Lesson 4 Getting Started With Microsoft Word

Computer Laboratory Manual – COMPUTER 1 Prepared by: ARLIE GIL CASO, Computer Instructor
LESSON 4 FUNDAMENTALS OF KEYBOARDING & WORD PROCESSING
OBJECTIVES:
At the end of the lesson the students should be able to:
1. Acquaint oneself with the different parts of the keyboard

2. Identify the proper position of hand when typing/encoding
3. Enhance their skills in speed typing and data encoding
4. Acquaint oneself with the different features of Microsoft word.
5. Identify the different parts of Microsoft Word screen and analyze the importance of using
the standard toolbars.
6. Practice how to use the common special effects in creating a document.
7. Perform the different activities in formatting paragraph.
CONCEPTS/THEORIES:
A. BASICS OF KEYBOARDING/DATA ENCODING
Keyboard is a typewriter-like input device used for entering letters, numbers and instructions to
the computer.
Figure 1 Proper Position of the Hand
Figure 2 Character Distributions
Figure 3 The Keyboard
PARTS OF THE KEYBOARD
1. ALPHANUMERIC KEYS – a part of the keyboard that contains the characters of the
alphabet.
2. CURSOR MOVEMENT KEYS OR ARROW KEYS – a part of the keyboard that
brings you anywhere on the screen in any direction.
3. NUMERIC KEYS - a part of the keyboard that contains numerical values same as most
of the ordinary calculators. These are located in the numeric keypad at the right side of
the keyboard. To enter the numbers from the keypad, press the Num Lock key, which
acts as an on-off switch. When the Num Lock led is off, the keypad will function not as
number but as indicated therein. Another set of number keys is in the central part of the
keyboard, on the top row, and these numbers are entered on the screen by simple pressing
these keys alone.
References: Basic Concepts on Microsoft Office with Introduction to HTML by Evangeline Madrid-Hirata 1
Computer Fundamentals with Intro to Windows and Paint by Stephany Caspe
Work Text in Computer 3 – Basic Computer Operations by Mrs. Lorna Delfin
Basic Word Processing and Presentation Making by Emmalyn Atencio
Hardware Fundamentals by Mary Joy Cariaga
4. FUNCTION KEYS – are keys from F1 to 12, which are used to perform special
functions. Pressing a function key may allow the user to accomplish something quickly
or it may be the only way to issue a command.
5. SPECIAL KEYS – are additional keys of the computer keyboard that perform special
functions.
 SHIFT KEY – is pressed to change the alphabetic characters to the uppercase

mode. The special characters on the upper part of the number keys or keys along
the top row of the keyboard appear on the screen when being pressed with the
shift key.
 ENTER OR RETURN KEY – is the carriage return key. It is pressed if you want
to go down to the next line. Or, it has a similar function that tells the computer
that you are done entering the command or have completed a line of text.
 CTRL OR CONTROL KEY – is similar to the shift key in that it is held down
while you press another. The Control Key in conjunction with another key causes
a different code to be sent to the computer. When pressed together with the
alphabetic key, enables the user to perform specific functions and commands.
For example, pressing CTRL R will right align a paragraph: CTRL S will save a
document: etc.
 ALT OR ALTERNATE KEY- is used in the same manner as the control key.
When it is pressed together with the alphabet key, it enables the user to enter
some of the basic keywords. For example, ALT P corresponds to print; ALT F
opens the file menu; etc.
 CAPS LOCK OR CAPITAL LOCK KEY – locks, when pressed once, the
characters A to Z in the uppercase position. While the Caps Lock is on, letters
may be shifted to lower case by pressing the shift key. The uppercase mode may
be released by pressing back the caps lock key.
 PRINT SCREEN KEY – is pressed once when you want to print a copy of want
you see on the screen. The printer must be connected; its power turned on, and
should be on line before you can print a screen.
 BACKSPACE KEY – is pressed to move the cursor one character to the left
while deleting the character. When the cursor is already at the far left edge of the
screen, pressing the backspace key causes the cursor to move to the far right of
the above line.
 SPACE BAR – is pressed to enter a blank space on the screen instead of a
character.
 ESC OR ESCAPE KEY – is pressed in case of process interruption; it is used to
go back to previous screen, application or to clear or reset a command.
 TAB KEY – is usually used to move the cursor to the next tab stop at the right of
the cursor’s present position. It is labeled with two arrows, and when pressed
along with shift key, this key causes to move one tab position to the left.
 SCROLL LOCK KEY – is a special-purpose key, it locks the scrolling of the
“electronic page”, when it is pressed together with CTRL, it enables the user to
return to the command level without saving any changes made.
 DEL OR DELETE KEY – is used to delete character tO the cursor position; or
it is used to delete characters to the right of the cursor while moving the cursor
one space to the right.
 INS OR INSERT KEY – allows you to insert characters to the left of the cursor
when the insert mode is on.
 PAGE UP AND PAGE DOWN – are pressed to display screen information one
screen up or one screen down.
 HOME AND END KEYS – when pressed, cause the cursor to move to the top
(home) or bottom (end) of the screen.
COMPUTER KEYBOARD SHORTCUTS
CTRL+A -Select All

CTRL+B -Make letters bold
CTRL+C -Copy the selected text or object
CTRL+D -Text Formatting (Font, Font Style. Font Size)

CTRL+E -Center Alignment
CTRL+F -Find text, formatting, and special items
CTRL+G -Go to a page, bookmark, footnote, table, comment,
graphic, or other location
CTRL+H -Replace text, specific formatting, and special items
CTRL+I -Make letters italic
CTRL+J -Justified Alignment
CTRL+K -Insert a hyperlink
CTRL+L -Left Alignment
CTRL+M -Indentation (Changing both margins)
CTRL+N -Create a new document of the same type as the current
or most recent document
CTRL+O -Open a document
CTRL+P -Print a document
CTRL+Q -Remove Character Formatting
CTRL+R -Right Align
CTRL+S -Save a document
CTRL+T -Hanging Indention
CTRL+U -Make letters underline
CTRL+V -Paste text or an object
CTRL+W -Close a document
CTRL+X -Cut the selected text or object
CTRL+Y -Redo the last action
CTRL+Z -Undo the last action
B. MICROSOFT WORD DEFINITION
THE MICROSOFT WORD
Microsoft word is a general purpose word processing program that offers an unprecedented
number and variety of features. It offers various tasks you can perform using Word range from
writing simple documents, such as memos and letters, produce the camera-ready materials for
professional looking publications, such as newsletters and books and create striking and dynamic
pages for the World Wide Web or intranet.
Features of Microsoft Word
1. Easy to use Visual tools kike menus and toolbars.

2. Provide predefined templates, styles and visual themes that assist to produce an attractive
and effective documents or web pages.
3. Can choose “automatic” or “manual” methods to control virtually any features of the
documents you create.
4. Customize the Word tools like menus, toolbars, and shortcut keys.
STARTING MICROSOFT WORD
1. Click the Start button.

2. Select All Programs.
3. Click the Microsoft Word Icon.
4. Wait for the Microsoft Application window to appear.
A. MICROSOFT WORD APPLICATION SCREEN
The word processing screen for windows refers to a

workplace in creating a document. The screen is set to
standard measure of 8.5 inches by 11 inches paper size with
1.25 inches for left and right margin and I inch for top and
bottom margins. The settings of the paper size can be changed depending on the desire of the
user.
1. TITLE BAR – display the name of the application and the name of the active document.
2. CONTROL MENU – it controls an application window.

3. MENU BAR - it controls the different menus. A menu is a list of command. Some of the
commands have images next to them so you can associate the command with image.
4. MINIMIZE BUTTON – it reduces the window to an icon.
5. MAXIMIZE BUTTON – enlarge the window to fill the whole screen.
6. RESTORE BUTTON – restore the window to its previous size and location.
7. CLOSE BUTTON – it closes the window.
8. STANDARD TOOLBAR – provide a quick access to frequently used commands.
9. RULER – it sets tab stops and indents for paragraph.
10. SCROLL BARS – use the vertical and horizontal scroll bars to move around the
document.
11. STATUS BAR – displays the information about the document or selected command.
12. VIEW BUTTONS – these four buttons to the left of the horizontal scroll bar enables you
to view your work in four different ways.
C. PARTS DESCRIPTION AND ILLUSTRATIONS
TITLE BAR – display the name of the application and the name of the active document.
MENU BAR - it controls the different menus. A menu is a list of command. Some of the
commands have images next to them so you can associate the command with image.
The menu bar is composed of nine menus and each menu is composed of different useful
commands.
1. FILE MENU – is composed of different commands used to manipulate a file. You can
activate the File Menu by pressing ALT + F at the keyboard or using the moue by clicking
the File Menu.
NEW – creates a new document

OPEN – opens an old document
CLOSE – closes the document
SAVE – saves the old, new or opened documents
SAVE AS – saves the same document under a different name
PAGE SET-UP – sets the margins and paper size
PRINT PREVIEW – previews the document before printing
PRINT – prints the document
EXIT – exits from MS word application
2. EDIT MENU – is used to make changes to the documents. You can activate the Edit
Menu by pressing ALT + E at the keyboard or using the mouse by clicking the Edit Menu.
CUT – deletes a certain part of the document

COPY – duplicates a certain part of the document
PASTE – pastes the copied or deleted part of the document
CLEAR – to permanently delete a certain part of the document
SELECT ALL – to select a part or the whole document
FIND – finds a word
REPLACE – replaces the word found
GO TO – moves to a new location
3. VIEW MENU – is used to give the different lay outs of the documents. It offers options to
use different toolbars needed in each application. It is also used to include headers and footers
in the document. You can activate the View Menu by pressing ALT + V at the keyboard or
using the mouse by clicking the View Menu.
4. INSERT MENU – is used to include page number, date and time, symbol, footnote,
picture and other things necessary to enhance a certain file or document. You can activate the
Insert menu by pressing ALT + I at the keyboard or by using the mouse by clicking the
Inset Menu.
5. FORMAT MENU – is used to change the appearance of the entire document. It is also a
good tool to change font, font style, font size, paragraph, spacing and indention, columns and
other effects that will make a document or file more attractive and meaningful. You can
activate the Format Menu by pressing ALT + O at the keyboard or using the mouse by
clicking the Format Menu.
6. TOOLS MENU – provides different tools to make the document more accurate by using
Spelling and Grammar, language, word count, Auto-summarize and Auto correct. It also
provides tools to mail merge and protects the document. Additional features offer how to
format envelopes, labels and letters. You can activate the Tools Menu by pressing ALT + T
at the keyboard or using the mouse by clicking the Tools Menu.
7. TABLE MENU – allow you to create a table of data. It allows you to manipulate text
inside the table, add or delete cells and other features that will make the table more useful in a
document. You can activate the Tables Menu by pressing ALT + A at the keyboard or using
the mouse by clicking the Tables Menu.
8. WINDOW MENU – makes files available at once provided files are not yet closed. It is
possible to switch from one file to another file using this menu. You can activate the
Window Menu by pressing ALT + W at the keyboard or using the mouse by clicking the
Window Menu.
9. HELP MENU – offers important information about Microsoft word. Answer most
frequently asked questions about MS Word. You can activate the Help menu by pressing Alt
+ H at the keyboard or using the mouse by clicking the Help Menu.
THE TOOLBARS
Toolbars can contain buttons, menus, or combination of both. It can be positioned next to each
other in the same row.
You can customize menus and toolbars yourself; you can add or remove buttons and menus on
toolbars, hide toolbars and move toolbars. There are three types of toolbars: the Standard,
Formatting and the Drawing.
THE STANDARD TOOLBAR

The Standard toolbar consists of the following buttons:
(In order to identify the description of the buttons, you may just simply point your mouse
pointer to a particular button and automatically you will see a description box right after the
mouse pointer.)
New – starts a new work documents.

Open – it loads an existing/save file.
Save – saves the current document.

Print – prints an active document.
Print preview – it is used to view the entire document.
Cut – remove/move the highlighted area.
Copy – duplicate and it work with the Paste tool
Paste – write the copied area to the designated location.
Format Painter – it copy the text to the designated location.
Undo – reverses the last action taken.
Redo – repeats the last command/action.
Insert hyperlink – it links to the URL.
Web toolbar – display the tools from the website of the internet.
Tables and borders – it opens the tables and borders toolbar.
Insert table – allows the user to create table.
Insert MS Excel – imports a worksheet from Excel worksheet.
Columns – allows the user to assign columns in a document.
Drawing – display the drawing toolbar.
Document map – it toggles the screen of the word document.
Show/Hide – it display/hide nonprinting characters.
Zoom – zoom in/out for viewing the document.
THE FORMATTING TOOLBAR

The Formatting toolbar consists of the following commonly used buttons:
Font – changes the characters to different styles (default font is Times New Roman)
Font size – changes the size of the characters (default font size is 12)
Bold – changes the characters into thick solid form
Italic – changes the characters into a slant or italicized form
Underline – underlines the character
Left Alignment – aligns the position of the characters to the left (default alignment)
Center Alignment – aligns changes the position of the characters to the center
Right Alignment - aligns the position of the characters to the right
Justify Alignment - aligns the position of the characters to both left and right
Line Spacing – changes the line spacing between sentences or paragraph (common spacing
includes single, 1.5 and double space)
Numbering – adding numbered items to a particular selection
Bullets – adding bulleted items to a particular selection
Decrease Indent – reduces the indention of a particular selection
Increase Indent – increases the indention of a particular selection
Outside Border – adding an outside borders to a particular selection depending on the border
style
Highlight – emphasizes a particular selection with a selected highlight color
Font color – changes the color of the text or characters depending on the selected font colors
(default color is black)
THE DRAWING TOOLBAR

The Drawing toolbar consists of the following commonly used buttons:
Draw – provides the editing commands to a particular selection such as order and text
wrapping
Select objects – selects a particular object to editing
AutoShapes – selects a particular shapes to be used such as lines, connectors, basic shapes,
block arrows, flow charts, stars and banners, call outs, etc.
Line – adds line to particular selections

Arrow - adds arrow to particular selections
Rectangle – adds rectangular shapes to particular selections
Oval - adds circular/oval shapes to particular selections
Text Box – adds a movable text box for a particular selections
Insert Word Art – inserts word art style and lay out
Insert Diagram or Organization chart – inserts the diagram styles and charts
Insert Clip art – inserts images, graphics, drawings from file or form clip art gallery.
Insert Picture – inserts a particular picture to a selected area
Fill color – fills a selected color to a particular area
Line color – changes the color of a selected line
Line style – changes the selected line with the different line styles
Dash Style – changes the selected line with the different dash styles
Arrow style - changes the selected arrow with the different arrow styles
Shadow style – adds different shadow styles to a particular selection
3-D Style – adds different 3 dimensional styles to a particular selection
RULER – is displayed across the top of the document window. It is used to adjust or indent a
paragraph by dragging the indent marker.
STATUS BAR – is the bar at the bottom of the screen. It displays the information about your
document, like showing the page number and the line number.
VIEW BUTTONS
1. NORMAL VIEW – is used for typing, editing and formatting text. It shows text
formatting but simplifies the layout of the page so that you can type and edit quickly.
2. WEB LAYOUT VIEW – displays a Web page or a document that is viewed on the
screen. You can see backgrounds, text is wrapped to fit the window, and graphics are
positioned just as they are in a Web browser.
3. PRINT LAYOUT VIEW – displays the layout of each page in the document as it
looks when printed. You will see how text, graphics, and other elements will be
positioned on the printed page. This view is useful for editing headers and footers, for
adjusting margins, and for working with columns and drawing objects. If you'd like
to type and edit text in this view, you can save screen space by hiding white space at
the top and bottom of the page.
4. OUTLINE VIEW – displays the layout of each page in the document with bullets
outline. It shows you how a document is organized and makes it easy to quickly
restructure a document. To make it easier to view and reorganize a document's
structure, you can collapse the document to show just the headings you want.
D. CURSOR MOVEMENT KEYSTROKES

Move up
one line
Move left one Move right one

character character
Move down
one line
Name: Date Performed:

Crs. Yr. & Sec.: Date Submitted:
Subject: Instructor:
Points Earned: Rating:
Exercise 1
A. THE MENU BAR
1. Objectives:
At the end of this exercise, the student should be able to:
1. Start the Microsoft Word.
2. List down the different commands in the Menu bar.
3. Identify the use of the commands listed in the Menu bar.
2. Theory:
The Menu bar contains menus like File, Edit, View, Insert, Format,
Tools, Table, Window, and Help. When selected, the Pull Down menu
appears. When the pull down menu drops down, it displays commands
you use to perform different tasks.
3. Devices:
Computer Unit
4. Procedures:
1. Boot the computer.
2. Start Microsoft Word.
 Click the Start button.
 Select Program.
 Click Microsoft Word or double click the MS Word Icon on
your desktop.
3. Display Pull Down Menu
 Click each Menu button on the menu bar.
 Note down the commands listed inside the pull down menu.
 Use the spaces provided for recording your findings.
FILE EDIT VIEW INSERT
FORMAT TOOLS TABLE WINDOW
HELP
B. THE TOOL BARS
1. Objectives:
At the end of this exercise, the student should be able to:
1. Identify the different commands included in the standard and
Formatting Toolbars.
2. Know the functions of each button found in the Standard and
Formatting Toolbars.
2. Theory:
The Standard Toolbar contains commands that are used for editing tasks.
It contains buttons such as cut, copy, paste, etc.
The Formatting Toolbar contains commands that are used for enhancing
the appearance of your document. It contains buttons such as font, font
size, bold, italics, underline, etc.
Using the toolbar buttons will give you a quick access to different
commands for editing and formatting text.
3. Devices:
Computer Unit
4. Procedures:
1. Open the Microsoft Word Program.
2. Identify the following Standard and Formatting Tool bars. Indicate the
name or description of each toolbar button on the space provided
below.
1 6 11 16 21
2 7 12 17 22
3 8 13 18 23
4 Concepts on Microsoft
References: Basic 14 to HTML by Evangeline
9 Office with Introduction 19 Madrid-Hirata 24 9
5
Hardware Fundamentals10 by Mary Joy Cariaga 15 20
1. _______________________ 11. _____________________ 21. _____________________
2. _______________________ 12. _____________________ 22. _____________________
3. _______________________ 13. _____________________ 23. _____________________
4. _______________________ 14. _____________________ 24. _____________________
5. _______________________ 15. _____________________
6. _______________________ 16. _____________________
7. _______________________ 17. _____________________
8. _______________________ 18. _____________________
9. _______________________ 19. _____________________
10. ______________________ 20. _____________________

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Computer Laboratory Manual – COMPUTER 1 Prepared by: ARLIE GIL CASO, Computer Instructor

LESSON 4 FUNDAMENTALS OF KEYBOARDING & WORD PROCESSING

1. Acquaint oneself with the different parts of the keyboard

A. BASICS OF KEYBOARDING/DATA ENCODING

Figure 1 Proper Position of the Hand

Figure 2 Character Distributions

Figure 3 The Keyboard

PARTS OF THE KEYBOARD

 SHIFT KEY – is pressed to change the alphabetic characters to the uppercase

COMPUTER KEYBOARD SHORTCUTS

CTRL+A -Select All

CTRL+D -Text Formatting (Font, Font Style. Font Size)

B. MICROSOFT WORD DEFINITION

THE MICROSOFT WORD

Features of Microsoft Word

1. Easy to use Visual tools kike menus and toolbars.

STARTING MICROSOFT WORD

1. Click the Start button.

A. MICROSOFT WORD APPLICATION SCREEN

The word processing screen for windows refers to a

2. CONTROL MENU – it controls an application window.

C. PARTS DESCRIPTION AND ILLUSTRATIONS

NEW – creates a new document

CUT – deletes a certain part of the document

GO TO – moves to a new location

THE STANDARD TOOLBAR

New – starts a new work documents.

Save – saves the current document.

THE FORMATTING TOOLBAR

THE DRAWING TOOLBAR

Line – adds line to particular selections

D. CURSOR MOVEMENT KEYSTROKES

Move left one Move right one

Name: Date Performed:

FILE EDIT VIEW INSERT

FORMAT TOOLS TABLE WINDOW

B. THE TOOL BARS

1. _______________________ 11. _____________________ 21. _____________________

2. _______________________ 12. _____________________ 22. _____________________

3. _______________________ 13. _____________________ 23. _____________________

4. _______________________ 14. _____________________ 24. _____________________

5. _______________________ 15. _____________________

6. _______________________ 16. _____________________

7. _______________________ 17. _____________________

8. _______________________ 18. _____________________

9. _______________________ 19. _____________________

10. ______________________ 20. _____________________

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1. _____________ 11. _ 21. ___________

2. _____________ 12. _ 22. ___________

3. _____________ 13. _ 23. ___________

4. _____________ 14. _ 24. ___________

5. ___ 15. _

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8. ___ 18. _

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