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Introduction

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Rev 2-1
Welcome to your Word Introduction training
course
 At the end of this course you will have a good working knowledge of
Word basics
 You will feel more confident using Word and be able to create a
document from scratch
 Understanding and using some of the built in layout and text editing
functionality will enable you to produce far more striking and effective
documentation in your work and home Word environments
 Documents that you create will be easier to read and look more
presentable
Contents
Unit 1: Getting Started ................................................................................. 1
Elements of the Word window ....................................................................................................... 1
Create a new document .................................................................................................................... 2
Saving a document ............................................................................................................................. 2
Using Help .............................................................................................................................................. 3
Word 2016 ................................................................................................................................................................ 3
Unit 2: Editing Documents ........................................................................... 4
Open a document ............................................................................................................................... 4
Navigating a document using the scroll bar ............................................................................. 5
Navigating a document using the keyboard ............................................................................ 5
Using Go To ........................................................................................................................................... 6
Edit text in a document ..................................................................................................................... 6
Autocorrect feature............................................................................................................................. 7
Find and Replace ................................................................................................................................. 7
Unit 3: Moving and Copying Text ............................................................... 8
Selecting text using the mouse ...................................................................................................... 8
Select a word ........................................................................................................................................................... 8
Select a paragraph ................................................................................................................................................. 8
Select several paragraphs ................................................................................................................................... 8
Selecting text using the keyboard................................................................................................. 8
Select a line............................................................................................................................................................... 8
Select a paragraph ................................................................................................................................................. 8
Move or copy text using the mouse ............................................................................................ 9
Move or copy text using Cut, Copy and Paste ........................................................................................... 9
Unit 4: Formatting Characters and Paragraphs ....................................... 10
Applying character formatting – font and font size .............................................................10
Shortcut keys ........................................................................................................................................................ 11
Other character formats ..................................................................................................................11
From the Font dialogue box effects such as: ........................................................................................... 11
Using paragraph formats................................................................................................................12
View paragraphs .................................................................................................................................................. 12
Paragraph alignment........................................................................................................................12
To change alignment: ........................................................................................................................................ 12
Indentation...........................................................................................................................................13
Line spacing........................................................................................................................................................... 14
Bullet and numbering ......................................................................................................................14
To apply bullets or numbering: ..................................................................................................................... 14
Tabs – viewing the ruler ..................................................................................................................14

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Types of tabs .........................................................................................................................................................15
Left tab .....................................................................................................................................................................15
Right tab ..................................................................................................................................................................15
Centre tab ...............................................................................................................................................................15
Viewing tabs........................................................................................................................................ 15
To view tabs on the screen: .............................................................................................................................16
Working the tabs dialogue box......................................................................................................................16
To change current tab settings, or remove tabs: ....................................................................................16
Unit 5: Creating and Managing Tables ..................................................... 17
Insert a table ....................................................................................................................................... 17
To create a table: ..................................................................................................................................................17
To add text: ............................................................................................................................................................17
Inserting rows or columns ............................................................................................................. 18
To insert additional rows or columns into a table: .................................................................................18
Deleting rows or columns .............................................................................................................. 18
To delete rows or columns from a table: ...................................................................................................18
Using AutoFit options ..................................................................................................................... 19
AutoFit options are used to adjust the size of the table columns automatically. ......................19
Changing cell text alignment ....................................................................................................... 19
Unit 6: Controlling Page Layout ................................................................ 20
Accessing the header or footer ................................................................................................... 20
To access the header or footer:......................................................................................................................20
Editing the header or footer ............................................................................................................................20
Navigating and inserting page numbering ...............................................................................................21
Changing document margins....................................................................................................... 22
Inserting a page break .................................................................................................................... 22
To insert a page break: ......................................................................................................................................23
Delete a page break............................................................................................................................................23
Unit 7: Using Proofing Tools ..................................................................... 24
Using the spelling and grammar checker ................................................................................ 24
Spelling and grammar checking options ...................................................................................................25
Using the thesaurus ......................................................................................................................... 25
To look up/use an alternative word: ............................................................................................................26
Unit 8: Web Features .................................................................................. 27
Creating a hyperlink ......................................................................................................................... 27
To create a hyperlink: .........................................................................................................................................27
Emailing a document from Word (using Outlook) ............................................................... 28
Save a document as a web page ................................................................................................ 29
Quick reference: Word shortcut keys ....................................................... 30

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 Unit 1: Getting Started
In this section you will learn to:

Explain the elements of the Word window

Create and save documents
Access and use Help

Elements of the Word window

1. File Tab (Backstage) 7. Group of buttons

2. Quick Access Toolbar 8. Ruler

3. Title bar 9. New document

4. Minimise Window 10. Vertical scroll bar

5. Tabs 11. Status bar

6. Ribbon

2 3 4
1
7 6
5

9 10
8

11

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Create a new document

File Tab  New, or Ctrl + N

Blank document
Create

Saving a document

File Tab Save, or Ctrl+S

Select Location to save to
Enter filename
Save

Use Ctrl+S to save additional changes made to your document

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Using Help

Click ? or press F1 to launch Help

Word 2016
Word 2016 has the Tell Me search bar where you can describe the function or
feature you need:

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Unit 2: Editing Documents
In this section you will learn to:

Open and move around a document

Use Word’s AutoCorrect feature
Edit text in a document
Use the Undo and Redo commands
Search for and replace text

Open a document

File Tab  Open, or Ctrl+O

Select the Location the file is saved in
Click on the file once
Open

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Navigating a document using the scroll bar
On the vertical scroll bar, click up or down arrows, or click on and drag place marker

Navigating a document using the keyboard

Page Up
Move up the document
(toward first page)

Page Down
Move down the document
(toward last page)

Home
Move to start of a line

End
Move to the end of a line

Ctrl+Home
Move to the start of the document

Ctrl+End
Move to the end of the document

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Using Go To

Home tab FindGo to

or Ctrl+GSelect Page on left

Enter page numberGo To

Edit text in a document

Backspace
Remove the character to the left of the cursor

Delete
Remove the character to the right of the cursor

Overtype
Replaces text as you type

Turn off or on by pressing Insert key or double-click on the letters OVR in the
status bar at the bottom of the screen

Undo and Redo

Both buttons are located on the Quick Access toolbar.

Undo reverses the previous action taken, shortcut is Ctrl+Z

Redo repeats actions that have been undone, shortcut is Ctrl+Y

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Autocorrect feature
To view existing AutoCorrect entries:

Go to Insert tabSymbols group

Click Symbol and select More SymbolClick AutoCorrect

To create an entry:
Type mis-spelt entry into Replace box, and correctly spelt entry into With
box
Click OK.

Find and Replace

Home tabEditing group
Use Find to search for a word; or Replace to replace one word with another

Use shortcut keys Ctrl+F for Find

Ctrl+H for Replace

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Unit 3: Moving and Copying Text
In this section you will learn to:

Select text by using the mouse and keyboard

Copy and move text

Selecting text using the mouse

Select a word
Double-click on the word

Select a paragraph
Triple-click within the paragraph

Select several paragraphs

From left margin using

Selecting text using the keyboard

Select a line
Ctrl+End (cursor positioned at start of line), or

Ctrl+Home (cursor positioned at end of line)

Select a paragraph
Ctrl+Shift+Down Arrow (cursor positioned at start of paragraph),
or

Ctrl+Shift+Up Arrow (cursor positioned at end of paragraph)

Select whole document

Ctrl+A

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Move or copy text using the mouse

To move select text, then click on the text and drag to the new location.

To copy select text, then hold down the Ctrl key.

Click on the text and drag to the new location.

Move or copy text using Cut, Copy and Paste

Select text
Home tabClipboard group
To move, select Cut or Ctrl+X
To copy, select Copy or Ctrl+C
Position cursor where the text is to go
Select Paste or Ctrl+V

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Unit 4: Formatting Characters and Paragraphs
In this section you will learn to:

Use character formatting to enhance text

Use basic paragraph formatting to enhance a document’s appearance
Use tabs in a document

Applying character formatting – font and font size

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 Select the text to be formatted
Home tabFont groupselect font or font size

Shortcut keys
Select text and use

Ctrl+] to increase font size by 1pt

Ctrl+[ to decrease font size by 1pt

Other character formats

Select the text to be formatted

Home tabFont groupclick in bottom right of Font group

From the Font dialogue box effects such as:

Strikethrough
Superscript
Subscript
Shadow

can be applied.

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Using paragraph formats

Paragraph formatting commands can be found on the

Home tabParagraph group.

View paragraphs

Click the Show/Hide button in the Paragraph group to reveal paragraphs and other
non-printing characters in a document.

Paragraph alignment

Left alignment
Ctrl+L

Right alignment
Ctrl+R

To change alignment:
Select the paragraph(s) to be aligned.
Click an alignment button in the Paragraph group.

Centre alignment
Ctrl+E

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Justify alignment
Ctrl+J

Indentation

To change indentation:

Select the paragraph(s) to be indented.

Click an indentation button (Decrease Indent or Increase Indent) in the
Paragraph group.

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Line spacing

To change line spacing:

Select the paragraph(s) to apply line spacing to.

Select line spacing using the dropdown arrow next to Line Spacing button.

Bullet and numbering

To apply bullets or numbering:

Select the paragraphs to be bulleted or numbered.
Click the Bullets button or Numbering button to apply.

Tabs – viewing the ruler

Ensure the ruler is visible near the top of the screen:

View tab tick Ruler checkbox in Show group.

Selecting a tab type

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To select a tab type, click on the tab button to the left of the ruler to cycle through
different tab types.

Types of tabs
Left tab
Text starts at the tab position and flows to the right as you type.

To set a tab:

1. Select the tab type at the left of the ruler.

2. Click on the ruler at the point where the tab is to be positioned.
3. Press the Tab key to shift the cursor to the tab position; and begin typing.

Right tab
Text starts at the tab position and flows to the left as you type.

Centre tab
Centre of the text is at the tab position.

Viewing tabs

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To view tabs on the screen:
Go to the Home tabParagraph group.
Click the Show/Hide button.
Tabs will show as small arrows.

Working the tabs dialogue box

To change current tab settings, or remove tabs:

Double-click on a tab marker on the ruler.
Select the tab stop to be altered or removed from the list of tab stops on
the left.
Now the alignment for the selected tab can be changed; or the tab can be
cleared.

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Unit 5: Creating and Managing Tables
In this section you will learn to:

Create tables in a Word document

Edit the structure of tables
Enhance the appearance of tables

Insert a table

To create a table:
Go to the Insert tabTable button.
Select the number of cells to be included by dragging the mouse over the
grid;
or
Select Insert Table.

To add text:
Click in a cell and type.
Press Tab to move to the next cell.
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Inserting rows or columns

To insert additional rows or columns into a table:

Click in a cell next to where the row or columns is to be added.
Go to the Table Tools Layout tabRows & Columns group.
Click the appropriate Insert button.

Deleting rows or columns

To delete rows or columns from a table:

Click in a cell within the row or column is to be deleted.
Go to the Table Tools Layout tabRows & Columns group.
Click the appropriate Delete option from the dropdown arrow next to Delete.

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Using AutoFit options

AutoFit options are used to adjust the size of the table columns
automatically.
Click in a cell within the table.
Go to Table Tools Layout tabCell Size group.
Click the dropdown arrow next to the AutoFit button to select an AutoFit
option.

Changing cell text alignment

To align text within a cell:

Click in the cell containing the text, or

select the column or row.
Go to Table Tools Layout tabAlignment
group.
Select the alignment option to be used.

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Unit 6: Controlling Page Layout
In this section you will learn to:

Add headers and footers to a document

Set and change the margins for a document
Add and delete manual page breaks

Accessing the header or footer

To access the header or footer:

Go to Insert tabclick Header button or Footer button.
Select a built-in option
or
Select Edit Header or Edit Footer.

Editing the header or footer

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Type into the header or footer, then use the Tab key to move across to the next
tab stop position.

Navigating and inserting page numbering

On the Header & Footer Tools/Design tab:

Use the Go to Footer or Go to Header button to navigate between the two

areas
Use the Page Number button to insert page numbering
Click Close Header and Footer to exit.

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Changing document margins

To change a document’s margins:

Go to Page Layout tabPage Setup group.

Click the Margins button.
Select from preset margin options; or use Custom Margins to enter margin
sizes.

Inserting a page break

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To insert a page break:
Click the cursor where the page break is to be positioned.
Go to the Page Layout TabPage Break button.

Shortcut keys: Ctrl+Enter to insert a page break.

Delete a page break

Delete

Turn on the Show/Hide button (Home tab

Paragraph group).
Click the cursor to the left of the page break.
Press the Delete button on the keyboard.

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Unit 7: Using Proofing Tools
In this section you will learn to:

Use Word’s Spelling and Grammar feature to proof a document

Use Word’s Thesaurus to find alternative words

Using the spelling and grammar checker

To launch the Spelling and Grammar checker, go to Review tabSpelling &

Grammar button

To ignore the suggestion, click Ignore Once or Ignore All.

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Use Add to Dictionary to add a correctly spelt word to Word’s dictionary (so the
word won’t come up as an error in future).

To correct an error to a suggested option, click Change or Change All.

Spelling and grammar checking options

To change spelling and grammar options, go to File TabProofing category.

Using the thesaurus

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To look up/use an alternative word:
Right-click on the word.
Go to Synonyms and select another word to replace the one currently
used.

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Unit 8: Web Features
In this section you will learn to:

Saving documents as web pages

Working with hyperlinks
Emailing documents

Creating a hyperlink

To create a hyperlink:
Select the text that is to become a hyperlink.
Go to the Insert tabLinks group.
Click the Hyperlink button.
Create hyperlink settings using the Insert Hyperlink dialogue box.
Click OK.
Use Ctrl+Click to test the hyperlink.

Shortcut keys:
Ctrl+K to access Insert Hyperlink dialogue box.

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Emailing a document from Word (using Outlook)

To email an open document from Word using Outlook:

Go to File TabshareEmail.
A new Outlook email message opens, with the open Word file attached.
Enter recipients’ email addresses and send.

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Save a document as a web page

Go to the File TabSave As

Save As Type
Select Web Page as the file type under Save as type.
Save.

E&OE
STL Training reserves the right to revise this publication and make changes from
time to time in its content without notice.

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Quick reference: Word shortcut keys
Command Keystroke
Bold Ctrl+B
Close Ctrl+F4
Copy Ctrl+C
Cut Ctrl+X
Exit Word Alt+F4
Font Ctrl+D
Font grow/shrink 1 pt. Ctrl+ ] or [
Help F1
Help—What’s This? Shift+F1
Hyperlink Ctrl+K
Italics Ctrl+I
Justify—Center Ctrl+E
Justify—Full Ctrl+J
Justify—Left Ctrl+L
Justify—Right Ctrl+R
Line-spacing 1 Ctrl+1
Line-spacing 1.5 Ctrl+5
Line-spacing 2 Ctrl+2
List Bullet Ctrl+Shift+L
New document Ctrl+N
Open a document Ctrl+O
Paste Ctrl+V
Print Ctrl+P
Print Preview Ctrl+Alt+I
Repeat/Redo Ctrl+Y
Underline Ctrl+U
Underline—double Ctrl+Shift+D
Save Ctrl+S
Select All Ctrl+A
Spelling and Grammar check F7
Table—to column bottom Alt+PgDn
Table—to column top Alt+PgUp
Table—to row beginning Alt+Home
Table—to row end Alt+End
Undo Ctrl+Z

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