Introduction to Microsoft Office Word

Introduction to Microsoft Office

• Microsoft Word is a word processing software.
• Word is used to write letters, applications, documents, create tables, and generate hyperlinks. It also allows formatting options (e.g., bullets, numbering), inserting pictures, micrographics, and more.

Advantages of Word Processing over Typewriters

• Editing: Errors can be easily corrected. Multiple copies can be printed. Formatting options (e.g., size, color, style, and alignment) are available.
• Formatting Fonts: Font options include size, style, alignment, color, underlining, bold, and italics.
• Search and Replace: Search for specific words and replace them with others.

Cont.

• Adding Graphics and Multimedia: Include images, lines, shapes, sounds, and movies.
• Spell Checker and Grammar Checker: The spell checker checks words against a dictionary and provides corrections. The grammar checker identifies grammatical errors (tense, voice, punctuation) and offers alternative solutions.
• Standard Paragraphs: Ready formatted paragraphs can be inserted into the document.

Opening Microsoft Word

• Click the Start button.
• Select All Programs / All Apps.
• Select Microsoft Office / Word.
• Select the desired program. (Note: A click = left mouse button click, double-click = press left button twice, right-click = right mouse button click)

Parts of the Word Window

• Quick Access Toolbar: Located in the top left corner, typically contains commonly used buttons (e.g., Save, Undo, Redo).
• Title Bar: Displays the document name.
• File Menu: Opens a menu with file management options.
• Document Window: Displays the document's content.
• Ribbon: A command bar with tabs (e.g., Home, Insert, Page Layout) that contain groups of related commands and buttons.
• Insertion Point: A blinking vertical line indicating the location where text will be inserted.
• Ruler: Used to set indentation and margins.
• Status Bar: Displays information about the document (e.g., page number, word count).
• Vertical and Horizontal Scroll Bars: Allow scrolling through a long document.
• Zoom Control: Used to adjust the document size on the screen.
• View Shortcut: Provides an option to access different document views (e.g., Print Layout, Web Layout, Reading Layout).

The File Button

• Located in the upper left corner, below the Microsoft Word button.
• Clicking on the button opens a menu.

Quick Access Toolbar

• Located to the right of the Microsoft Word Button, in the upper left corner.
• It contains frequently used buttons (Save, Undo, Redo), and a drop-down menu with printing options (Print, Print Preview).

Undo and Redo Commands

• Undo reverses the last action.
• Redo reverses the undo action, restoring the previous state.
• Both functions are found on the Quick Access Toolbar.

The Title Bar

• Displays the name of the currently open document.
• Initially names new documents Document1, Document2, and so on when opening multiple documents.
• After saving, the filename can be changed.

Ribbons

• A command bar that organizes programs' features into tabs at the top.
• Stretches across the application screen.
• Features are accessible by clicking the various tabs.
• Ribbons and tabs are synonyms.

MS Word Ribbon

• Has tabs containing groups of related commands.
• The tabs are Home, Insert, Page Layout, References, Mailings, Review, and View.

Tabs

• Located below the Quick Access Toolbar.
• Different tabs for each application (e.g., Home, Insert, Page Layout).

Groups

• The combination of commands that are related together on the ribbon.
• Each tab contains different groups.

Clipboard Group

• Located on the Home tab.
• To access the various commands, click the right-facing arrow.
• Click the "x" to close.

Format Painter

• Used to copy formatting (e.g., font, size, style) to other text.
• Located on the Home tab in the Clipboard group.
• Clicking the button will indicate what elements of formatting are being copied. To disable Format Painter, click on the button again or press ESC.

Font Group

• Contains commands for controlling font styles and appearances.

Dialog Box Launcher

• A small arrow that appears next to some commands to launch dialog boxes.
• Clicking this arrow will open a dialog box.

Hiding and Showing Ribbons

• Double-click the tab to hide groups.
• Double-click the active tab to bring the groups back.

Scroll Bar

• Horizontal and vertical scroll bars let you traverse documents that are longer than a single page.
• The horizontal scroll bar controls side-to-side scrolling; the vertical scroll bar, up-and-down scrolling.

The Ruler

• Located below the ribbon.
• To display the ruler, click the View tab. Then select the Ruler box.

The Status Bar

• Displays information at the bottom of the window, such as current page, word count.
• Right-clicking the status bar allows customization.

The Text Area

• Located below the ruler, where the document's text is written.
• The cursor in the upper left-hand corner shows where new text will be inserted.

Displaying Nonprinting Characters

• Characters such as paragraph symbols that display on the screen but won't print.
• On the Home tab, in the Paragraphs group, is a button to reveal these characters.

Understanding Document Views

• Different views let you see your document in various formats.
• Buttons in the bottom right corner switch between views (Print Layout, Reading Layout, etc.).

Web Layout

• Shows the document as it would appear in a web browser.

Print Layout

• Shows the document as it will appear when printed.

Reading Layout

• Formats the screen for better readability, similar to a book page.

Checking Zoom Settings

• Zoom controls on-screen magnification.
• Page Width zoom shows the entire document width on the screen.

Aligning Text

• Alignment refers to how text is positioned between margins (e.g., left, right, center, justified).

Indenting a Paragraph

• Indenting moves the text to the right.
• Hanging indent indents all lines but the first one.
• Right indent indents all lines from the right margin.

Using Format Painter

• Copies formatting from one item to another item (or another entire paragraph).
• Single-click to copy to one item; double-click to copy to multiple.

Adding Bullets and Numbers

• Bullets and numbering are used to add emphasis to lists.
• Use the buttons in the Paragraphs group on the Home tab.

Emphasizing Text Using Bold and Italic

• Bold, italic, and underlined are quick ways of creating formatted text.
• The relevant formatting buttons are on the Home tab.

Helpful Keyboard Shortcuts

• Keyboard shortcuts speed up common tasks. (e.g., Ctrl+B for bold, Ctrl+I for italic).
• Other shortcuts: Ctrl+A (select all), Ctrl+C (copy), Ctrl+X (cut), Ctrl+V (paste), Ctrl+Z (undo), Ctrl+2 (double-space).

Working with Fonts

• Document theme controls visual effects like font, color, and formatting.
• To change a font, select the text, click the Font arrow in the Font group, and choose the desired font.

Formatting Headings with Quick Styles

• Quick styles apply entire paragraph formatting on the home tab.
• They are a character or paragraph level formatting.

Previewing and Printing the Document

• Preview documents before printing to check settings and layout.
• Options found in the print preview window: Zoom, print settings, and printing.

Save and Save As

• Save saves the current version of your document.
• Save As lets you change the storage location, name, or file type.

How to Save

• Open the File menu, then go to Save.
• For the first time saving, use save as.