Computer apprediation __ms_word

…the day you stop learning, you start dying…

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INTRODUCTION TO COMPUTERS
nderstanding the computer is very easy because the act of computer is
computing and everybody practices computing e.g. calculating,
measurements etc.The History of Computer started in 1940’s but computing
as an act started long ago with human activities…
omputers are everywhere: at work, at school, and at home.
People use all types and sizes of computers for a variety of reasons and
in a range of places. While some computers sit on top of a desk or on
the floor, mobile computers and mobile devices are small enough to carry.
Mobile devices, such as many cell phones, often are classified
ascomputers.Computers are a primarymeans of local and global
communication for billions of people. Consumers use computers to
correspond withbusinesses, employees with other employees andcustomers,
students with classmates and teachers,and family members and military
personnel with friends and other family members. In addition to sending
simple notes, people use computersto share photos, drawings, documents,
calendars,journals, music, and videos.Through computers, society has
instantaccess to information from around the globe.Local and national news,
weather reports, sportsscores, airline schedules, telephone directories,maps
and directions, job listings, credit reports,and countless forms of educational
materialalways are accessible.From the computer, you can make a telephone
call, meet new friends, share opinions or life stories, book flights, shop, fill
prescriptions, file taxes, take a course, receive alerts, and automate your
home. At home or while on the road, people use computers to manage
schedules and contacts, listen to voice mail messages, balance checkbooks,
pay bills, transfer funds, and buy or sell stocks. Banks place ATMs (automated
teller machines)all over the world, so that customers can deposit and
withdraw funds anywhere at any time. At the grocery store, a computer tracks
purchases, calculates the amount of money due, and often generates coupons
customized to buying patterns.Vehicles include onboard navigation systems
thatprovide directions, call for emergency services, and track the vehicle if it is
stolen. In the workplace, employees use computersto create correspondence
such as e-mail messages,memos, and letters; manage calendars;
calculatepayroll; track inventory; and generate invoices.
U
C

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At school, teachers use computers to assist with classroom instruction.
Students complete assignments and conduct research on computers in lab
rooms, at home, or elsewhere.
Instead of attendingclass on campus, some students take entireclasses directly
from their computer. People also spend hours of leisure time usinga
computer. They play games, listen to music orradio broadcasts, watch or
compose videos and movies, read books and magazines, share
stories,research genealogy, retouch photos, and planvacations.As technology
continues to advance, computershave become a part of everyday life. Thus,
many people believe computer literacy is vital tosuccess in today’s world.
Computer literacy,also known as digital literacy, involves having a current
knowledge and understanding of computersand their uses. Because the
requirements thatdetermine computer literacy change as technologychanges,
you must keep up with these changes toremain computer literate.

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COMPUTER AND ITS DEFINITION
What Is a Computer?
A computer is an electronic device, operatingunder the control of instructions
stored in itsown memory that can accept data, processthe data according to
specified rules, produceresults, and stores the results for future use.
Computer can be defined as an electronic; machine that accepts data’s as
input, processes it through its processing unit and gives its result as an output
or information.
Understanding Data and Information
Computers process data into information.Data is a collection of unprocessed
items, which can include text, numbers, images, audio, and video. Information
conveys meaning and is useful to people. Many daily activities either involve
the use of computers or depend on information from a computer.
Information Processing Cycle
Computers process data (input) intoinformation (output). Computers carry
outprocesses using instructions, which are the stepsthat tell the computer
how to perform a particulartask. A collection of related instructionsorganized
for a common purpose is referred toas software. A computer often holds data,
information,and instructions in storage for futureuse. Some people refer to
the series of input, process, output, and storage activities as theinformation
processing cycle. Most computers today communicate with other computers.
As a result, communications also has become an essential element of
theinformation processing cycle.
For example:
A computer processes data into information. In this simplified example, the
item ordered, item price, quantity ordered, andamount received all represent
data. The computer processes the data to produce the cash register receipt
(information).
Please study this illustration showing how data’s are processed into
information (for better understanding).

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Here’s the Illustration:-
DATA:-
PROCESSES:-
• Computes each item’s total price by multiplying thequantity ordered by the
item price (i.e., 2 * 1.49 = 2.98).
• Organizes data.
• Sums all item total prices to determine order total duefrom customer
(13.12).
• Calculates change due to customer by subtracting theorder total from
amount received (20.00 - 13.12 = 6.88).
INFORMATION:-
ROYAL SPARK SYSTEMS
1, OgheneovieOvadje Avenue,
Lekki Peninsula, Lagos, Nigeria.
(234) 7060834856
QTY ITEM(S) TOTAL
2 Famadavic IC’s 2.98
1 MJ Beats Sticks 3.49
1 Motherboard 4.49
1 Spark Silicon Chips 0.99
3 Ovadje LCD’s 1.17
Total Due 13.12
Amount Received 20.00
Change 6.88
Thank You
Description Unit Price Qty
Famadavic IC’s $ 1.49 each 2
MJ Beats Sticks $ 3.49 each 1
Motherboard $ 4.49 each 1
Spark Silicon chips $ 0.99 each 1
Ovadje LCD’s $ 0.39 each 2
Amount Received $ 20.00

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COMPUTER AND ITS PARTS
The Parts of the computer is divided into two, they are:-
 The Main Parts: They are the CPU, VDU & the Keyboard
 The Peripherals: They are the other parts of the computer e.g. Mouse,
Plotter, Joystick, Microphone, Speaker, Scanner, Light Pen e.t.c

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THE MONITOR
The monitor looks like a television screen and is where you see what is
happening on your computer. By using shadows and graphics with over a
million different colors, much of what you see will appear 3-dimensional.
Think of this as the ‘face’ of the computer.
THE CPU (Central Processing Unit)
The CPU houses the machinery that allows your computer to work. Think of
this as the ‘brains’ of the computer. This component looks very different in
desktops and laptops, but it works the same.
THE KEYBOARD
The keyboard is one of two ways to interact with your computer. The keys
should mostly mimic a traditional typewriter. The Keyboard is an input device
used to type characters and send commands by typing i.e. shortcuts like
Ctrl + S = Save, Ctrl + O= Open.
Various Keys of the Keyboard: Letter Keys, Number Keys, Alpha-numeric keys,
Cursor keys, Function keys, Numeric keypad etc.
*Please check Page 13 to understand more about the Keyboard*
THE MOUSE
This is the other way to interact with your computer. Most mice have two
buttons—a right and a left button—and a scrolling wheel. The Mouse is an
input device used for clicking; it is used to give instruction to the computer by
clicking.
Types of Clicking: Left clicking, Right clicking & Double clicking.
*Please check Page 14 to understand more about the Mouse*
TYPES OF COMPUTER
The Output of a computer is used to determine the type of computer i.e. by their
output you shall know them.
Analog Computer: Generally used in taking readings, measurements and
mostly diagnostic tools e.g. thermometer, ammeter, stethoscope, barometer,
voltmeter, Tape rule etc. Their outputs are in form of graphs and curves.
Digital Computer: They are mostly found in business environments, their
outputs are in form of digits, e.g. Calculators, Mobile Phones, Laptops, Digital
Clocks etc.

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Hybrid Computer: This is the combination of analog and digital features; the
hybrid computer can take readings and display its information in form of
digits e.g. electronic scales found in petrol filling stations, digital
thermometers etc.
CLASSES OF COMPUTER
Computers are classified by their sizes i.e. by their sizes you shall know them,
the classes of computers are:-
Micro Computers: They are small or portable computers e.g. laptops, mobile
phones, I Pads, Notebook Computers etc.
Mini Computers: They are medium computers, bigger than the micro-
computers but smaller than the mainframe computers e.g. Photocopiers etc.
Mainframe Computers: They are large computers found in organizations or
business environment and are mostly referred to as room computers because
of their sizes, A mainframe is a large, expensive, powerful computer that can
handle hundreds or thousands of connected users simultaneouslyMainframes
Storetremendous amounts of data, instructions, and information.
Review Assignment
If you have studied this Introduction to computers, answer this:
1. Define Computer.
2. List and explain the following with an example:-
I. Types of computer
II. Classes of computer
III. Parts of Computer
3. What do you understand by:-
i. Data
ii. Information
4. Sketch a Computer System.
5. What type of computer does a “Speedometer” belong?

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Turning the Computer On
Let's get started! As you sit down at your desk, you can assume that your
Computer System is one of three states:
OFF:This is exactly what it sounds like: The computer is off, and no parts are
running or working. The monitor is black (no images), there is no “whirring”
sound from the CPU, and the computer is unresponsive to mouse movements
or pressing keys on the keyboard. The power button (if it lights up) should not
be lit up.
 ON:When a computer is on, you should see digits or images on the monitor,
you may possibly hear a “whirring” noise coming from the CPU (hopefully not
too loud!), and the pointer on the screen (the small white arrow) should
respond when you move the mouse.
 SLEEP MODE:Most computers have a mode called “Sleep,” in which
thecomputer is on, but has assumed an energy-efficient, minimal power
mode. To“wake” the computer, simply move the mouse around or press the
space bar onthe keyboard and it will “wake up” and return to the exact same
place that it waswhen it went to sleep. In other words, if you were using a
word processingprogram and the computer went to sleep, it would return to
exactly what you were working on when it wakes up.
NOTE:
To turn a computer on, simply press the power button once (no need to hold
the button—just press and release).
You will see something like this: it’s the switch.
Logging On
Once you turn the computer on, the computer will go through a series of
automated tasks before it is ready for you to interact with it; this process is
called “startup.” This process will last between one and two minutes. If the
computer is not working correctly, you may see an error message during
startup. If the computer is performing as it should, however, you will probably
see one of the following screens:
Please turn over…--

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Here’s the login screen:
After this, you see the desktop, it looks like this:

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After you log on, the computer will display what is known as your desktop
within a few seconds to a few minutes (if your computer is newer, this will
probably go faster). Here you will see a digital representation of something
similar to a real-life office space, complete with a workspace, files and file
folders, and even a recycling bin! One of the neatest features about Microsoft
Windows is that your desktop may not look anything like the one above! While
this may sound confusing, it means that you are able to personalize, alter, and
change almost everything about your desktop environment. If you do not like
the color blue as your background, where the icons are, or even what
language it is in, you can change it! Here are some examples:

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UNDERSTANDING WINDOWS
Windows is a User Friendly Popular Operating System that deals with the
term “Graphical Interface”. Graphical Interface simply means the clicking of
commands.
TERMS, YOU SHOULD KNOW:
Desktop: This is the main screen of the computer
Icons: These are small pictures used to represent programs, shortcuts and
commands
Taskbar: This is the rectangular bar at the bottom of the desktop screen.
Start MenuButton: This is the small box at the left-hand side of the taskbar on
the desktop screen.
Recycle Bin: This is the folder that contains deleted files.
My Documents: This is the default folder of where documents are stored.
My Computer: This is the System Folder that contains all the drives in your
computer system.
Note:-
Here’s how the
Desktop looks

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UNDERSTANDING THE BASIC TOOLS FOR WORKING WITH
THE COMPUTER:
The Keyboard and the Mouse are the main tools you must understand when
working with computer…
THE KEYBOARD
n order to use your computer effectively, you must interact with it using
both the mouse and the keyboard. The above image is a keyboard, it may
closely resemblethe keyboard in front of you; learning the function of just a
few keys will help you to interact better with your computer and individual
programs. The following is a list of commonly used keys that have special
functions (keep in mind that key functions can change depending on which
program you are using):
1. Backspace: This key deletes letters backward.
2. Delete: This key deletes letters forward.
3. Shift: This key, when pressed WITH another key, will perform a
secondary
Function.
4. Spacebar: This key enters a space between words or letters.
5. Tab: This key will indent what you type, or move the text to the right.
The default indent distance is usually ½ inch.
6. Caps Lock: Pressing this key will make every letter you type capitalized.
I

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7. Control (Ctrl): This key, when pressed WITH another key, performs a
Shortcut.
8. Enter: This key either gives you a new line, or executes a command
(pressed in a word processing program e.g. Ms. Office Word, it begins a
new line).
9. Number Keypad: These are exactly the same as the numbers at the top
of the Keyboard; some people find them easier to use in this position.
10. Cursor / Arrow Keys: Like the mouse, these keys are used to navigate
through a document or page.
Others Keys are Page up Key, Page down Key, End Key, Home Key, Print
Screen Key, Letter keys, Number Keys, Alpha-numeric Keys etc.
The Mouse
While the keyboard is primarily used to insert/input and manipulate text and
numbers on a computer, the mouse is used mostly for navigating around the
screen. Mice come in a variety of shapes and sizes. Some of the strangest-
looking mice often look that way because they are designed to be more
ergonomic than traditional mice.The type of mouse that you choose to use is
totally based on your preference; if you want a fancy mouse, that’s fine; if you
prefer a simple mouse, that’s OK too. Each mouse, however different it may
be, has similar functions.
Understanding Clicking
One of the most difficult things to learn when first beginning to use a
computer, is how to use the mouse. It takes coordination, precision, and
patience. Fortunately, the more you practice, the easier it will become!

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The mouse symbol, or pointer, that
appears on the computer screen will
change its look and function
depending on what it is near or
hovering over.
…SOMETHING YOU NEED TO KNOW:
 The Operating System
Computers without operating systems are exactly like televisions without a
signal: They will turn on, but you will be looking at a blank screen with no hope
of Interacting with it (the lights are on, but nobody’s home)! The most popular
operating system is “Microsoft Windows,” and it is utilized by most personal
computer (PC) users. It is what you are using today in class. It is a program that
acts as the brains of the computer, allowing you to run other programs, work
on projects, and do basically everything else that computers are capable of.
There are many different versions of Microsoft Windows e.g. Windows 98,
Windows XP, Windows Vista etc.; and a new version is released every couple
of years (just like car models).
For now, remember these
rules:
1. The LEFT mouse button SELECTS
items.
2. The RIGHT mouse button GIVES YOU
MORE
OPTIONS.
3. Double-Clicking the LEFT mouse
button
EXECUTES options (for example, you
can open a
Program by double-clicking an icon on
the desktop).
4. Double-Clicking the RIGHT mouse
button does not do
Anything.

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 The Start Menu Button:
The Start Menu is the small box at the left
hand side of the taskbar of the Desktop
screen. LEFT-CLICK once on the Start Button to
Open the Menu.
You will notice that the options that are
available in this menu contains popular
programs like Microsoft Office Word 2007,
Microsoft Office Excel 2007 etc.,
Also note the “Turn off Computer” button at
the bottom of the menu. This button is very
impor
tant.
It will
allow you to log off or shut down the
computer. Logging off a computer is
like locking a car—the computer is in
a stationary mode and you can’t do
anything from the outside. Clicking it
is like turning off the engine. When
you click Turn off Computer, the
computer has an opportunity to
properly “shut down”. By pointing
your cursor at “All Programs,”
another menu will appear. This is a
list of all the programs that you have
installed on your computer. Nearly
everything that you can do with your
computer can be found in the Start menu. This includes finding help, using
programs, getting on the Internet, e-mailing, playing games, customizing your
desktop, and more! You should feel free to experiment with the Start Menu.
Go ahead and left-click on something!
 Here is something you must know:-
Minimize
Maximize/Restore
Down Close

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Minimize: Left-click this button to shrink the window down to the taskbar, it
reduces the running program or folder to the taskbar.
Maximize: Left-click this button to make the window/running application as
large as it can be. It will take up your entire screen.
Restore Down: Left-click this button to make the window smaller without
minimizing it i.e. it reduces the size of the window but it does not reduce it to
the taskbar.
Close: Left-click this button to close the window. The program will close and
stop running. Make sure you save your work first!
 TERMS
 Booting: This is the process whereby a computer prepares itself for
an operator, There are various types of Booting; they are:
Cold Booting: simply means turning on a computer
Warm Booting: simply means restarting an already turned on
computer
Re-Booting: simply means the same as warm booting
Review Assignment
If you have studied this, answer this:
1. Define Microsoft Windows?
2. What is Desktop?
I. What is an Icon?
II. What is a Taskbar?
3. Write short notes on the function of a Keyboard?
I. List 10 shortcuts you know
II. List 5 keys out of the various keys of the keyboard
4. What is the basic function of the Mouse?
5. What do you understand by Shutting down a computer?

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DESKTOP PUBLISHING
What is Desktop Publishing?
Desktop Publishing can be defined as a Course
that deals with the Preparation of documents
and the Creation of Publication i.e. typing of
documents, Organization of data’s, designing
a publication e.t.c.
Who is a Desktop Publisher?
ADesktopPublisher is someone who studied
Desktop Publishing or someone with the abilities of
preparation of documents and creating of
publication or someone with the knowledge of
Microsoft Office package e.g. Ms. Word, Ms.
Excel, Ms. PowerPoint etc.
…please come as we begin with our first practical subject (Ms. Word) in
this course…

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MISCROSOFT OFFICE WORD {2007}
Microsoft Word is a word-processing
application that is generally used for
Typesetting…
How to go to Ms. Word:
Click Start Button ->All Programs -> Microsoft Office ->Microsoft Office
Word

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GETTING STARTED WITH MICROSOFT OFFICE WORD 2007
Microsoft Office word is a word processing application used in the preparation
of documents and it’s generally used for type setting e.g. general typing,
preparation of letter heads e.t.c
Screen Layout
Menus
When you begin to explore Word 2007 you will notice a new look to the menu bar. There
are three features that you should remember as you work within Word 2007: the Microsoft
Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain
many of the functions will be more fully explored below.
The Microsoft Office Button

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The Microsoft Office button performs many of the function that were located in the File
menu of older versions of Word. This button allows you to create a new document, open an
existing document, save or save as, print, send (through email or fax), publish or close.
The Ribbon
The ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert,
Page Layout, References, Mailings, Review, and View that contain many new and existing
features of word. Each tab is divided into groups. The groups are logical collections of
features designed to perform functions that you will utilize in developing or editing your
word document. Commonly used features are displayed on the Ribbon, to view additional
features within each group, click on the arrow at the bottom right of each group.
Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text and
Symbols
Page Layout: Themes, Page Setup, Page Background, paragraph,
Arrange.
References: Table of contents, Footnote, citation & Bibliography,
captions, index and Table of Authorities.
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview
Results, Finish
Review: Proofing, comments, Tracking, changes compare, Protect
View: Document views, Show/Hide, Zoom, Window, Macros
Please turn over to next page for the menus, I mean how they look
when you click on each of them…

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Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may
want to use. You can place the quick access toolbar above or below the ribbon. To change
the location of the quick access toolbar, click on the arrow at the end of the toolbar and
click on show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office
Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be
added to the Quick Access Toolbar.
WORKING WITH DOCUMENT
Create 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.

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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
 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:
 Click the Office Button and find the file you want to rename.
 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.
Document Views
There are many ways to view a document in word.

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 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 layout, just text.
To view a document in different forms, click the document views shortcut at the bottom of
the screen or:
 Click the View Tab on the Ribbon
 Click on the appropriate document view.
Close a Document
To close a document:
 Click the Office Button
 Click Close
Customize the Word Environment
Word 2007 offers a wide range of customizable options that allow you to make Word work
the best for you. To access these customize options:
 Click the Office Button
 Click Word Options
Popular
These features allow you to personalize your work environment with language, colour
schemes, user name and allow you to access the Live Preview feature. The live Preview

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feature allows you to preview the results of applying design and formatting changes
without actually applying it.
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.
Advanced
This feature allows you to specify options for editing, copying, pasting, displaying,
printing and saving.
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.

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EDITING A DOCUMENT
Typing and Inserting Text
To enter text, just start typing! The text with 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 f a document:
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the documents 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
Whole paragraphs 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 ChooseEditing 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 add he 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.

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Rearrange Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the Home
Tab of 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 DELETEkeys 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.

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Undo Changes
To undo changes:
 Click the Undo Button on the Quick Access Toolbar
Formatting Text
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.
Change Font Typeface and size
To change the font typeface:
 Click the narrow next to the font name and choose a font
 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 narrow next to the font size and choose the appropriate size, or
 Click the increase or decrease font size buttons.

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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
Change Text Colour
To change the text colour:
Select the text and click the colour s button included on the Font Group of the Ribbon, or
Highlight the text and right click choose the colours tool.
Select the colour by clicking the down arrow next to the font colour button.
Highlight Text
Highlight 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, o
 Select the text and right click and select the highlight tool
 To change the colour 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
 ClickClear 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 Page Layout Tab of the
Ribbon or the Paragraph Group on the Home Tab of the Ribbon
Change 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 paragraphs Group.
 Align Left: the text is aligned with you 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.
Indent 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 for 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:
12

33 | P a g e
 Click the indent buttons to control the indent.
 Click the Indent buttons repeated times to increase the size of the indent.
 Click the dialog box of the Paragraph Group
 Click the Indent and Spacing Tab
 Select your indents
Add Borders and Shading
You can add borders and shading to paragraph and entire pages. To create a border around
a 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
Apply styles

34 | P a g e
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.
Create 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 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 Paragraph 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
Styles
The use of styles in Word will allow you to quickly format a document with a consistent
and
Apply Styles
Click the styles dialog box on the Styles Group in the Home Tab. To apply a style:
 Click the Styles Dialog Box
 Click the style you choose

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Creating New Styles
Styles or New Quick 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.
New Quick Style
To create a style easily:
 Insert your cursor anywhere in the chosen style
 Click the style dialog box
 Click Save Selection as New Quick Style
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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DESIGNING A TABLE
Click on Insert
On the Design Tab, you can choose:
 Table Style Options
 Table Styles
 Draw Borders
To format a table, click the table and then click 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 direction (Alignment Group)

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Graphics
Word 2007 allows you to insert characters, symbols, pictures, illustration, and watermarks.
Symbols and Special Characters
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

39 | P a g e
 To edit the equation click the equation and the Design Tab will be available in the
Ribbon
Illustration, Picture, and Smart Art
Word 2007 allows you to insert illustrations and picture into a document. To insert
illustration:
 Place your cursor in the document where you want the illustration/picture
 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 aPicture:
 Click the Picture button
 Click the Picture
 Click insert
SmartArt is a collection of graphics you can utilize to organize information within your
document. It includes timelines, processes, or window. To insert Smart Art
 Place your cursor in the document where you want the illustration/picture
 Click the Insert tab on the Ribbon
 Click the Smart Art button
 Click the Smart Art 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.

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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.
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
To use Custom Watermark… is to create your own watermark.
There are two types of Watermark; they are Picture Watermark & Text Watermark
There are two layouts of watermark; they are Diagonal & Horizontal.
e.g.

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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
 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.
Customize Autocorrect
You can set up the Autocorrect tool in word to retain certain text the way it is. To
customize Auto correct:
 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
Apply a Page Border and Color
To apply a page border or color:
 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 click on page number data on title first, decide the
page then:
 Click Header or Footer
 Choose style

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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)
Footer
Create a Page Break
 Click the Page Layout Tab on the Ribbon
 On the Page Setup Group click the
 Click Page Break
Insert a Cover Page
To insert a cover page:
 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 Blank Page Button on the Page Group

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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 selection that you choose so
that a series of action 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
 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

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 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 Macro
 Click on Stop Recording Macros
 To assign a macro button to a keyboard shortcut:
 Click keyboard
 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 CONTENT
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 delete. 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 ant text identified
with the style Heading 1.
Mark Table of Contents Entries
You can mark the Table of Content 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

50 | P a g e
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 Content
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 Reference 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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Under Save as Type, click Web Page
Type in the name of the document (without spaces)

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LIST
Lists allow you to format and organize text with numbers, bullets, or in an outline.
Bulleted and Numbered Lists
Bulleted list 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 created a nested list:
 Created 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 to change a single bullet
 Right click

54 | P a g e
 Click the arrow next to the bulleted or numbered list and choose a bullet or
numbering style
REFERENCES AND CITATIONS
Word 2007 offers great tools for citing sources, creating as 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 citation and references.
Style
To choose a publishing style:
 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 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
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

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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 Reference Tab on the Ribbon
 Click the Manage Source 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)
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 Insert Footnote (or Insert Endnote depending on your needs)
 Begin typing the footnote
Tracking Changes

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Track changes are 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 my changes you have made.
Document Views
There are four ways to view a document after you have tracked changes:
 Final Showing Markup:Thisshows the documentwith the changes displayed
 Final: This shows the changes document, without the changes displayed
 Original Showing Markup: The Original document with the changes displayed
 Original: The original document without any changes
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.

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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
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.
Printing from Microsoft Word
Go to file, and select print or simply press CTRL + P = Print

Computer apprediation __ms_word

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