WORD SCREEN ELEMENTS

File menu – it provides access to the only menu in Ms Office. When you click this button it shows the
following menus: Info, Open, Save, Save As, Print, Share, Export, Close

Title bar – It shows the open program and the name of the open file.

Toolbars – It provides access to the most common Word commands including Save, Undo, Repeat, and
Copy. You can customize, add or delete button on this toolbar.

Text Area – this is where you type your text. The insertion point represents the location where your text
will appear.

Status bar – It displays the document information such as the number of the page on which the
insertion point appears, the total number of pages, the proofing errors indicator and the view button.

Task Pane/Dialog box – It opens a dialog box or task pane that provides more options.

Scroll Bar – It moves the document vertically.

Ribbon – It contains the commands organized in three components:

a. Tabs – represent the activities you perform and contain related groups
b. Groups – organize related commands. Group name appears below the group ribbon
c. Commands – appear within each group.

View Buttons – Display the buttons such as Read Mode, Print Layout & Web Layout.

Window Control Buttons – It contains three commands:

a. Minimize Button – minimizes the window
b. Maximize/Restore Button
c. Close Button – closes the window

Zoom Level and Zoom Slider – Opens the Zoom dialog box and maximizes/minimizes the view by sliding
the zoom slider.

Home Tab – displays the related commands which are grouped as Clipboard, Font, Paragraph, Styles,
and Editing.

Insert Tab – displays the related commands which are grouped as Pages, Tables, Illustrations, Add-ins,
Media, Links, Comments, Header & Footer, Text, Symbols, and Flash.
Design Tab – is a new tab in MS Word. It displays the related commands which are grouped as
Document Formatting and Page Background.

Layout Tab – the Page Layout tab displays the related commands which are grouped as Page Setup,
Paragraph, and Arrange.

References Tab – displays the related commands which are grouped as Table of Contents, Footnotes,
Research, Citations & Bibliography, Captions, Index, and Table of Authorities.

Mailings Tab – displays the related commands which are grouped as Create, Start Mail Merge, Write &
Insert Fields, Preview Results, and Finish.
Review Tab – displays the related commands which are grouped as Proofing, Accessibility, Language,
Comments, Tracking, Changes, Compare, and Protect.

View Tab – displays the related commands which are grouped as Views, Show, Page Movement, Zoom,
Window, and Macros.

Moving Around the Document

You can move around the document by pressing the arrow keys on the keyboard.

KEY FUNCTION
Up arrow Goes up one line in the document
Down arrow Goes down one line in the document
Left arrow Goes to the left of the document
Right arrow Goes to the right of the document

You can also move around the document using the special keys on the keyboard.

KEY FUNCTION
Page up Goes up one page in the document
Page Down Goes down one page in the document
Home Goes to the beginning of the line
End Goes to the end of the line
Ctrl + End Goes to the end of the document

Viewing the Document

There are many ways to view your document. It is important to know the different views so that you
will know what view to use to perform your tasks easily and efficiently.

A. Read Mode – this is a view that displays your documents in easy-to-read columns on the screen.
Editing tools are removed to minimize distractions, but you still have access to the tools and
view menu.
B. Print Layout – this is a view of the document as it would appear when printed. It includes all
tables, texts, graphics and images.
C. Web Layout – this is a view of the document as it would appear in a web browser.
 D. Outline View – this is an outline form of the document in the form of bullets.
E. Draft View – this view does not display pictures or layouts, just text.

Kinds of View
1. Read Mode – is a view that displays your documents in easy-to-read display on the screen
2. Print Layout – is the default and normal view of the document showing the Ribbon and Quick
Access Toolbar
3. Zoom – allows you to increase or reduce the view of the document. You can zoom the view of
the document by using the Zoom command from the Zoom group on the Ribbon or by using the
Zoom slider located at the right bottom portion of the screen.
4. Split – allows you to view top most part of the screen while also viewing the other parts of a
large document.
5. Print Preview – shows how the document will look on printed paper. You can access the Print
Preview on the Quick access toolbar.
6. Minimize – reduces the document to a button size icon at the bottom of the window.
7. Restore – shows the document in a reduced view that allows you to move worksheet by clicking
and dragging the pointer and resize the document by dragging the arrows.

Saving the Document

Microsoft Word provides many ways to save a document. It is important to know each functions
individually. New, edited and opened document may be saved for future use or for a succeeding action
such as printing and modifying.

Save Commands
Commands Description
Word Document Saves the file as a Word document

Word Template Saves the document as a template that can be used to format future
documents

Word 97-2003 Document Saves a copy of the document that is fully compatible with Word 97-
2003

Open Document Text Saves the document in the Open Document Format

PDF or XPS Publishes a copy of the document as a PDF or XPS file

Other Formats Opens the Save As dialog box to select from all possible file types

Editing the Document

Deleting Texts
As you are typing or modifying your document, you may find that you have to change your typed text.
There are five ways to delete text.
1. Point the mouse pointer at the end of the text or sentence you want to be removed and press
the backspace on the keyboard.
2. Place the mouse pointer at the beginning of the text or sentence you want to be removed and
press Delete.
3. Drag the mouse pointer in order to highlight the text or sentence you want to be removed and
press Backspace.
4. Double click the text to highlight the word, then press Delete or Backspace.
5. Triple click the text to highlight the sentence, then press Delete or Backspace.
Using Cut, Copy, and Paste
The Copy command when used on a selected text or group of texts will retain the text in the current
position and will allow you to transfer a duplicate to another position.

The Cut command will remove the text in its position and then allow you to transfer the text to another
location. The new location maybe within the application or in another file. When using the Cut and
Copy commands, your text will be placed temporarily on a Clipboard and will remain there until you
Copy or Paste it in another location.
1. Double click or highlight the text you want to cut, copy or paste.
2. On the Ribbon, click the Home tab and go to the Clipboard group.
3. Click Copy or Cur button.
4. Click your mouse pointer on the location you want to place the text and click the Paste button.

Copying from a Website

Text or materials from the website may be copied to a document. However, be sure to cite the source
of the material from the internet.
1. Select or highlight the website material you want to copy. Right click the mouse and click the
Copy command.
2. Click the Minimize button to minimize the website window.
3. Go to the document where you want to place the text.
4. On the Home tab, go to the Clipboard group and click the Paste.

Page Layout and Printing

Setting Margins
Margins are the borders at the top, bottom, left, and right side of the document. You can set up the
page, margin, and layout of your document before you type your text or change it later.
1. On the Ribbon, click the Page Layout tab and go to the Page Setup group.
2. Click the Dialog Box Launcher and on the dialog box, click the Margins tab and on the Margins
section type your desired Top, Left< Right, and Bottom margins.
3. On the Paper orientation, choose whether you want your document printed. If vertically choose
Portrait and if horizontally choose Landscape.
4. Click the Paper tab and select the paper size and source and click ok.

Previewing and Printing Pages

MS Word allows you to preview your work before printing. Preview allows you to see what the file or
document will look like once it is printed. It is always ideal to see your file before printing to avoid any
mistakes on printed pages.
1. Click the File menu and click Print
2. The backstage view will show a preview on how the document will look like when it is printed.
3. To print the document, set the print settings such as number of Print Copies, Printer Settings,
and Pages.
4. Click the Print button.
5. Another way to print is by clicking the Print button on the Quick Access Toolbar.
Comp 101 – Activity1

Name:_________________________________ Course: ______________ Score:____________

Arrange the following commands in their appropriate group.

Find Clipboard Font Paragraph Styles Editing

Line Spacing

Sort

Grow Font

Shading

Copy

Paste

Select

Replace

Bold

Justify

Bullets

Font Size

Border

Font Color

Subscript

Cut

Multilevel List

Numbering

Align Text Left

Paste Special

Change Styles

Underline

Increase Indents

2. Answer the following questions.

a.) What are the five ways to delete a text?

b.) How do you copy text or materials from a website?