USING A WORD

Processing
software -
Microsoft Word
COMPILED BY:
MUHAMMAD UMER QURESHI
Slides Credit
 The slides are an adaptation, combination, and enhancement of material from the
following resources and persons:
1. PETE HANKE & JESSICA COTE - Global Health Informatics Partnership - INDIANA UNIVERSITY
2. Microsoft Word 2016 Help
Word Processing Software
 What is word processing?

 Use of specialized software for creating, editing, storing and printing text documents

 Examples: Microsoft Word (Microsoft Corporation), Google Docs (Google)

 Google Docs is a free web based word processor provided by Google in its Google
Drive service

 First version of Microsoft Word was introduced in early 1980s

Word Processing Software
(Cont.)
 Microsoft Word is included in the package, Microsoft Office.

 As of September 2019, Microsoft Office 2019 is the latest version

 But, Microsoft Office 2019 needs Windows 10 installed on your computer

 For older versions of Windows, Microsoft Office 2016 is the latest version

 In this course, we will stick with Microsoft Word

Learning Microsoft Word
Starting Microsoft Word  Primary Tasks
 Creating a New Document
Ribbon Menu System
 Opening an Existing Document
“File” Menu  Opening Multiple Documents
 Saving a Document for the First Time
“Home” Ribbon Menu
 Saving a Document
“Insert” Ribbon Menu  Working With Text
 Formatting - Margins
“Page Layout” Ribbon Menu
 Formatting - Headers and Footers
“References” Ribbon Menu  Formatting - Page Numbers
 Non-Text Items – Bullets
“Mailings” Ribbon Menu
 Non-Text Items – Tables
“Review” Ribbon Menu  Non-Text Items – Images
 Non-Text Items – Hyperlinks
“View” Ribbon Menu
 Proofing Tools – Spellcheck
 Printing Options
 Closing Documents
Starting Microsoft Windows
 You may start Microsoft Word by locating the Microsoft Office shortcut folder, and selecting
the Microsoft Word shortcut.

 Note: The location of this shortcut will vary depending upon your chosen configuration and
installation settings. However, it will most commonly be located in a “Microsoft Office”
folder created during the program installation.

 Following slides are primarily made with reference to the Microsoft Word 2010, but almost
all the options will be available in other versions. So, feel free to use any other version.
Ribbon Menu System
 Current versions of Microsoft Word use what is known to as “ribbon menu” system
 The menus are selectable menus that do not disappear once you move your mouse
to another part of the screen.
 The menu tabs will allow you to navigate Microsoft Word features, and perform
various functions.
 The different menu tabs typically contain similar sets of features.
File Menu
This menu will give you access to general options related to the Word file itself.
Home Menu
 The “Home” menu contains general options such as font sizes, alignment,
copy/paste.
 Most of your time in the menu system will be spent in this menu.
 The font size and style controls are located within this ribbon, as shown below. You
may adjust these settings by using the relevant dropdown menus.
Insert Menu
 This menu allows you to insert a variety of non-text objects into your document. You
can use it to add tables, pictures, links, headers and footers, among other things.
Page Layout Menu
 The “Page Layout” menu is where you will do the majority of your document
formatting. You can use it to set margins, page orientation, size, the number of text
columns, borders, indentation and spacing.
References Menu
 The “References” menu allows you to easily reference sources that you may use
while creating a document.
Mailing Menu
 The “Mailings” ribbon menu contains a number of features related to documents that
will be created for the purpose of being sent in the mail.
 Note that not all printers support these features, and you must have contacts
available in your Microsoft Outlook application in order to use the “Select from
Outlook Contacts” feature.
Review Menu
 The “Review” menu allows you to review your document for spelling and
grammatical errors, insert comments, track (and accept) changes made to your
document during reviewing, and compare or combine two documents.
View Menu
 The “View” menu allows you to change how the document is viewed within Word.
 The “Zoom” and the “Document Views” sections of this document are where you will
spend the majority of the time in this menu.
Primary Tasks
Aside from actually typing the document, there are a number of tasks that you
will perform most during your usage of Word. These tasks include:
◦ Creating new documents
◦ Opening existing documents
◦ Saving documents
◦ Working with text within documents
◦ Formatting documents
◦ Inserting non-text items
◦ Proofing documents
◦ Printing documents
◦ Closing Documents
Creating a New Document
Upon starting Microsoft Word, a new blank document
will be created.
Alternatively, a new document may be created by
selecting the “File” dropdown menu located at the top
of the main Word window, and selecting “New”. You
must then select the type of new document you would
like to create.
Don’t forget to save and rename your document from
the default name after creating it.
Alternatively, the keyboard shortcut CTRL + N may be
used.
Opening an Existing Document
To open an existing document, first locate and select the
“File” menu and select “Open”.
In the dialog box that appears, browse to your file and
press the button labeled “Open” located at the lower
right corner of this box.
Alternatively, the keyboard shortcut CTRL + O may be
used.
Opening Multiple Documents
Opening multiple documents is very similar to opening a single
document.
First, locate and select the “File” menu and select “Open”.
In the dialog box that appears, browse to the location of your
files.
The keyboard shortcut CTRL + O may be used to access the
“Open” dialog box.
To select multiple files, hold the “CTRL” key and click on each
of the files you want to open.
Alternatively, you can hold the “Shift” key and then use the
arrow keys to select multiple consecutive documents in a row.
Once you have selected the desired documents, press the
“Open” button.
Saving a Document for the First
Time
If you are saving a document for the first time, you should specify
a file name and the location to which the file will be saved.
To save a document for the first time, select the “File” dropdown
menu, and select “Save as”.
The “Save as” window will appear, at which point you should
locate and select the location that you want the file to be saved
to, as well as naming the file what you would like it to be called.
Saving a Document
To simply save a document without
renaming or relocating it, locate and select
the “File” menu.
Select the “Save” option.
Alternatively, the keyboard shortcut
CTRL + S may be used.
Working With Text
In addition to simply typing words into a document, you can highlight, select, copy, cut, and
paste items using either standard Windows shortcut methods, or buttons in Word.
To select a block of text, click and hold the left mouse button at the beginning portion of
the block you wish to select, and then drag the mouse over the desired text. You will notice
that the text will be highlighted as you do this.
Once you have the desired text selected, release the mouse button.
Note that while clicking on another part of the document while you have text selected will
deselect it.
Working With Text (cont.)
Once you have the desired content selected, you can cut, or copy it to use it in another location.
To cut the selected content, locate and select the “cut” button in the “Clipboard” portion of the
“Home” ribbon menu. This will remove the selected content from its current location and allow you
to use it elsewhere. (keyboard shortcut: “CTRL” + “X”)
To copy the selected content, locate and select the “Copy” button in the “Clipboard portion of the
“Home” ribbon menu. This will copy the selected content, allowing you to use it elsewhere without
removing it from the document. (keyboard shortcut: “CTRL” + “C”)
To paste the text, locate and select the are of the document in which you would like to paste, then
locate and select “Paste” button located in the clipboard portion of the “Home Ribbon Menu.
(keyboard shortcut: “CTRL” + “V”)
Formatting - Margins
To set margins, locate and select the “Page Layout” menu.
Select the “Margins” button.
A number of preset margin settings will drop down in a menu.
You can select one of those, or select “Custom Margins” at the
bottom of this menu to specify your own.
A dialog box will appear. The basic margin settings are located at
the top of this box.
Also note the “Orientation” portion of this menu.
Formatting – Headers and
Footers
Options for headers and footers will be located in the
“Insert” ribbon menu in the “Header & Footer” section.

To add a header, or footer, press the “Header”, or

“footer” button.

A dialog box will appear which will allow you to specify

the type of header that you would like to add.

To just add a simple header, select the “Blank” header.

To navigate to or away from the header, just double-

click on the area of the document that you would like
to move to.
Formatting – Page Numbers
Page numbers are a very commonly used
header element.
To add page numbers to your header or
footer, first create and select a header or
footer.
After you have created a header or footer,
locate and select the “Page Number”
button located in the “header and footer”
portion of the “insert” ribbon menu.
In the dropdown menus that appears,
select the location in which you want to
place your page numbers.
Non-Text Items - Bullets
To use bulleted lists, find and select the “Home” menu.
Select the bullet button located the “paragraph” section of this menu to start the list.
To create the next bullet in the list, press “enter”.
Non-Text Items - Tables
To insert spreadsheet-like tables, first select the “Insert” menu.
Find and select the “Table” button located in the “Tables” section of this menu.
In the menu that appears, use the table graphic to select the size of the desired table by
clicking on the graphic in the appropriate location.
Non-Text Items – Tables (cont.)
Once you place a table and are ready to format it, select the table and right click on the icon in
the upper left corner of the table. A contextual menu will appear.
The most notable selections in this menu are “Table Properties”, “Insert”, and “Delete Cells”.
Non-Text Items - Images
To insert an image into your document,
first select the “Insert” menu.
Locate and press the “Picture” button in
the “Illustrations” section.
In the Dialog box that appears, browse to
the photo you wish to insert and press the
“Insert” button.
Non-Text Items - Hyperlinks
Hyperlink is a text or image that on click opens
some website.
To insert a hyperlink into your document, select
the “Insert” menu.
Locate and select the “Links” button.
In the dropdown menu that appears, select the
“Hyperlink” button.
You can either browse to a location using the
“Look in:” section of this window, or you can
type an address manually in the “Address:” bar
at the bottom.
The name of the link as it appears in your
document will be determined by what is
entered in the “Text to display” field located at
the top of the dialog box.
When you are done, press the “Ok” button
located at the bottom of the screen
Proofing Tools - Spellcheck
To check your document for spelling errors,
use the spell and grammar check feature.
Select the “Review” menu.
Select the “Spelling & Grammar” button in
the “Proofing” section of the menu.
Alternatively, press F7 to initiate the check.
Proofing Tools – Spellcheck
(cont.)
In the “Spelling and Grammar” check
dialog box, you can enter corrections
manually in the top text field.
Alternatively, you can select from a list of
“suggestions” located in the lower half of
the dialog box. Make your desired
selection and press the “Change” button.
Print Options
You will find the options related to printing
by selecting the “File” menu, and selecting
the “Print” option. The Word window will
then be populated with options related to
printing.
The most important options are located at
the top of the window.
Make sure that you have the desired
printer, and the desired number of copies
to print selected.
When you are ready to print, press the
“Print” button located in the upper portion
of the screen.
Closing Documents
To close a document without exiting Word,
find and select the “Close” button in the
“File” dropdown menu. This will close the
document without closing that instance of
Microsoft Word
To close the document and the Word
program, you can select the “X” in the
upper right hand corner of the window,
just like any other application in Windows.
(keyboard shortcut: “ALT” + “F4”)
Now some miscellaneous
Features of MS Word…
Format Painter
 Used to quickly apply same formatting, such as color, font style and size, border style etc. to
multiple pieces of text or graphics
 It allow you to copy all the formatting from one object and apply it to another one
 Method:
1. Select the text or graphic that has the formatting that you want to copy
2. Click on the format painter icon. The pointer will change to paintbrush icon
3. Use the brush to paint over a selection of text or graphics to apply the formatting. This only
works once. To do it for multiple objects you have to first double-click format painter icon
4. To stop formatting, click ESC key.
Now some miscellaneous
Features of MS Word…
 Clear Formatting

To remove all the formatting from a piece of text, Select the text and Click on the Clear
Formatting Icon.
Make text appear as Subscript or Superscript

To make a piece of text appear as subscript or superscript, select the text and click on the
corresponding Icon
Now some miscellaneous
Features of MS Word…
 Align text to Left, Center, Right or to Justify Position

To align text to a certain position, select the text, or the whole document (by pressing CTRL+A
keys) and click on one of the icons.
Mostly text is set to Justified Position.

Creating a bulleted or Numbered List

To create a bulleted or numbered list, select the text and click on the corresponding drop down
list to view available options. Click on the style you want and it will be applied to the text.
Now some miscellaneous
Features of MS Word…
 Inserting a Page Break
If you want text entered at a particular point in your document to always remain on a new page
from the text before it, use page breaks.
To place a page break press CTRL+Enter key or click on the page break icon.
Now some miscellaneous
Features of MS Word…
 Page setup options
Margins options specifies the space left on four sides of the paper
Orientation defines the direction of the printed text, it can be Portrait or Landscape. Normally
we work with Portrait orientation
Size specifies the size of paper (A4, Legal etc.) that will be used for printing the document.
Columns defines the number of columns, the document’s text will appear in. Normally we work
in one column environment
Now some miscellaneous
Features of MS Word…
 Apply styles to your content
It is always a good idea to apply a particular style to your text, rather than manually applying
styles on each individual item.
This helps in creating automatic table of contents and increases efficiency.
To apply a particular style to your headings and other text select the content and click on the
required style.
Now some miscellaneous
Features of MS Word…
Adding Table of Contents
 Adding a table of content using Microsoft Word’s built in option ensures greater efficiency, as
compared to manually adding the table of content
Managing the manually designed table of content is least efficient and difficult to update.
Method
1. Add content to your document using the Style options discussed in last slide.
2. Then click on the Table of Content drop down list and select any automatic table option.
3. Table of content (Heading titles, Page Numbers etc.) will be automatically updated, you just
have to click on the table of content and choose Update Table of content option.
Final Words
 Computer Application like Microsoft Word were not designed for IT
professional, only. These applications are meant to benefit all of you…

 Menu Items, Shortcut keys, almost everything is self explanatory…

So, feel free to interact with the application and you will find it a very
productive and yet easy application software.