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Basic Word Processing www.yprl.vic.gov.au 1
GETTING STARTED WITH WORDTitle bar Document Formatting toolbar Menu bar Ruler Scroll bar
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Menu Bar
The menu bar contains file, edit, view menus etc. These are used for certain functions like saving, printing, making tables, spell check, borders and many more.
Opening a new document
In word you can open more than one document at a time. This means that you can work on a few different things. Just click on the picture of a blank sheet and a new document page will come up. To go back to your other document you just click on the tab at the bottom of the screen.
Another way to get a blank document is to go to File – New or hold down the Ctrl key and press the N key.
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Formatting toolbar
The formatting toolbar enables you to perform functions like enlarging text, changing the size and style. To change the whole document you select all the text or to make minor changes you select the text you need to change by highlighting it.
Type your name and test out some of the formatting functions
Bulleted Lists
Bullets are useful for lists or items in no particular order, such as a shopping list, to do list or instructions etc. They can make your document look neater and presentable.
On the next screen you will be able to choose the bullet type and style.Each time you type and hit enter another bullet will appear underneath. To stop the bullet just hit the enter key 2 times.
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Borders
Borders can be used to enhance your page or sections of your page.
The next screen allows you to choose whether you want a page border or a border for small sections. You can choose from plain borders or fancy borders and even shading.
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Errors
When you start to type a document you will probably make a few mistakes. Word will actually help you fix these mistakes by either fixing your spelling mistakes or notifying you that something is incorrect.
If you make a spelling mistake a red line will appear under the word.
Word will underline the spelling mistake with a red wavy line. When you right click on the red line a drop menu will appear and you can select the correct fix.
Please note that word does not recognize many words. For example some names will appear with a red line under it, you may have spelt it correctly but word doesn’t recognize this as a common word. In this case just ignore the red line.
There is also a green line that may appear under a sentence. This is to notify you that there may be the wrong punctuation or the sentence is being questioned. Once again if there is no mistake then ignore the suggestions.
Page numbers
Page numbers are good to organize your document in numerical order, otherwise you can leave it blank and no page numbers will appear.
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When you select the page numbers option another box will appear, you click on OK and use the default option, which means the page numbers will appear on the bottom of the screen in the right hand corner. If you want them to appear in a different area just select the one that applies to you.
Tables
Tables can be used for neatly displaying information or organizing it in some sort of order. A good example would be saving names, addressed and phone numbers.
After you select Table a box will appear giving you the option of inserting as many rows or columns as you need for your table.
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After you have inserted your table you can add extra columns or rows.
You can also delete the table or rows and columns.
Format Painter
The format painter is used to quickly copy formatting. For example if you have a paragraph that is size 14 pt, Bold, Verdana and centre you can
Highlight the formatted text you want to use then click on the Format painter icon.
Highlight the new text you want to change to the format of the text you first selected.
Your new text should have the same format as the first selection. This can be done to whole documents or sections of a document.
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Undo and Redo
The undo command lets you erase the previous actions while you were typing, similarly the redo command brings back the previous actions. You can click on the button for each undo or redo or click on the black arrow to list all your actions. For example:
To undo the last action, click Undo . If you click Undo again, will undo the action you performed before that, and so on.
To redo the last action you undid, click Redo . To see a list of the most recent undone actions that you can redo, click the arrow
next to Redo , and then select the undone action or actions that you want to redo.
You can also use shortcuts for both buttons. Ctrl Z - Undo Ctrl Y- Redo.
Saving a document
When you first open a document it will have a default name of ‘document’. When you save your document you can change this to any name you like. To save a document you can use the shortcut (ctrl + s) or you can go to file then save.
Another option is to click on the save button.
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There are 2 options when saving; save and save as. The save as option is used when you want to change the name of your document or change the destination of the file. The save option saves the document directly on your computer or if you have opened a document from another destination you can save any changes you made without changing where you want it to be saved on the computer.
Print preview
When you have finished typing your document you can preview all the pages in one window.
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Page setup
With page setup you can change your document to landscape or leave it as portrait.
Printing a document
To print a document you can use the shortcut (ctrl + p) or you can go to file then print.Here you can choose how many copies you need and what pages you want to print.
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Shortcuts
Ctrl + C = Copy* Ctrl + F = Find Ctrl + O = Open Ctrl + P = Print Ctrl + S = Save Ctrl + Z = Undo
Ctrl + V = Paste* Ctrl + X = Cut* Ctrl + Y = Repeat
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*These functions can also be performed by right clicking on your mouse and selecting the one you need.
*You can also find these shortcut functions when viewing the menu toolbar. E.g Click on File then Open and next to it you will see the shortcut for that function.
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