College of Computing and Informatics

CS001: Computer Essentials

Computer Essentials

Module 6

Microsoft Word 365

 1. Microsoft Word 365
2. Word Function
3. Word Features
4. Word Interface

Contents
 WLOC1: List the four basic functions of word-processing programs.
WLOC2: Summarize key features of word- processing programs.

Weekly
Learning
Outcomes
 Required Reading
1. Chapter 1 - (Introduction to Computers and Information
Technology: Preparing for IC3 Certification)
Recommended Reading
1. Chapter 2- Microsoft Office 2019 Step by Step
2. Link1: https://www.youtube.com/watch?v=S-nHYzK-BVg

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• Microsoft Word 365
 Microsoft Word 365

It is a word processing program that allows you to

create and edit documents. It is part of the
Microsoft 365 suite of productivity tools, which
also includes Excel, PowerPoint, and Outlook.
Word 365 is a powerful tool that can be used for
a variety of purposes, including creating reports,
writing essays, designing brochures, and more.

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 • Word Function

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 Word functions
Word Software have four functions:
1. Writing: entering text and symbols into a document
2. Editing: revising or reorganizing the text
3. Formatting: changing how the text looks on the page
4. Publishing: producing a final version either by printing, or preparing for digital viewing

Writing editing formatting publishing

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 • Word features

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 Word features

Key features of Microsoft Word 365 include:

• The AutoCorrect feature: in Microsoft Word 365 is a word processing
feature that automatically corrects commonly misspelled words and
replaces certain symbols and abbreviations with specific text. For example,
if you type "their" instead of "there", Word will automatically correct it.
• The pagination feature allows you to control how your document is
divided into pages. This includes adding page numbers, inserting page
breaks, and keeping certain paragraphs or lines together on the same
page.

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 Word features

Key features of Microsoft Word 365 include:

• The word wrap feature allows you to flow text around an image or other
object in your document. This can be useful for creating visually appealing
documents or for making it easier to read text that is next to an image.
• Real-time collaboration: Word 365 allows you to collaborate on documents
with other people in real time, so you can all see and edit the same document
at the same time. This is great for working on team projects or getting feedback
from others.

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 Word features

Key features of Microsoft Word 365 include:

• Cloud storage: Word 365 saves your documents to the cloud, so you can access
them from anywhere with an internet connection. This also means that your
documents are always backed up and protected from loss.
• AI-powered features: Word 365 uses artificial intelligence (AI) to help you write
better documents. For example, it can suggest grammar and spelling corrections,
as well as style suggestions. It can also help you find information from the web
and insert it into your documents.

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 • Word interface

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 Word Interface
Title bar: The title bar at the top of the window shows the name of the document you're working
on and the name of the program (Microsoft Word).

The default name of a document in Microsoft Word 365 is Document1. This name is automatically

assigned to new documents when they are created. In previous versions of Word, the default name

of a document was based on the first few words of the document. However, this feature was

removed in Word 365.

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 Word Interface
Status bar: The status bar at the bottom of the document window shows you information about the
document, such as the number of pages, the current zoom level, and the language you're typing in.

The status bar in Microsoft Word 365 shows a variety of information about the current document,
including:
• Page number: The current page number, and the total number of pages in the document.
• Character count: The total number of characters in the document.
• Zoom level: The current zoom level of the document.
• Language: The language of the current document.

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 Word Interface
Document area: The document area is the large white space in the middle of the window where
you type and edit your text.

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 Create a new document

To create a new document in Microsoft Word 365, you can follow these steps:
1. In the File tab, click New.
2. In the Search for online templates box, type the type of document you want to create, and press Enter.
3. If you want to start from scratch, select Blank document. Or, for practice using Word features, try a learning
guide like Welcome to Word.

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 Save your document
To save your document in Microsoft Word 365,
you can follow these steps:
1. Click the File tab.
2. Click Save.
3. Enter a name for your document in the File
name box.
4. Choose a location to save your document in
the Save in drop-down menu. Then Click
Save.

The Save tool in Microsoft Word 365 is used to save your document to a file. You
can save your document to your computer, OneDrive, or another cloud storage
service.

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 Save your document
The following table shows the different document extensions that can be
used in Microsoft Word 365:

This is the default file

doc
format for Word
x
documents
This file format is used to
dot
create templates
x
documents
This file format was used
doc in Microsoft Word
versions before 2007

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 Change View Settings
Changing the view settings in Word 365 can enhance your document editing experience by displaying the content in
a way that is most comfortable or useful for your current task. To navigate and change these settings Go to the View
Tab Then Choose Your View:
• Print Layout: Shows the document as it would appear on the printed page. This is the most used view.
• Read Mode: Optimizes the document for reading, removing the Ribbon and other editing tools to minimize
distraction.

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 Change View Settings
• Web Layout: Displays the document as it would look like a webpage.
• Outline View: Useful for structuring your document by headings and subheadings. You can collapse and expand
sections based on the document's outline levels.
• Draft View: Simplifies the layout and hides headers and footers, which can make editing quicker.

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 Change Layout Settings
Changing layout settings in Word 365 can affect how your document is formatted and how it will look when printed
or read in a digital format. Go to the Layout Tab Then:
In the Page Setup group, you have several options:
• Margins: Select the desired margin size for your entire document or the current section. You can choose from
predefined margins or custom margins.
• Orientation: Switch between portrait and landscape orientations.
• Size: Choose a paper size for your document, such as A4, Letter, or others.

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 Change Layout Settings
In the Paragraph group on the same tab, you can adjust:
• Indent: Set the indentation for paragraphs. You can specify the left and right indents.
• Spacing: Adjust the space before or after paragraphs and set the line spacing (single, 1.5 lines, double).

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 Start Typing
To start writing text in Microsoft Word 365, follow these steps:
1. Place the cursor where you want to start typing.
2. Start typing.

This means typing your text into the document. You

can do this by clicking anywhere in the document and
starting to type. You can also use voice typing to speak
your text into the document.

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 Editing
Editing is the process of making changes to a document, such as correcting
spelling and grammar errors, improving the clarity and adding or removing
content.
There are many ways to edit a document in Word. Some common editing tasks
include:
• Correcting spelling and grammar errors: Word's built-in spell checker and
grammar checker can help you identify and correct errors in your writing.
• Adding or removing content: This may involve adding new information, such
as facts, statistics, or examples, or removing unnecessary information.

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 Editing
Automatic spelling and grammar checking is enabled by default in

Microsoft Word 365. This means that the spell checker and grammar

checker will automatically mark potential errors with squiggly lines as

you type. You can then click on the squiggly lines to see the

suggested corrections and make the necessary changes.

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 Editing
Clipboard Group
the Clipboard group on the Home tab provides a set of features that allow you
to cut, copy, and paste text, images, and other objects within or across
documents.
• Cut: This function removes the selected content from the document and
places it on the Clipboard. You can then paste it elsewhere if desired.
• Copy: This function duplicates the selected content and places the copy on
the Clipboard without removing it from the document.
• Paste: This function inserts the content currently on the Clipboard into the
document at the cursor's position.

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 Editing
Clipboard Group
The Paste function in Microsoft Word 365 provides several options that dictate
how the pasted content will be formatted in the destination document. These
options are particularly useful when you are copying content from different
sources with varied formatting or when you want to maintain consistency
within your document.

Here are some different paste options :

• Keep Source Formatting (K): This option retains
the formatting of the copied text as it was in the
source document, including font, size, color, and
other text styles.

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 Editing
Clipboard Group
Here are some different paste options :

• Merge Formatting (M): This choice merges the formatting, so

the text takes on the formatting of the surrounding text

where it is being pasted but keeps some of the original

formatting like bold or italics.

• Keep Text Only (T): This strips all formatting from the text,

leaving just the plain text. This is useful when you want to

eliminate all the original formatting and apply new styles.

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 Editing
Undo
Is a tool that allows you to reverse or undo the most recently performed action
or change in your document. It's a valuable tool for editing and making
corrections in your document.

• Keyboard Shortcut: The default keyboard shortcut to

undo an action is Ctrl + Z (or Cmd + Z on Mac).

• Quick Access Toolbar: you can customize your Quick

Access Toolbar to include the "Undo" button for quick

access. Often represented by a curved arrow pointing

to the left.

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 Editing
Redo
Is a feature that allows you to reapply an action that you previously undid
using the "Undo" function. The "Redo" function can also be understood as a
repeat tool in certain contexts.

• Keyboard Shortcut: The default keyboard shortcut to

redo an action is Ctrl + Y (or Cmd + Y on Mac).

• Quick Access Toolbar: you can customize your Quick

Access Toolbar to include the “Redo" button for quick

access. Often represented by an arrow curving to the

right.

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 Formatting
The Home tab in Microsoft Word 365 is the default tab and contains the most
frequently used commands in Word. It is divided into five groups of
commands:
To format text in Microsoft Word 365, you can use the following steps:
1. Select the text you want to format. To select a single word, double-click it.
To select a line of text, click to the left of it. To select all the text in your
document, press Ctrl+A.
2. Choose the formatting options you want to apply. You can change the font,
font size, font color, bold, italic, underline, alignment, line spacing, and
more.

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 Formatting
The Font group contains commands for changing the font, font size, font color,
and other text formatting options.
• Font: Displays a list of all the fonts installed on your computer.
• Font Size: Displays a list of all the font sizes available for the selected font.

• Font Color: a color palette for changing the color of the selected text.

• Bold: Applies bold formatting to the selected text.

• Italic: Applies italic formatting to the selected text.

• Underline : Applies underline text formatting.

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 Formatting
Font types, including:
• Serif fonts: These fonts have small decorative
strokes at the ends of their letterforms, which
can help to improve readability. Some examples
of serif fonts include Times New Roman,
Georgia, and Garamond.
• Sans-serif fonts: These fonts do not have
decorative strokes at the ends of their
letterforms. They are often used for modern and
clean-looking designs. Some examples of sans-
serif fonts include Arial, Calibri, and Helvetica.

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 Formatting
The Font group contains commands for changing the
font, font size, font color, and other text formatting
options.

• Text Highlight Color: Displays a color palette for

highlighting the selected text.

• Clear All Formatting: You can clear all formatting

such as bold, underline, italics, color, superscript,

subscript, and more from your text and return

your text to its default formatting styles.

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 Formatting
The Paragraph group contains commands for changing the alignment,
indentation, spacing, and other paragraph formatting options.
• Alignment: Displays a list of alignment options for the selected paragraph.

• Align Left

• Center

• Align Right

• Justify

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 Formatting
The Paragraph group

• Bullets: Displays a list of bullet styles for the selected

paragraph.

• Numbering: Displays a list of numbering styles for the

selected paragraph.

• Decrease Indent: Decreases the indentation of the

selected paragraph.

• Increase Indent: Increases the indentation of the

selected paragraph.

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 Formatting
The Paragraph group

You can control the vertical space between the

lines of text in your document by setting the
line spacing. Or you can change the vertical
space between paragraphs in your document
by setting the spacing before or spacing after
paragraphs.
• Line Spacing: Displays a list of line spacing
options for the selected paragraph.
• Paragraph Spacing: Displays a list of
paragraph spacing options for the selected
paragraph.

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 Formatting
The Styles group contains commands for applying and managing styles in the
document.
• Styles Pane: Displays the Styles pane, which shows a list of all the styles
available in the document.
• Apply Style: Applies the selected style to the selected text.

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 Insert tab
The Insert tab is an important tab in Microsoft Word because it contains tools for adding a variety of items to your
documents, including:
• Pictures • SmartArt graphics
• Tables • Text boxes
• Charts • links
• Shapes • Page Number

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 Insert tab
• Insert a table: To insert a table into your document, click on the Table button
on the Insert tab. Then, select the number of rows and columns you want in
your table and click OK.
Once you've inserted the table, you can adjust its design and layout:
• Design Tab: This tab appears when you click inside your table. Here, you can
choose table styles.
• Layout Tab: This tab also appears with the table selected and allows you to
modify the rows and columns, merge or split cells, and align content within
the cells.

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 Insert tab
• Insert a picture: To insert a picture into your
document, click on the Pictures button on the Insert
tab. Then, browse to the picture you want to insert
and click Insert. In Word 365 you have additional
options to insert a picture from :
» Stock images : a photograph, illustration, or icon
that is readily available for purchase or use,
typically from a stock photography website or
service.
» Online Pictures : Bing Image Search will be used
by default to search for online pictures.

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 Insert tab
• Insert a chart: To insert a chart into your document, click on the Chart button on the Insert tab.
Then, select the type of chart you want to create and click OK.

When you insert a chart into a Microsoft Word document, the software
integrates with Microsoft Excel as part of the Office suite's
interoperability. The Excel window is not the full Excel application but
rather an Excel data sheet that pops up within Word. It contains a
sample data set that corresponds to the chart type you've chosen.

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 Insert tab
• Insert a shape: To insert a shape into your document, click on the Shapes button on the Insert tab. Then, select

the shape you want to insert and click on the document where you want to place it.

• Insert a SmartArt graphic: To insert a SmartArt

graphic into your document, click on the SmartArt is a feature in Microsoft

Word that allows you to create
SmartArt button on the Insert tab. Then, select
diagrams to visually represent
the type of SmartArt graphic you want to information and ideas
create and click OK.

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 Insert tab
• Insert Screenshot: Inserting a screenshot into your Word document can be
very useful, especially for creating manuals, tutorials, or presentations.
Screenshot Method:
• Available Windows: will display thumbnails
of all your currently open windows. Clicking
one of these thumbnails will insert an image
of that window into your document.
• Screen Clipping: If you want part of a
window or something specific on your
screen, choose the Screen Clipping option at
the bottom of the dropdown menu.

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 Insert tab
Hyperlink
In Microsoft Word, you have several options for inserting hyperlinks into your document. These hyperlinks can link
to various destinations such as existing files or web pages, places within the same document, email addresses.

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 Insert tab
Hyperlink
• Insert Hyperlink to an Existing File or Web Page:
Web Page: Link to any page on the internet by entering the URL.
File: Link to a file on your computer or network. When the link is clicked, the file will open in the default program for
that file type.

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 Insert tab
Hyperlink
• Insert Hyperlink to a Place in This Document:
Specific Location: Link to a specific part of the same document, such as a heading, bookmark, or a specific page.
This is particularly useful for creating a table of contents that links to sections within the document.

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 Insert tab
Hyperlink
• Insert Hyperlink to Create a New Document:
New Document: This option allows you to create a new, linked Word document that opens when the hyperlink is
clicked. You can specify the name and save location of the new document.

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 Insert tab
Hyperlink
• Insert Hyperlink to an Email Address:
• Email: Create a link that opens the user's default email program and begins composing a new message to the
specified email address. You can also pre-fill the subject line.

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 Insert tab

To insert a page number in Microsoft Word 365, you can follow these steps:
• Click on the 'Insert' tab in the top menu.
• In the 'Header & Footer' section, click on 'Page Number'.
• A dropdown menu will appear with different options for where you want
the page number to appear.
• Click on your preferred style.
• The page number will be inserted into your document at the chosen
location.

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 Review tab
The Review tab in Microsoft Word 365 contains a variety of tools for reviewing and improving your documents.
Proofing in Microsoft Word refers to the tools and features that help you correct grammar, spelling, and stylistic issues
in your text.
• Spelling & Grammar Check
» Automatic Spell Check: Word automatically checks spelling and grammar as you type, underlining potential
errors with red (spelling) or blue/green (grammar).

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 Review tab
Proofing Group
• Thesaurus
Access the thesaurus by right-clicking on a word and selecting Synonyms. You can also go to the Review tab and click on
Thesaurus to search for synonyms and antonyms.

• Word Count
The word count tool provides statistics about your document, including the number of pages, words, characters (with
and without spaces), paragraphs, and lines. Find it under the Review tab or in the status bar at the bottom of the Word
window.

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 Review tab
• Comments Group :
The Comments group in Microsoft Word is part of the Review tab on the Ribbon. It provides tools to annotate
documents, which is particularly useful when reviewing a document or collaborating with others.
» Show Comments: Toggles the display of the comments pane, where you can see all comments in a list. This
pane can be useful for getting an overview of all annotations and the document's overall feedback.

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 Print a document
Printing a document in Microsoft Word 365 is a straightforward process. To

Access the Print Settings:

• Click on the File tab.

• Select Print from the menu or you can press Ctrl + P on your keyboard as a

shortcut to open the Print pane.

Print Preview: Word typically displays a preview on the right side of the Print

settings. Look at the preview to ensure that your document looks the way you

want it to when printed.

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 Reference
s
• Weixel, S., (2018). Introduction to Computers and Information
Technology. Pearson.

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Thank You