Microsoft Word

Screen Layout
 Shortcut Menus

These features allow you to access various Word

commands faster than using the options on the
menu bar. View shortcut menus by right-clicking
with the mouse. The options on this menu will
vary depending on the element that was right-
clicked. For example, the shortcut menu below is
produced by right-clicking on a bulleted list.
Actions such as "Decrease Indent" and "Increase
Indent" are only applicable to lists and therefore
only appear on the list shortcut menu. The
shortcut menus are helpful because they only
display the options that can be applied to the
item that was right-clicked and, therefore,
prevent searching through the many menu
options
 Toolbars

 Many toolbars displaying

shortcut buttons are also
available to make editing and
formatting quicker and easier.
Select View|Toolbars from
the menu bar to select the
toolbars. The toolbars that are
already displayed on the
screen are checked. Add a
toolbar simply by clicking on
the name
 Working With Files
Creating and Opening Documents
 There are several ways to create
new documents, open existing
documents, and save documents in
Word:

Create a New Document

 Click the New Document button on
the menu bar.
 Choose File|New from the menu
bar.
 Press CTRL+N (depress the CTRL
key while pressing "N") on the
keyboard.

Open an Existing Document

 Click the Open File button on the
menu bar.
 Choose File|Open from the menu
bar.
 Press CTRL+O on the keyboard.
 Working With Files
Save a Document
 Click the Save button on the
menu bar.
 Select File|Save from the menu
bar.
 Press CTRL+S on the keyboard.

Renaming Documents
 To rename a Word document
while using the program, select
File|Open and find the file you
want to rename. Right-click on
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 with Text
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
 Working with Text
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
Whole paragraph triple-click within the paragraph
Several words or lines drag the mouse over the words, or
hold down SHIFT while using the
arrow keys
Entire document choose Edit|Select All from the
menu bar, or press CTRL+A
 Working with Text

Formatting Text
The formatting toolbar is the easiest way to change many attributes of
text. If the toolbar as shown below isn't displayed on the screen,
select View|Toolbars and choose Formatting.
 Style Menu - Styles are explained in detail later.
 Font Face - Click the arrowhead to the right of the font name box to
view the list of fonts available. Scroll down to the font you want and
select it by clicking on the name once with the mouse. A serif font
(one with "feet" circled in the illustration below) is recommended for
paragraphs of text that will be printed on paper as they are most
readable. The following graphic demonstrates the difference between
serif (Times New Roman on the left) and sans-serif ("no feet", Arial
on the right) fonts.
 Working with Text

Font Size - Click on the white part of the font size box to enter a value for
the font size or click the arrowhead to the right of the box to view a list of
font sizes available. Select a size by clicking on it once. A font size of 10 or
12 is best for paragraphs of text.
Font Style - Use these buttons to bold, italicize, and underline text.
Alignment - Text can be aligned to the left, center, or right side of the page
or it can be justified across the page.
Numbered and Bulleted Lists - Lists are explained in detail later in this
tutorial.
Increase/Decrease Indent - Change the indentation of a paragraph in
relation to the side of the page.
Outside Border - Add a border around a text selection.
 Working with Text

Highlight Color - Use this option to change the color behind a text
selection. The color shown on the button is the last color used. To select
a different color, click the arrowhead next to the image on the button.
Text Color - This option changes the color of the text. The color shown
on the button is the last color chosen. Click the arrowhead next to the
button image to select another color.

The Font dialog box allows you to choose from a larger selection of
formatting options. Select Format|Font from the menu bar to access
the box
 Working with Text

Font
The Font dialog box
allows you to choose from
a larger selection of
formatting options. Select
Format|Font from the
menu bar to access the
box.
 Working with Text
Format Painter

A handy feature for formatting text is the Format Painter located on

the standard toolbar. For example, if you have formatting a paragraph
heading with a certain font face, size, and style and you want to
format another heading the same way, you do not need to manually
add each attribute to the new headline. Instead, use the Format
Painter by following these steps:

 Place the cursor within the text that contains the formatting you want
to copy.
 Click the Format Painter button in the standard toolbar. Notice that
your pointer now has a paintbrush beside it.
 Highlight the text you want to add the same format to with the mouse
and release the mouse button.
 To add the formatting to multiple selections of text, double-click the
Format Painter button instead of clicking once.  The format painter
then stays active until you press the ESC key to turn it off.
 Working with Text
Undo

Feel free to experiment with various text styles. You can always undo
your last action by clicking the Undo button on the standard toolbar or
selecting Edit|Undo... from the menu bar. Click the Redo button on the
standard toolbar or select Edit|Redo... to erase the undo action.
 Styles

The use of styles in Word will

allow you to quickly format a
document with a consistent
and professional look.
Paragraph and character
styles can be saved for use in
many documents.
 Styles
Applying a Style
 Place the cursor in the paragraph
where the style will be applied.
 Click the Style drop-down menu on the
Formatting toolbar and select a style
by clicking on it.
 To apply the same style to multiple
paragraphs, double click the Format
Painter button on the standard toolbar
and click in all the paragraphs that the
style should be applied to. Press the
ESC key to disable the Format Painter.
Apply a Style from the Style Dialog
Box
 Choose from a larger selection of styles
from the Style dialog box
 Click in the paragraph you want to add
a style to.
 Select Format|Style... from the menu
bar.
 From the List drop-down menu,
choose All styles to view all the styles
available.
 Highlight the style you want to apply
and click APPLY
 Tables
Tables are used to display data
and there are several ways to
build them in Word. Begin by
placing the cursor where you
want the table to appear in the
document and choose one of
the following methods.
Insert a Table
 There are two ways to add a
table to the document using
the Insert feature:
 Click the Insert Table button
on the standard toolbar. Drag
the mouse along the grid,
highlighting the number of
rows and columns for the
table.
 Tables
Or, select Table|Insert|
Table from the menu bar.
Select the number of rows
and columns for the table and
click OK.
 Tables
Draw the Table
 A table can also be drawn
onto the document:
 Draw the table by selecting
Table|Draw Table from
the menu bar. The cursor
is now the image of a
pencil and the Tables and
Borders toolbar has
appeared Draw the cells of
the table with the mouse.
If you make a mistake,
click the Eraser button
and drag the mouse over
the area to be deleted.
 To draw more cells, click
on the Draw Table button
 Tables
Inserting Rows and Columns
 Once the table is drawn, insert additional rows by placing the cursor in the
row you want to be adjacent to. Select Table|Insert|Rows Above or
Rows Below. Or, select an entire row and right-click with the mouse.
Choose Insert Rows from the shortcut menu.
Much like inserting a row, add a new column by placing the cursor in a cell
adjacent to where the new column will be added. Select Table|Insert|
Columns to the Left or Columns to the Right. Or, select the column,
right-click with the mouse, and select Insert Columns.
Moving and Resizing a Table
 A four-sided moving arrow and open box resizing handle will appear on
the corners of the table if the mouse is placed over the table. Click and
drag the four-ended arrow to move the table and release the mouse
button when the table is positioned where you want it. Click and drag the
open box handle to resize the table. Change the column widths and row
heights by clicking the cell dividers and dragging them with the mouse.
 Tables
Table Properties
 Use the Table Properties dialog
box to modify the alignment of
the table with the body text and
the text within the table. Access
the box by selecting Tables|
Table Properties. Size - Check
the Preferred width box and
enter a value if the table should
be an exact width.
 Alignment - Highlight the
illustration that represents the
alignment of the table in relation
to the text of the document.
 Text wrapping - Highlight
"None" if the table should appear
on a separate line from the text
or choose "Around" if the text
should wrap around the table.
 Tables
 Borders and Shading - Select
from a number of border styles,
colors, and widths. Click the
Shading tab to change the
background color and pattern.

 Options - Click the Options button

on the Table Properties window.
To change the spacing between the
document text and the table
borders under Default cell
margins. Check the Allow spacing
between cells box and enter a
value to add space between the
table cells.
 Formatting Paragraph
Paragraph Attributes
Format a paragraph by
placing the cursor
within the paragraph
and selecting Format|
Paragraph from the
menu bar.
 Formatting Paragraph
Moving (Cutting)
Text Highlight the text that will be moved and select Edit|Cut from
the menu bar, click the Cut button on the standard tool bar, or press
CTRL+X at once. This will move the text to a clipboard.
To move a small amount of text a short distance, the drag-and-drop
method may be quicker. Highlight the text you want to move, click
the selection with the mouse, drag the selection to the new location,
and release the mouse button.

Copying Text
To copy text, choose Edit|Copy, click the Copy button on the
standard toolbar, or press CTRL+C to copy the text to the clipboard.

Paste Text
To paste cut or copied text, move the cursor to the location you want
to move the text to and select Edit|Paste from the menu bar, click
the Paste button on the standard toolbar, or press CTRL+V.
 Lists
To create a bulleted or numbered list, use the list features
provided by Word.
Bulleted and Numbered Lists
 Click the Bulleted List button or Numbered List
button on the formatting toolbar.
 Type the first entry and press ENTER.  This will create a new

bullet or number on the next line. If you want to start a new

line without adding another bullet or number, hold down the
SHIFT key while pressing ENTER.
 Continue to typing entries and press ENTER twice when you

are finished typing to end the list.

Use the Increase Indent and Decrease Indent
buttons on the formatting toolbar to create lists of multiple
levels.
 Lists
Formatting Lists
The bullet image and numbering
format can be changed by using
the Bullets and Numbering
dialog box.
 Highlight 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.
 Access the dialog box by selecting
Format|Bullets and Numbering
from the menu bar or by right-
clicking within the list and selecting
Bullets and Numbering from the
shortcut menu.
 Select the list style from one of the
seven choices given, or click the
Picture... button to choose a
different icon. Click the Numbered
tab to choose a numbered list
style.
 Click OK when finished.
 Graphics
Adding Clip Art
To add a clip art image from
the Microsoft library to a
document, follow these
steps:
 Select Insert|Picture|Clip
Art from the menu bar
 To find an image, click in the
white box following Search
for clips. Delete the words
"Type one or more
words. . ." and enter
keywords describing the
image you want to use.
- OR -
Click one of the category
icons.
 Click once on the image you
want to add to the document
and the following popup
menu will appear:
 Graphics
• Insert Clip to add the image to the
document.
• Preview Clip to view the image full-size
before adding it to the document. Drag
the bottom, right corner of the preview
window to resize the image and click the
"x" close button to end the preview.
• Add Clip to Favorites will add the
selected image to your favorites directory
that can be chosen from the Insert
ClipArt dialog box.
• Find Similar Clips will retrieve images
similar to the one you have chosen.
Continue selecting images to add to the
document and click the Close button in the
top, right corner of the Insert ClipArt
window to stop adding clip art to the
document.
 Graphics
 Add An Image from a
File
 Follow these steps to
add a photo or graphic
from an existing file:
 Select Insert|Picture|
From File on the menu
bar.
 Click the down arrow
button on the right of
the Look in: window to
find the image on your
computer.
 Highlight the file name
from the list and click
the Insert button.
 Graphics
Editing A Graphic
Activate the image you wish to edit by clicking on it once with the mouse. Nine
handles will appear around the graphic. Click and drag these handles to resize
the image. The handles on the corners will resize proportionally while the
handles on the straight lines will stretch the image. More picture effects can be
changed using the Picture toolbar. The Picture toolbar should appear when
you click on the image. Otherwise, select View|Toolbars|Picture from the
menu bar to activate it.
 Insert Picture will display the image selection window and allows you to
change the image.
 Image Control allows to to make the image grayscale, black and white, or a
watermark.
 More/Less Contrast modifies the contrast between the colors of the image.
 More/Less Brightness will darken or brighten the image.
 Click Crop and drag the handles on the activated image to delete outer
portions of the image.
 Line Style will add a variety of borders to the graphic.
 Text Wrapping will modify the way the document text wraps around the
graphic.
 Format Picture displays all the image properties in a separate window.
 Reset Picture will delete all the modifications made to the image.
 Graphics
Auto Shapes
The AutoShapes toolbar will allow you to draw many different geometrical
shapes, arrows, flow chart symbols, stars, and banners on the document.
Activate the AutoShapes toolbar by selecting Insert|Picture|
AutoShapes or View|Toolbars|AutoShapes from the menu bar, or
clicking the AutoShapes button on the Drawing toolbar. Click each
button on the toolbar to view the options for drawing the shape.

Each of the submenus on the AutoShapes toolbar can become a separate

toolbar. Just click and drag the gray bar across the top of the submenus off
of the toolbar and it will become a separate floating toolbar.
 Spelling & Grammar
AutoCorrect
Word automatically corrects many
commonly misspelled words and
punctuation marks with the
AutoCorrect feature. To view the list
of words that are automatically
corrected, select Tools|
AutoCorrect. This may be a hidden
feature so click the double arrows at
the bottom of the Tools menu listing
if the AutoCorrect choice is not listed.
Many options including the accidental
capitalization of the first two letters of
a word and capitalization of the first
word of the sentence can be
automatically corrected from this
page. If there are words you often
misspell, enter the wrong and correct
spellings in the Replace and With
fields.
 Spelling & Grammar
Spelling and Grammar Check
 Word will automatically check for spelling and grammar errors as you
type unless you turn this feature off. Spelling errors are noted in the
document with a red underline. Grammar errors are indicated by a green
underline. To disable this feature, select Tools|Options from the menu
bar and click the Spelling and Grammar tab on the dialog box.
Uncheck "Check spelling as you type" and "Check grammar as you
type", and click OK.
 To use the spelling and grammar checker, follow these steps:
 Select Tools|Spelling and Grammar from the menu bar.
 The Spelling and Grammar dialog box will notify you of the first
mistake in the document and misspelled words will be highlighted in red.
 If the word is spelled correctly, click the Ignore button or click the
Ignore All button if the word appears more than once in the document.
 If the word is spelled incorrectly, choose one of the suggested spellings
in the Suggestions box and click the Change button or Change All
button to correct all occurrences of the word in the document. If the
correct spelling is not suggested, enter the correct spelling in the Not In
Dictionary box and click the Change button.
 If the word is spelled correctly and will appear in many documents you
type (such as your name), click the Add button to add the word to the
dictionary so it will no longer appear as a misspelled word.
 Spelling & Grammar
 As long as the Check
Grammar box is checked
in the Spelling and
Grammar dialog box,
Word will check the
grammar of the document
in addition to the spelling.
If you do not want the
grammar checked, remove
the checkmark from this
box. Otherwise, follow
these steps for correcting
grammar:
 If Word finds a grammar
mistake, it will be shown
in the box as the spelling
errors. The mistake is
highlighted in green text.
 Spelling & Grammar
Thesaurus
To use the thesaurus, select
Tools|Language|
Thesaurus from the menu
bar or select it from the
Synonyms shortcut menu
as detailed above.
A list of meanings and
synonyms are given on the
windows. Double-click on
the words in the Meanings
box or click the Look Up
button to view similar
words. Double-click words
in the Replace with
Synonym box to view
synonyms of those words.
Highlight the word you
would like to add and click
the Replace button.
 Page Formatting
Page Margins
The page margins of the
document can be changed
using the rulers on the
page and the Page Setup
window. The ruler method
is discussed first:
 Move the mouse over the
area where the white ruler
changes to gray.
 When the cursor becomes a
double-ended arrow, click
with the mouse and drag
the margin indicator to the
desired location.
 Release the mouse when
the margin is set.
 Page Formatting

The margins can also be

changed using the Page
Setup dialog box:
 Select File|Page Setup
and choose the Margins
tab in the dialog box. Enter
margin values in the Top,
Bottom, Left, and Right
boxes. The Preview
window will reflect the
changes.
 If the document has
Headers and/or Footers,
the distance this text
appears from the edge of
the page can be changed.
 Click OK when finished.
 Page Formatting
Page Size and
Orientation
 Change the orientation
page within the Page
Setup dialog box.
 Select File|Page Setup
and choose the Paper
Size tab.
Select the proper paper
size from the drop-down
menu.
 Change the orientation
from Portrait or
Landscape by checking
the corresponding radio
button.
 Page Formatting
Headers and Footers
 A header is text that is added to the top
margin of every page such as a document
title or page number and a footer is text
added to the bottom margin.  Follow these
steps to add or edit headers and footers in
the document:
 Select View|Header and Footer from the
menu bar. The Header and Footer toolbar will
appear and the top of the page will be
highlighted as shown below.
Type the heading in the Header box. You
may use many of the standard text
formatting options such as font face, size,
bold, italics, etc.
 Click the Insert AutoText button to view a
list of quick options available.
 Use the other options on the toolbar to add
page numbers, the current date and time.
 To edit the footer, click the Switch Between
Header and Footer button on the toolbar.
 When you are finished adding headers and
footers, click the Close button on the toolbar
 Page Formatting
Page Numbers
 Follow these instructions for another way to add page numbers to a
document.
 Select Insert|Page Numbers from the menu bar and the following
dialog box will appear. Select the position of the page numbers by
choosing "Top of page" or "Bottom of page" from the Position drop-
down menu.
 Select the alignment of the page numbers in the Alignment drop-down
menu.
 If you do not want the page number to show on the first page (if it is a
title page, for example), uncheck the Show number of first page box.
 Click OK when finished.
 Page Formatting
Print Preview and Printing
 Preview your document by clicking the Print Preview button on the
standard toolbar or by selecting File|Print Preview. When the
document is ready to print, click the Print button from the Print
Preview screen or select File|Print
 Keyboard Shortcuts
Keyboard shortcuts can save time and the effort of switching from the
keyboard to the mouse to execute simple commands. Print this list of Word
keyboard shortcuts and keep it by your computer for a quick reference.

Document actions

Open a file CTRL+O

New fileCTRL+N
Close a file CTRL+W
Save As F12
Save CTRL+S or SHIFT+F12
Print Preview CTRL+F2
Print CTRL+P
Show/Hide paragraph symbols CTRL+*
Spelling and grammar F7
Help F1
Find CTRL+F
Replace CTRL+H
Go To CTRL+G
 Keyboard Shortcuts
Cursor movement

 Select all - entire document CTRL+A

 Select from cursor to beginning of line SHIFT+Home
 Select from cursor to end of line SHIFT+END
 Go to beginning of line HOME
 Go to end of line END
 Go to beginning of document CTRL+Home
 Go to end of document CTRL+End
 Keyboard Shortcuts
Formatting

 Cut CTRL+X
 Copy CTRL+C
 Paste CTRL+V
 Undo CTRL+Z
 Redo CTRL+Y
 Format painter CTRL+SHIFT+C
 Left alignment CTRL+L
 Center alignment CTRL+E
 Right alignment CTRL+R
 Justified CTRL+J
 Delete previous word CTRL+Backspace
 Apply bulleted list CTRL+SHIFT+L
 Indent CTRL+M
 Page break CTRL+Enter
 Keyboard Shortcuts
Text Style

 Font face CTRL+SHIFT+F

 Font size CTRL+SHIFT+P
 Bold CTRL+B
 Italics CTRL+I
 Underline CTRL+U
 Double underline CTRL+SHIFT+D
 Word underline CTRL+SHIFT+W
 All caps CTRL+SHIFT+A