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MID L9 Complete Notes

Lesson 9: Using Microsoft Word

Lesson Objectives:

○ This lesson introduces how to use a desktop application, specifically Microsoft Word, to create simple documents.

○ You will also be introduced to common features you will find in other desktop applications.

○ Upon completion of this lesson, you will be able to:

I. start and exit Microsoft Word, identify some common screen elements.

II. create, save, and open documents, change view options for documents.

III. insert, select, modify, and format text, manipulate text using common features.

IV. use the ruler to create, modify or delete tab settings, change margins, paper size, or the orientation.

V. insert or remove page breaks, insert or remove page numbers, apply column formats.

VI. use find and replace, print pictures or multimedia files and preview documents, insert work with tables, track changes made in documents.

I. Starting an Application

A. To start Microsoft Word, an application installed on a Windows 10 device:

Click the Start button at the lower left corner of the taskbar.

Click the All Apps command.

Scroll in the list and click the menu item for the application you want. For example, to start Word, click Word 2016.

○ If the system has been set up to display icons on the taskbar for the Microsoft Office programs, click the icon to start Word.

II. Understanding the Backstage View

Feature/Function

Description

Use the Backstage view

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Use the Backstage view to create, open, save, print and manage your files.

■ Protect Document

■ Inspect Document

■ Manage Document

■ Properties

Template

A boilerplate that already contains elements, such as sample text, and format settings.

○ Office programs include templates for a wide variety of documents.

Office Programs

Include templates for a wide variety of documents.

There are no rows in this table

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III. Looking at the Edit Screen

○ Microsoft Word is one of the most popular word processing programs used for creating various types of documents, from a short letter or memo to an annual report or brochures.

Here's the information in a table format:

Feature

Description

Text

File Tab

Click this tab to open the Backstage view to manage files.

Quick Access Toolbar

Gain quick access to frequently used commands. It can include buttons that you usually use (Save, print, undo).

Title Bar

Indicates which file and program is currently displayed in the window.

Minimize/Maximize/Restore Down/Close

Affect the size of the application window on the screen. (has three buttons)

Ribbon Tabs

Click a tab to access commands to complete a specific type of task. (e.g., Home tab, Insert tab; Home includes commands like bold, italic, etc.)

Tell Me

A Help option where you can type keywords about a particular type of task and view information from the Word Help system.

Insertion Point

The flashing bar on the screen that indicates your current position in the document; commonly referred to as the cursor.

Status Bar

Find information about the document currently displayed, such as which page or slide you are viewing, the total number of pages, or whether an error condition exists.

View Buttons

Click to quickly change between the different document views available in the application.

Zoom Slider

Click the buttons to zoom in or out in increments of 10%, or drag the slider button to a specific zoom percentage.

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IV. Accessing Commands and Features

Here's the information in a three-column table format:

Feature

Description

Notes

ScreenTips

Use ScreenTips to help identify buttons or elements on the tabs of the ribbon and on the screen.

Quick Access Toolbar

The Quick Access toolbar is located above the File tab and includes buttons for frequently used commands.

Ribbon

The ribbon helps you quickly find the command buttons which are grouped logically on each tab, with each tab relating to a type of activity, such as inserting pictures into a document.

More Button

If a group includes a feature with a scroll bar or buttons, click the More button below the bottom scroll button to display a full list or gallery of choices for that feature.

Dialog Box Launcher

Dialog Box Launcher is located at the lower right of the group to open the corresponding dialog box, task pane or window associated with the feature you want to apply.

There are no rows in this table

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I hope this helps! If you need further assistance or more examples, feel free to ask.

V. Accessing Commands and Features - Controlling the Display of the Ribbon

○ The ribbon can be hidden or minimized temporarily to make more space on screen for the document, worksheet, or slide you are working with.

○ To minimize the ribbon:

■ Double-click a tab, or

■ Click (Collapse the Ribbon) on the far right of the ribbon.

○ Hide the Ribbon. Click at the top of the application to show it.

■ Show Tabs — Show Ribbon tabs only. Click a tab to show the commands.

■ Show Tabs and Commands — Show Ribbon tabs and commands all the time.

VI. Entering and Editing Text

○ The following are basic concepts related to typing and editing text:

■ You can type or insert text at the insertion point in any location you want. The insertion point will move to the right as you type. To move the insertion point to another location in the document, click at that location.

■ To remove text, use the BACKSPACE key to delete characters to the left of the insertion point; or press DELETE to delete characters to the right of the insertion point.

■ Press ENTER only when you want to end a paragraph or to add a blank line.

■ Word wrap enables the program to automatically move the insertion point to the next line as you reach the right margin.

VII. Using the Rulers

○ The Rulers help you identify where to position text — horizontally or vertically. To turn the ruler on or off, on the View tab, in the Show group, click Ruler.

○ You can change the unit of measurement in the Display area of the Advanced category in Word Options. You can select from inches, centimeters, millimeters, points, or picas.

VIII. Selecting Text

○ Selecting or highlighting text tells Word exactly which portions of text you want to change.

■ To select a word, double-click the word.

■ To select a sentence, hold CTRL and click anywhere in the sentence.

■ To select a paragraph, triple-click anywhere in that paragraph.

■ To select the entire document, on the Home tab, in the Editing group, click Select and then click Select All; or press CTRL+A.

■ To select multiple pieces of text in different areas of the document, you must select the first piece of text and then press and hold CTRL as you select the next piece of text.

IX. Managing Files - Saving Documents

○ To save a document, click the File tab and then click Save or Save As.

X. Understanding Word and File Types

○ File types commonly associated with word processing programs include:

■ Word Document (.docx) — this is the file type associated with Microsoft Word 2007 and later. This is the default format for Word 2016.

■ Word Document (.doc) — this is the file type associated with Microsoft Word versions prior to 2007. Many word processing programs can open files with a .doc extension.

■ Plain Text (.txt) — a text file that can be read on any operating system. This format does not include formatting of any kind, nor does it include tables or images.

■ Rich Text Format (.rtf) — a text file that preserves font and paragraph formatting and can include embedded images.

■ Portable Document Format (.pdf) — a file format developed by Adobe Systems that allows you to view documents (with formatting and images) on any operating system.

■ Publisher Document File (.pub) — the default file format used in Microsoft Publisher. This type of file includes layout information and can include formatting, graphics, hyperlinks, charts and other types of objects.

XI. Starting/Closing a Document

○ To create a new blank document, in Backstage, click New and then click Blank document from the list of documents. You can also press CTRL+N to quickly create a new blank document.

○ To choose from

XI. Starting/Closing a Document (Continued)

○ To choose from the variety of pre-designed templates for a new document, click one of the templates displayed, and click Create.

○ You can also press CTRL+W or CTRL+F4 to close a document quickly.

○ You can also press CTRL+O or CTRL+F12 and then navigate to where the file is located.

○ The Read only attribute can help prevent others from making changes to a document.

○ Protected View automatically applies the read-only attribute to the file until you specify otherwise, thereby protecting you from content that may potentially contain viruses, malware, or other items that can be harmful to your computer.1

○ A file opened in Protected View is in read-only mode; you will not be able to do anything other than read the file until you click Enable Editing.

○ When you view the properties for this file in Backstage, the following screen displays:

○ To save a document with the read-only feature, use a method to save the document that will display the Save as dialog box. Then click the arrow next to the Tools command and click General Options.

XII. Customizing the View

○ You can adjust how a document displays by selecting the appropriate option using the View tab.

■ Read Mode — Useful for reading a document, as pages are adapted to the size of your monitor for easy reading. A series of buttons you can use in Read mode appears across the top of the screen. This view displays automatically when you are viewing a Word file sent as an attachment in email.

■ Print Layout — Displays file contents as if you sent the document to the printer, and this is the only view in which the vertical ruler displays.2

■ Web Layout — Adjusts text and other elements, such as pictures, to show how the document will look as a Web page.

■ Outline — Collapses a document to display headings to assist you in organizing content flow.

■ Draft — Displays the document to the full width of the screen with only the horizontal ruler visible.

○ To adjust the zoom display, click an option from the zoom area on the status bar.

○ Click the Zoom level button to open the Zoom dialog box if you want to choose a specific zoom percentage or the number of pages to show.

○ Click (Undo) to undo the last action or command performed. You can also press CTRL+Z to undo the last action.

○ You can redo the action by clicking the (Redo) button on the Quick Access toolbar. You can also press CTRL+Y to redo the last action, or press F4 to repeat the last action.

○ To cut or move an item, select the item first and then on the Home tab, in the Clipboard group, click Cut.

○ To copy an item, first select the item and then on the Home tab, in the Clipboard group, click Copy.

○ You can also press CTRL+X to cut an item, CTRL+C to copy an item, or CTRL+V to paste the item.

XIII. Enhancing Text Characters

○ Font — Describes the typeface of characters on the screen and in print such as Courier New or Bradley.

○ Font Size — Refers to the height of the characters (as characters get taller, they also grow wider.)

○ Character Formatting — Refers to the special stylized variations applied to plain characters to make them stand out from other text. They include bold, italics,3 and various kinds of underlines.

○ Effects — Apply special effects to the text, such as strikethrough, superscript, shadow, small caps, and so on.

○ You can also enhance text using keyboard shortcuts such as CTRL+B for bold, CTRL+I for italic, or CTRL+U for underline.

○ Left Align — Aligns text to the left margin with a ragged or uneven edge on the right side of the text.

○ Center — Aligns text between the left and right margins to an imaginary line down the middle of the page.

○ Align Right — Aligns text to the right margin with a ragged or uneven edge on the left side of the text.

○ Justify — Aligns text so the left and right edges of the text are flush with the margins and each line of text is evenly spaced out between the margins, except for the last line of each paragraph.4

○ Paragraph spacing refers to the amount of space between paragraphs of text. Although it is possible to create extra space between paragraphs by pressing ENTER to insert blank lines, most published documents are set to insert a specific amount of space between paragraphs.

XIV. Understanding Tab Settings

○ Left — Aligns text at the tab setting with characters shifting right as you type; this is the default setting.

○ Center — Centers text along an imaginary line down from the tab setting, with characters shifting evenly to the left and right as you type.5

○ Right — Aligns all text along the right edge of the tab setting with characters shifting left as you type.

○ Bar — Displays a small vertical line as a separator between the previous and next column of information.

○ Decimal — Aligns to the left of the decimal point until you type the decimal point, then text shifts to the right of the decimal point.6

○ To clear all the current tabs at once press CTRL+Q.

XV. Formatting the Document

○ These options can be quickly selected from the Layout tab.

■ Margins

■ Orientation

■ Size

■ Columns

○ Orientation refers to the way the document will print on the page. Portrait refers to a vertical orientation, while Landscape refers to a horizontal orientation. To change the orientation for a document, on the Layout tab, in the Page Setup group, click Orientation, then select an option.

○ Margins determine the amount of space between the edge of the paper and the area where the text is printed.

XVI. Adding Page Numbers

○ To insert page numbers into your document, on the Insert tab, in the Header & Footer group, click Page Number.

■ Top of Page — Displays possible positions from a gallery of top-of-page numbering options.

■ Bottom of Page — Displays possible positions from a gallery of bottom-of-page numbering options.

■ Page Margins — Displays possible positions from a gallery of margin numbering options.

■ Current Position — Displays numbering options (page number only, page # of #, and so on) to apply to the current page number location.

■ Format Page Numbers — Displays various numbering styles (1, 2, 3; i, ii, iii), as well as the option to begin numbering at a digit other than the number 1.

○ Word allows you to set up newspaper-style columns wherein text from the bottom of one column flows to the top of the next; this makes it an ideal layout for newsletters and reports.

○ If you want to end the flow of the documents text at the bottom of one column, insert a column break and force text to the top of the next column. To insert a column break, press CTRL+SHIFT+ENTER.

XVII. Preparing the Document for Printing - Proofing the Document

○ Word provides tools to automate proofing and also displays visual hints if it encounters an item that should be reviewed.

■ Red wavy lines indicate there are words not recognized in either the current or custom Word dictionary.

■ Blue wavy lines indicate grammatical or structural errors or a potential contextual error.

○ The spelling checks for incorrect spelling, duplicate words, and occurrences of incorrect capitalization.

○ The grammar portion detects sentences with grammatical errors or weak writing style, based on widely accepted standards in the language (English only).7

○ You can also press F7 to begin a spell check of the entire document.

XVIII. Finding and Replacing Items

○ To activate the Find feature, press CTRL+F to display the Navigation pane.

○ You can also press CTRL+H to open the Find and Replace dialog box.

○ Press CTRL+P to display the print options in Backstage.

XIX. Printing the Document

○ Press CTRL+P to display the print options in Backstage.

■ Print — Print the document with the settings currently shown.

■ Copies — Enables you to specify the number of copies to be printed.

■ Printer — Select a printer from the list of installed printers.

Use the Printer Properties link to choose options for how the output is printed, (single- or double-sided, or black-and-white or color).

■ Settings — Select how much of the document or which specific pages or items to print.

■ Print Sides — Specify whether to print on one or both sides of each sheet of paper.

XX. Working with Pictures

○ Word provides the facility to insert picture files in a wide variety of file formats:

■ Windows Metafile (*.wmf)

■ *Joint Photographic Experts Group (*.jpg, .jpeg)

■ Portable Network Graphics (*.png)

■ Windows Bitmap (*.bmp)

■ Graphics Interchange format (*.gif)

■ Handles are the small circles or squares that appear around the perimeter of the picture.

XXI. Wrapping Text Around a Picture/ Cropping

○ Wrapping styles affect the way the text flows around pictures and change the way pictures are positioned in relation to the surrounding1 text.

○ To change the text wrapping style for a picture object, select the picture and then on the Format tab of Picture Tools, in the Arrange group, click Wrap Text to choose the appropriate text wrapping style.

○ Cropping refers to the ability to “cut off” certain portions of the picture.

XXII. Working with Tables

○ Use the Table feature to arrange columns of text and numbers, group paragraphs side by side, or create forms.

○ Table Selector

■ Insert Table...

■ Draw Table

■ Excel Spreadsheet

■ AutoFit behavior

XXIII. Reference/s

■ Vermaat, Misty E.; Sebok, Susan L.; Freund, Steven M.; Campbell, Jennifer T.; Frydenberg, Mark

■ ISBN 10: 1305657454 ISBN 13: 9781305657458

○ A Guide to Computer User Support for Help Desk

■ A guide to managing and Maintaining your PC

Want to print your doc?
This is not the way.

Try clicking the ··· in the right corner or using a keyboard shortcut (

CtrlP

) instead.