WORD PROCESSING

Word processing is the art of creating, editing, formatting, saving and printing text and graphic
documents using a word processor.
A word processor is an application software that enables the user to create, edit, format and
print text documents.
Examples of common word processors include
a. Microsoft word
b. Corel word perfect
c. Lotus word pro
d. Apple works
e. Open office writer
f. WordPad
g. WordStar etc.
The most commonly used word processor is the Microsoft word which is a part of the Microsoft
office suite; there are different versions of Ms Word which include-: Ms Word 97, Ms Word
2000, Ms Word 2003,Ms word 2007, Ms Word 2010,Ms Word 2013 &Ms Word 2016
WORD PROCESSING TERMINOLOGY
1. Document: the file that is created using a word processor. Documents can contain many
different types of items such as text, images, tables, charts, borders and clip art
2. Cursor/ Insertion Point: a flashing vertical bar on the screen that indicates where
entered text or objects will be placed in the document. To place the cursor to a new
location in your document, you would move your mouse pointer to the new location and
click the left mouse button once. The flashing cursor should now appear in the new
location and any text typed or object inserted will be placed there.
3. Ribbon-an area at the top of an Office program window that contains commands for
working with the open file; the commands are organized by tabs
4. Quick access tool bar –a small and moveable toolbar at the top of the document
window. It usually contains buttons to save, undo, redo and print. This toolbar can also be
customized to include or remove other commands.
5. Screen tips-notes that appear on the screen to provide information about a button. You
can show or hide Screen Tips at any time.
6. Scroll Bars: Since many documents are too long to fit legibly on a single computer
screen, vertical and horizontal scroll bars are included to allow you to move through the
document and change the area of the document that is currently being viewed on the
screen

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7. Title Bar - shows the name of the application that you are using (Microsoft Word) and
the name of the file (Document1) i.e. the name of the file is the default name. You should
notice the Minimize - Maximize and Close button on the title bar for the application.
8. Office Button – has the options to create a New File, Open an existing file and Save or
Save As a file etc.
9. Tab-used to indent at the start of a new paragraph and/or to position text within a line;
Tabs are used to control the placement of text on a page. Tab stops can be set within the
ruler at the top of the word processing window. In addition to the location of a tab
(example: 2 inches in from the left margin), the type of tab can also be set. Common tab
types include left, right, centered and decimal. The tab type controls how the text will be
aligned if it is forced to that tab stop. When the tab key is pressed on the keyboard, the
cursor will move to the next tab stop location.
10. Tab Stops-a position you set for placing and aligning text on a page. Word has five kinds
of tab stops – left, center, right, and decimal and bar tabs.
11. Tab Type Button-the tab type button is on the left of the ruler. Click on the Tab Type
button to change tab alignment to right align, center align etc.

12. Dialog Box-is a list of options that appear after you have clicked on a Tab, or group, or
button, e.g. if you click on the SAVE AS button, a dialog box will appear asking where
you want to save your file and what you want to call it etc.
13. Status Bar - the status bar gives information about user position within the document.
Page number, how many words are in the document, document views, zooming and other
document status details
14. Clipboard: is a temporary holding area the computer uses for any item that has been
copied or cut. When an item such as text is placed on the clipboard, it can then be pasted
elsewhere in the document. Items will stay on the clipboard until they are deleted or
erased. The manner in which the clipboard is cleared depends on the application being
used. Quite often, the clipboard is cleared when another item is cut or copied or if the
application is closed.
15. Copying (Ctrl+C):The process of copying will take an existing item in a document and
creates a duplicate in a new location in the document (or even in another document).
When an item is copied, it is stored temporarily on the clipboard waiting to be pasted
elsewhere.
16. Cutting (Ctrl+X): The process of cutting is used to move text or objects in a document.
Cutting takes an existing item in a document, removes it from its current location and
stores it on the clipboard. The item can then be pasted elsewhere in the document (or
even in another document) as long as it remains on the clipboard.

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17. Pasting (Ctrl+V): After text or another item is cut or copied it is placed on the clipboard.
The process of pasting takes the item on the keyboard and places it in current location of
the insertion point.
18. Paste special-command that allows you to link data among files created in different
office programs
19. Format painter (Ctrl+Shift+C)-used to apply the format of the selected text to other
text.
20. Undo (Ctrl-Z or Alt + Backspace): the "Undo" command can be used to reverse the last
action (or series of actions) that you have performed in a document. When using the
Undo command, each item must be reversed sequentially, meaning that if you would like
to undo the action you took 7 actions ago, you would first need to undo actions 1 through
6 as well
21. Redo (Ctrl + Y) - Redo the last action.
22. Style-a predefined set of formatting options that have been named and saved
23. Editing: Editing is the process of making changes or corrections in a document. It
includes alterations to the text itself, moving or copying items to other locations and
applying formatting options to the document itself and items within it.
24. Find: You can use this function to help you find text quickly in a document.(CTRL + F).
25. Replace: The replace option enables you to both find text in a document and replace it
with another word. (CTRL + H or the special function key F5).
26. Select All: This function selects all the text in the document. (CTRL + A)
27. Save (Ctrl+S)– saves all of the work done to date within a document. The save command
enables users to return to the same document later and continue writing, editing or
printing. or clicking “Save” under the menu or toolbar will save the document.
28. Save As-used to save a document for the first time or to save a new version of an edited
file
29. Open – The Open command opens an existing document in Microsoft Word.
(Control+O)or choosing “Open…” from the File menu/office button will provide a pop-
up window for users to select the document they wish to open.
30. Close (Ctrl + W or Alt + F4) - Close the document leaving word processor application
running.
31. New-this will give you a new Word Processor screen. (CTRL + N)
32. Formatting: The process of changing the appearance a document involves specifying
how the document will look in its final form on the screen and when printed. Common
formatting options include the font, font size, color, alignment, spacing, margins and
other properties.
33. Character formatting-applying formatting properties to enhance the appearance of
individual text characters. Character formats can be applied to a single character, word,
sentence or a line of text, without such formatting affecting the entire current paragraph.

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 Examples of character formats that can be applied to text characters in Word include
bold, italic, underline, strikethrough, font type face, font size, font color, superscript,
subscript, change case, etc. those you find in the Font dialog box.
 Font Style/Typeface: the typeface determines the shape of the letters and numbers in a
document. Common typefaces include Times New Roman and Arial. A collection of
letters and numbers of one particular typeface makes up a Font.(Ctrl+Shift+F)
 Font size (12 is default setting). Click on down arrow for other font sizes.(Ctrl+Shift+P)
 Font Color- change the color of your words or letters. Select colors by clicking on the
down arrow.
 Italicize-to make text slanted to the right.(Ctrl + I)
 Bold-to make text darker so that it stands out.(Ctrl+B)
 Underline-puts a selected type of line to highlighted text.(Ctrl + U)
 Text color Highlight-to put a shade of color behind the text so that it stands out.
 Strikethrough (abc). Places lines through text to indicate it is to be deleted.
 X2 (used for subscript). (CTRL + =).
 X2 (used for superscript) (CTRL + Shift +)
34. Paragraph formatting is changing the appearance of text that affects an entire paragraph
or is different from other paragraphs in a document e.g. Line spacing, paragraph
spacing, bulleting, numbering, alignment, indentation etc.
 Paragraph: In a word processing document, a new paragraph is created each time the
enter key on the keyboard is pressed. A paragraph can be made up of several lines of text,
a single item, or nothing at all. Microsoft Word has a view that will show you where each
paragraph in a document begins or ends.
 Paragraph Spacing: Paragraph spacing refers to the amount of white space that is left
between paragraphs when the enter key is hit. Unlike line spacing, paragraph spacing
does not affect the amount of space between lines of text, but instead, between one
paragraph and the next.
 Line Spacing: Line spacing refers to the amount of white space between lines of text in a
paragraph i.e. the amount of space between lines of text. Commonly used line spacing
settings are single spaced and double spaced.
 Alignment: refers to the way text is arranged in the document between the margins. In
horizontal alignment, paragraphs of text can be left aligned (flush against the left margin
(Ctrl + L), right aligned (flush against the right margin, (Ctrl + R), or centered (Ctrl +
E) (each line within the paragraph centered between the margins). There is a fourth
alignment option known as "justified", (Ctrl + J). Text in a justified paragraph will be
spread evenly across the page and appear as a block with text lining up on both the left
and right margins
 Bullets-a dot, box, check mark, or other small graphic used to set off each item in a list

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 Indent: The space between the margin of the page and the text. Most word processors
allow for both left and right indentation. One other common use of indention is what is
known as a "first line indent" where only the first line of a paragraph is indented and the
remaining lines of text lie directly against the left margin of the page (Ctrl + M)-Indent
the text. If no tabs are set, default indent is 0.5 inches. Press Ctrl + M repeatedly to indent
repeatedly. Ctrl + Shift + M ⇒ De-indent the text. Press Ctrl + Shift + M repeatedly to
de-indent

 Left; all lines of a paragraph are moved in from the left margin.
 Right; all lines of a paragraph are moved in from the right margin.
 First line; the first line is to the right of all other lines.
 Hanging; the first line is to the left of all others.
 Widow is the last line of a paragraph left by itself at the top of a page;
 Orphan is the first line of a paragraph left by itself at the bottom of a page
 Page formatting-changing the appearance or layout of a page by modifying the page
size, page margins, page orientation,pagebreaks,pagecolumns,watermarks,page color,
page borders,headers,footers etc.
 Page Setup: This is where you can select the paper size and source, portrait or landscape,
margins (top, bottom, sides), and print page numbers. (Un-tick box if you don't want this
option).

 Page Margins: The margin is the white space between the edges of the page and where
text or other items can be placed in your document i.e. the space around the outside of the
document that you cannot type in. Margin settings can be adjusted to include more or less
space around the edge of the page and left, right, top and bottom margins can be changed
independently of one another

 Gutter margin is used to add extra space to the side or top margin of a document that
you plan to bind, the gutter margin helps ensure that text isn't obscured by the binding.

 Page Orientation-the direction in which a document is displayed or printed: portrait or

landscape.

 Landscape: Page orientation refers to the way the rectangular page is turned or
positioned for viewing or printing. The two types of orientation in word processing are
portrait and landscape. Portrait orientation is where the height of the page is greater than
the width. Landscape orientation, on the other hand, has a greater width than height (the
page is turned on its side).

 Portrait: If the page layout indicates Portrait page orientation, the vertical edge of the
paper is larger than the horizontal edge. Portrait orientation is the most common
orientation in word processing. Landscape (where the horizontal edge is larger than the
vertical edge) is the other option.

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 Page Break-The point at which one page ends and another begins. When you fill a page
with text or graphics, Word inserts an “automatic” (or soft) page break and starts a new
page. To force a page break at a specific location, you can insert a “manual” (or hard)
page break.

 Header: The header is an area that appears at the top of every page in a document that
can contain one or more lines of text. One common use of the header is to include
information about the document (such as the title) on every page in the document

 Footer: The footer is an area that appears at the bottom of every page in a document that
can contain one or more lines of text. One common use of the footer is to insert the
current page number on every page in the document
 Endnote-printed at the end of your document, it is used to document quotations, figure,
summaries or other text you do not want to include in your text.
 Footnote-printed at the bottom of each page, it is used to document quotations, figures,
summaries or other text that you do not want to include in your text
 Watermark is a translucent image that appears behind the primary text in a document.
 Hyphenation refers to splitting a word that would otherwise extend beyond the right
margin. Not all word processors support hyphenation, and of those that do support it,
 Column is a vertical line of characters extending from the top to the bottom of the page.
In documents, a column is a vertical area reserved for text. Modern word processors
systems enable you to automatically divide a page into columns example two, three, four
or more columns per page.
35. Highlighting / Selecting (Shift+Arrow Keys): Highlighting (or Selecting) an object or
area of text is typically the first step to making a change to that item. When an item is
highlighted (or selected) the next action (whether it be formatting, deleting, copying, or
cutting) will typically only affect that item. Items are usually highlighted (selected) using
the mouse by clicking in the starting position (and holding down the mouse button) and
dragging to the end of the area that you want to select.
36. Menu Bar: The menu bar typically appears at the top of the word processing
application's window and contains a listing of the main commands in the form of text.
Menu items that are common among multiple applications include File, Edit, View and
Help. When you click on one of these items, additional options appear in a drop-down
menu on the screen.
37. Table: a table is a collection of text, data or other items that are arranged in columns and
rows.
38. Template: a template is a starting point for a document that contains initial formatting
options, settings, colors, layout and placeholders. A typical blank document begins with
the "Normal" template, but sometimes it is a time saver to begin with a preformatted
template when creating a more advanced document (such as a brochure or flyer).

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39. Tool bar: a tool bar consists of buttons that provide a shortcut way of performing a
commonly used function. There are many different toolbars that exist in word processing
applications, each of which focuses on a particular topic or category.
40. Word Wrap: word Wrap refers to the function of a word processor that will
automatically force text to a new line when the right margin is reached while typing.
Word Wrap eliminates the need for pressing the Enter key on the keyboard at the end of
every line.
41. Spelling / Grammar Checker (F7): Most word processing programs include a utility
that checks for proper spelling and grammar. Depending on the application being used,
these utilities may run automatically and alert you to errors as you type (such as in
Microsoft Word) or require you to run the utility manually. Either way, you typically will
be given options as to whether or not to accept the changes suggested by the utility. The
exception to this would be if AutoCorrect is turned on and the item in question appears in
the AutoCorrect listing
 Spelling Error-these errors are underlined in red.
 Grammar Error-these errors are underlined in green.
42. AutoCorrect: This feature is used to correct typos and misspelled words. When
AutoCorrect is turned on, common mistakes are automatically replaced using a default a
list of words that are stored in the word processing application. The user can also
typically modify the list to include their own common misspellings
43. Autocomplete-suggests the entire word after keying the first few letters.
44. Auto format-automatically applies built-in formats to the text you key.
45. Print Preview: Print Preview is a word processing feature that will show you what your
document will look like on a piece of paper if it were to be printed,
46. Print(Ctrl + P) – The print command first opens a window where users can specify
parameters of the paper, printer and ink they wish to print with and it provides a preview
of what the physical print will look like. Control or Command plus P, or clicking on
“Print” in the File menu or standard toolbar lets users access the print window.
47. Alt + Shift + D-Enter the current date from your computer.
48. Alt + Shift + T- Enter the current time from your computer.
49. Caps Lock-Is on the left of your keyboard. It is used when you want to type all letters in
CAPITAL LETTERS – also known as UPPER CASE. A light will appear on your
keyboard when caps lock is on. Touch the Caps Lock key to turn it on and touch it again
to turn it off.
50. File Extension-There are 2 parts to a filename. The first part is known as the filename
and the second part (after the full stop) is called the extension. When you save a file you
do not type in the extension – the program will automatically put it in for you.
51. Non-printing Symbols (Show/Hide)-Formatting marks such as tab characters, paragraph
marks, and hidden text , which can be shown on screen but do not print

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52. Overtype-When Overtype is on, you replace existing text as you type.
53. Zoom-You can ‘zoom in’ to get a close-up view of your document or ‘zoom out’ to see
more of the page at a reduced size. The ‘zoom’ control is on the Status bar or when in
Print Preview you can zoom in or out by pressing the left mouse button when positioned
over the document.
54. Sizing handles-small boxes that appear around an object when it is selected. You can
drag the handles to resize the object.
55. Text wrap is a feature supported by many word processors that enables you to surround
a picture or diagram with text. The text wraps around the graphic.
56. Thesaurus-a feature for finding a synonym or a word with a similar meaning for a word
in your document.
57. Toggling-clicking a toolbar button to turn a feature on or off.
58. Track changes-keeps a record of changes made in a document by one or more reviewers.
59. Hyperlink-words or objects that may be clicked to move from page to page within a
Web site, to jump to another Web site, or to go to a different location within a document.
Ctrl + K- Insert a hyperlink - a link to a webpage
60. Bookmark identifies a specific word, section, or location in your document that you
name and identify for future reference. For example, you might create a bookmark to
identify text that you want to revise at a later time.
61. Cross-reference refers to an item that appears in another location in a document. For
example, you can mention "Figure 1" in your document and refer the reader to the
figure's location elsewhere in the document.
62. Wizard-a program that asks you questions and creates a document, similar to template,
based on the answers. In Publisher, predesigned templates that provide the framework for
various types of publication
63. Task pane-separate window on the right hand side of the opening screen that contains
commonly used commands
64. Mail merge-combining a main document with list of recipients that personalizes it.
65. Main or Source document-the document e.g. letter, email message,label,evenlope with
information that will be sent to many recipients
66. Data Source-contains list of recipients that will receive the information after mail merge
67. WordArt - special effects in Microsoft Word that change the appearance of text. Word
Art can be used to add effects such as shadows, outlines, colors, gradients, and 3D effects
that can be added to a word or phrase. WordArt can also bend, stretch, skew, or otherwise
modify the shape of the text.
68. Drop cap is a large capital letter at the beginning of a text block that has the depth of two
or more lines of regular text i.e. Dropped and In margin drop caps
69. Text box - an on-screen rectangular frame into which you type text. Text boxes are used
to add text in a drawing or paint program. The flexibility of the text box is determined by

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 the software. Sometimes you can keep on typing and the box expands to meet your
input.
70. Clip art is a form of electronic graphic art or an image that is made by various artists to
fit numerous different categories such as people, animals, school, etc. that can be inserted
into your document. Clip art is typically organized into categories, such as people,
objects, nature, etc., which is especially helpful when browsing through thousands of
images. Most clip art images also have keywords associated with them. For example, a
picture of a female teacher in a classroom may have the keywords "school," "teacher,"
"woman," "classroom," and "students" associated with it. Most clip art programs allow
you to search for images based on these keywords.

WORD PROCESSING-Microsoft Word 2007

Microsoft Word is a word processing software package that helps the user create, edit, format
and save text and graphic based documents; you can use it to type letters, reports, and other
documents.

Loading MS-Word

a. Click start button at the task bar-All programs(All Apps)- Click Microsoft Office folder-
Click at Microsoft word
b. Open Run(Windows button + R) type command ‘winword’
c. Use the command prompt to access program files folder then open Ms word using
‘winword’ command
d. Click the Ms Word icon on the Microsoft shortcut (only if it is available)

The Microsoft Word window appears as shown.

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Note: In Word 2007, how a window displays depends on the size of your window, the size of
your monitor, and the resolution to which your monitor is set. Resolution determines how much
information your computer monitor can display. If you use a low resolution, less information fits
on your screen, but the size of your text and images are larger. If you use a high resolution, more
information fits on your screen, but the size of the text and images are smaller.

The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you
click the button, a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.

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The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document
on which you are currently working. Word names the first new document you open Document1.
As you open additional new documents, Word names them sequentially. When you save your
document, you assign the document a new name.

The Ribbon

In Microsoft Word 2007, you use the Ribbon to issue commands. At the top of the Ribbon are
several tabs; clicking a tab displays several related command groups. Within each group are
related command buttons. You click buttons to issue commands or to access menus and dialog
boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking
the dialog box launcher gives you access to additional commands via a dialog box.

The Ruler

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not visible,
follow the steps listed here:

1. Click the View tab to choose it.

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 2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the
Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the text area.
The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. As you type, your text displays at the cursor location. The horizontal line next to
the cursor marks the end of the document.

The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the
right side of the screen. The horizontal scroll bar is located just above the status bar. To move up
and down your document, click and drag the vertical scroll bar up and down. To move back and
forth across your document, click and drag the horizontal scroll bar back and forth. You won't
see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the
current page and the number of words in your document. You can change what displays on the
Status bar by right-clicking on the Status bar and selecting the options you want from the
Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it.
A check mark next to an item means it is selected.

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Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.

Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your
document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser such
as Internet Explorer.

Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout

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 Reading Layout view formats your screen to make reading your document more
comfortable.
Outline View
Outline view displays the document in outline form. You can display headings without
the text. If you move a heading, the accompanying text moves with it.

Nonprinting Characters

Certain characters, called nonprinting characters, do not print and will not appear in your printed
document but do affect your document layout. You can elect to see these characters on the screen
as you type or you can elect to have them remain invisible. For these lessons, opt to see them
onscreen. This table describes most of them:

Character Denotes
A tab

   . A space
   ¶ The end of a paragraph
Hidden text

To view nonprinting characters:

1. Choose the Home tab.

2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears
in a contrasting color, when it is selected.

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Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three paragraphs.

Create Sample Data

1. Type =rand().
2. Press Enter. Three paragraphs appear in your document.

Selecting/Highlighting with the Shift and Arrow Keys

1. Place your cursor at the beginning of the first paragraph.

2. Press and hold down the Shift key, which serves as an "anchor" showing where text you
wish to select begins or ends.
3. Press the right arrow key until the first line of text is highlighted.
4. Press the down arrow key until the first paragraph is highlighted.
5. Click anywhere outside the highlighted area to remove the highlighting.

Selecting/Highlighting with the Mouse

1. Place your cursor at the beginning of the second paragraph.

2. Press and hold down the left mouse button.
3. Drag the mouse until you have highlighted the second paragraph.
4. Click anywhere outside the highlighted area to remove the highlighting.

Using the Arrow Keys

1. Use the down arrow key to move down your document.

2. Use the right arrow key to move to the right.
3. Use the up arrow key to move up.
4. Use the left arrow key to move to the left.

Cursor

1. Move around your document by using you mouse and clicking in a variety of locations.
2. Click on a location and type. Note what happens.

Starting a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To start
a new paragraph, press the Enter key. 

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Closing and Saving

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which you can find in the bottom-right corner.

3. You are prompted: "Do you want to save changes to Document1?" To save your changes,
click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.

4. Move to the correct folder.

5. Name your file by typing Lesson One.doc in the File Name field.

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 6. Click Save. Word saves your file.

Creating a New Document

There are several ways to create new documents, open existing documents, and save documents
in Word:

 Click the Microsoft Office Button and Click New  or

 Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have
many choices about the types of documents you can create. If you wish to start from a blank
document, click Blank.  If you wish to start from a template you can browse through your
choices on the left, see the choices on center screen, and preview the selection on the right
screen.

Opening an Existing Document

 Click the Microsoft Office Button and Click Open, or

 Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or
 If you have recently used the document you can click the Microsoft Office Button and
click the name of the document in the Recent Documents section of the window Insert
picture of recent docs

Saving a Document

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  Click the Microsoft Office Button and Click Save or Save As (remember, if you’re
sending the document to someone who does not have Office 2007, you will need to click
the Office Button, click Save As, and Click Word 97-2003 Document), or
 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
 Click the File icon on the Quick Access Toolbar

Renaming Documents
to rename a Word document while using the program:

 Right-click the document name with the mouse and select Rename from the shortcut
menu.
 Type the new name for the file and press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple
documents at once.  All open documents will be listed in the View Tab of the Ribbon when you
click on Switch Windows.  The current document has a checkmark beside the file name.  Select
another open document to view it. 

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Document Views
There are many ways to view a document in Word. 

 Print Layout:  This is a view of the document as it would appear when printed.  It
includes all tables, text, graphics, and images.
 Full Screen Reading:  This is a full view length view of a document.  Good for viewing
two pages at a time.
 Web Layout:  This is a view of the document as it would appear in a web browser.
 Outline:  This is an outline form of the document in the form of bullets.
 Draft:  This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the
screen or:

 Click the View Tab on the Ribbon

 Click on the appropriate document view.

Closing a Document
to close a document:

 Click the Office Button

 Click Close(the current document will be closed but not the Ms Word application)

Word Options

MsWord 2007 offers a wide range of customizable options that allow you to make Word work
the best for you.  To access these customizable options:

 Click the Office Button

 Click Word Options

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Popular
These features allow you to personalize your work environment with language, color schemes,
user name and allow you to access the Live Preview feature.  The Live Preview feature allows
you to preview the results of applying design and formatting changes without actually applying
it.

Display
This feature allows you to modify how the document content is displayed on the screen and
when printed.  You can opt to show or hide certain page elements.

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Proofing
This feature allows you personalize how word corrects and formats your text. You can customize
auto correction settings and have word ignore certain words or errors in a document.

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Save
This feature allows you personalize how your document is saved.  You can specify how often
you want auto save to run and where you want the documents saved.

Advanced
This feature allows you to specify options for editing, copying, pasting, displaying, printing and
saving.

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Customize
Customize allows you to add features to the Quick Access Toolbar.  If there are tools that you
are utilizing frequently, you may want to add these to the Quick Access Toolbar.

Editing a Document

Typing and inserting Text

To enter text, just start typing! The text will appear where the blinking cursor is located. Move
the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the
left button. The keyboard shortcuts listed below are also helpful when moving through the text of
a document:

Move Action Keystroke

Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END

Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the
mouse over the desired text while keeping the left mouse button depressed, or hold down the
SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following
table contains shortcuts for selecting a portion of the text:

Selection Technique
Whole word double-click within the word

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 Whole paragraph triple-click within the paragraph
Several words or drag the mouse over the words, or hold down SHIFT while using
lines the arrow keys
Entire document choose Editing | Select | Select All from the Ribbon, or press
CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key
on the keyboard.

Inserting Additional Text

Text can be inserted in a document at any point using any of the following methods:

 Type Text:  Put your cursor where you want to add the text and begin typing
 Copy and Paste Text:  Highlight the text you wish to copy and right click and click
Copy, put your cursor where you want the text in the document and right click and click
Paste.
 Cut and Paste Text:  Highlight the text you wish to copy and right click and click Cut,
put your cursor where you want the text in the document and right click and click Paste.
 Drag Text:  Highlight the text you wish to move, click on it and drag it to the place
where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon. 

Rearranging Blocks of Text

To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of

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the Ribbon.
Insert picture of clipboard group labeled

 Move text:  Cut and Paste or Drag as shown above

 Copy Text:  Copy and Paste as above or use the Clipboard group on the Ribbon
 Paste Text:  Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the
Clipboard group to Paste, Paste Special, or Paste as Hyperlink

Deleting Blocks of Text

Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete
text to the left of the cursor and Delete will erase text to the right. To delete a large selection of
text, highlight it using any of the methods outlined above and press the DELETE key.

Search and Replace Text

To find a particular word or phrase in a document:

 Click Find on the Editing Group on the Ribbon

 To  find and replace a word or phrase in the document, click Replace on the Editing
Group of the Ribbon.

Undo Changes
To undo changes:

 Click the Undo Button on the Quick Access Toolbar

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Formatting Text

Formatting text is changing the appearance to the selected text e.g. bold, italicize, underline etc

Formatting Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics,
underline, etc.), colors and more.  You will notice that on the Home Tab of the Ribbon, that you
have several areas that will control the style of your document:  Font, Paragraph, and Styles.

Bold, Italicize& Underline

To bold text
 Select or highlight the text.
 In the home tab click bold.
To Italicize text
 Select or highlight the text.
 In the home tab click italics
To underline text
 Select or highlight the text.
 On the home tab click underline

Changing Font Typeface and Size

To change the font typeface:

 Click the arrow next to the font name and choose a font. 

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  Remember that you can preview how the new font will look by highlighting the text, and
hovering over the new font typeface.

To change the font size:

 Click the arrow next to the font size and choose the appropriate size, or
 Click the increase or decrease font size buttons.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize text.  They include: 
Bold, Italic, and Underline.  To add these to text:

 Select the text and click the Font Styles included on the Font Group of the Ribbon, or
 Select the text and right click to display the font tools

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Changing Text Color
To change the text color:
 Select the text and click the Colors button included on the Font Group of the Ribbon, or
 Highlight the text and right click and choose the colors tool. 
 Select the color by clicking the down arrow next to the font color button.

Highlighting Text
Highlighting text allows you to use emphasize text as you would if you had a marker.  To
highlight text:
 Select the text
 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter click on down arrow next to the highlight button.

Copy Formatting
If you have already formatted text the way you want it and would like another portion of the
document to have the same formatting, you can copy the formatting.  To copy the formatting, do
the following:

 Select the text with the formatting you want to copy.

 Copy the format of the text selected by clicking the Format Painter button on the
Clipboard Group of the Home Tab
 Apply the copied format by selecting the text and clicking on it.

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Clear Formatting
To clear text formatting:

 Select the text you wish to clear the formatting

 Click the Styles dialogue box on the Styles Group on the Home Tab
 Click Clear All

Formatting Paragraphs

Formatting paragraphs allows you to change the look of the overall document.  You can access
many of the tools of paragraph formatting by clicking the Paragraph Group on the Home Tab of
the Ribbon or the Page Layout Tab of the Ribbon.

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Changing Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear.  To change the
alignment:

 Click the Home Tab

 Choose the appropriate button for alignment on the Paragraph Group.

 Align Left:  the text is aligned with your left margin

 Center:  The text is centered within your margins
 Align Right:  Aligns text with the right margin
 Justify:  Aligns text to both the left and right margins.

Indenting Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins. There are
several options for indenting:

 First Line:  Controls the left boundary for the first line of a paragraph
 Hanging:  Controls the left boundary of every line in a paragraph except the first one
 Left:  Controls the left boundary for every line in a paragraph
 Right:  Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

 Click the Indent buttons to control the indent. 

 Click the Indent button repeated times to increase the size of the indent.

 Click the dialog box of the Paragraph Group

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  Click the Indents and Spacing Tab
 Select  your indents

Adding Borders and Shading

You can add borders and shading to paragraphs and entire pages.  To create a border around a
paragraph or paragraphs:

 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options

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Apply Styles
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

 Select the text you wish to format. 

 Click the dialog box next to the Styles Group on the Home Tab. 
 Click the style you wish to apply. 

Creating Links
Creating links in a word document allows you to put in a URL that readers can click on to visit a
web page.  To insert a link:

 Click the Hyperlink Button on the Links Group of the Insert Tab. 
 Type in the text in the “Text to Display” box and the web address in the “Address” box.

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Change Spacing Between Paragraphs and Lines
You can change the space between lines and paragraphs by doing the following:

 Select the paragraph or paragraphs you wish to change.

 On the Home Tab, Click the Paragraph Dialog Box
 Click the Indents and Spacing Tab
 In the Spacing section, adjust your spacing accordingly

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Styles

The use of Styles in Word will allow you to quickly format a document with a consistent and
professional look.  Styles can be saved for use in many documents.

Apply Styles
There are many styles that are already in Word ready for you to use.  To view the available styles
click the Styles dialog box on the Styles Group in the Home Tab.  To apply a style:

 Select the text

 Click the Styles Dialog Box
 Click the Style you choose

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Creating New Styles
You can create styles for formatting that you use regularly.  There are two ways to do this:  New
Styles or New Quick Styles.

New Styles
To create a new style:

 Click the Styles Dialog Box

 Click the New Style Button

 Complete the New Style dialog box. 

 At the bottom of that dialog box, you can choose to add this to the Quick Style List or to
make it available only in this document.

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New Quick Style
To create a style easily:

 Insert your cursor anywhere in the chosen style

 Click the Styles dialog box

 Click Save Selection as New Quick Style

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Style Inspector
To determine the style of a particular section of a document:

 Insert cursor anywhere in the text that you want to explain the style
 Click the Styles Drop Down Menu
 Click the Style Inspector Button

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Tables

Tables are used to display data in a table format. 

Create a Table
To create a table:

 Place the cursor on the page where you want the new table
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group.  You can create a table one of four ways:

 Highlight the number of row and columns

 Click Insert Table and enter the number of rows and columns
 Click the Draw Table, create your table by clicking and entering the rows and
columns
 Click Quick Tables and choose a table

Entering Data in a Table

Place the cursor in the cell where you wish to enter the information.  Begin typing.

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Modifying the Table Structure and Format a Table
Tomodify the structure of a table:

 Click the table and notice that you have two new tabs on the Ribbon:  Design and
Layout.  These pertain to the table design and layout.

On the Design Tab, you can choose:

 Table Style Options

 Table Styles
 Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon.  This Layout tab
allows you to:

 View Gridlines and Properties (from the Table Group)

 Insert Rows and Columns (from the Rows & Columns Group)
 Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and Decrease cell size (Cell Size Group)
 Align text within the cells and change text directions (Alignment Group)

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Symbols and Special Characters

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and
watermarks.

Special characters are punctuation, spacing, or typographical characters that are not generally
available on the standard keyboard. To insert symbols and special characters:

 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Symbol button on the Symbols Group
 Choose the appropriate symbol.

Equations
Word 2007 also allows you to insert mathematical equations.  To access the mathematical
equations tool:

 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Equation Button on the Symbols Group
 Choose the appropriate equation and structure or click Insert New Equation

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  To edit the equation click the equation and the Design Tab will be available in the
Ribbon

Illustrations, Pictures, and SmartArt

Word 2007 allows you to insert illustrations and pictures into a document.  To insert
illustrations:

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Clip Art Button
 The dialog box will open on the screen and you can search for clip art.
 Choose the illustration you wish to include

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To insert a picture:

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Picture Button
 Browse to the picture you wish to include
 Click the Picture
 Click Insert

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Smart Art is a collection of graphics you can utilize to organize information within your
document.  It includes timelines, processes, or workflow. To insert SmartArt

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the SmartArt button
 Click the SmartArt you wish to include in your document
 Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and
dragging the cursor to the size you want the picture.

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Watermarks
A watermark is a translucent image that appears behind the primary text in a document.  To
insert a watermark:

 Click the Page Layout Tab in the Ribbon

 Click the Watermark Button in the Page Background Group
 Click the Watermark you want for the document or click Custom Watermark and
create your own watermark
 To remove a watermark, follow the steps above, but click Remove Watermark

Proofreading a Document

There are many features to help you proofread your document.  These include:  Spelling and
Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

Spelling and Grammar

To check the spelling and grammar of a document

 Place the cursor at the beginning of the document or the beginning of the section that you
want to check
 Click the Review Tab on the Ribbon
 Click Spelling & Grammar on the Proofing Group. 

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  Any errors will display a dialog box that allows you to choose a more appropriate
spelling or phrasing.

If you wish to check the spelling of an individual word, you can right click any word that has
been underlined by Word and choose a substitution.

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Thesaurus
The Thesaurus allows you to view synonyms.  To use the thesaurus:

 Click the Review Tab of the Ribbon

 Click the Thesaurus Button on the Proofing Group. 
 The thesaurus tool will appear on the right side of the screen and you can view word
options.

You can also access the thesaurus by right-clicking any word and choosing Synonyms on the
menu.

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Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is.  To customize
AutoCorrect:

 Click the Microsoft Office button

 Click the Word Options Button
 Click the Proofing tab
 Click AutoCorrect Options button

 On the AutoCorrect Tab, you can specify words you want to replace as you type

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Create a New Default Dictionary
Often you will have business or educational jargon that may not be recognized by the spelling
and/or grammar check in Word.  You can customize the dictionary to recognize these words.

 Click the Microsoft Office button

 Click the Word Options Button
 Click the Proofing tab
 Click the When Correcting Spelling tab
 Click Custom Dictionaries

 Click Edit Word List

 Type in any words that you may use that are not recognized by the current dictionary.

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Check Word Count
To check the word count in Word 2007 look at the bottom left corner of the screen.  It will give
you a total word count or if you have text highlighted it will tell you how many words are
highlighted out of the total.

Page Formatting 

Modify Page Margins and Orientations

The page margins can be modified through the following steps:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, Click Margins
 Click a Default Margin, or
 Click Custom Margins and complete the dialog box.

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To change the Orientation, Size of the Page, or Columns:
 Click the Page Layout Tab on the Ribbon
 On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus
 Click the appropriate choice

Apply a Page Border and Color

To apply a page border or color:
 Click the Page Layout Tab on the Ribbon
 On the Page Background Group, click the Page Colors or Page Borders drop down
menus

Insert Common Header and Footer Information

To insert Header and Footer information such as page numbers, date, or title, first, decide if you
want the information in the header (at the top of the page) or in the Footer (at the bottom of the
page), then:
 Click the Insert Tab on the Ribbon
 Click Header or Footer
 Choose a style

 The Header/Footer Design Tab will display on the Ribbon

 Choose the information that you would like to have in the header or footer (date, time,
page numbers, etc.) or type in the information you would like to have in the header or
footer

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Create a Page Break
To insert a page break:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, click the Breaks Drop Down Menu
 Click Page Break

Insert a Cover Page

To insert a cover page:

 Click the Insert Tab on the Ribbon

 Click the Cover Page Button on the Pages Group
 Choose a style for the cover page

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Insert a Blank Page
To insert a blank page:

 Click the Insert Tab on the Ribbon

 Click the Blank Page Button on the Page Group

Macros 
Macros are advanced features that can speed up editing or formatting you may perform often in a
Word document. They record sequences of menu selections that you choose so that a series of
actions can be completed in one step.
Recording a Macro
To record a Macro:
 Click the View Tab on the Ribbon
 Click Macros
 Click Record Macro

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 Enter a name (without spaces)
 Click whether you want it assigned to a button (on the Quick Access Toolbar) or the
keyboard (a sequence of keys)
 To assign the macro a button on the Quick Access Toolbar:

 Click Button
 Under the Customize Quick Access Toolbar, select the document for which you
want the Macro available

 Under Choose Commands:  Click the Macro that you are recording
 Click Add
 Click OK to begin Recording the Macro
 Perform the actions you want recorded in the Macro
 Click on Macros
 Click on Stop Recording Macros

 To assign a macro button to a keyboard shortcut:

 Click Keyboard

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  In the Press New Shortcut Key box, type the key sequence that you want and
click Assign

 Click Close to begin recording the Macro

 Perform the actions you want recorded in the Macro
 Click on Macros
 Click on Stop Recording Macros

Running a Macro
Running a macro depends on whether it’s been added to the Quick Access Toolbar or if it’s been
given a Keyboard Shortcut.

 To run a Macro from the Quick Access Toolbar, simply click the Macro Icon

 To run a Macro from the Keyboard shortcut, simply press the keys that you have
programmed to run the Macro.

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Table of Contents 

The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to
include in the Table of Contents.  For example:  Heading 1, Heading 2, etc. based on the content
of your document.   When you add or delete headings from your document, Word updates your
Table of Contents.  Word also updates the page number in the table of contents when
information in the document is added or deleted. When you create a Table of Contents, the first
thing you want to do is mark the entries in your document.  The Table of Contents is formatted
based on levels of headings.  Level 1 will include any text identified with the style Heading 1. 

Mark Table of Contents Entries

You can mark the Table of Contents entries in one of two ways:  by using built-in heading styles
or by marking individual text entries. 

To Use Built-In Heading Styles

 Select the text that you wish to be the heading

 Click the Home Tab
 In the Styles Group, click Heading 1 (or the appropriate heading)

 If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery
 If the style you want does not appear click Save Selection as New Quick Style

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To Mark Individual Entries:

 Select the text you wish to make a heading

 Click the References Tab
 Click Add Text in the Table of Contents Group
 Click the Level that you want to label your selection

Create a Table of Contents

To create the table of contents:

 Put your cursor in the document where you want the Table of Contents
 Click the References Tab
 Click the Table of Contents button

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Update Table of Contents
If you have added or removed headings or other table of contents entries you can update by:

 Apply headings or mark individual entries as directed above

 Click the References Tab in the Ribbon
 Click Update Table

Delete Table of Contents

To delete a table of contents:
 Click the References Tab on the Ribbon
 Click Table of Contents
 Click Remove Table of Contents

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Lists

Lists allow you to format and organize text with numbers, bullets, or in an outline.

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine
numbers and letters depending on the organization of the list.

To add a list to existing text:

 Select the text you wish to make a list

 From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists
button

To create a new list:

 Place your cursor where you want the list in the document
 Click the Bulleted or Numbered Lists button
 Begin typing

Nested Lists
A nested list is list with several levels of indented text. To create a nested list:

 Create your list following the directions above

 Click the Increase or Decrease Indent button

Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering
dialog box.
 Select the entire list to change all the bullets or numbers, or
Place the cursor on one line within the list to change a single bullet
 Right click
 Click the arrow next to the bulleted or numbered list and choose a bullet or numbering
style.

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References and Citations

Word 2007 offers great tools for citing sources, creating a bibliography, and managing the
sources.  The first step to creating a reference list and citations in a document is to choose the
appropriate style that you will be using for formatting the citations and references.

Style
To choose a publishing style:

 Click the References Tab on the Ribbon

 Click the drop down box next to Style in the Citations & Bibliography Group
 Choose the appropriate style.

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Citations
To insert a citation in the text portion of your document:

 Click the References Tab on the Ribbon

 Click the Insert Citation Button on the Citations & Bibliography Group
 If this is a new source, click New Source
 If you have already created this source, it will in the drop down list and you can click on
it

 If you are creating a New Source, choose the type of source (book, article, etc.)
 Complete the Create Source Form
 If you need additional fields, be sure to click the Show All Bibliography Fields check
box
 Click OK

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Placeholders
Placeholders can be utilized when there is a reference to be cited, but you do not have all of the
information on the source.  To insert a Placeholder:

 Click Insert Citation

 Click Add New Placeholder

Manage Sources
Once you have completed a document you may need to add or delete sources, modify existing
sources, or complete the information for the placeholders. To Manage Sources:

 Click the References Tab on the Ribbon

 Click the Manage Sources Button on the Citations & Bibliography Group
 From this menu you can Add, Delete, and Edit Sources (note, you can preview the
source in the bottom pane of the window

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Bibliography
To add a Bibliography to the document:

 Place the cursor in the document where you want the bibliography
 Click the References Tab on the Ribbon
 Click the Bibliography Button on the Citations & Bibliography Group
 Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography

Insert Footnote
Some types of academic writing utilize footnotes.  To insert a footnote:

 Click the References Tab on the Ribbon

 Click Insert Footnote (or Insert Endnote depending on your needs)
 Begin typing the footnote

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Track Changes

Track Changes is a great feature of Word that allows you to see what changes have been made to
a document.  The tools for track changes are found on the Reviewing tab of the Ribbon.

Begin Track Changes

To keep track of the changes you’ll be making to a document, you must click on Track Changes
icon. 
To start Tracking Changes:

 Click Review Tab on the Ribbon

 Click Track Changes
 Make the changes to your document and you will see any changes you have made.

Document Views
There are four ways to view a document after you have tracked changes:

 Final Showing Markup:  This shows the document with the changes displayed
 Final:  This shows the changed document, without the changes displayed
 Original Showing Markup:  The original document with the changes displayed
 Original:  The original document without any changes.

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To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the
Ribbon.

The Show Markup feature allows you to view different items (comments, formatting, etc.) and
choose to view different authors’ comments. 

Accept or Reject Changes

When you view the changes in a document you can either choose to accept or reject the changes. 
This allows you to review the document by each change to accept or reject each change.

Comments
The New Comments icon also lets you add comments to the document.  To add a new comment,
put your cursor where you would like to add the comment and click on New Comment.

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Mail Merging

If you had to type the same form letter 100 times, you know what boring andback breaking work it 
can
be. Never again, by setting up the form letter as a MsWord merge documents, you need type the le
tter
only once.
STEP 1
1.   From the mailings tab click Mail Merge and choose letters
STEP 2
Select recipients
One can select from an existing file or by creating a new data source
Creating a new data source
1. Choose get data type new list
2. Create data source dialogue appear as shown below
3. Remove the fields not needed and / or create new field
4. When you have finish creating the fields click ok
5. Type the data to be stored
STEP 3
1. Place the cursor to position of field insertion
2. From the mail merge toolbar click insert merge field
3. Repeat field insertion until all the fields have been inserted
4. Choose Finnish merge

To Print a Document
1. From the office menu, click print.
2. In the name box select a printer.
3. Choose an option for the number of pages to be printed i.e.
ALL: -Prints the entire document
CURRENT PAGE: -prints the current page
PAGE: -you can select certain pages within a document
4. .In the number of copies box, specify the number of copies you want in eachpage.
5. Click 

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 MS WORD KEYBOARD COMBINATION SHORTCUTS

Shortcut Description
Ctrl + 0 Toggles 6pts of spacing before a paragraph.
Ctrl + A Select all contents of the page.
Ctrl + B Bold highlighted selection.
Ctrl + C Copy selected text.
Ctrl + D Open the font preferences window.
Ctrl + E Aligns the line or selected text to the center of the screen.
Ctrl + F Open find box.
Ctrl + I Italic highlighted selection.
Ctrl + J Aligns the selected text or line to justify the screen.
Ctrl + K Insert a hyperlink.
Ctrl + L Aligns the line or selected text to the left of the screen.
Ctrl + M Indent the paragraph.
Ctrl + N Opens new, blank document window.
Ctrl + O Opens the dialog box or page for selecting a file to open.
Ctrl + P Open the print window.
Ctrl + R Aligns the line or selected text to the right of the screen.
Ctrl + S Save the open document. Just like Shift + F12.
Ctrl + T Create a hanging indent.
Ctrl + U Underline the selected text.
Ctrl + V Paste.
Ctrl + W Close the currently open document.
Ctrl + X Cut selected text.
Ctrl + Y Redo the last action performed.
Ctrl + Z Undo last action.
Ctrl + Shift + L Quickly create a bullet point.
Ctrl + Shift + F Change the font.
Ctrl + Shift + > Increase selected font +1pts up to 12pt and then increase font +2pts.
Ctrl + ] Increase selected font +1pts.
Ctrl + Shift + < Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by +2pt.
Ctrl + [ Decrease selected font -1pts.
Ctrl + / + c Insert a cent sign (¢).
Ctrl + ' + <char> Insert a character with an accent (grave) mark, where <char> is the character you
want. For example, if you wanted an accented è you would use Ctrl + ' + e as your
shortcut key. To reverse the accent mark use the opposite accent mark, often on the
tilde key.
Ctrl + Shift + * View or hide non printing characters.
Ctrl + <left arrow> Moves one word to the left.
Ctrl + <right Moves one word to the right.
arrow>
Ctrl + <up arrow> Moves to the beginning of the line or paragraph.
Ctrl + <down Moves to the end of the paragraph.
arrow>

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Ctrl + Del Deletes word to right of cursor.
Ctrl + Backspace Deletes word to left of cursor.
Ctrl + End Moves the cursor to the end of the document.
Ctrl + Home Moves the cursor to the beginning of the document.
Ctrl + Spacebar Reset highlighted text to the default font.
Ctrl + 1 Single-space lines.
Ctrl + 2 Double-space lines.
Ctrl + 5 1.5-line spacing.
Ctrl + Alt + 1 Changes text to heading 1.
Ctrl + Alt + 2 Changes text to heading 2.
Ctrl + Alt + 3 Changes text to heading 3.
Alt + Ctrl + F2 Open new document.
Ctrl + F1 Open the Task Pane.
Ctrl + F2 Display the print preview.
Ctrl + Shift + > Increases the selected text size by one.
Ctrl + Shift + < Decreases the selected text size by one.
Ctrl + Shift + F6 Switches to another open Microsoft Word document.
Ctrl + Shift + F12 Prints the document.
F1 Open Help.
F4 Repeat the last action performed (Word 2000+)
F5 Open the Find, Replace, and Go To window in Microsoft Word.
F7 Spellcheck and grammar check selected text or document.
F12 Save As.
Shift + F3 Change the text in Microsoft Word from uppercase to lowercase or a capital letter
at the beginning of every word.
Shift + F7 Runs a Thesaurus check on the selected word.
Shift + F12 Save the open document. Just like Ctrl + S.
Shift + Enter Create a soft break instead of a new paragraph.
Shift + Insert Paste.
Shift + Alt + D Insert the current date.
Shift + Alt + T Insert the current time.
HOME Move to the beginning of the entry/sentence
END Move to the end of the entry/sentence

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You can also utilize the mouse to perform some common actions. The following section contains
examples of mouse shortcuts.

Mouse Description
shortcuts
Click, hold, and Selects text from where you click and hold to the point you drag and let go.
drag
Double-click If double-clicking a word, selects the complete word.
Double-click Double-clicking on the left, center, or right of a blank line makes the
alignment of the text left, center, or right aligned.
Double-click Double-clicking anywhere after text on a line will set a tab stop.
Triple-click Selects the line or paragraph of the text that the mouse triple-clicked on.
Ctrl + Mouse Zooms in and out of document.
wheel

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