Computer Applications

Chapter 5
Understanding Word

Lecturer: Osman Jama

Email:
 Contents
After reading this chapter, the reader should
be able to:
Concept of MS office

Definition of word.

Working with tools

Creating a document

Saving a document

Working with a template

Previewing and printing document

 Concept of MS Office
 Suite of products developed by Microsoft Corporation that
includes
 • Microsoft Word
 • Excel
 • Access
 • Publisher
 • PowerPoint
 • Outlook
 Each program serves a different purpose and is compatible
with other programs included in the package.
 The suite of programs is compatible with both the Windows
and Macintosh operating system. Microsoft Office is the most
common form of software used in the western world.
 Chapter 1: UNDERSTANDING WORD
 Microsoft Word is a word processing tool for creating
different types of documents that are used in work and school
environments.
 Microsoft Word is a word processing application that allows
you to create a variety of documents, including letters,
resumes, and more.
 The appearance of late Microsoft Word is similar to Word
2010 and Word 2013, but with more enhanced features.

 It contains a customized Office Background that appears

above the Ribbon, live access to your OneDrive account, an
option to work in Read Mode, a blue background for the
status bar, and many more exciting new features.
 Chapter 1: UNDERSTANDING WORD
 When you first launch Word, it opens with the Recent screen
displayed.
 This screen enables you to create a new blank document or
a document from a template. And when you exit a document
and return later, Word resumes where you left off.

 Before you begin working in Microsoft Word, you need to

acquaint/explain yourself with the primary user interface (UI).

 When you open a blank document in Microsoft Word, you see

a screen similar to that shown in Figure 1-1.
Microsoft Word’s Primary User Interface
 Microsoft Word’s Primary User Interface
 Microsoft has designed the Word UI to provide easy access to
the commands you need most often when creating and editing
documents.

 Use Figure 1-1 as a reference throughout this lesson as well as

the rest of this book.
 GET READY. Before you begin these steps, be sure to
turn on and/or log on to your computer.

 On the Windows 10 desktop, click the Start button.

The Start menu appears (see Figure 1-2).
 On the Start menu, locate Word 2016 and click the
icon. The Word 2016 screen appears (see Figure 1-3).

 On the left side of the screen, you see the recent

documents that have been accessed, and the right side
displays the blank document page and templates.
 WORKING WITH TOOLS
 The Word window has many onscreen tools to help you create
and edit documents quickly and efficiently.

 In this section, you learn how to locate and use the Ribbon and
the Quick Access Toolbar to access Word commands.
 USING THE RIBBON
 In Word 2016, the Ribbon contains multiple commands on
separate tabs. Microsoft has assigned each of its Office
applications with a color.

 Word is symbolized with the color blue and active tab text is
blue. Each tab contains several groups, or collections of related
Word commands.

 For example, in the Home tab, the groups are labeled

Clipboard, Font, Paragraph, Styles, and Editing. Each group
contains one or more command icons, some of which have a
drop-down menu or a list of options associated with them; you
click the drop-down arrow to display the menu.
 USING THE RIBBON
 Some groups have a dialog box launcher—a small arrow in
the lower-right corner of the group—that you click to launch a
dialog box that displays additional options or information you
can use to execute a command.
USING THE RIBBON
USING THE RIBBON
 USING THE QUICK ACCESS TOOLBAR

The Quick Access Toolbar is located above the Ribbon and

contains commands that users access most often. By default,
the Save, Undo, and Repeat commands display when you
launch Word

 You can customize the contents of the Quick Access Toolbar

by clicking the drop-down arrow on the right side of the
toolbar and choosing options from the menu that appears.
USING THE QUICK ACCESS TOOLBAR
 CREATING A DOCUMENT

 You can create a document from a blank page or use a template

that is already formatted.

 When you start typing text at the insertion point in a blank

document, you have begun to create a Word document. As you
type, Word inserts the text to the left of the insertion point and
uses the program’s defaults for margins and line spacing.

 The margin defaults are set to one-inch top, bottom, left, and
right margins; the line spacing is set to 1.08; and the spacing
after each paragraph is set to 8 points.
 Word also has a number of tools and automatic features to
make creating a document easier, including nonprinting
characters, AutoComplete, and Word Wrap.
 SAVING A DOCUMENT
Saving a Document for the First Time
 When saving a document for the first time, you must specify a
filename, the file type, and a place where you can access
the document. The filename should help users find and
identify the file, and the file location should be convenient for
the file’s future users. You can save files to portable storage
devices such as a flash drive, to your computer’s hard drive,
to a network location.
 The Save As command enables users to save their work to
the cloud and access the document quickly from any
computer or tablet. In this exercise, you learn to save a
document with a specific filename to your flash drive.
 If necessary, connect your flash drive to one of the USB
ports on your computer.
 Click the File tab, and then click the Save As command.
The Save As screen appears. There are three options
available to save your document: OneDrive, This PC,
and + Add a Place. Click This PC. The right side of the
screen changes and displays Recent Folders that have
been opened, as shown in Figure 1-9.
 USE the document that is open from the previous exercise.
 Click the File tab, and then click Save As to open the Save As
screen.
 Under Current Folder, click your flash drive. The Save As
combo box appears.
 In the Save as type box, click the drop-down arrow and
choose Word 97-2003 Document (*.doc).
 Type Tech Terrace 97-2003 in the File name box. Click Save.
On the title bar, the new file name appears, along with a
Compatibility Mode designation. In the next exercise, you
learn about Compatibility Mode.
 WORKING WITH TEMPLATES
 A template is a master document with predefined page layout,
fonts, margins, and styles that is used to create new
documents with the same basic formatting.

 Using templates keeps you from having to recreate the layout

and formatting of recurring documents, such as letters and
interoffice memoranda.

 Templates are reusable even if you saved the document with a

different file name. In this exercise, you locate an installed
template, enter information, and save the document as a
template.
 Click the File tab, and then click New. The New screen
displays the available templates. Scroll down and review the
accessible templates. First determine what type of
document you need to create. For this exercise, you select a
blank template.
 Click the Single spaced (blank) document, and then click
the Create button.
 Click the Show/Hide button (¶) to show paragraph marks.
 Click the File tab, and then click Print. The Print screen
opens with the Print options on the left and the Print Preview
on the right, as shown in Figure 1-11.
 Click the plus symbol (+) on the Zoom slider located on
the bottom-right of your screen until the zoom level
changes to 100%.
 Click the Return to Document icon or press the Esc key
to close Backstage.
 Click the File tab, and then click SAVE. Your document will
be saved with the same filename on your flash drive.
 Click the File tab, and then click Print.
 In the Printer selection area, click the drop-down arrow to
produce a list of all printers connected to your computer
(see Figure 1-12).

 Select a printer, and then click the Print icon.

 Click the File tab, and then click Print. Click the drop-
down arrow on Print All Pages to produce the menu
shown in Figure 1-13.
 Select Print Current Page, and then click the Print icon.
Selecting this option prints the current page.
 Return to the Print screen area. In the Copies section of
the Print options area, click the up arrow to select 2, and
then click the Print icon.
 Place your insertion point at the beginning of the first
paragraph, and then hold down the left mouse button
and drag to the end of the paragraph to select it.
 Click the File tab, and then click Print. Click the Print
Current Page drop-down arrow, select Print Selection,
and then change the number of copies from 2 to 1 by
clicking the down arrow. Next, click the Print icon. The
selected paragraph is printed.
 Click the File tab, and then click Close to close the
document.
 The Annual Report document should still be open from a
previous exercise. Click the File tab, and then click Print.
Under Settings, click the drop-down arrow by 1 Page Per
Sheet and select 2 Pages Per Sheet, and then click the Print
icon. This eight-page document is now printed on four pages
with two pages per sheet.
 Click the Close button to close both the document and
Microsoft Word.
END