Unit 3:

Word Processing

Lecturer : IGIRANEZA Lahairoi Bayingana

Exploring Microsoft Word

Microsoft Word: which is part of the Microsoft Office Suite, is a word processing
application used to create, edit, and print a wide range of documents.
To start Microsoft Word:
1. Click on Start button on the taskbar. Then Start menu will appear.
2. Point to the programs list and click the scroll bar to Word.
3. Click on Word then Microsoft Word will open.
User Interface of the
Microsoft Word
The Microsoft Word has user interface
which contains different parts such as
ribbons and tabs.

.
Backstage view
Backstage View: Click the File tab to see the
backstage view. It provides a range of options
that are used to manage and print documents.
some of the options in backstage view are:
open, save, print and share documents.
Backstage view
 Save As : allows file name, file type, and location
to be specified and is used to save a newly created
document, or to save another copy of a previously
saved document.
 Save: allows you to save/update changes to a
document.
 Open: allows you to open an existing document.
 Close :allows you to close the document.
 Info: displays different commands and properties
associated with the
 document and where it is stored.
 Converting Documents
To convert a document:
1. Click on the File tab Then Backstage View is
displayed
2. Click on Export then click on Change File type
3. Select the file type you want to convert into
4. Click on save as
Setting Word Option
Word Options: are used to set various preferences
in Word, such as the default name to be used as
the author for documents.
To set Word Options:
1. Click on File
2. Click on Options
3. Click the User Name box and type your name
4. Click the Initials(initials of your name) box
and type your initials
5. Click OK
Quick Access Toolbar
Quick Access Toolbar: A toolbar giving quick access
to commonly used command buttons without having to
open a tab on the ribbon.
 To add a command to the Quick Access Toolbar:
1. Click the Customize Quick Access Toolbar button.

2. Click on More Commands

3. Click the command(s) that you want to add to the
Quick Access Toolbar.
4. Click on Add then OK
Using Ribbon and Tabs

The Ribbon: is a user interface element which was introduced by Microsoft in

Microsoft Office 2007. It is located below the Quick Access Toolbar and the Title
Bar. It comprises several tabs such Home, Insert. Each tab has specific groups of
related commands. You use these various commands to carry out work in MS Word.
For example, you can use commands in the ribbon to format selected text into Bold,
Italics, or Underline.
Using Ribbon and Tabs

 To allow more working space to view your document, you can hide, or minimize,
the ribbon.
 Hide the ribbon:
1. Click the Ribbon Display Options on the ribbon on the top right corner.
2. Click Show Tabs.
 Using The Mini
Toolbar
The Mini Toolbar: is not visible all the time and only
appears when some text is selected.
 Using Dialog Box
Launchers

A dialog box launcher: is a button in the Ribbon of

used to reveal additional tools available for use in
that section of the Ribbon. Because there isn't room
to show all tools in the Ribbon, you can click the
dialog box launcher to see the features and options
that are hidden.
 Using Help

 Selecting one of the tabs and pressing the F1

button on the keyboard will open the
application Help panel.
 Exiting Word

 Before closing MS Word file, you will be prompted to save the file if unsaved
changes have been made to it.

To exit Word:
 Click the Close button in the upper-right corner of the Word program
window•
Exercise

1. Customize the Quick Access Toolbar by adding cut , copy and paste
buttons.
2. Personalize your copy of Microsoft Office by adding the following
details: User Name: Your name Initials: Your initials
3. Open a new blank document. Type the following information in the
document Welcome to INES-Ruhengeri.
4. Save the document as Exersice1. in your current working folder
(the default folder location that appears when opening and saving
word documents).
5. Close Microsoft Word.
 Creating A New Blank Document

A document can be created using a default blank document or using another available
template with a specific purpose, such as a memo, fax, or agenda.
To create a new, blank document:
1. Click File
2. Click New
3. Click on Blank Document
 Creating A New Document Using
Templates
Microsoft Word allows you to create professional-looking documents using existing
templates. A template is a predesigned document, and can be found locally within
Microsoft Word or online. Templates will reduce the time spent formatting
documents and are as useful tool to improve efficiency in Microsoft Word.
To create a new resume using a template:
1. Click File
2. Click New
3. Click on a desired template to start a new document.
4. Click Create to download the template.
 Searching For Templates

More free templates are available from templates.office.com. Simply search for
templates by typing a relevant term in the Search for online templates search box.
To search for a desired template:
1. Click File
2. Click New
3. Click in the Search for online templates textbox
4. Type in the keywords and press Enter. Examples of keywords include fax,
memo, agenda, letter etc.
5. Click on a desired template then click Create to download the template
 Make The Text Bold

To make your text bold:

1. In the document Select the text you want to make bold
2. Click on Home Tab
3. Click on command

Or
click on CTRL+B
Exercise 2

1. Create a document which has 5 paragraphs

2. Make the first paragraph as Bold
3. Underline the second
4. In 5th paragraph put CO2 and today’s date
5. Change the theme font into Arial change the size of the text into
20
6. Capitalize the first paragraph
7. Put the title and capitalize each word
8. Change the color of the forth paragraph into red and align it to the
left
9. Shade the title into yellow and align it to center
Exercise 2

10. Make the space between lines of third paragraph 2

11. Write sixth paragraph and put a border on it
12. Write welcome to Rwanda and try to find Rwanda in your
document
13. Replace Rwanda with Ines.
 Italicize the Text

To italicize the text:

1. Select the text you want to italicize
2. Click on Home tab
3. Click on command

Or Click on CTRL+ I
 Underline The Text

To underline the text:

1. Select the text you want to underline
2. Click on Home tab
3. Click on command

Or Click on CTRL+ U
 Change The Font For The Text

To change the theme font for your text:

1. Select the text you want
2. Click on Home tab
3. Select the font theme you want

Or Click on CTRL+SHIFT +F
 Change Font Size

To change the size of your text :

1. Select the text you want
2. Click on Home tab
3. Select the font size you want

Or Click on CTRL+ SHIFT+P

 Subscript The Text

To type very small letters below the line of your text:

1. Select the text you want to subscript
2. Click on Home tab
3. Click on command

Or Click on CTRL+ =
 Text Highlight

To make the text more visible by highlighting it in a bright color :

1. Select the text you want to highlight
2. Click on Home tab
3. Click on command
 Change The Color Of The Text

To change the color for your text:

1. Select the text you want
2. Click on Home tab
3. Select the color you want by clicking on command
 Change Case

To change the text to uppercase, lowercase or other common capitalizations:

1. Select the text you want to change case for
2. Click on Home tab
3. Select the case you want by clicking on command
 Create Bulleted List

To create a bullet list :

1. Write down the list of the things
2. Select the whole list
3. Click on Home tab
4. Select the bullet you want by clicking on the arrow of command
 Aligning Text

We can align the text to left, center, right or justify the text by distributing the text
evenly between the margin. To align the text:
1. Select the text you want to align
2. Click on Home tab
3. Choose how you want to align your text by clicking on commands
 Decrease and increase Indent

Decreasing indent helps us to move the paragraphs closer to the margin. And
increasing indent helps us to move the paragraphs away from the margin. To decrease
and increase the indent:
1. Select the text you want to bring closer or away from the margin
2. Click on Home tab
3. Clicking on commands
 Line Spacing

To choose how much space between lines of the text:

1. Select the text you want to put space into
2. Click on Home tab
3. Select the space measurement by clicking the arrow on this command
 Add and Remove borders

To add or remove border on the text:

1. Select the text you want to put borders on
2. Click on Home tab
3. Select the borders you want by clicking the arrow on command
 Find Content In The Document

To find content in the document:

1. Click on Home tab
2. Click on command to search for the content in the document
Replace The Content In The Document

To replace the text in the document. you first search for text you want to change and
replace it with other text you want. To replace the text:
1. Click on Home tab
2. Click on command to replace the content in the document
 Format painter

Format painter help us to take the format we made on one content and apply it to the
other contents of the document. to do that:
1. Select the content with the formatting you like
2. Click on Home tab
3. Click on command
4. Select something else to automatically apply the format
 Add a Cover Page

The document will have a great look with a stylish cover page. To add a cover page:
1. Click on insert tab
2. Choose the style of the cover page you want by clicking on the arrow of command
 Insert a Page Break

To end the current page somewhere and move to the next page:
1. Put the cursor where you want one page to end and the next to begin
2. Click on insert tab
3. Click on command
 Creating a Table

A table is a great way to organize information in your document. Microsoft now provides
five different methods for creating tables: the Graphic Grid, Insert Table, Draw Table, insert a
new or existing Excel Spreadsheet table, and Quick Tables.
 To create a table using Graphic Grid:
Under the Insert tab, click the Table button. The Insert Table dialog box will open, showing a
basic grid pattern as well as traditional menu options below it. Place your cursor on the first cell
in the grid and slide it down and over until you highlight (for the example in the next slid we
have four columns and five rows), then click once.
Creating a Table

this picture show how to

create a table using
Graphic Grid:
 Creating a Table

 To create a table using Insert Table:

Click Insert > Tables > Insert Table from the dropdown menu. In the Insert Table dialog box,
enter the number of columns and rows you want in this table (four columns and five rows). In the
AutoFit Behavior panel, select Auto, or click the down arrow to choose a specific size. You can
also choose AutoFit to Contents (produces narrow columns that expand as you add data) or
AutoFit to Window (expands the table to fit the document size). Below slide shows the example
of how to create a tale using Insert Table.
Creating a Table

this picture show how to

create a table using
Insert Table:
 Creating a Table

 To create a table using Draw Table:

 Click Insert> Tables > Draw Table. The cursor turns into a pencil, which you drag down and
across to draw a box. Don’t worry about the exact dimensions; you can modify it any time.
Once the box is created, position the cursor inside the box and draw lines over and down for
the columns and rows (one at a time).
 To add or remove columns and/or rows later, click anywhere inside the table, then select the
Design tab under Table Tools. Click the Draw Table button to add or continue drawing lines
with your pencil cursor, or click the Eraser button to remove lines with the eraser cursor. To
remove a line, just touch the line with the eraser cursor, and the line disappears. The picture
in the next slide shows how to create a table using Draw Table
Creating a Table

this picture show how to

create a table using
Draw Table:
 Creating a Table

 To create a table using Excel Spreadsheet :

 Click Insert > Tables > Excel Spreadsheet. An Excel spreadsheet inserts at your cursor
location. You can continue using Excel and its menus and commands, but after you enter your
data it converts to a non-editable graphic.
 If you want to add, delete, or modify the spreadsheet, right-click anywhere inside the
worksheet graphic, select Worksheet Object from the dropdown menu, then click Edit. The
original spreadsheet reappears for editing. Notice the top menu has changed to an Excel menu
for edits.
 Also from the Worksheet Object dropdown menu, you can click Open to open the spreadsheet
in Excel, so you can manipulate it in that program. Or click Convert to view a Windows
dialog box that lists file-conversion options. The picture in the next slide show how to
create a table using excel spreadsheet.
Creating a Table

this picture show how to

create a table using
Excel spreadsheet:
 Creating a Table

 To create a table using Quick Tables:

 Quick Tables are Word’s table templates. To create table using Quick Table: Click Insert >
Tables > Quick Tables. Select a table template from the Quick Tables menu, then modify it to
fit your need. Below picture show how to create table using Quick Table.
Creating a Table

this picture show how to

create a table using
Quick Table
 Creating a Table

 To create a table by converting an existing block of text to a table :

 The table tools can also make lists a lot easier to customize and even reorganize later. For
example, we can turn a classic contact list into a table, using a list of name: first, middle, last,
plus the city, state, region, and profession of each person on the list.
 people have used tabs to separate the fields, adding a tab or two to accommodate longer
strings of data. But if you do this, when you convert the table to text, it misplaces all the data.
 With the Convert Text to Table feature, you can separate the fields (Name, City, State, etc.)
with paragraphs, tabs, commas, or other separator character, but use only one separator
between each field. The picture in the next slide demonstrates how we can create a table
by converting an existing block of text to a table
Creating a Table

this picture show how to

create a table by converting
an existing block of text to a
table
 Layout and Design for the Table

There are two options to modify and/or decorate tables:

1. Use the Table Tools > Design—or—Table Tools > Layout commands on the Ribbon menu.
2. Right-click and use the Shortcut popup menus.
 Layout and Design for
the Table
 The Layout tab lets you modify the
structure of the table. The menu is
fairly self-explanatory, and you can roll
your cursor over a feature to get further
clarification.
 This picture illustrates each feature.
Click Table Tools > Layout > Insert or
Delete (from Rows and Columns
group) to add or remove
them; Merge or Split Cells or Split a
Table (from the Merge group); or Text
Direction (from the alignment group)
to rotate the text inside the table.
 Layout and Design for
the Table
 The Design tab is for adding borders, shading,
styles, and customizing the header columns and
rows. Highlight your table, then select Table Tools
> Design> Table Styles, Shading, Border
Styles, Borders, or Border Painter (see the
graphic below for ideas). play with the features
and see what happens. If you don’t like a feature
you’ve added, just click the Undo button or press
CTRL-Z.
 There is also an option to add artwork borders to
your pages. Select Table Tools > Design >
Borders > Border Painter, and click the Page
Border tab in the Borders and Shading dialog box.
Click the down arrow in the field box under Art,
then choose a border—mostly simple clip art—
from the list.
 Insert watermark

 watermark Microsoft Word has a special feature

called a watermark. A watermark is a light and
faded image of text, picture, and logo that appears
behind the main content of the document. It is
used to make the document more difficult for the
original picture or image to be copied by others or
used without permission. To create your custom
watermark:
1. On the Design tab, select Watermark > Custom
Watermark.
2. Choose Picture Watermark and select a picture,
or choose Text watermark and type your
watermark text in the Text box.
3. Click OK.
 Add page color

 To add page border:

1. On the Design tab, click Page Borders
2. Page border box display will show up the choose
the border you want to give your page. It can be
lines or it can be shapes of trees, heart, flower,
etc.
3. Click Ok
 Insert Pictures

You can insert pictures from your computer or online into the document. to insert the
picture:
1. Click where you want to put the picture
2. Click on insert tab
3. Click on the arrow of button to choose where you will get the picture from.
 Insert Cross-reference

Cross-reference refer to specific places in the document , such as headings ,figures and
tables. To insert cross-reference
1. Click where you want to add a reference
2. Click on insert tab
3. Click on button
4. Select what you want the cross-reference to point to
5. Click the Insert reference to list arrow and select how you want the reference to be
displayed.
6. Click the Insert button.
 Mail Merge in Word

Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail
Merge, you can easily customize form letters for individual recipients. To do mail merge:
 Click Mailing tab
 Click Start Mail Merge
 Click Step-by-Step Mail Merge Wizard
 Select the document type then click Next: Starting document
 Select Use the Current Document and then click Next: Select recipients
 Select Type a new list and then click Create
 Create a list by adding data in the New Address List dialog box and click OK
 Save the list
 Mail Merge in Word

 Select Edit recipient list then click Ok to accept the list

 Click next: Write your letter
 Write the letter and add custom fields
 Click Address block to add the address for recipients at the top of the document
 In the Insert Address Block dialog box, check or uncheck boxes and select options on the left
until the address appears the way you want it to.
 Press Enter on your keyboard and click Greeting line... to enter a greeting.
 In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop
down arrows and selecting the options of your choice, and then click OK
 Mail Merge in Word

 Note that the address block and greeting line are surrounded by chevrons (« »). Write a short
letter and click Next: Preview your letters.
 Preview your letter and click Next: Complete the merge
 Click Print to print your letters or Edit individual letters to further personalize some or all of
the letters.
 Create A Table Of Contents

 The table of contents: is where you list the chapters and major sections of your thesis or a
research paper, alongside their page numbers. A clear and well-formatted table of contents is
essential, as it demonstrates to your reader the chapters of your document. The table of
contents (TOC) should be placed between the abstract and the introduction.
 Depending on the length of your document, you can choose between a single-level,
subdivided, or multi-level table of contents.
1. A single-level table of contents only includes “level 1” headings, or chapters. This is the
simplest option, but it may be too broad for a long document like a dissertation.
2. A subdivided table of contents includes chapters as well as “level 2” headings, or sections.
These show your reader what each chapter contains.
3. A multi-level table of contents also further divides sections into “level 3” headings. This
option can get messy quickly, so proceed with caution.
 Create A Table Of Contents

 To automatically insert a table of contents in Microsoft Word, be sure to first apply the correct heading
styles throughout the document. to create a table of contents:
1. Choose which headings are heading 1 and which are heading 2 (or 3)!
2. Set the style for each heading level.
1. For example, if all level 1 headings should be Times New Roman, 12-point font, and bold, add this formatting to
the first level 1 heading.
3. Automatically apply this formatting for all your level 1 headings, using the Styles section on the home tab.
1. Highlight the level 1 heading.
2. Right-click the style that says “Heading 1.”
3. Select “Update Heading 1 to Match Selection.”
4. Allocate the formatting for each heading throughout your document by highlighting and clicking the style
you wish to apply.
 Create A Table Of Contents

 After finishing the steps in the previous slide:

1. Place your cursor where you would like your table of contents to go.
2. In the “References” section at the top, locate the Table of Contents group.
3. Click the arrow next to the Table of Contents icon and select “Custom Table of Contents.”
 Here, you can select which levels of headings you would like to include. You can also make manual
adjustments to each level by clicking the Modify button.
4. When you are ready to insert the table of contents, click “OK” and it will be automatically
generated.
 Protect Document in MS Word

To Protect a document with a password:

1. Go to File > Info > Protect Document > Encrypt with Password.
2. Type a password, then type it again to confirm it.
3. Save the file to make sure the password takes effect.

 Passwords are case-sensitive and can be a maximum of 15 characters long.

 If you lose or forget your password, Word won't be able to recover it for you. Be
sure to keep the a copy of the password in a safe place or create a password that
you will remember.