St Francis Summer Class

WORD PROCESSING
Word Processing is the ability to create, edit, print and save our documents for future
retrieval and reference. Any software that enables us to do all of this is called a word
processor.
You will learn about a most commonly used word processing software known as
Microsoft Word (often called MS Word or Word) which works in Windows operating
system.

Microsoft Word

Microsoft Word was designed by the Microsoft company. Microsoft introduced MS

Word in Microsoft Office suite along with other application programs. Although there
are different versions of MS Word like; 2007, 2010, 2013, 2016, 2019 etc. it is easy to
use any one as the basic tools and functions remain the same.

Starting Microsoft Word

. Click on the Windows Start button
. Click on All Programs or search for Word in the search box
. Click on Microsoft word

Microsoft Word 2016 interface

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Components of Microsoft Word

Quick Access Toolbar Title bar Ribbon/ Menu Tabs Ribbon

Rulers

Scroll
Bars

Zoom Slider
Status bar Document Body

Title bar: The title bar displays the title/name of the current document that is
open.
Quick Access Toolbar: This displays a small selection of the more commonly used
commands. By default, it shows the Save, Undo, and Repeat commands

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Ribbon/Menu Tabs: This tab gives access to various commands on the ribbon. They
include; Home, Insert, Design, Layout, References, Mailings, Review, View and Help.

Ribbon: This contains all of the commands that is required to do common tasks. It
consists of multiple tabs, each with several groups of commands,

Ruler: The Ruler is located at the top and to the left of our document. It makes it
easier to adjust our document with precision. If the Ruler is not visible in the open
document, then we can click on the View tab and then check Ruler in the Show group.

Scroll bar: The scroll bar allows us to navigate through all the pages of a document.

Status bar: This bar gives you important information about where you are in a
document and which features are currently enabled.

Zoom slider: The magnification bar allows us to increase or decrease the zoom level
of the current document.

Document body: The document body is where we create the document elements
like text, graphics, tables etc. by inserting them using the available options.

CREATING A NEW DOCUMENT

Word files are called documents. Whenever we start a new task in Word, we will have
to create a new document.
Using File tab;
. We click the File tab and then click New
. Under Available Templates, we click Blank document
. Then we click Create

SAVING A DOCUMENT
. We click the File Tab
. Then we select Save.
. The Save As dialog box will appear. We select the location where we wish to save
the document.

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. We enter a name for the document and then click Save.

Using Save As option

If we like to keep the original document and also save another version with a different
name, then the Save As option should be selected.
Click the File tab and select Save As
. Then enter a new filename in the File name box and click on the Save button.

OPENING AN EXISTING DOCUMENT

To open an existing document;
. Click the File tab, and then click Open.
. Search for the file in a drive or folder and select your existing document.
You can also use the shortcut - Ctrl + O

WORKING WITH TEXT

Text forms the basic part of any Word document, which we insert simply by typing.
Working with text in a MS Word document means inserting, manipulating and
modifying text in a document according to our preferences. We change the various
properties of text by selecting the text and manipulate the Font properties (size, colour,
type, etc). This is known as Formatting.

First, we select the text that we want to format.

2. From the Font group under the Home tabs, we may select the options for Style,
Size, Bold, Italic, Underline, Strikethrough, Subscript, Superscript, Grow and Shrink
size, Change case etc.
Or,
We right-click the selected text and choose Font which opens the Font dialog box and
then we change the individual values.

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Erasing Text:
Using the Backspace Key: The Backspace key erases text before the cursor
position.

Using the Delete Key: The Delete key erases text after the cursor position.

Highlighting Text:
Highlighting by Using Arrow Keys: For this, we have to:
. place the cursor before or after the text we wish to highlight, then press and hold
shift, after which;

. press the appropriate arrow key (left arrow to move to the left or right arrow to move
to the right) until the text is highlighted. We can use the up or down arrow key to
highlight one line at a time.

Highlighting by Using the Mouse: For this, we have to:

1. place the cursor before or after the text we wish to highlight.

2. Left click the mouse and drag to select the area you want to highlight

Alignment of Text;

The Alignment option allows us to choose how we want our paragraph to look (i.e.,
justified, right, center, or left). The default alignment in MS Word is left alignment.

Line Spacing:

Spacing is used to design our document and make it more readable. The Line Spacing
option allows us to set the desired amount of space between lines within a paragraph.
The default setting of spacing is single.

CUT, COPY AND PASTE

• Cut will actually remove the selection from the original location and allow it to be
placed somewhere else.
• Copy allows us to leave the original selection where it is and insert a copy elsewhere.
• Paste is used to insert whatever has been cut or copied.

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To Copy we press CTRL+C and to Cut we press CTRL+X. We go to the destination

and press CTRL+V to paste the element. We can also find these functions on the
clipboard.

BULLETED AND NUMBERED LISTS

• Click on the area where we would like our list to appear or highlight the text we
would like to be in a list.
• Go to the Home tab, in the Paragraph group and click Bullets or Numbering
• Bullet(s) or number(s) will be inserted.
You can also select numbering styles with the arrow drop-down arrow beside bullets
and numbers.

HEADERS, FOOTERS AND PAGE NUMBERS

Headers and Footers can be used to give a uniform look to the pages of our document.
The steps for adding header, footer and page number are given below.

Adding Header and Footer:

On the Insert tab, in the Header & Footer group, we click Header or Footer.

• Then we click the header or footer that we want to add to our document and header
or footer area will open.
• We type text in the header or footer area.
• To return to the body of our document, we click Close Header and Footer on the
Design tab (under Header & Footer Tools).

Adding Page Numbers:

On the Insert tab, in the Header & Footer group;
• Click Page Number.
• Then click the page number location that we want.

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In the gallery, we scroll through the options, and then click the page number
format that we want.

CREATING TABLES
To create a table:
• Select Tables from the Tables group under the Insert tabs
• This expands the Insert Table drop-down menu giving us a number of options.
• We may hover the mouse over the small squares representing the cells of a
table. As we hover, the table is displayed in the background and gets created
once we click.
Or

Clicking the Insert Table option, the dialog box will appear, which allows us to select
the table properties.

Or,
The Draw Table option allows us to draw a table using the mouse

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USING FIND AND REPLACE

This allows you to find a word in a document, especially a large document.
While the Replace option enables you to edit a word or words without looking
for its location in a document.
On the Home tab, in the Editing group
• Click on find, a search box will appear
• In the search box, type the word you want to find. A result will show the
locations of the word as used in your document.

EXITING MS WORD

Before we exit from Word, it is a good idea to save our document once again
for the final time. We can exit from MS Word simply by clicking the Close
button or pressing Alt+F4 or by selecting the Exit option from the File tab