MS Word 2013

Level 1
MS Word 2013 Level 1

Table of Contents
The MS Word 2013 Environment .................................................................................... 1
The Launch Screen ..................................................................................................... 1
The Word Window ....................................................................................................... 2
The File Tab ............................................................................................................. 2
The Quick Access Toolbar ....................................................................................... 4
To Customize the Quick Access Toolbar: ............................................................. 4
The Ribbon .............................................................................................................. 7
Collapse the Ribbon ............................................................................................. 8
Dialog Box Launcher ............................................................................................ 9
On-demand Tabs................................................................................................ 10
Status Bar .............................................................................................................. 11
Customize the Status Bar ................................................................................... 12
Exploring the Ribbon ..................................................................................................... 13
Home tab ................................................................................................................... 13
Home tab Groups ................................................................................................... 13
Page Layout tab......................................................................................................... 14
Page Layout tab Groups ........................................................................................ 14
Insert tab.................................................................................................................... 15
Insert tab Groups ................................................................................................... 15
Design tab ................................................................................................................. 16
Design tab Groups ................................................................................................. 16
References tab .......................................................................................................... 17
Reference tab Groups ............................................................................................ 17
Mailings tab ............................................................................................................... 18
Mailings tab Groups ............................................................................................... 18
Review tab ................................................................................................................. 19
Review tab Groups................................................................................................. 19
View tab ..................................................................................................................... 20
View tab Groups..................................................................................................... 20

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MS Word 2013 Level 1

The MS Word 2013 Environment

The Start Screen
New to Office 2013
When an Office application, such as Word, opens, by default the Start Screen appears.
A list of recently opened documents appear in the left pane (1). In the left pane open a
blank document, take a tour or select from many Word templates (2). Don’t see what
you want? Click the Open Other Documents button at the bottom of the left pane (3).

Note the push pins in the Recent documents list. You can pin a document to the list for
easy access by clicking on its push pin. A pin pointing down is pinned, a pin pointing
left is unpinned.

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The Word Window

The Word 2013 Window, also known as the User Interface, provides the user with all
the tools needed to create professional documents. Within this window frame the user
can create new documents, edit existing documents, and save them in a digital format.
The following screen shot shows the major components within the Word Window.

File Tab Quick Access

Toolbar

Ribbon

Status Bar
The File Tab
The File Tab opens the Word Backstage View. It displays commands for the
application and the document. In addition, it displays an Options button for
personalizing Word to better meet your needs.

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Clicking on the File Tab

opens the File Menu or
Backstage view.

File Menu Options and their Description

Option Description
Use the Back Button to return to the Word Window and the
document currently opened.
Displays Properties information about the current document. Also
provides document tools for Protecting, Inspecting, and Version
management.
New opens Available Templates where you can choose an exisitng
template to start from or double click on Blank document to open a
new blank document.
Opens the Open dialog box. The left pane has a list of document
locations and the left pane contains navigation options. This includes
the Recent Documents list found in the Launch Screen.
Clicking Save saves all changes to the document since the previous
save. If the document was not previously saved, the Save As dialog
box opens.
Save As opens a dialog box where you can choose where to save the
document file, name the document file, and the format for the
document. Documents are saved in the .docx format by default but
can also be saved as earlier versions of Word, a PDF, and more.

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The Print and Print Preview dialog box. Here you can choose a
printer, change printer settings, and set number of copies. It also
displays a Print Preview of your document.
Click Share to:
 share your document with others on OneDrive.
 send document as an email attachment.
 present the document in a Lync meeting or conversation.
 post the document to a Blog.
Use the Export button convert the document to a PDF or to change
the file type.
Closes the current document and the Word application. You will be
prompted to save recent changes If they had not been saved,.

Provides User and Product Information.

Opens the Word Options Window. This provides customization

options for Word so you can set it to your preferences.
To learn more see Word Options Window.

The Quick Access Toolbar

The Quick Access Toolbar provides quick access to Word commands. By default it is
in the top left corner above the Ribbon and contains three buttons; Save, Undo and
Redo. The Quick Access Toolbar can be customized with additional tool buttons. It
also can be positioned below the Ribbon.
To Customize the Quick Access Toolbar:

Click the Options button (see above) to open the

Word Options Window.

Click the Quick Access Toolbar button in the Quick

Launch Pane.

The Customize the Quick Access Toolbar window

which opens contains two sections; the Command See figure below.
Buttons list and the Quick Access Toolbar list.

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Customize the Quick Access Toolbar Window

Using this window you can add or remove command buttons from the Quick Access
Toolbar. You can also change the order of the commands and separate categories
with a vertical bar called the Separator.

Field is set to Popular Commands by

default. Click the menu button to display a
list of other command locations. All
1. Choose commands from: Field.
Commands can be displayed as well as
commands for each of the tabs in the
Ribbon.

This pane displays the commands for the

2. Commands Location Pane. location selected in the Choose
commands from: field.

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Select from this field’s dropdown if the

changes are:
3. Customize Quick Access Toolbar:
Field  For All Documents (default)
 For <Current open document>
only.

This pane displays a list of the commands

4. Quick Access Toolbar Pane on the Quick Access Toolbar and their
display order.
Select a command in the left pane then
click Add>>. The command is added to
the list of Quick Access commands in the
right pane.
Select a command in the right pane and
5. Add >> and <<Remove Buttons
click Remove The command is removed
from the list of Quick Access commands
in the right pane.
Shortcut Tip: Double a click a command
to add or remove it.

Select a command in the right pane and

6. Move Up and Down Buttons.
move its position in the list up or down.

Checking this box will cause the Quick

7. Show Quick Access Toolbar below
Access Toolbar to display below the
the Ribbon Check Box.
Ribbon.

When fininshed, click OK to save your

8. OK button
changes and exit the window.

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The Ribbon
The Ribbon runs across the top of the program window and replaces the menu bar and
tool bar. It consists of Tabs, Groups, and Commands.

Three components of the Ribbon:

The Ribbon has Tabs across the top such as:
Home
Page Layout
1. Tabs
Insert
etc.
Each Tab represents a related commands area or category.

Each Tab is divided into Groups. Groups contain related

2. Groups
commands or functions.

Each Group contains Commands related by function or area.

3. Commands These are represented by a button, a box to enter information,
or a menu.

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Collapse the Ribbon

The Ribbon can be collapsed so only the tabs show. This provides more workspace
for a document. To collapse the Ribbon:

Right click anywhere along the row of

Tabs.

Select Collapse the Ribbon from the

right click menu.

The Ribbon is now collapsed so only

the Tabs show.
Clicking on a Tab opens the Ribbon
over the open document.

Shortcut Tip: Double clicking on any tab will cause the Ribbon to minimize and
maximize.

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Dialog Box Launcher

Not all related commands can be shown in the Group. In such cases, the Group has a

small, diagonal arrow button in the bottom right corner. This is called the Dialog
Box Launcher. Many dialog boxes are the same as in previous versions of Word.

Clicking the Dialog Box Launcher button

opens a dialog box or a task pane.
Dialog Box Launcher button Many of the dialog boxes are recognizable
from previous versions of Word.

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On-demand Tabs
On-demand tabs appear above the Ribbon only when an object on the document is
selected, for example, when selecting a picture within a table. In this example, a
Picture Tools tab and a Table Tools tab appear.

When a picture is selected, the Picture Tools

1. Picture selected
Tab appears above the ribbon.

The Picture Tools tab appears with a Sub-tab

2. Picture Tools sub-tab, Format called Format. The Format Tab provides
picture formatting cammands.
Groups in the Format tab contain related
3. Format tab Groups
commands for formatting the picture.
In this example, the selected picture is within a
table, so the Table Tools tab also appears. It
4. Table Tools tab appears
has two sub-tabs for Designing and changing
the Layout of the table.

Note: On-demand tabs appear for other activity areas, such as drawing, diagrams,
and charts.

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Status Bar
The Office Button, Quick Access Toolbar, Ribbon, and the Document Area all
reside in the MS Office Frame. At the bottom of the frame is the Status Bar which
contains several features not to be overlooked.

Displays the current page’s number out of total

1. Page number of Total Pages number of pages. Click to open the Find and
Replace dialog box.
Displays the number of words in the Document.
2. Words:
Click to open the Word Count dialog box.

Green checkmark indicates no proofing errors.

3. Proofing Errors Indicator. Red checkmark indicates errors found.
Click to run Spelling and Grammar check.

Provides selection of 3 view modes:

 Read Mode
4. Document View Modes
 Print Layout
 Web Layout

Drag the slider to the right to zoom in. Drag the

5. Zoom Slide slider to the left to zoom out or click the + or –
buttons.

Indicates view size relative to actual size.

6. Zoom Level
Click to open the Zoom dialog box.

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Customize the Status Bar

The Status Bar can be personalized to meet individual user’s needs. To customize the
Status Bar, do the following:

Right click on a
blank area of the
Status Bar.

A view pane opens

that contains
feature options for
the Status Bar.

Select or deselect a
feature by clicking
to the left of the
name.

A check mark
appears when a
feature is selected.

The feature will

immediately be
added or removed
from the Status
Bar.

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Exploring the Ribbon

Usually, there are several commands required to perform a particular task. The Word
2013 Ribbon takes these task-related commands and puts them in a single location
called a Group. The Group provides single click accessibility to related commands,
such as Formatting commands. Some Groups also have a Dialog Box Launcher
which provides access to even more features.
Note: The Ribbon shrinks and grows as the Word window is resized. To maximize
the number of Command tool buttons displayed in a Group, make the Word window
as wide as possible.

Home tab
The Home tab contains the most commonly used commands to start working with a
document. This tab contains formatting and editing commands.

Home tab Groups

Clipboard Provides Cut, Copy, and Paste commands and Format Painter.
Click to open the Clipboard task pane.

Font Provides Commands for selecting and formatting fonts.

Click to open the Font dialog box.

Paragraph Provides commands for formatting paragraphs.

Click to open the Paragraph dialog box.

Styles Provides commands for selecting a paragraph style.

Click to open the Styles task pane.

Editing Click on the Editing button to access Find, Replace and Select
options.

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Page Layout tab

The Page Layout tab contains groups that customize the pages in a document. It also
provides commands for the placement of text and graphics in the document.

Page Layout tab Groups

Page Setup This group provides commands to change the features of the
document page(s):
 Margins - Select built in margins or create custom Margins
 Orientation – Choose Portrait or Landscape document
 Size – Select from pre-set paper sizes or create a custom
Size
 Columns - Select from pre-set or create custom Columns
 Breaks- Select from different Page or Section Breaks
 Line Numbers – Insert and control Line Numbers
 Hyphenation – Turn off and on
 Click to open the Page Setup dialog box.

Paragraph Provides Fields for changing Paragraph Indent and Spacing above
and below the paragraph.

Click to open the Paragraph dialog box.

Arrange Organize, align, group, or rotate objects:

 Position – Provides multiple options for aligning an object in
reference to text
 Bring to Front – If multiple objects overlap, desired object
brought to Front
 Send to Back - If multiple objects overlap, desired object sent
to Back
 Text Wrapping – Select how text wraps around an object
 Align – Align the edges of multiple selected objects
 Group – Group multiple objects together so they can be
treated as a single object
 Rotate – Rotate or Flip the selected object

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Insert tab
The Insert tab contains groups that enable quick insertion of objects such as Pages,
Tables, Charts, and Pictures.

Insert tab Groups

Pages Insert a Cover Page, Blank Page, or a Page Break. Click the
small arrow next to Cover Page to select from a list of pre-built
Cover Pages.

Tables Clicking the Table button provides the following options:

 Create a table up to 10 columns by 8 rows
 Insert Table opens the Insert Table dialog box
 Draw Table changes mouse pointer to pencil to draw a
table
 Convert Text to Table converts selected text to a table
 Excel Spreadsheet inserts a blank Excel table
 Quick Tables opens the Built In dialog box

Illustrations Insert a Picture, Online Pictures, Shapes, SmartArt, a Chart, or

a Screenshot that you capture.

Links Clicking the Links button provides the following options:

 Insert a Hyperlink to another place in the document or to
an outside document or website.
 Insert a Bookmark to assign a name to a location in the
document. A hyperlink can be created to that Bookmark
name.
 Insert a Cross-reference by referring to an item or page in
the document. Inserted Cross-references are updated
automatically as document changes.

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Header & Provides options for creating and editing Headers and Footers:
Footer  Clicking Header provides options for working with the
Header
 Clicking Footer provides options for working with the
Footer
 Clicking Page Number provides options for inserting and
editing Page Numbers
Text Insert a Text Box in the document.
Also provides options for inserting:
 Quick Parts
 Word Art
 Drop Cap
 Signature Line (Microsoft Digital Siganture)
 Date and Time
 Objects

Symbol Insert a Symbol or a mathematical Equation.

Design tab
The Design tab is a new feature in Word 2013. It brings commands together into a
unified Design tab – your first stop for adjusting the look of your entire document.
Use the tab before you create your document if you want to write it in your final font &
color combination, or use it after you’re done to watch your document transform before
your eyes. In short, you can give your document an entirely new personality. Just
make sure to format with Styles as you write then play with the options on the Design
Tab until your document shines.

Design tab Groups

Themes Selecting the Themes button opens a pane where you can choose a
pre-built theme. It also contains tools for making change to a theme
and creating and saving your own theme. The same pre-built
themes are in all the Office applications.

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Document This group contains Style Sets that allow you to quickly choose a
Formatting pre-built look and feel for your document. It also contains tools for
adjusting the styles to suit your tastes. You can also save your
custom style in the Style Set and then make it the default for all your
documents.

Page The tools in this group give you the ability to add a watermark your
Background documents page, change the background color and add a border tp
the pages.

References tab
The References tab contains groups that provide commands for easily creating
professional research papers, dissertations, etc.

Reference tab Groups

Table of The easiest way to create a Table of Contents is to use the buit-in
Contents heading styles. Then word will create a Table of Contents for you
automatically. You can use the built in Table of Contents style or
create your own with these tools.

Footnotes Provides command for:

 Inserting a Footnote
 Inserting and Endnote
 Navigating to the Next Footnote in a document
 Show Notes by scrolling through the document

Click to open the Footnote and Endnote dialog box.

Citations and Insert Citations, Manage Sources, select the Bibliography Style,
Bibliography and insert a Bibliography in a document.

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Captions You can add captions to figures, equations, or other objects. You
can also use those captions to vreate a table of captioned items. For
example, a Table of Figures or a Table of Equations.

Index Click the Mark Entry button to insert the selected text into the
document’s Table of Authorities.
Also provides commands for Inserting an Index and Updating the
Index.
Table of Click the Mark Citation button to insert the selected text into the
Authorities document’s Index.
Also provides commands for Inserting a Table of Authorities and
Updating the Table of Authorities.

Mailings tab
The Mailings tab contains groups that are used to create and run a mail merge,
preview results, and create addressed envelopes or mailing labels.

Mailings tab Groups

Create Provides commands for creating addressed envelopes or mailing

labels.
Clicking either button opens the Envelopes and Labels dialog box.

Start Mail Provides commands for choosing and editing recipients and
Merge starting the mail merge.

Write and Provides commands for setting up the mail merge in a document.
Insert Fields

Preview Before the mail merge is run, use these commands for previewing
Results results.

Finish & Click the Finish and Merge button to run the mail merge and access
Merge editing commands.

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Review tab
The Review tab provides commands for reviewing and editing the contents of a
document by a single person or a group of people.

Review tab Groups

Proofing Check, modify, and enhance the text in a document or get the
definintion of a word with features such as Spelling and Grammar,
Define, and Thesaurus.
Language This group provides two tools. One, for translating text into a different
language and and the other allows you to choose the language
preference for proofing such a s Spell Check and editing.
Comments Provides the ability to insert Comments about selected text. Also
provides editing and navigation tools for posted Comments.

Tracking Contains tools for Tracking Changes in a document. Also the

format in which changes are displayed and the way they are
viewed can be set.
The Reviewing Pane can be opened as a separate window.
Changes Allows the author of a document to navigate through the changes
and accept or reject them.

Compare Allows different versions of the original document to be viewed

side-by-side or as a single merged document.

Protect Provides the author of a shared document the ability to set

restrictions on access and editing privelages.
Start Inking Clicking in this group opens a new ribbon on the tab.. Here you can
select from various pens and ink colors to make markups in a
document.

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View tab
The View tab provides commands to switch between different document views, show
or hides features, and view multiple documents at the same time

View tab Groups

Document Provides 5 document viewing options:

Views 1. Reading Mode
2. Print Layout
3. Web Layout
4. Outline
5. Draft
Note: Document View tool buttons are also located in the
Windows Frame, bottom right corner.
Show Click a check box to show or hide the Horizontal and Vertical
Rulers, Gridlines, and the Navigation Pane.
Zoom Provides Zoom controls to zoom in or out on a document and
choose to view single or multiple pages.
Window Use these commands when multiple document windows are open
at once. Commands arrange open windows in several ways relative
to each other.
Macros Click this button to open:
 The Macros dialog box.
 The Record Macro dialog box.

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