Components of the Word WindowBesides the usual PC window components (close box, title bar, scroll bars, etc.), a Word window hasother elements, as shown in the following figure. Component Functionality or Purpose of the ComponentMenu Bar Contains File,Edit, View, Insert, Format, Tools, Table, Window and Help menusStandard Contains icons for shortcuts to menu commands.ToolbarFormatting Contains pop-up menus for style, font, and font size; iconsTool Bar for boldface, italic, and underline; alignment icons; number and bullet list icons; indention icons, the border icon, highlight, and font color icons.Ruler Ruler on which you can set tabs, paragraph alignment, and other formats.
Insertion Point Blinking vertical bar that indicates where text you type will be inserted. Dont confuse the insertion point with the mouse I-beam. To move the insertion point, just click the mouse where you want the point moved.End-of-File Non-printing symbol that marks the end of the file. YouMarker cannot insert text after this mark.Selection Bar Invisible narrow strip along the left edge of the window. Your(Gutter) mouse pointer changes to a right-pointing arrow when it is in this area. It is used to select a line, a paragraph, or the entire document.Split Handle Double-click to split the window in two (to view different portions of the same file). Double-click to return to one windowStatus Bar Displays page number, section number, and total number of pages, pointer position on page and time of day.Task Pane Displays and groups commonly used features for convenience.Office An animated character that can provide help andAssistant suggestions. There are multiple characters to choose from, and it is possible to turn the Office Assistant off.Creating and Saving a DocumentOpening and Closing A DocumentTo open a file, select Open... from the File menu. In the dialog box, click on the filename and then onthe Open button. If your file is not in the opened folder, click on the down arrow (next to folder name)to see a directory listing. The Up One Level button icon on the right enables you to move up one level.You can then switch to the floppy disk, hard drive or Desktop where the appropriate file or folder islocated.
For example, to open a file from a floppy disk, select Open... from the File menu. If the disks namedoes not appear on the left side of the dialog box, click on the down arrow. Select its name in the boxat the left or if it is not displayed, click the Up One Level button to see a different display of files andfolders. When you locate the desired diskette or file, click Open. (Double-clicking on the name will also open it).To close a document, click its close box in the upper right of the title bar (boxwith the large X on it) or select Close from the File menu. The keyboardshortcut is <Ctrl + W>.Saving a DocumentYour document and changes you make to a document are not saved to disk until you issue a savecommand. Saving is quick and easy. You should save often to minimize the loss of your work. Wordhas two save commands - Save and Save As. - that work similarly. Both are under the File menu.Save Save AsWhen you save a new document for the first This command always displays a dialog box wheretime, Word displays a dialog box (see figure, you can choose a document name and disk (seebelow). Select where you want to save your figure, below). Use the Save As. commanddocument and give it a name. When you save an whenever you want to save a copy of the currentexisting document that you have been editing, document under a different name or in a differentthe newly saved version is written over the older folder (or disk). The newly saved copy becomes theversion. active document.Adding and Modifying TextEntering TextTo enter text, just start typing. Word inserts the text you type at the insertion point. If you press awrong key, use the Delete key to erase the mistake. Word automatically starts a new line when you
reach the end of the current line. This is called "word wrap". Do not press Enter at the end of a line.Press Enter only at the end of paragraphs.Type the following paragraph. Remember, dont press Enter at the end of the line.Microsoft Word is part of the Microsoft Office software. It allows you to create, edit, modify andenhance documents. Word is not a simple text processor. It is a document production system.To move the insertion point with the mouse, click the mouse in the desired location. If the locationyou want is not visible, use the scroll bars to move up or down in the document. To move theinsertion point to the top of the document, press <Ctrl + Home>. To move to the end of thedocument, press < Ctrl + End >.To insert new text, just click the mouse at the point where you want to insert the additional text andstart typing. Existing text moves to accommodate your additions.Click the mouse pointer after the word, "enhance" and type:beautifulClick the mouse pointer before the word, "not" in the second line and type:justType <Ctrl + Home> to move to the very beginning of your document and type:Your name and press Enter .Todays date and press EnterThe name of the school where you teach and press Enter, Enter.Deleting TextThe Backspace key deletes one character to the left of the insertion point. The Delete key deletes onecharacter to the right of the insertion point. You can use these keys any time. To delete more thanjust a few characters, select the text and press the Delete key. Selecting text is covered below.Undoing MistakesIf you make a terrible mistake-you accidentally delete an important paragraph, for example-use theUndo command under the Edit menu immediately (The keyboard shortcut is < Ctrl + Z >). Do notissue any other command until after you have undone your mistake.Selecting Text to Bold, Italicize, and UnderlineYou select a portion of text in order to perform some operation on it. You can then delete, replace,copy, move, or format it. The Selection Bar is located to the left of the document window. When you
put your mouse pointer, which is a left pointing arrow in that area, the arrow swings to the right. Thefollowing table explains how to select various blocks of text.To Select this... Do this...Word Double click anywhere on the word.Line Click right-pointing arrow in the selection bar to left of line.Sentence <Ctrl + click> anywhere in sentence. Double-click the right-pointing arrow in the selection bar to the left of theParagraph paragraph, or triple-click in paragraph.A block of text of Click at one end of the block and shift-click at the other end of the block. Or click atany size one end of block and drag to the other end of the block.Entire document Press < Ctrl + A> or hold down the Ctrl key and click in the selection bar.And to... Do this...Deselect text Click anywhere outside the selection. Shift-click an additional block. For example, if you have selected a paragraph andExtend a selection you shift-click on another paragraph, it will be added to the selection.Copy and Paste TextYou can copy selected text from one place to another with the Copy and Paste commands or with theDrag and Drop procedure. You can move selected text from one place to another with the Cut andPaste commands, and with the Drag and Drop procedure. These commands and procedures aredescribed below.Cut - The Cut command extracts the selected text and puts it on the Clipboard (a temporary storagearea). The contents of the Clipboard are overwritten with each copy or cut.Copy - The Copy command puts a copy of the selected text on the Clipboard.Paste - The Paste command inserts the Clipboards contents at the insertion point. Existing textmoves to accommodate pasted text. If text is selected, it is replaced by the pasted text.Drag and Drop - This procedure does not involve the Clipboard and works best when moving text ashort distance. To move text, select the text and drag it to its new location. To copy text; hold downthe <Ctrl> key while you drag the text.Check the SpellingWord has a built-in spelling checker. You can have Word check a selected portion of yourdocument (one word, a paragraph, etc.) or the entire document. If you select text before starting thespelling checker, Word checks the selection, then asks whether it should stop or check the rest of thedocument. To check the entire document, move the insertion point to the top of the document ( Ctrl +Home) before you select the spelling checker.
To start the spelling checker, select Spelling and Grammar from theTools menu. Word will begin to check for misspellings. If Word finds aword that is not in its dictionaries, it pauses, displays the word, and ifpossible, suggests alternatives (see figure below).You have several choices at this point described in the table below. Ifthe word is spelled correctly, you can have Word ignore it or add it to acustom dictionary. If the word is incorrect, you can have Word replace it with one of its suggestions orwith a spelling you supply in the Change To: box.If the word is spelled correctly...To ignore only this occurrence of the word, click IgnoreTo ignore all occurrences of the word, click Ignore AllTo add the word to a custom dictionary, click AddIf the word is misspelled...First, click correct spelling in Suggestions list or type the correction in theChange To: box. Then...To change only this occurrence of the word, click ChangeTo change all occurrence of the word, click Change AllAfter you make your choice, Word continues checking spelling. Remember to save your documentafter using the spelling checker in order to retain the changes.Formatting Text and ParagraphsFormatting TextYou can format text that you are about to type or text that already exists. To format new text, turn onthe formatting features you want, type the text, and then turn off the features (select them again orselect new features). To format existing text, select the text and choose the formatting features. Forexample, to create a heading that is Helvetica, bold, 18-point text, select the font and size from thepop-up menus on the Tool Bar (see below). Then, click on the B button to turn on bold.Formatting ParagraphsIn Microsoft Word , a paragraph is any amount of text followed by a paragraph symbol (¶). A one-word heading is a paragraph. A 100-word job description is a paragraph. Even a blank line terminatedby a ¶ is a paragraph.
You can perform paragraph formatting from the Format menu. 1. Highlight the paragraph you want to format. 2. Click on Format from the Command menu. 3. Choose Paragraph. 4. Make the changes from the options that are displayed in the window. For example, to change line spacing from single to double, click on the Line spacing drop down arrow, and choose double.You can also choose icons from the Formatting Tool Bar to formatparagraphs. 1. Font and font sizes, 2. Paragraph alignment icons, and 3. Indention icons. 4. Numbered and Bulleted lists.Numbering Pages With the Header and FooterHeaders and footers typically contain titles and page numbers for a document. A header is text thatappears within the top margin on each page, whereas a footer appears in the bottom margin. You canset a different header and footer on the first page by selecting Page Setup from the File menu, clickingthe Layout tab from the open dialog box and then selecting Different First Page from the availableoptions.To create a header (or footer) in a document, select Header and Footer from the View menu. Type theheader or footer text in the header or footer window (see below). The default text is left aligned with acentered tab set at 3 " and a right tab at 6. You can format Header and Footer text using the Ribbonand Ruler similar to a paragraph in your document. Click on the Header and Footer tool bar buttons toinsert a page number, the current date, the time, and to switch between the Header and Footertemplate.PrintingSelect File, Print to print your document. Save the document before selecting the Print command toavoid losing your work. You can also click on the Print icon to print the active document.Review and SummaryTo... Do This...Open a Word document. Double-click on the icon.Open any document within Select Open... from the File menu or press < Ctrl + O > . In the dialogWord box, click on the filename and then on the Open button.Close a document Click its close box, select Close from the File menu, or press < Ctrl + W>.
Save a document Select Save from the File menu or press < Ctrl + S > . Type a name for the document and select a disk in which to save it.Move text Select the text. Choose Cut from the Edit menu or press < Ctrl + X>.Copy text Select the text and choose Copy from the Edit menu or press <Ctrl + C>.Insert text from the clipboard Choose Paste from the Edit menu or press < Ctrl + V >Set the margins Choose Page Setup from the File menu.Change the font or size of Select the text and choose from the Font or Size boxes on the Ribbon.textCreate bold , italic or Select the text and choose the formatting features from the Ribbon.underlined textChange the alignment or Select the paragraphs and click on the alignment and spacing icons onspacing of paragraphs the Ruler.Add page numbers Choose Header and Footer from the View menu. Click on the page number icon.Start the spelling checker Move the insertion point to the top of the document or press < Ctrl + Home>. Select Spelling and Grammar from the Tools menu.Preview the document Choose Print Preview from the File menu.Print the document Choose Print from the File menu or press < Ctrl + P >.GraphicsMicrosoft Word contains a full set of graphic tools. You can: Create graphics from scratch Import graphics from other programs Place graphics within text Manipulate graphics on a pageWord comes with some pre-designed graphics that are normally installed in the MSOFFICECLIPARTfolder. These graphics can be resized and placed within text.Inserting a Graphic in your DocumentTo insert a graphic in a document position the insertpoint where you want to place the graphic in thetext. Select Picture from the insert menu. Click onClip art, and double-click the graphic you want toinsert.
1. Choose Insert, Picture, Clip Art or click the Insert Clip Art button on the Drawing toolbar. 2. Word opens the Clip Art Task Pane. 3. Search for a specific clip image by entering what you are looking for within the Search field in the Task Pane. 4. Alternately, click on the Clip Organizer button toward the bottom of the Task Pane to open up the Clip Art Organizer. 5. Select a clip and when Word shows a control palette, select the first option, Insert Clip. The clip is inserted where your insertion point is positioned. 6. You can also drag the clip art into your document.NOTE: You cannot view graphics in a document when you are in Normal Viewing mode. Switch to PageLayout to see your graphic.Wrapping Text around a GraphicBy default text does not wrap around a graphic. To get text to wrap around a graphic, do thefollowing: 1. Right click on the graphic to get the short cut menu. 2. Choose Format Picture from the list displayed. 3. Select the Layout tab. 4. Choose the style of wrap that you like and click OK.Resizing a Picture Select the inserted picture by clicking once on it. Click the Cropping tool on the Picture toolbar. Notice that the mouse cursor has changed. Drag one of the corners with the pointer to reduce its size and eliminate it.Lines and ShapesUse the Drawing toolbar to create lines, shapes, text boxes, AutoShapes, WordArt, or Clip Art.Exercise 1 - Drawing a Line or Arrow 1. Open a new Word document. 2. Save it as Practice. 3. Click the Drawing tool in the Standard toolbar or right click in any toolbar on your screen to display a list of available toolbars.
4. Select the Drawing toolbar. 5. Click a line or arrow on the Drawing toolbar. 6. When the cross hair appears, point to a spot in your document where you want the line or shape and draw a shape.Exercise 2 - Drawing an AutoShape 1. Click AutoShapes on the Drawing toolbar. 2. Select Stars and Banners from the drop down list of categories. 3. Select the shape you want. 4. Click in your document and drag the cross hair that appears to draw the shape.Exercise 3 - Adding a Text Box 1. Click the Text Box icon on the Drawing toolbar 2. When the cross hair appears, point to a spot in your document where you want the text box and drag. 3. The box appears with an insertion point in it. 4. Type "Microsoft Word Graphics" within the box.Exercise 4 - Using WordArt 1. To display the Word Art Gallery , choose Insert, Picture, WordArt or click the WordArt icon on the Drawing toolbar. 2. Double-Click a WordArt style. 3. Word opens the Edit WordArt dialog box. 4. Type the text you want and it will replace the sample text. 5. Choose a font, font size, and style. 6. Click OK to close the WordArt Gallery and see your text.
TablesIn this section you will learn how to: Create a table using either the menu or the table icon. Add, Delete, and Insert columns and rows. Select and change the size of columns and rows. Add Borders and Shading.Creating Tables Using the MenuA table is a grid of rows and columns on the page, like a spreadsheet. The area where a row andcolumn intersect is called a cell. The number and width of columns can vary from row to row. Cells areseparated by gridlines, which are non-printing separators. To display the table gridlines, selectGridlines from the Table menu.Each cell can contain a paragraph, multiple paragraphs of text, orgraphics. Microsoft Word wraps text within a cell in the same waythat text is wrapped at the end of a line of normal text. Text withincells can be formatted, copied, cut, and pasted. You can add text,edit text, change its size, add borders, or add and delete columnsand rows.
To create a table, select the Insert Table command from the Table menu. The Table Dialog boxappears:Enter the number of columns and rows you want to include in the table and click on the OK button.A table with the number of columns and rows that you specified is inserted in your document and thecursor is positioned in the first cell of the table.You can move from cell to cell using the <Tab> key, to move forward to the next cell and the <ShiftTab> keys to move back to the previous cell.Creating a Table Using the Table Button in the Standard ToolbarThe Table button on the Toolbar provides another way to create a table. To use the Table button,place the mouse on the Table button and press the mouse button. The Table button selection box popsdown. Drag the mouse down to select the number of rows you want and to the right to select thenumber of columns. When you have selected the correct number of rows and columns, release themouse button. A table with the number of cells you have specified is inserted in your document. Open a new document by clicking on the New Document button on the Toolbar. Press the <Enter> key twice to add some blank lines to your document. Use either method described above to create a new table. Make the table contain 3 columns and 5 rows. Type the text displayed in the example below. Use the <Tab> key to move to the next cell and <Shift + Tab> to move back to the previous cell. State Capital Per Capita Income Texas Austin 27,000.00 Pennsylvania Harrisburg 22,500.00 Vermont Montpelier 21,000.00 New York Albany 31,000.00Selecting TablesCells in a table can be selected using the click-and-drag method or one of the following techniques:To select a Click in the lower left corner of the cell. (The mouse pointercell: shape becomes a right pointing arrow.)To select a Single Click in the selection bar to the left of the row.row:To select a Place the mouse on the top border of the column and click.
column: (The mouse pointer becomes a black down pointing arrow.)To select the On a Macintosh hold down the Option button and double-clickentire table: in the table. On a Windows machine Press the <Alt> key and the number 5 key on the numeric keypad . (The NumLock must be turned off.)To select Drag the mouse across the desired cell selection.more thanone cell:Inserting Columns and RowsTo insert a row or column within a table, select the row or column after the position for the new row orcolumn. Select Insert Row or Insert Column from the Table menu.To insert a column to the right of the table, position the insertion point just outside the last column.Choose select column from the table menu, and then click the insert columns button on the standardtoolbar. 1. Select the first row in the "States" table. 2. Select Insert Rows from the Table menu. 3. Select the last row in the "States" table. 4. Select Insert Rows from the Table menu. 5. Select the first column in the "States" table. 6. Select Insert Columns from the Table menu. 7. Select the last two columns in the "States" table. 8. Select Insert Columns from the Table menu.Changing Column WidthYou can adjust the width of a column, or you can adjust the width of all the cells in a column. Tochange the column width, click on the column width button. Drag the button to the left or rightaccording to your needs. To change the width of all the columns select the entire table and drag thecolumn width button you wish to change.
1. Click and drag the first column width button to the 1.5-inch mark. 2. Click on the Next Column width button to the 3-inch mark.The mouse can also be used to change column widths. To select the column that you want to change,place the mouse pointer on the right border of the column. As you move the mouse pointer on top ofthe column border the pointer becomes a two-headed arrow (see example displayed in the leftmargin). When the mouse pointer is displayed as the two-headed arrow, press the mouse button anddrag to reposition the column width. As you drag the mouse, an outline of the new border shows theborder position. When you have resized the column to a satisfactory width, release the mouse button.The entire column is resized accordingly. 1. Select the first column of the second table in your document. 2. Place the mouse in the right hand border of the column. 3. When you see the two-headed arrow appear, press and drag the mouse to increase the column width. 4. Select the second column and resize the column width using the mouse.Deleting Columns and RowsTo delete a column or row, select the column or row you want to delete then select Delete column orrow from the Table menu. Notice that if you select a column, the command is Delete Columns, if youselect a row, the command is Delete Rows. 1. Select the first column in the "States" table. 2. Select the Delete Columns command from the Table menu. 3. Select the second and third columns in the table. 4. Select the Delete Columns command from the Table menu. 5. Select the first row in the last table in your document. 6. Select the Delete Rows command from the Table menu. 7. Select the last row in your table. 8. Select the Delete Row command from the Table menu. 9. Click on the Undo button to restore the deleted rows.Adding BordersThe table gridlines surrounding each cell are non-printing lines. To add printing lines or borders to atable, select the table followed by the Borders and Shading command from the Format menu. The CellBorders and Shading dialog box appears. You can select a variety of border styles using the optionslisted in the Borders dialog box. Instructions for using the Cell Border dialog box are listed in the tablebelow.None No borders.Box - the outer boundary of Select Box from the Presets selection box.the table is outlined with aborder.
Shadow -the table is Select Grid from the Presets options.outlined with a shadow.3-DCustom - any boundary or In the Border selection box, select theset of boundaries can a boundary you want to add a border to, thenborder using any Line style. click on the Line style that you want to use in the Line selection box. 1. Select the entire "States" table. 2. Select Borders and Shading from the Format menu. 3. Select Grid from the Presets selection box and click on the OK button. 4. Select the next table in your document. 5. Select Borders and Shading from the Format menu. 6. Select Box from the Presets selection box and click on the OK button. 7. Select the next table in your document. 8. Create a custom border using the Presets and Line selection boxes in the Borders and Shading dialog box.Review and SummaryTo do this... Do this...Select a cell: Click in the lower left corner of the cell. (The mouse pointer shape becomes a right pointing arrow.)Select a row: Single Click in the selection bar to the left of the row.Select a column: Place the mouse on the top border of the column and click. (The mouse pointer becomes a black down pointing arrow.)Select the entire Click on the Table Menu, choose Select and then Table.table:Select more than