3. Basics of Microsoft word.pdf

BASICS OF MICROSOFT WORD
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Index
1. About Microsoft Word
2. The Tabs/Ribbon
3. The Quick Access Toolbar
4. Ruler
5. Document Views
6. Cut, Copy and Paste Text
7. Changing Font, Size, and Colour
8. Highlighting Text
9. Saving a Document
10. Keyboard Shortcuts
11. Sample Letter

 MS Word is a word processing application/program
developed by Microsoft.
 Allows you to create a variety of documents like
letters, flyers, and reports.
 Word 2016 allows you to do more with your word
processing project.
1. About Microsoft Word

Word Interface
•When MS - Word is opened the Word Start Screen will appear.
•The start screen allows you to create a new document by choosing from the list of pre-
made templates.
Fig: MS – Word Icon

Blank Page Overview
When you click on create a Blank document, this screen appears:

2. The Ribbon
The Ribbon contains multiple tabs, each with several groups of tools. The tools provided in
the ribbon will help you complete common tasks in Word.
• File
• Home
• Insert
• Design
• Layout
• References
• Mailings
• Review
• View
The Ribbon has nine tabs:

The Ribbon – Home Tab
• The Home tab gives you access to some of the most commonly used commands for
working with Word, including copying and pasting, formatting, aligning paragraphs, and
choosing document styles.
• The Home tab is selected by default whenever you open Word

The Ribbon- Insert Tab
• The Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to
your document, which can help you communicate information visually and add style to
your document.

The Ribbon-Design Tab
• The Design tab gives you access to a variety of design tools, including document
formatting, effects, theme colors, and page borders which can give your document a
polished look.

The Ribbon – Layout Tab
• The Layout tab allows you to change the print formatting of your document, including
margin width, page orientation, page breaks, and more. These tools will be helpful when
preparing to print a document.

The Ribbon - Reference Tab
• The References tab allows you to add footnotes, citations, table of contents, captions,
and a bibliography. These tools are helpful when composing academic papers.

The Ribbon - Mailing tab
• The Mailings tab is used for composing letters, addressing envelopes, and creating labels.
• It is useful when you are mailing a large number of letters.

The Ribbon-Review Tab
• The Review tab has Word’s powerful editing features, such as adding comments and
tracking changes. These features make it easy to share and collaborate on documents.

The Ribbon –Format tab
• Contextual tabs under Format will appear on the Ribbon when working with certain items, such
as tables and pictures. These tabs contain special tools that can help you format items as
needed.

3. The Quick Access Toolbar
• Located just above the Ribbon, the Quick Access
toolbar lets you access common commands no
matter which tab is selected.
• By default, it shows the Save, Undo, and, Repeat
commands. You can add other tools depending on
your preference.
To add Commands to the Quick Access Toolbar:
Click the drop-down
arrow to the right
of the Quick Access
toolbar.
Select the
Commands you
wish to add from
the drop-down
menu. To choose
from more
commands, select
more commands
The Command will
be added to the
Quick Access
toolbar.

4. The Ruler
Ruler
• The Ruler is located at the top and to
your document’s left.
• It makes it easier to adjust your
document with precision. You can
hide the Ruler to create more screen
space if you want.
To show or hide the Ruler:
• Click on the View tab
• Click the check box next to
the Ruler to show or hide
the ruler

5. Document Views
• Word 2016 has a variety of viewing options that change how your document is displayed.
• You can choose to view your document in Read Mode, Print Layout, or Web Layout. These views can be
useful for various tasks.
• To change document views, locate and select the desired document view tool in the bottom-right corner of
the Word window.
Read Mode Print Layout Web Layout

The Insertion point
• The insertion point is the blinking vertical line in
your document. It indicates where you can enter
text on the page.
• Blank document: When a new, document opens,
the insertion point is located in the top left corner
of the page.

Selecting text
Place the insertion point
next to the text you wish
to select.
Left Click the mouse and
while holding it down drag
you mouse over the text
to select it.
Release the mouse
button. You have selected
the text. A highlighted
box will appear over the
selected text.

6. Copy and Paste text
Select the text you
wish to copy
Click the Copy
command on the
Home tab or right
click the selected
text and click Copy.
Right click on the
text area, and click
on paste to paste
the same text
P.S. - Copying text creates a duplicate of the text.
To copy and paste text:
Tip:
Alternatively, Press Ctrl + C to copy,
& Ctrl + V to paste

Cut and Paste The Text
Select the text you wish to
cut.
Click the Cut command on
the Home tab or right click
the selected text and
select cut.
Click the Paste command
on the Home tab or right
click and select paste and
the text will appear.
Place your insertion point
where you wish the text to
appear.
Click the Paste command
on the Home tab or right
click and select paste and
the text will appear.
Cut Text selection
Paste Text selection here

7. How to Change the Font Style?
Word 2016 provides a variety of other fonts you can
use to customize text and titles.
Select the text
you wish to
change.
2. On the Home
tab click the drop-
down arrow next
to the Font box.
A menu of font
styles will appear.
Move the mouse
over the list of
font styles, then
select the font
you would like to
use
The font will
change in the
document.

Changing Font Size
Step 1. - Select the text, of which you wish to change
the font size.
Step 2: Select the desired font size formatting option.
Step 3: When you move the mouse over the various font sizes, a live preview of the font size will appear in the
document
Step 4: Select the appropriate size as per your choice, and your font size will change

Changing Font Colour
Step 1: Select the text you wish to change.
Step 2: On the Home tab, click the Font Color drop-down
arrow. The Font Color menu appears
1. Move the mouse over the various font colors. A
live preview of the color will appear in the
document.
2. Select the font color you wish to use. The font
color will change in the document.

8. Highlighting The Text
Highlighting text can be useful when marking important
text in your document
Step 1: Select the text you wish to highlight.
Step 2: From the Home tab, click the Text Highlighter
Color drop-down arrow.
Step 3: Select the desired highlight color.

Bold , Italic and Underline
1. Select the text you wish to change.
2. On the Home tab, click the Bold (B), Italic (I), or
Underline (U) command in the Font group.
3. The selected text will be modified in the
document.

Page Orientation
To change page orientation:
1. Select the Page Layout tab.
2. Click the “Orientation” command in the
Page Setup Section.
3. A drop-down menu will appear. Click either
“Portrait” or “Landscape” to change the
page orientation.
4. Once one is selected the page will change.

Changing Page Size
Word has a variety of predefined page sizes to
choose from.
Step 1: Select the “Layout” Tab, then click the
“Size” command.
Step 2: A drop-down menu will appear. The
current page is highlighted.

9. Save and Save as
• In Word there are two says to save a file, SAVE and
SAVE AS.
• SAVE is used when a document is open or edited to
save what you are working on. SAVE AS is used to
save the document to a location and change the
name of the document.

Saving a Document
• The Save As dialog box will
appear. Select the location
where you wish to save the
document.
• Enter a file name for the
document, then click Save.

10. Key Board Shortcuts
• Many users find that using keyboard
shortcuts for Word helps them work
more efficiently and an alternative to
using a mouse.
• A plus sign (+) in a shortcut means that
you need to press multiple keys at the
same time.

To do this Press
Open a document. Ctrl+O
Create a new
document.
Ctrl+N
Save the document. Ctrl+S
Close the document. Ctrl+W
Cut the selected
content to the
Clipboard.
Ctrl+X
Copy the selected
content to the
Clipboard.
Ctrl+C
Paste the contents of the
Clipboard.
Ctrl+V
Select all document
content.
Ctrl+A
Apply bold formatting to
text.
Ctrl+B
Apply italic formatting to
text.
Ctrl+I
Apply underline
formatting to text.
Ctrl+U
Undo the previous action Ctrl+Z
Key Board Shortcuts

3. Basics of Microsoft word.pdf

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3. Basics of Microsoft word.pdf