Microsoft Word

Prepared by: Alexandro Ponteras

 What Is Microsoft WORD?

• It is a word-processing
application used to create
text-based documents and
manipulate text data to
produce a letter, report,
memo, email, or any type of
correspondence.
 Getting started…
• Click Start | Programs | Microsoft WORD.
 Getting started…(1)
• Find this icon in your desktop and double click it
Screen Layout
Definitions of the Elements of Microsoft
Word Screen
• Title Bar – located at the very top of the screen, it displays the
name of the active document. You should see “Document1 -
Microsoft Word” or something similar. Document1 is the default
filename given to the document.
• Menu Bar – located directly below the title bar, it displays the
menu. The menu begins with File and continues with Edit, View,
Insert, Format, Tools, Table, Window and Help. Menus are used
to give instruction to the software. Pressing the ALT key together
with the underscored letter activates shortcuts for the specified
menu.
• Toolbars – generally located below the menu bar, it provides
shortcuts to menu commands. To activate the toolbars, click on
View | Toolbars and a list of toolbars appear. Those with
checkmarks are already active. To activate or deactivate a
toolbar, click on the toolbar name.
• Ruler – located below the main toolbars, it is used to change the
format of the document quickly. To activate the ruler, click on
View | Ruler.
 Definitions of the Elements of Microsoft
Word Screen(1)
• Text Area – located below the ruler, it provides space
to type in. The blinking vertical line in the upper left
corner is called a cursor, and it marks the insertion
point.
• Selection Area – located to the left of the text area, it
allows the user to select text or graphics by clicking
and dragging the mouse. This area is denoted when
the mouse pointer changes to a white right-pointing
arrow .
• Scroll Bars – located below and to the right of the text
area, it allows the user to move up, down and across
the document.
Definitions of the Elements of Microsoft
Word Screen(2)
• Status Bar – located at the very bottom of the screen, it
provides such information such as the current page,
current section, total number of pages, inches from the top
of the page, current line number and current column
number. It also provides options to track down changes in
Record mode, Extension mode and Overtype mode.
• Control Buttons:
• minimize – reduces a program or window to a
button on the taskbar.
• maximize – enlarges a program or window to fill
the screen.
• exit – closes the active program.
• close – closes the active file within the program
without quitting from the program itself.
 Screen Views
• normal
– Shows text formatting and simple layout of the page.
– This is the view to use when typing, editing, and formatting text in a
document.
• web layout
– Shows document as it will appear when viewed on a Web browser.
• print layout
– Shows how the text and objects will appear on the printed page.
– This is the view to use when adjusting margins, working in columns,
drawing objects, and placing graphics in a document.
• outline
– Shows the structure of the document.
– This is the view to use when moving, copying, and reorganizing text
in a document.
 Creating a New File
• Click the New Document button on the Standard
toolbar.

• Select File | New from the menu bar.

• Press CTRL+N on the keyboard.
 Saving a New File
• Click the Save button on the Standard toolbar.

• Select File | Save As from the menu bar.

• Press ALT+F+S on the keyboard.
 Opening an Existing File

• To open an existing document,

select from the Menu bar, File >
Open. Select the folder in which the
file to be opened is located in from
the Look in: drop-down menu and
highlight the file on the list. Click on
the Open button to open the
presentation.
Opening an Existing File(1)
Area (1) shows
the location of
the displayed
document.

Area (2) allows you to

access documents in
commonly used
locations
 Saving an Existing File
• Click the Save button on the Standard toolbar.

• Select File | Save from the menu bar.

 Previewing a File
• Click the Preview button on the Standard
toolbar.

• Select File | Print Preview from the menu bar.

 Printing a File
• Click the Print button on the Standard toolbar.

• Select File | Print from the menu bar.

– The Print dialog box will appear
– Specify the printer name, page range, and number of
copies.
– Click the OK button.
 Typing and Inserting Text
• Start typing to enter text. Text will appear where
the blinking cursor is located.
• Move the cursor by positioning the mouse and
clicking the left button or by using the appropriate
keyboard shortcuts below:
 Selecting Text
• Select or highlight text by dragging the mouse
over the desired text or by using the appropriate
techniques below:
• Deselect text by clicking anywhere outside of the
selection or by pressing an arrow key.
 Deleting Text
• Delete text by using the BACKSPACE and
DELETE keys on the keyboard. BACKSPACE
will delete text to the left of the cursor and
DELETE will erase text to the right. To delete a
large selection of text, select or highlight it using
any of the techniques outlined above and press
the DELETE key.
 Formatting Text
• Format text by selecting or highlighting it first.
– Use the Formatting Toolbar.
 Formatting Text(1)
• styles and formatting – displays the Styles and
Formatting task pane.
• style – contains a set of formatting characteristics that
can be applied to text, tables, lists in the document to
quickly change their appearance.
• font – contains the list of fonts, it changes the font of
the selected text by clicking on the arrowhead located to
the right of the box, scrolling down to the preferred font
and selecting it.
 Formatting Text(2)
• font size – contains the list of font sizes for a particular font, it
changes the size of the selected text by clicking on the arrowhead
located to the right of the box, scrolling down to the preferred size
and selecting it.
• font style – changes the style of the selected text to bold, italics,
and underline by clicking on the respective buttons.
• alignment – changes the alignment of the selected text to right,
center, left, or justified by clicking on the respective buttons.
• numbered and bulleted list – please refer to the chapter on Lists
• increase/decrease indent – changes the indention of the
selected paragraph in relation to the side of the page by clicking
on the respective buttons
 Formatting Text(3)
• outside border – adds or removes a border around the
selected text by clicking on the arrowhead located to the right
of the button and selecting the preferred border. The border
style on the button is the last border style used.
• highlight color – changes the background color of the
selected text by clicking on the arrowhead located to the right
of the button and selecting the preferred highlight color. The
color on the button is the last color used.
• font color – changes the font color of the selected text by
clicking on the arrowhead located to the right of the button
and selecting the preferred font color. The color on the
button is the last color used.
 Font Dialog Box.
– Select Format | Font from the menu bar.
– The Font dialog box will appear.
 Moving (Cutting) Text
• Press CTRL+X on the keyboard.
• Select or highlight the text to be moved.
• There are several ways to move text:
• Click the Cut button on the Standard toolbar.

• Select Edit | Cut from the menu bar.

• The text disappears and is moved to the
Clipboard for later use.
 Copying Text
• Press CTRL+C on the keyboard.
• Select or highlight the text to be copied.
• There are several ways to copy text:
• Click the Copy button on the Standard toolbar.

• Select Edit | Copy from the menu bar.

• The text is copied to the Clipboard for later use.
 Pasting Text
• Move the cursor to the location where the cut or
copied text should appear. Press CTRL+V on the
keyboard.
• There are several ways to paste text:
• Click the Paste button on the Standard toolbar.

• Select Edit | Paste from the menu bar.

• The text that is pasted is taken from the Clipboard.
 Finding Text
• Press CTRL+F on the keyboard.
• There are several ways to find text:
• Click the Find button on the Standard toolbar.

• Select Edit | Find from the menu bar.

• The Find and Replace dialog box will appear. Select the
Find tab.
• Type the text to be searched on the Find what text box.
• Click the Find Next button.
 Replacing Text
• Press CTRL+H on the keyboard.
• Select Edit | Replace from the menu bar.
• The Find and Replace dialog box will appear. Select the
Replace tab.
• Type the text to be replaced on the Find what text box.
• Type the new text on the Replace with text box.
• Click the Replace button to replace an instance of the text
found.
• Click the Replace All button to replace all instances of the
text found.