Word Processing

Microsoft Word
USING THE APPLICATION

Word-processors are the most commonly used software in computers. Microsoft (MS) Word
is an example of a word processor program. You can use MS Word to prepare letters, essays,
project reports etc. All word processor have spell checking, thesaurus and grammar checking
facilities.
MS Word comes in a variety of versions. Over the years the program has been updated,
making it more powerful and easier to use. This courseware is based on MS Word 2007.
Opening MS Word
1. Click Start button.
2. Select All Programs.
3. Click Microsoft office.
4. Microsoft word 2007

Working with Text

To Insert Text:
 Move your mouse to the location you wish text to appear in the document.
 Left-click the mouse. The insertion point appears.

 Type the text you wish to appear.

To Delete Text:
 Place your cursor next to the text you wish to delete.
 Press the Backspace key on your keyboard to delete text to the left of the cursor.

 Press the Delete key on your keyboard to delete text to the right of the cursor.

To Select Text:
 Place the insertion point next to the text you wish to select.
 Left-click your mouse and while holding it down, drag your mouse over the text to
select it.
 Release the mouse button. You have selected the text. A highlighted box will appear
over the selected text.

When you select text or images in Word, a hover toolbar with formatting options appears.
This makes formatting commands easily accessible, which may save you time.

To Copy and Paste Text:

 Select the text you wish to copy.

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  Click the Copy command on the Home tab.
 Place your insertion point where you wish the text to appear.
 Click the Paste command on the Home tab. The text will appear.

To Drag and Drop Text:

 Select the text you wish to copy.
 Left-click your mouse and drag the text to the location you wish it to appear. The
cursor will have a text box under it to indicate that you are moving text.
 Release the mouse button and the text will appear.

If text does not appear in the exact location you wish, you can click the Enter key on your
keyboard to move the text to a new line.

How to Save Documents

To Use the Save As Command:

 Click the Microsoft Office Button.
 Select Save As Word Document. The Save As dialog box appears.
 Select the location you wish to save the document using the drop-down menu.
 Enter a name for the document.

 Click the Save button.

To Use the Save Command:

 Click the Microsoft Office Button.
 Select Save from the menu.

Using the Save command saves the document in its current location using the same file name.
If you are saving for the first time and select Save, the Save As dialog box will appear.

Using the Proofing Features

Various Line Colors:

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By default, Word automatically checks your document for spelling and grammar errors.
These errors are indicated by colored wavy lines.

 The blue line indicates a contextual spelling error.

o A contextual spelling error is when an incorrect spelling of a word is chosen.
For example, if I write, "Deer Mr. Theodore," at the beginning of a letter, deer
is a contextual spelling error because I should have used dear. Deer is spelled
correctly, but it is used incorrectly in this letter.
 The red line indicates a misspelled word.
 The green line indicates a grammar error.

To Use the Spelling Check Feature:

 Right-click the underlined word. A menu will appear.
 Select the correct spelling of the word from the listed suggestions.

 Left-click your mouse on the word. It will appear in the document.

You can choose to Ignore an underlined word, add it to the dictionary, or go to the Spelling
dialog box.

To Use the Grammar Check Feature:

 Right-click the underlined word. A menu will appear.
 Select the correct word from the listed suggestions.

 Left-click your mouse on the word. It will appear in the document.

 You can also choose to Ignore an underlined word, go to the Grammar dialog box, or
find out more information about the word and its usage.
 You can also wait and run the spelling and grammar check after completing the
document. Click the Spelling & Grammar command on the Review tab.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this
challenge.

 Open an existing Word document.

 Type the following sentences at the beginning of the document:
o I really enjoy learning an computers and about new skillz.

o I like to take tutorials were I can learn independently.

 Correct the spelling errors in the sentences.

 Correct the grammar mistake that appears in one of the sentences.

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  Use the Spelling and Grammar command to check the remainder of the document.

Printing

Once you complete your document, you may want to print it for various reasons. This lesson
covers the three basic features of printing in Word including Print Preview, Quick Print,
and traditional Print.

To Preview the Document Before Printing:

 Click the Microsoft Office Button.
 Select Print Print Preview. The document opens in Print Preview format.

 Click Print to print the document or Close Print Preview to exit the preview format
and make changes to the document.

In Print Preview format, you can do many tasks including:

 Modify the margins

 Change page orientation
 Change the page size
 Zoom in and out to view various parts of the document
 View multiple pages
 Access Word Options to change many Word settings
 And more

To Print:
 Click the Microsoft Office Button.
 Select Print Print. The Print dialog box appears.

 Select the pages you would like to print -- either all pages or a range of pages.
 Select the number of copies.
 Check the Collate box if you are printing multiple copies of a multi-page document.
 Select a printer from the drop-down list.

Click OK.

To Print via Quick Print:

 Click the Microsoft Office Button.
 Select Print Quick Print.

 The document automatically prints to the default printer.

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Challenge!

Use the Cover Letter or any other Word document you choose to complete this
challenge.

 Open an existing document.

 View the document in Print Preview.
 Close the Print Preview format without printing.
 Print two copies of the document.

New Documents

To Create a New, Blank Document:

 Click the Microsoft Office Button.

 Select New.The New Document dialog box appears.
 Select Blank document under the Blank and recent section. It will be highlighted by
default.
 Click Create. A new, blank document appears in the Word window.

You can access templates that are installed on your computer or on Office Online. Click the
Microsoft Office Button and select New. You can create blank documents and access
templates from the dialog box that appears.

Format Text

To Format Font Size:

 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font size box on the Home tab. The font
size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.

 Left-click the font size you wish to use. The font size will change in the document.

To Format Font Style:

 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font style box on the Home tab. The font
style drop-down menu appears.
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  Move your cursor over the various font styles. A live preview of the font will appear
in the document.

 Left-click the font style you wish to use. The font style will change in the document.

 To Format Font Color:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font color box on the Home tab. The font
color menu appears.
 Move your cursor over the various font colors. A live preview of the color will appear
in the document.
 Left-click the font color you wish to use. The font color will change in the document.

Your color choices aren't limited to the drop-down menu that appears. Select More Colors at
the bottom of the list to access the Colors dialog box. Choose the color that you want and
click OK.

To Use the Bold, Italic, and Underline Commands:

 Select the text you wish to modify.
 Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To Change the Text Case:

 Select the text you wish to modify.
 Click the Change Case command in the Font group on the Home tab.

 Select one of the case options from the list.

To Change Text Alignment:

 Select the text you wish to modify.
 Select one of the four alignment options from the Paragraph group on the Home tab.

o Align Text Left: Aligns all the selected text to the left margin.

o Center: Aligns text an equal distance from the left and right margins.

o Align Text Right: Aligns all the selected text to the right margin.

o Justify: Justified text is equal on both sides and lines up equally to the right
and left margins. Traditionally many books, newsletters, and newspapers use
full-justification.

To Insert a Text box:

 Select the Insert tab on the Ribbon.

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  Click the Text Box command in the Text group.
 Select a Built-in text box or Draw Text Box from the menu.
 If you select Built-in text box, left-click the text box you wish to use and it will
appear in the document.

Working with ClipArt

To Locate Clip Art:

 Select the Insert tab.
 Click the Clip Art command in the Illustrations group.

 The Clip Art options appear in the task pane on the right.
 Enter keywords in the Search for: field that are related to the image you wish to
insert.
 Click the drop-down arrow next to the Search in: field.
 Select Everywhere to ensure that Word searches your computer and its online
resources for an image that meets your criteria.
 Click the drop-down arrow in the Results should be: field.
 Deselect any types of images you do not wish to see.
 Click Go.
 To Insert Clip Art:

 Review the results from a clip art search.

 Place your insertion point in the document where you wish to insert the clip art.
 Left-click an image in the task pane. It will appear in the document.

Using Shapes

To Insert a Shape:
 Select the Insert tab.
 Click the Shape command.

 Left-click a shape from the menu. Your cursor is now a cross shape.
 Left-click your mouse and while holding it down, drag your mouse until the shape is
the desired size.
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  Release the mouse button.

To Change the Shape Fill Color:

 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Shape Fill command to display a drop-down list.

 Select a color from the list, choose No Fill, or choose one of the other options.

To Change the Shape Outline:

 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Shape Outline command to display a drop-down list.

 Select a color from the list, choose No Outline, or choose one of the other options.


Working with Lists

Bulleted and numbered lists can be used in your documents to arrange and format text to
draw emphasis. In this lesson, you will learn how to modify existing bullets, insert new
bulleted and numbered lists, and select symbols as bullets.

Bulleted and Numbered Lists

To Insert a New List:

 Select the text that you want to format as a list.
 Click the Bullets or Numbering commands on the Home tab.

 Left-click the bullet or numbering style you would like to use. It will appear in the
document.
 Position your cursor at the end of a list item and press the Enter key to add an item to
the list.

To remove numbers or bullets from a list, select the list and click the Bullets or Numbering
commands.

Bulleted Lists

To Use a Symbol as a Bullet:

 Select an existing list.
 Click the Bullets command.

 Select Define New Bullet from the list. The Define New Bullet dialog box appears.
 Click the Symbol button. The Symbol dialog box appears
 Click the Font: drop-down box and select a font category.
 Left-click a symbol to select it.
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  Click OK. The symbol will now appear in the Preview section of the Define New
Bullet dialog box.
 Click OK to apply the symbol to the list in the document.

Line and Paragraph Spacing

To Format Line Spacing:

 Select the text you want to format.
 Click the Line spacing command in the Paragraph group on the Home tab.

 Select a spacing option.

OR

 Select Line Spacing Options. The Paragraph dialog box appears.

 Use the Line spacing drop-down menu to select a spacing option.
 Modify the before and after points to adjust line spacing, as needed.
 Click OK.

To Format Paragraph Spacing

 Click the Line spacing command on the Home tab.
 Select Add Space Before Paragraph or Remove Space After Paragraph from the
menu. If you don't see the option you want, click on Line Spacing Options to
manually set the spacing

OR

 Select Line Spacing Options. The Paragraph dialog box appears.

 Change the Before and After points in the Paragraph section.
 Click OK.

Page Layout and Formatting

To Change Page Orientation:

 Select the Page Layout tab.
 Click the Orientation command in the Page Setup group.

 click either Portrait or Landscape to change the page orientation.

To Insert a Break:
 Place your insertion point where you want the break to appear.
 Select the Page Layout tab.

 Click the Breaks command. A menu appears.

 click a break option to select it. The break will appear in the document.

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To Insert a Picture:
 Place your insertion point where you want the image to appear.
 Select the Insert tab.

 Click the Picture command in the Illustrations group. The Insert Picture dialog box
appears
 Select the image file on your computer.
 Click Insert and it will appear in your document

To Wrap Text Around an Image:

 Select the image.
 Select the Picture Tools Format tab.

 Click the Text Wrapping command in the Arrange group.

 Left-click a menu option to select it. In this example, we selected Tight.
 Move the image around to see how the text wraps for each setting.
 The Position button has pre-defined text wrapping settings. The Position button is to
the left of the Text Wrapping button.
 Click the Position button and a drop down list of text wrapping options will appear.
Hover over an option to see what it does.

To Crop an Image:
 Select the image.
 Select the Format tab.

 Click the Crop command. The black cropping handles appear.

 click and move a handle to crop an image.

 Click the Crop command to deselect the crop tool.

Headers and Footers

To Insert a Header or Footer:

 Select the Insert tab.
 Click either the Header or Footer command. A menu appears with a list of built-in
options you can use.
 Left-click one of the built-in options and it will appear in the document.

To Insert the Date or Time into a Header or Footer:

 With the header or footer section active, click the Date & Time command.
 Select a date format in the dialog box that appears

 Click OK. The date/time now appears in the document.

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 Working with Tables

A table is a grid of cells arranged in rows and column

To Insert a Blank Table:

 Place your insertion point in the document where you want the table to appear.
 Select the Insert tab.

 Click the Table command.

 Drag your mouse over the diagram squares to select the number of columns and rows
in the table.

 click your mouse and the table appears in the document.

 Enter text into the table.

Using Mail Merge

Mail merge is a useful tool that will allow you to easily produce multiple letters, labels,
envelopes and more using information stored in a list, database, or spreadsheet

To Use Mail Merge:

 Select the Mailings on the Ribbon.
 Select the Start Mail Merge command.

 Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps to complete
a mail merge. You will have many decisions to make during the process. The following is an
example of how to create a form letter and merge the letter with a data list.

Steps 1-3
 Choose the type of document you wish to create. In this example, select Letters.
 Click Next:Starting document to move to Step 2.

 Select Use the current document.

 Click Next:Select recipients to move to Step 3.
 Select the Type a new list button.
 Click Create to create a data source. The New Address List dialog box appears.
o Click Customize in the dialog box. The Customize Address List dialog box
appears.
o Select any field you do not need and click Delete.

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 o Click Yes to confirm that you wish to delete the field.

o Continue to delete any unnecessary fields.

o Click Add. The Add Field dialog box appears.

o Enter the new field name.

o Click OK.

o Continue to add any fields necessary.

o Click OK to close the Customize Address List dialog box.

  Enter the necessary data in the New Address List dialog box.
  Click New Entry to enter another record.
  Click Close when you have entered all your data records.
  Enter the file name you wish to save the data list as.
  Choose the location you wish to save the file.
  Click Save. The Mail Merge Recipients dialog box appears and displays all the
data records in the list.
  Confirm the data list is correct and click OK.
  Click Next:Write your letter to move to Step 4.

Steps 4-6
 Write a letter in the current Word document, or use an open, existing document.

To Insert Recipient Data from the List:

o Place the insertion point in the document where you wish the information to
appear.
o Select Address block, Greeting line, or Electronic postage from the task pane.
A dialog box with options will appear based on your selection.

o Select More Items. The Insert Merge Field dialog box will appear.
o Select the field you would like to insert in the document.

o Click Insert. Notice that a placeholder appears where information from the
data record will eventually appear.
o Repeat these steps each time you need to enter information from your data
record.

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  Click Next: Preview your letters in the task pane once you have completed your
letter.
 Preview the letters to make sure the information from the data record appears correctly
in the letter.
 Click Next: Complete the merge.
 Click Print to print the letters.
 Click All.
 Click OK in the Merge to Printer dialog box.
 Click OK to send the letters to the printer.

The Mail Merge wizard allows you to complete the mail merge process in a variety of ways.
The best way to learn how to use the different functions in Mail Merge is to try to develop
several of the different documents -- letters, labels, envelopes -- using the different types of
data sources.

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