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MICROSOFT WORD Basic User Guidelines

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P a g e 1 | 28 Microsoft Word Basic User Guidelines © Version 1.0

Table of Contents Introduction ..................................................................................................................... 3

Module 1: Getting Started ................................................................................................ 4

Elements of the Word window ................................................................................................. 4

Create a new document ........................................................................................................... 5

Saving a document ................................................................................................................... 5

Using the Help Facility .............................................................................................................. 7

Module 2: Entering and Editing Documents ...................................................................... 8

Open a document ..................................................................................................................... 8

Navigating through a document using the scroll bars................................................................. 9

Navigating a document using the keyboard ............................................................................. 10

Enter and Edit text in a document ........................................................................................... 10

The Undo and Redo Feature ................................................................................................... 11

Using the Go to Feature .......................................................................................................... 12

Find and Replace Feature ....................................................................................................... 13

Module 3: Selecting, Moving and Copying Text ............................................................... 14

Selecting text using the mouse ............................................................................................... 14

Select a word ......................................................................................................................... 14

Select a line ............................................................................................................................ 14

Select several lines ................................................................................................................. 15

Select a sentence ................................................................................................................... 16

Select a paragraph .................................................................................................................. 16

Move or copy text using Cut, Copy and Paste with a Mouse or Keyboard ................................. 17

Applying character formatting ................................................................................................ 18

Applying paragraph formats ................................................................................................... 19

Tabs ....................................................................................................................................... 21

Tabs – Viewing the ruler ......................................................................................................... 21

Types of tabs .......................................................................................................................... 21

Left tab .................................................................................................................................. 21

Right tab ................................................................................................................................ 21

Centre tab .............................................................................................................................. 22

Decimal tab ............................................................................................................................ 22

To change current tab settings or remove tabs ........................................................................ 23


Module 5: Creating and Manipulating Tables .................................................................. 24

Insert a table .......................................................................................................................... 24

Add text to a table ................................................................................................................. 25

Inserting rows or columns in a table ....................................................................................... 25

Deleting rows or columns from a table.................................................................................... 25

Modifying the height or width of a row or column in a table ................................................... 26

Changing cell text alignment ................................................................................................... 26

Module 6: Using Proof Reading Tools .............................................................................. 27

Using the Spelling and Grammar Checker ................................................................................ 27


Introduction This booklet is a step by step guide that compliments the basic Microsoft Word training session and is to be used as a reference document only. Its purpose is as a reference document to subjects that may have been covered in the training but may not necessarily exactly mirror the contents of the course.


Module 1: Getting Started In this module you will be shown how to:

• Identify the elements of the Word window

• Create and save documents

Elements of the Word window

1. File Tab 2. Quick Access Toolbar 3. Title bar 4. Minimise Window 5. Tabs 6. Ribbon

7. Group of buttons 8. Ruler 9. New document 10. Vertical scroll bar 11. Status bar

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Create a new document

When you open Microsoft Word, a new blank document is automatically displayed. Whilst already in a document, you can open a new blank document as follows.

1. Click on the File tab. 2. Click on the New option from the list displayed. 3. Click on the Blank Document image. 4. Click on the Create button on the right of the screen. 5. A new blank document will be displayed.

Saving a document

After you have created a document, you must save the document to a permanent storage device. If you do not you will lose the document completely. You can save the document permanently giving it a name of your choice as follows.

1. Click on the File tab. 2. Click on the Save As option from the list displayed. 3. Click on the location you want to save the file to. 4. Click in the File Name box and enter a name of your choice. 5. Click on the Save button.



Using the Help Facility

The Help facility can be used to ascertain how to carry ant task that can be done in the software. To do this follow the instructions below.

1. Click on the ? or press F1 to launch Help facility. 2. Enter the help criteria.


Module 2: Entering and Editing Documents In this module you will be shown how to:

• Open and navigate through a document

• Use Word’s AutoCorrect feature

• Edit text in a document

• Use the Undo and Redo feature

• Search for and replace text within a document

Open a document

If you have previously created and saved a Word document, you can open it later and edit the contents if desired. To do this you must be aware of the location where the document has been saved. To open the document, perform the following steps.

1. Click on the File tab. 2. Click on the Open option from the list displayed. 3. Click on the location where the file is saved. 4. Click in the File Name when displayed in the right-hand side of the

window. 5. Click on the Open button.


Navigating through a document using the scroll bars

The Vertical Scroll Bar on the right of the display can be used to move up and down in a document one page at a time. This can be done as follows:

1. Click on the Upward arrow to move back in a document. 2. Click on the Downward arrow to move back in a document.

Scroll Up the document

Scroll Down the document


Navigating a document using the keyboard

You can also navigate through a document using the keyboard by pressing single keys or a combination of keys as described in the table below.

Keyboard Key Action

Page Up

Move up the document (toward first page)

Page Down

Move down the document (toward last page)

Home

Move to start of a line

End

Move to the end of a line

Ctrl + Home

Move to the start of the document

Ctrl + End

Move to the end of the document

Cursor Key (Arrows)

Move Up, Down, Left or Right in the document

Enter Key Moves down the document one line at a time

Tab Key Jumps to the right of a document one tab space at a time

Enter and Edit text in a document

When entering text into a document, characters, words or entire sentences can be deleted in a variety of different ways by using the keyboard. Also, actions can be reversed or repeated by using certain facilities available in the software. The following shows how to carry out these tasks using the keyboard and by using the Undo and Redo features.


Delete Key – Deletes characters to the right of the flashing cursor one character at a time.

Backspace Key - Deletes characters to the left of the flashing cursor one character at a time.

The Undo and Redo Feature

This feature allows you to negate your last action or repeat it. To do this simply click on these buttons. The left Undo’s and the right Redo’s

Enter Key

Cursor Keys

Tab Key

Backspace Key

Delete Key


Using the Go to Feature

This feature can be used to jump to a specific part of the document. This can be done as follows. You can navigate to a specific page, section or other areas of the document using different Goto criteria. This example shows navigating to a page.

1. Click on the Home tab if you are not already there. 2. Click on Find on the right-hand side of the Ribbon and click on the Go To

option from the list.

3. Type in the page number in the Enter page number box. 4. Click on the Next button.


Find and Replace Feature

1. Click on the Home tab if you are not already there. 2. Click on Replace tab on the right-hand side of the Ribbon and the Replace

box appears.

3. In the Find What box, type in what to find. 4. In the Replace with box, type in what you want the found text to be

replaced with. 5. Click on the Replace or Replace All button to carry out the replace.


Module 3: Selecting, Moving and Copying Text In this module you will be shown how to:

• Use a range of selection techniques using the mouse

• Move or duplicate text or blocks of text

Selecting text using the mouse

Selecting text is a method of highlighting part of the document in preparation for performing an action and identifying what part of the document the action relates to. This action could be an activity like deleting, moving or formatting text. Select a word

1. Move the mouse pointer so that it is positioned directly on top of the word. The mouse pointer will change to look like a capital ‘I’.

2. Double click the left mouse button and the word will be highlighted.

Select a line

1. Move the mouse pointer in to the margin area of the document to the left of the line you want to select. The mouse pointer turns in to an arrow pointing towards the text.

2. Click the left mouse button once and the line will be highlighted.


Select several lines

1. Move the mouse pointer in to the margin area of the document to the left of the line you want to select. The mouse pointer turns in to an arrow pointing towards the text.

2. Click the left mouse button once and the line will be highlighted. 3. Hold the Control (Ctrl) key on the keyboard down and move the mouse

pointer to the next line to highlight and click the left mouse button once. 4. Repeat the process till all lines are selected.


Select a sentence

1. Move the mouse pointer so that it is positioned directly in the middle of the sentence. The mouse pointer will change to look like a capital ‘I’.

2. Hold the Control (Ctrl) key on the keyboard down and click the left mouse button once and the sentence will be highlighted.

Select a paragraph

1. Move the mouse pointer in to the margin area of the document to the left of the paragraph you want to select. The mouse pointer turns in to an arrow pointing towards the text.

2. Double click the left mouse button and the paragraph will be highlighted.


Move or copy text using Cut, Copy and Paste with a Mouse or Keyboard

1. Select the text that you want to move or copy as described in the previous section.

2. To Cut the text out to move to another part of the document, either click on the Cut icon on the Home Ribbon

3. Or hold the Control (Ctrl) key on the keyboard down and press the letter

‘X’ on the keyboard. 4. To Copy the text to repeat it in another part of the document, either click

on the Copy icon on the Home Ribbon

5. Or hold the Control (Ctrl) key on the keyboard down and press the letter ‘C’ on the keyboard.

6. To Paste the text in to the required location in the document, position the cursor in the position by pointing the mouse pointer there and clicking. The cursor will be relocated.

7. Click the Paste icon on the Home Ribbon

8. Or hold the Control (Ctrl) key on the keyboard down and press the letter ‘V’ on the keyboard.


Module 4: Formatting Characters and Paragraphs In this module you will be shown how to:

• Use a large range of character formatting techniques

• Use a range of paragraph formatting techniques

Applying character formatting

To apply character formatting to individual characters, first select the text you want to apply the formatting to, then click on the appropriate button to apply the change as shown in the table below.

Button Image Format Applied

Emboldens the selected text for emphasis.

Imposes an Italic style on the selected text.

Underlines the select text.

Changes the font face. Click on the Down arrow to see

all options.

Increases or decreases the font size of the selected text. Click on the drop-down arrow to see a list of sizes or

click on the other buttons to increase or decrease the text size.

Change the colour of the selected font.

Change the case of the selected text. Click on the drop-

down arrow to see the options available.



Underline the selected text.

Strike through the selected text.

Elevate the selected text to the top of the characters.

Drop the selected text to the bottom of the characters.

Add a special effect to the selected text.

Applying paragraph formats

To apply formatting to a paragraph of text, first select the paragraph you want to apply the formatting to, then click on the appropriate button to apply the change as shown in the table below.


Align text to the left of the page.

Align text to the right of the page.


Button Image Format Applied Align text to the centre of the page.

Block the text so that it is square on the right-hand side.

Add bullet points to the selected text.

Add numbered points to the selected text.

Change the spacing between the lines of the selected text.

Add shading to the selected text.

Add borders to the selected text.


Tabs

Tabs are another type of way of creating a columnar effect on a document similar in the way they used to be created using a typewriter. They can also be set up in a Word document by using the Ruler.

Tabs – Viewing the ruler

The Ruler is used quite extensively when creating tabs and is not always visible when Word is started and will have to be activated. To do this follow this simple process.

1. Click on the View tab. 2. Click on the Ruler checkbox to activate it.

Types of tabs

There are a variety of Tabs, the ones that we will be including in this guide are the Left, Right, Centre and Decimal tabs. Left tab

A Left tab can be used to align the text in a column with the text aligned on the left. To set a Left tab, complete the following sequence of actions.

1. Click on the Tab default button on the left of the Ruler so that the image looks like this.

2. Click on bottom of the Ruler to set the Left tab in the desired position and the tab will be set and visible.

Right tab

A Right tab can be used to align the text in a column with the text aligned on the right. To set a Right tab, complete the following sequence of actions.



2. Click on the Ruler to set the Right tab in the desired position and the tab will be set and visible.

Centre tab

A Centre tab can be used to align the text in a column with the text aligned in the centre. To set a Centre tab, complete the following sequence of actions.


2. Click on the Ruler to set the Centre tab in the desired position and the tab will be set and visible.

Decimal tab

A Decimal tab is used to align numbers with decimal places so that the decimal point is always aligned. To set a Decimal tab, complete the following sequence of actions.


2. Click on the Ruler to set the Decimal tab in the desired position and the tab will be set and visible.


To change current tab settings or remove tabs

To change the Tab settings, you must first select the text that needs the tab settings amended (as outlined in a previous section), and then click and drag the Tab stop on the Ruler to the desired position, either left or right. If you want to replace the Tab setting with a different type, select the text once again, remove the unwanted Tab setting by pointing the mouse pointer at it and then clicking and dragging the Tab down off the Ruler. Then change the Tab default button on the left of the Ruler so it displays the desired tab, then apply the new Tab to the Ruler as explained in a previous section.


Module 5: Creating and Manipulating Tables In this module you will be shown how to:

• Add a table to a document

• Add extra rows or columns to the table

• Alter the width or height of columns and rows

• Add text to table cells and change alignment

Insert a table

When you want to add a table to a document, you will have to know approximately how many columns and rows it will need, although these can be added later. This can be done as follows.

1. Click on the Insert tab, click on the Table option on the left of the Ribbon. 2. On the Pallet that appears, click and drag over the number of columns

and rows you want the table to contain.

3. A table will be drawn automatically as you click and drag the mouse.


Add text to a table

After you have created a table, you will need to add text to the table to make the table meaningful. It is quite straight forward to add text to cells and move around the table from Column to Column, Row to Row or from Cell to Cell. This can be done in several ways.

1. Use the mouse to point at the required cell in the table and click the left mouse button, a flashing cursor will appear and you can now enter text.

2. Or, use the Tab key on the keyboard to move from cell to cell.

Inserting rows or columns in a table

Rows and Columns can be added quite easily after the table has been initially created. You do not need to delete the table and start again as Rows and Columns can be added in this way.

1. Click on the Layout tab that will appear when you click on the table. 2. Click in the Row or Column on the table where you want to either add a

Row or Column and click on one of the options shown below.

Deleting rows or columns from a table

Rows and Columns can be deleted quite easily after the table has been initially created. You do not need to delete the table and start again as Rows and Columns can be deleted in this way.

1. Click on the Layout tab. 2. Click on a cell in the Row or Column that you want to Delete a Row,

Column or Cell from. 3. Click in the Delete option shown below and choose what to delete from

the list displayed.


Modifying the height or width of a row or column in a table

The standard width of a Column or height of a Row may not always be the size you require it. Both Column widths and Row heights can be changed from their original setting by the following method.

1. To widen a Column, point the mouse pointer at the right-hand border of the column edge until you see the mouse pointer change into this.

2. Click and drag the mouse to the left or right to change the width of the column.

3. To widen a Row, point the mouse pointer at the bottom border of the row until you see the mouse pointer change into this.

4. Click and drag the mouse to the up or down to change the height of the row.

Changing cell text alignment

Alignment within a cell in a table is by default left. This can by changed in the following manner.

1. Click on the Layout tab. 2. Click on a Cell that you want to amend the alignment of and click on one

of the options shown below.


Module 6: Using Proof Reading Tools In this module you will be shown how to:

• Grammar and Spell check a document

• Correct any identified errors found if necessary

Using the Spelling and Grammar Checker

After creating a document, it is always a good idea to check for spelling or grammar errors. This can be done as follows.

1. Click on the Review tab. 2. Click on the Grammar & Spelling option on the left of the Ribbon.

3. If errors are identified, a dialogue box will appear giving you options to correct the error.

4. 5. In the example above, a spelling error has been identified and a

suggestion has been listed for possible solutions. 6. Using the button available, either accept the Change or Ignore it.


7. The Grammar & Spelling checker will continue until the complete document has been checked.

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