MS WORD

A Guide
Microsoft Word
 Microsoft Word is word processing software. It is developed by
Microsoft.
 It enables you to create, edit and save professional
documents like letters and reports.
 To create business documents having various graphics
including pictures, charts, and diagrams.
 To store and reuse readymade content and formatted
elements such as cover pages and sidebars.
 To design different documents such as resumes or invitation
cards etc.
The Word interface
 When you open Word 2013 for the first time, the Word
Start Screen will appear. From here, you'll be able to
create a new document, choose a template, or
access your recently edited documents.
 From the Word Start Screen, locate and select Blank
document to access the Word interface.
 Quick Title Bar Ribbon Minimiz
Access Component e,
Toolbar s: Tabs, Maximiz
Groups, e, Close
Commands
Ruler

Scroll
DOCUMENT AREA Bar
Zoom
Status Document Slider
Bar Views
Quick Access Toolbar
 Customizable Quick
Access toolbar lets you
access common comma
nds no matter which tab
is selected.
 By default, it includes
the Save, Undo,
and Redo commands.
 You can add other
commands depending on
your preference.
Title Bar
 It lies next to the Quick
Access Toolbar.
 It displays the title of
the currently open
document or
application.
Ribbon Components

The Ribbon contains multiple tabs, each with

several groups of commands. You will use these tabs to
perform the most common tasks in Word.
Command Group
 Each group contains a series of different commands.
Simply click any command to apply it. Some groups
also have an arrow in the bottom-right corner, which
you can click to see even more commands.
Minimize, Maximize, Close Tab
 The Minimize button
makes the window disappear
from the screen without
closing the program.
 You can bring the window
back by clicking on its button
on the Task bar at the
bottom of the screen.
 The Reduce/Maximize
button makes the window
smaller or takes it back to
full size.
To minimize and maximize the Ribbon
 The Ribbon is designed
to respond to your
current task, but you
can choose
to minimize the Ribbon
if you find that it takes
up too much screen
space.
 Click the Ribbon
Display Options arrow
in the upper-right corner
of the Ribbon. Select
the desired minimizing
To minimize and maximize the Ribbon
 Auto-hide Ribbon: Auto-hide displays your document
in full-screen mode and completely hides the Ribbon
from view. To show the Ribbon, click the Expand
Ribbon command at the top of screen.
Scroll bars
 Click, hold, and drag the scroll
bar to scroll up and down through
the pages of your document.
Rulers
 The Ruler is located below
the Ribbon around the
edge of the document.
 It is used to change the
format of the document,
i.e. it helps you align the
text, tables, graphics and
other elements of your
document.
 To show or hide the Ribbon
select View Tab then
Ruler.
Document Views
 There are three ways to
view a document. Simply
click to select the desired
view:
 Read Mode displays
your document in full-
screen mode.
 Print Layout is selected

by default. It shows the

document as it would
appear if it were printed.
 Webpage
Zoom Slider
 Click, hold, and drag the slider to use
the zoom control. The number to the right of the slider
bar reflects the zoom percentage.
Status Bar
 Word Count: Word
Count displays the number of
words in your document.
 Page Number Indicator:
It helps you keep track of the
number of pages your
document contains.
 Click the page number
indicator to open
the document navigation
pane.
 File Tab
 A section on the
Office Ribbon that
gives you access to
file functions. For
example, from the File
tab, you can access
the Open, Save, Clo
se, Properties,
and Recent file
options.
Home Tab
The Home tab gives you access to some of the most
commonly used commands for working with Word 2013,
including copying and pasting, formatting, aligning
paragraphs, and choosing document styles. The Home
tab is selected by default whenever you open Word.
Insert Tab
The Insert tab allows you to
insert pictures, charts, tables, shapes, cover
pages, and more to your document, which can help
you communicate information visually and
add style to your document.
Design Tab
 The Design tab gives you access to a variety of design
tools, including themes, document
formatting, effects, and page borders, which can
give your document a polished look.
Page Layout Tab
 The Page Layout tab allows you to change
the print formatting of your document,
including margin width, page orientation, and page
breaks. These commands will be especially helpful
when preparing to print a document.
References Tab
The References tab allows you add annotations to your
document, such as footnotes and citations. From here,
you can also add a table of contents, captions, and
a bibliography. These commands are especially helpful
when composing academic papers.
Mailings Tab
You can use the mail merge feature in the Mailings tab
to quickly compose letters, address envelopes,
and create labels. This is especially useful when you
need to send a letter to several recipients.
Review Tab
You can use the Review tab to access Word's
powerful editing features, including
adding comments, spells and grammar check and
tracking changes. These features make it easy
to share and collaborate on documents.
View Tab
The View tab allows you to switch between
different views for your document and split the
screen to view two parts of your document at once.
These commands will also be helpful when preparing to
print a document.
Navigating with the Keyboard
Horizontal Arrow Keys
• The ˂ (left arrow) on the keyboard will move your cursor
left one character and the > (right arrow) on the
keyboard will move your cursor right one character.
 If you hold down the SHIFT key while moving < or > you
will select text as you move.
 If you hold down the CTRL (control) key while moving <
or > you will move word by word.
 If you hold down the SHIFT and CTRL key while moving
< or > you will select word by word.
Vertical Arrow Keys
The ˄ (up arrow) and the ˅ (down arrow) on the
keyboard move your cursor up and down respectively, line
by line.
 If you hold down the SHIFT key while moving ˄ or ˅ you
will select text as you move.
 If you hold down the CTRL (control) key while moving ˄
or ˅ you will move paragraph by paragraph.
 If you hold down the SHIFT and CTRL key while moving ˄
or ˅ you will select paragraph by paragraph.
Home Key
The HOME key takes to you the beginning of the current
line.
 If you hold down the SHIFT key when you press the
HOME key you will select text from where the cursor is
blinking to the beginning of the line.
 If you hold down the CTRL (control) key when you press
the HOME key you will move to the beginning of the
document.
 If you hold down the SHIFT and CTRL key when you
press the HOME key you will select from where the cursor
is blinking to the beginning of the document.
END Key
The END key takes you to the end of the line.
 If you hold down the SHIFT key when you press the END
key you will select text from where the cursor is blinking
to the end of the line.
 If you hold down the CTRL key when you press the END
key you will move to the end of the document.
 If you hold down the SHIFT and CTRL key when you
press the END key you will select from where the cursor is
blinking to the end of the document.
Backspace and Delete
 Backspace key erases text backwards, from right to left,
backing over the text. Used fundamentally for text only.
 Delete key erases text forwards from left to right
erasing text after the cursor. More universally used
throughout windows to remove objects such as images,
table cell contents, and files.
 If you hold down the CTRL key when you press

Backspace or Delete, it will erase word by word.

Navigating with the
Mouse
Scroll Wheel
 On most computer mice you will find a middle scroll
wheel.
 When your mouse is hovering over the ribbon at the top
of the window, Word will scroll through the different tabs.
 When your mouse is hovering over the document, it will
scroll through the pages.
 As with the Scroll Bar, this will only move the pages, not
the cursor.
 If you hold down the CTRL key while using the scroll

wheel, Word will zoom in and out.

Clicking Inside Text
 Click once (Single Click) ‐ Word will move the cursor to
where you clicked.
• If you hold the SHIFT key when you click, it will select the
text from where the cursor was blinking to where you clicked.
• If you hold the CTRL key when you click, it will select the
sentence you clicked on. This will not work if there is a
current selection. Once a selection is made, you can use the
CTRL key to add to the selection.
 Click twice (Double‐click) ‐ it will select the word.
 Click three times (Triple‐click) ‐ it will select the
paragraph.
 Click and Drag (don’t let go of the mouse) it will select
Clicking Outside Text
 If you move your mouse out into the left margin
so that the mouse cursor turns into a white arrow
that points back at the text and you:
 click once (Single Click) ‐ it will select the line
 click twice (Double‐click) ‐ it will select the paragraph
 click three times (Triple Click) ‐ it will select the whole
document (Same as Ctrl‐A)