBERS, HEADERS AND FOOTERS


Adding headers and footers
Adding headers and footers from the gallery
Microsoft Word includes a suite of pre-defined headers and footers that can be easily and quickly
inserted. These can then be customized to your particular requirements.
To add a header or footer from the gallery:
 Click Header or Footer in the Header & Footer group on the Insert tab
 Select a style from the various drop-down options then click to insert
 Press ESCAPE to return to the document
Lecture 4 Notes Introduction to Microsoft Word

2. Select a
style from
the drop-

Result:
Header

CUSTOMIZING HEADERS AND FOOTERS


You can customize headers and footers as follows:
 Enter the header or footer by double-clicking somewhere in the header or footer area. This will
activate the Header & Footer Tools tab. Note that the Header & Footer Tools tab is only visible
when a header or footer is selected for editing.
 You can then edit the header or footer just like you would edit any other part of the document -
for example using the bold, underline and shading formatting available on the Home tab. The
Header & Footer Tools tab offers additional functionality for quickly adding items such as page
numbers, dates & times, pictures and Clip Art.
Lecture 4 Notes Introduction to Microsoft Word

1. Double-click into the


header or footer to Result: New tool-bar has
activate the Header & been activated
Footer Tools

ADDING PAGE NUMBERS


Microsoft Word offers a range of page number formats that can easily be inserted into a document.
Page numbers can be inserted into a header, footer or the current location (i.e. where the cursor
currently sits).
To add page numbers:
 Click Page Number in the Header & Footer group on the Insert tab
 Select a location and style from the various drop-down options then click to insert
If you inserted a page number into either a header or footer then to return to the body of the
document either:
 Click Close Header and Footer on the Design tab under Header & Footer Tools; or

1.
Click

2. Select a location
E.g. top of page,

 Press the ESCAPE key


Lecture 4 Notes Introduction to Microsoft Word

2. Select a location
E.g. left, right

Result: Page
numbering is
added in the
Lecture 4 Notes Introduction to Microsoft Word
Lecture 4 Notes Introduction to Microsoft Word

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