Chapter 5: Microsoft Word - Information Technology Essentials - ITCC 101 PDF

# Information Technology Essentials - ITCC 101 ## **Chapter 5: Microsoft Word** ### Content List - Word Interface - Blank Page Overview - The Ribbon - Change Pivot Chart Type - The Quick Access Toolbar - The Ruler - Editing Text - Font - Export Word to PDF - Bulleted and numbered list - Tables - L...

# Information Technology Essentials - ITCC 101 ## **Chapter 5: Microsoft Word** ### Content List - Word Interface - Blank Page Overview - The Ribbon - Change Pivot Chart Type - The Quick Access Toolbar - The Ruler - Editing Text - Font - Export Word to PDF - Bulleted and numbered list - Tables - Layout - Header and footer ### Introduction In this unit, we will learn about the terminology, screen components and the most commonly used functions offered by Microsoft Word. Emphasis will be placed on proper document formatting techniques, file naming and file management conventions. We will also explore working with images and tables. ### Unit objectives - Identify the main parts of the Microsoft Word window. - Identify the purpose of the commands on the menu bar. - Open and save Word document - Format text in an MS Word by manipulating font properties to alter font face, color, and size. - Add a list of items to an MS Word document and format them into bulleted or numbered list. - Work with images - Work with tables. - Export Word document to other file types - Change page layout - Insert header and footer ### Tribal activity Open Word by using the Search Windows box or by double-clicking on the desktop icon for Microsoft Word. 1. Note the title bar section, which has window controls at the right end, as in other Windows programs. 2. Note that a blank document opens with a default file name of Document The Quick Access Toolbar is located all the way to the left on the title bar. It contains frequently used commands and can be customized using the drop-down menu. 3. Point to each small icon to view its ScreenTip. 4. Click the Customize Quick Access Toolbar button, click New, and see the command get added. 5. Click the Customize Quick Access Toolbar button again, and click Show Below the Ribbon. Click Show Above the Ribbon to move the Quick Access Toolbar back again ### Word Interface - When Word is opened the Word Start Screen will appear. - The start screen allows you to create a new document by choosing from the list of pre-made templates ### Blank Page Overview - The Home tab gives you access to some of the most commonly used commands for working with Word, including copying and pasting, formatting, aligning paragraphs, and choosing document styles. - The Home tab is selected by default whenever you open Word. - The Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to your document, which can help you communicate information visually and add style to your document. - The Design tab gives you access to a variety of design tools, including document formatting, effects and page borders, which can give you document a polished look. - The Layout tab allows you to change the print formatting of your document, including margin width, page orientation, page breaks, and more. These tools will be helpful when preparing to print a document. - The References tab allows you to add footnotes, citations, table of contents, captions and a bibliography. These tools are helpful when composing academic papers. - The Mailings tab is used for composing letters, address envelopes, and creating labels. It is useful when you are mailing a large number of letters. - The Review tab has Word's powerful editing features, such as adding comments and tracking changes. These features make it easy to share and collaborate on documents. - The View tab allows you to switch between different views for your document and split the screen to view two parts of your document at once. These tools will also be helpful when preparing to print a document. - Contextual tabs under Format will appear on the Ribbon when working with certain items, such as tables and pictures. These tabs contain special tools that can help you format items as needed. ### Change Pivot Chart Type - You can change to a different type of pivot chart at any time. - Select the chart. - On the Design tab, in the Type group, click Change Chart Type. - Choose Pie. ### The Quick Access Toolbar - Located just above the Ribbon, the Quick Access toolbar lets you access common commands no matter which tab is selected. By default, it shows the Save, Undo, and Repeat commands. You can add other tools depending on your preference. - To add Commands to the Quick Access Toolbar: - Click the drop-down arrow to the right of the Quick Access toolbar. - Select the Commands you wish to add from the drop-down menu. To choose from more commands, select more commands - The Command will be added to the Quick Access toolbar. ### The Ruler - The Ruler is located at the top and to the left of you document. It makes it easier to adjust you document with precision. If you want, you can hide the Ruler to create more screen space. - To show or hide the Ruler: - Click the view tab. - Click the check box next to Ruler show or hide the ruler. ### Selecting Text - When you select text or images in Word, a toolbar will appear - How to delete text: - Highlight the text the you wish to delete then hit the "Delete" key on the keyboard ### Copy and Paste Text - When you select text or images in Word, a toolbar will appear - Select the text you wish to copy - Click the Copy command on the Home tab or right click the selected text and click Copy. - Place the insertion point where you wish the text to appear. - Click the Paste command on the Home tab or right click and select paste and the text will appear. - The copied text will appear ### How to Change Font - Word 2016 provides a variety of other fonts you can use to customize text and titles. - Select the text you wish to change. - On the Home tab click the drop-down arrow next to the Font box. - Move the mouse over the list of font styles, then select the font you would like to use - The font will change in the document. ### Changing Font Size - Select the text you wish to change. - Select the desired font size formatting option - Font size drop-down arrow: On the Home tab, click the Font size drop-down arrow. A menu of font sizes will appear. When you move the mouse over the various font sizes, a live preview of the font size will appear in the document. ### Changing Font color - Select the text you wish to change. - On the Home tab, click the Font Color drop-down arrow. The Font Color menu appears - Move the mouse over the various font colors. A live preview of the color will appear in the document. ### Highlight Text - Highlighting text can be useful when marking important text in your document. - Select the text you wish to highlight. - From the Home tab, click the Text Highlighter Color drop-down arrow. - Select the desired highlight color. ### Bold, Italic, and Underline - Select the text you wish to change. - On the Home tab click the Bold (B), Italic (I), or Underline (U) command in the Font group. - The selected text will be modified in the document. ### Changing Text Alignment - Select the text you wish to modify. - On the Home tab, select one of the four alignment options from the paragraph section - Align Text left, Center, Align Text Right, Justify ### Orientation - To change page orientation: - Select the Page Layout tab. - Click the "Orientation" command in the Page Setup Section. - A drop-down menu will appear. Click either "Portrait" or "Landscape" to change the page orientation. - Once one is selected the page will change. ### Changing Text Alignment - To change the page size: - Word has a variety of predefined page sizes to choose from. - Select the "Layout" tab, then click the "Size" command. - A drop-down menu will appear. The current page size is highlighted ### New Document - To begin a new project in Word - Select the file tab. Backstage view will appear. - Select New, then click a template. - A new, document will appear. ### How to: Open an Existing Document - Navigate to Backstage view, then click Open. - Choose "Browse" - The Open dialog box appears. Locate and select your document, then click Open. ### To Save a Document - Locate and select the Save command on the Quick Access toolbar. - If you are saving the document for the first time Save As will appear in Backstage view. - You will then need to choose where to save the file and give it a file name. ### Medial activity 1. Open Microsoft Word using the icon on the desktop. 2. Type your phone number in the blank document. 3. Press the Enter key to move down one line. 4. Type your first and last name. Capitalize the first letter of your first and last name using the Shift key on the keyboard 5. Press the Enter key to move down one line. 6. Type your street address. (example: 123 Summer St.) 7. Press the Enter key to move down one line. 8. Type your city, state, and zip code. (example: St. Paul, MN 55104) 9. On the Home tab in the Editing group, click Select, and then click Select All from the list that appears. All the text should be highlighted. 10. On the Home tab in the Paragraph group, click the Line and Paragraph Spacing button to show a list of options. 11. From the Line and Paragraph Spacing list, click Remove Space After Paragraph. 12. Your document should look like this: 13. In the Editing group, click Select, and then click Select All to highlight all the text. 14. Change the font size to 18 using the Font Size dropdown menu in the Font group. 15. Change the font to Verdana using the Font dropdown menu in the Font group. The fonts are listed in alphabetical order, so you will need to scroll down the list. 16. Click before your phone number, and then highlight your phone number. ### Export Word to PDF - Click the File tab to access Backstage view. - Click Export, then select Create PDF/XPS. - The Save As dialog box will appear. Select the location where you wish to export the documents, enter a file name, then click Publish. ### Exporting to Other File Types - A file can also be exported to Word 97-2003 doc, or a plain-text version - Click the file tab to access Backstage view - Click Export, then select "Change File Type" - The Save As dialog box will appear. Select the location where you wish to export the document, enter a file name, then click Save. ### Exporting to Other File Types - You can also use the Save As type: drop-down menu in the Save As dialog box to save documents in a variety of file types ### Create a bulleted list - Select the text you want to format as a list. - On the Home tab, click the drop-down arrow next to the Bullets command. - Move the mouse over the various bullet styles. A live preview of the bullet style will appear in the document. Select the bullet style you want to use. - To remove numbers or bullets from a list, select the list and click the Bulleted or Numbered list command. ### Create a numbered list - Select the text you want to format as a list. - On the Home tab, click the drop-down arrow next to the Numbering command. - Move the mouse over the various numbering styles. A live preview of the numbering style will appear in the document. Select the numbering style you want to use. - To remove numbers or bullets from a list, select the list and click the Bulleted or Numbered list command. ### To insert a blank table - Place the insertion point where you want the table to appear. - Navigate to the Insert tab, then click the Table command. - This will open a drop-down menu that contains a grid. Hover over the grid to select the number of columns and rows you want. - Click the grid to confirm your selection, and a table will appear. - To enter text, place the insertion point cell, then begin typing. ### To add a row or column - right-click the table, then hover over Insert to see various row and column options. ### To delete a row or column - Place the insertion point in the row or column you want to delete. - Right-click, then select Delete Cells from the menu. - A dialog box will appear. Choose Delete entire row or Delete entire column, then click OK. - The row or column will be deleted. ### To apply a table style - Click anywhere in your table to select it, then click the Design tab on the far right of the Ribbon. - Locate the Table Styles group, then click the More drop-down arrow to see the full list of styles. - Select the table style you want. ### To change page orientation - Select the Layout tab. - Click the Orientation command in the Page Setup group. - A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation. ### To format page margins - Select the Layout tab, then click the Margins command. - A drop-down menu will appear. The current page size is highlighted. Click the desired predefined page size. ### To format the margins - Select the Layout tab, then click the Size command. - A drop-down menu will appear. Click the predefined margin size you want. ### To customize the margins - From the Layout tab, click Margins. Select Custom Margins from the drop-down menu. - The Page Setup dialog box will appear. - Adjust the values for each margin, then click OK. ### To create a header or footer - Double-click anywhere on the top or bottom margin of your document. - The header or footer will open, and a Design tab will appear on the right side of the Ribbon. The insertion point will appear in the header or footer. ### To insert a preset header or footer - Select the Insert tab, then click the Header or Footer command. - In the menu that appears, select the desired preset header or footer. - The header or footer will appear. Many preset headers and footers contain text placeholders called Content Control fields. - To edit a Content Control field, click it and type the desired information. ### Final activity 1. Open a new Microsoft Word document by double-clicking the icon on the desktop. 2. On the Ribbon, click the Page Layout tab. In the Page Setup group, click Orientation. Two options should appear. 3. Click Landscape. 4. On the Ribbon, click the Insert tab. In the Tables group, click Table. 5. Move the cursor over squares until the top of the menu shows 7x7 Table and then click. 6. Click in the cell in the top left corner of the table, you should see your cursor flashing there. 7. Type: April 8. Click in the cell below April. 9. Press the Tab Key on the keyboard. 10. Use the Tab key to type Tuesday, Wednesday, Thursday, Friday, and Saturday in the next 5 cells. 11. Click in the cell below Friday. 12. Use the Tab key to fill in the rest of the calendar dates like the picture below. 13. On the Home tab in the Editing group, click Select and then click Select All to highlight the entire table. 14. Change the font size to 20, and then click before the word April to clear the highlighting. 15 Hold your cursor over the table menu. Move the cursor over the white square, and it should look like a double-pointed arrow. 16. Click the square and drag straight down. You should see a dotted line showing the size the table will be when you let go of the mouse button. 17. Make the table bigger until the bottom row is near the bottom of the page. 18 Highlight the top row of cells. 19. On the Layout tab, in the Merge group, click Merge Cells. 20 Keep the top row highlighted and then Center the text, change the font size to 48 and change the font to Tempus Sans ITC. 21. Hold your cursor over the line below Wednesday. 22. Click and drag up until there is very little white space below the days of the week. 23. Highlight the top row of the table. 24. On the Design tab in the Table Styles group, click Shading. 25. Click a green square. 26. Highlight the second row of the table. 27. In the Table Styles group, click Shading. 28. On the left side of the window click Save. ### Unit summary In this unit, we learned the basics of how to use Microsoft's word processing software. We explored many topics of MS Word such as editing text, saving the document, font size, font style, page size, page margin, inserting header and footer, and working with charts, lists, and tables. ### Resources and references Microsoft Word 2016 Step-by-step Guide 2020