CS042A. Using Microsoft Word

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1 CS042A Using Microsoft Word

2 2015 Professional Career Development Institute, LLC. All rights reserved. Accredited by the Accrediting Commission of the Distance Education and Training Council. The Accrediting Commission of the Distance Education and Training Council is listed by the U.S. Department of Education as a nationally recognized accrediting agency.

3 CONTENTS AN INTRODUCTION TO MICROSOFT WORD 1 Launch the Program 2 Review Program Options 4 Save Documents 6 DOCUMENT BASICS 7 Add and Format Text 7 Delete Text 9 Use the Clipboard 9 Share Documents 9 Use the AutoRecover Feature 10 Export as Other File Types 11 Close and Exit Documents 12 Open Documents 13 OTHER FEATURES 14 Work with the Ribbon 14 Use Word Templates 18 Work with Views 19 Adjust Page Layouts 20 Modify the Design of Documents 21 Insert Images and Other Objects 22 Use the Find and Replace Features 23 Check Spelling and Grammar 25 Print Files 26 ADDITIONAL RESOURCES 27 Get Help with Word 27 Other Resources 29 USING MICROSOFT WORD iii

4

5 AN INTRODUCTION TO MICROSOFT WORD Welcome to this introductory guide on Microsoft Word. Word is a tool used for word processing. Using Word, you can create professional documents, such as reports, letters, certificates, flyers, and more. When you ve completed this guide, you ll be able to Create documents in Word Work with Word templates Open, close, and exit Word Format text and check spelling in Word documents Save, share, and print Word documents Explain and work with the Ribbon Explain and work with different views Access help in Word Work or share files online using OneDrive Note: This guide covers the operation of Word Other versions of Word may look different and work differently from what s described here. Check your user s manual to identify the version of Word that you re using. USING MICROSOFT WORD 1

6 Launch the Program We ll start with an introduction to Word and a review of the different parts of the window. You can launch Word in different ways. You can click on the program in your computer s Start menu, double-click the Word icon on your desktop, or click the Word icon if it appears in your toolbar. è Launch Word now. Once you start Word, the start screen will appear (Figure 1), displaying your options. You can create a blank new document or you can work with a template. A template is a document that has been pre-formatted for a particular use, such as a report or resume, as seen in Figure 1. FIGURE 1 The Word start screen offers many different options, including templates, which are available to the right. 2 USING MICROSOFT WORD

7 We ll begin by creating a blank document. è Click Blank document. A new document opens (Figure 2). FIGURE 2 A Blank Document in Word USING MICROSOFT WORD 3

8 Review Program Options FIGURE 3 The Parts of the Word Window Figure 3 shows the different parts of the Word interface. The parts are described below. A B C The Quick Access Toolbar at the upper left of the screen allows you to access common commands at all times. Save, Undo, and Repeat commands are displayed by default. You can customize this toolbar to add or remove other commands, if you wish. To the right of the Quick Access Toolbar is the filename. In new, blank documents, the filename displays Document with a number; this updates once you save the document with an actual filename. To the far right of the title are additional commands: The question mark allows you to access the Help menu. Next is an icon for display options for the Ribbon. (You ll read more about the Ribbon below.) The straight line allows you to minimize your screen. If you have Word open, click this option now. Word is no longer displayed. Don t worry, you can bring it back now by clicking the Word icon on the bottom of your screen (signified by the green file with an X). 4 USING MICROSOFT WORD

9 To the right of the minimize button is an option that appears as one box or two, depending on which is selected. If you click on the two boxes, you ll reduce the size of Word on your screen; if you click on the larger box, you ll maximize it. Lastly, is the Close button signified by an X. You can exit Word quickly by clicking this icon. D E F G H I J K The horizontal group of commands stretching across the screen beneath the Quick Access Toolbar is called the Ribbon. The Ribbon contains tabs, such as File, Home, Insert, and Page Layout. When you click on a tab, you ll access a group of related tools. On the far right, you ll see your Microsoft username, where you can access your account. The default tab displayed in the Ribbon is the Home tab. Here you ll see various groups of commands such as the Clipboard, Font, and Alignment. You ll learn more about these command groups later in this guide. Beneath the Ribbon, you ll see the ruler, which can come in handy when you need to adjust spacing or alignment in a document. The white space taking up the majority of the screen shows your blank document, where you ll add content. On the bottom left of your screen, you ll see the current page you re on as well as the total number of pages in the document. To the right of the page number is the word count, which lists the total number of words in the document. Along the bottom of the screen toward the right, you ll see icons for different views. The three views are Normal, Page Layout, and Page Break. You ll see a bar marked by 100% to the right of views. This is a slider for document zoom control. It allows you to zoom in to get a closer look at your document, or to zoom out to see more of your document at one time. Position your pointer over the far right and you ll see a horizontal bar with arrows pointing up and down. These are scrolling bars. They allow you to use your mouse to quickly navigate through many pages in a document. USING MICROSOFT WORD 5

10 To enter information into the document, type the information in the white content area. We ll discuss how to format the document later in this guide. Meanwhile, let s take a look at some of the other options available to you. è Click the File tab. This view is the Backstage view (Figure 4). è After reviewing the features, click the arrow at the top of the list to return the document. FIGURE 4 In Backstage view, you can access several features, as shown in the blue pane. The Backstage view allows you to access several features of Word. Clicking each option displays tools related to that feature. Click each feature now to review these features. When you re done, click the arrow at the top of the list to return to the document. Save Documents Once you ve created a file, you should save your work. Word offers different filesaving options depending on where you d like to store the file. è Click the File tab and click Save As. (The first time you save a file, you need to name it.) è Navigate to the location and folder where you d like to save your document. OneDrive is Microsoft s online storage space. You can save your files on OneDrive and access them from any computer or device that allows you 6 USING MICROSOFT WORD

11 to sign into your account with an Internet connection. You can also share files with others here. This is a great option if you ll be collaborating on documents with others. Learn more about OneDrive at https://onedrive. live.com. Computer refers to locations on your computer s hard drive or any attached storage devices. è For now, let s save the file on your hard drive. Click Browse if you don t see the specific folder location where you want to keep the file listed. Navigate to the file, enter a filename, and click Save (Figure 5). FIGURE 5 Save Options in Word DOCUMENT BASICS Add and Format Text Use your keyboard to add text to your document now. The insertion point in your document is indicated by the blinking vertical line. That s where text will appear when you begin typing. As you type text into your document, you can press the Enter key to move to a new line. Type a paragraph of text. Once you ve entered text into your document, you can use your mouse to navigate to other locations in the document. You can also use your mouse to select text that you wish to format. Formatting allows you to change the appearance of text. This makes your document more appealing for readers and USING MICROSOFT WORD 7

12 also helps to call attention to different parts of the document. This can make a critical difference in communicating your message. Some of the text formatting options including font size, font style, and color; boldface, italics, and underlining. You can also highlight text and change the case. Let s try some formatting now. To format text that s already in a document, you must first select that text. è Drag your mouse over the text to select it. When you release the mouse, a mini-toolbar with common formatting functions appears (Figure 6). You can select any of the options in the mini-toolbar to change the appearance of the text. FIGURE 6 The mini-toolbar offers quick access to common formatting tools. You can also format text using the tools in the Ribbon, which we ll use in more detail a bit later. For now, review the options in the Ribbon. è Click the Home tab and hover over the options in the different groups (Figure 7). Some of the options you ll see here include font style, font size, bold, italics, underline, text effects, text highlight, and color. It s easy to experiment and try out the different formatting options. Just select your text and then click to change the different options. è If you don t like the change you ve made, simply click Undo in the Quick Access toolbar, or press the Ctrl+ Z keys at the same time. FIGURE 7 The Home tab displays many different tools to format both text and paragraphs. Here s a review of the options on the Home tab: The Clipboard displays options for copying, cutting, and pasting text. The Font group displays options to change the format of the text, such as bold, italics, underline, and highlighting. The Paragraph group displays options for formatting paragraphs, such bulleting or numbering text; adjusting spacing, indents, and alignment; and adding shading or borders. 8 USING MICROSOFT WORD

13 The Styles group displays pre-formatted options for various text styles, such as headings. The Styles option offers an easy way to use styles that have already been set up for use. The Editing group displays options to find, replace, or select text. Delete Text You can also delete text that you don t want. Select the text to be deleted and then click the Delete key. Or, position your insertion point at the end of the text you entered and use the Backspace key to remove it. Use the Clipboard To cut or copy the contents of a Word document from one location to another, you can use the Clipboard (Figure 8). The Clipboard is an Office feature that allows you to store up to 24 entries, such as a block of text, which you can then insert in other locations (called pasting). To use the Clipboard, simply select the text and click Cut to remove it from the document or Copy to make a copy of the text. Then use your mouse to move to another location in the text. Click Paste. The contents you copied will appear here. The Clipboard also contains a useful formatting feature called Format Painter. If you want to copy the formatting from one piece of text to another, select the text with the formatting you want to reuse, then click Format Painter. Carefully select the text to which you d like to apply the formatting. When you release the mouse button, the text will now be formatted. FIGURE 8 The Clipboard allows you to easily copy and paste blocks of text. Share Documents You can use OneDrive to share and collaborate with others on a document. To share a file using OneDrive, navigate to Backstage view. è Click File and then click Share. USING MICROSOFT WORD 9

14 è Choose one of the options presented to you (Figure 9), such as uploading to OneDrive ( Save to Cloud ), inviting people to access your file, or ing the file directly to your contacts. è Follow the instructions for the option you choose to share. FIGURE 9 You can save your files in other locations or share them with other users. Use the AutoRecover Feature If Word crashes or if you forget to save a file before exiting, you can use the AutoRecover feature to restore the file. When you reopen Word, files that have been recovered will appear in the Document Recovery pane (Figure 10). Click to open the file and save it. 10 USING MICROSOFT WORD

15 FIGURE 10 You can restore most files using the Document Recovery pane. Export as Other File Types The Export option from the File tab allows you to save your files as other file types, such as Adobe Acrobat Reader, otherwise known as PDF. PDF is a popular format because it can be easily viewed by others; you don t have to worry if the reader is using the same version of Word that you re using. Additionally, PDF files aren t easy to edit, which makes them useful when you re sharing information that you want to keep secure. è Click File, Export, and then Create PDF/XPS (Figure 11). è Navigate to the location where you d like to save your file and click Publish. Tip: You can export your document to other files types using the Export feature as well. USING MICROSOFT WORD 11

16 FIGURE 11 You can save files in PDF or other formats using the Export feature. Close and Exit Documents When you re finished working on a document, you can exit out of it. è Click File, then click Close. If you have unsaved changes in the document, Word will prompt you with a dialog box asking if you d like to save your changes (Figure 12). You can click Save to save the changes, Don t Save to exit without saving the changes, or Cancel to stay in the document. è Click Save. The file will close. FIGURE 12 If your document has unsaved changes, Word will prompt you to save them. Another way to exit out of Word is to click the X in the upper right-hand corner of the Word window. 12 USING MICROSOFT WORD

17 Open Documents Once you ve saved a document, Word offers you different options to open that document. è In Backstage view, click Open. You ll see a list of locations (Figure 13). Since you recently worked on this document, you can use the Recent Documents option to see a list of documents you worked on recently. è Click Recent Documents. Tip: You can also locate your document by clicking OneDrive if you saved your document to the Cloud, or Computer if you saved the document to your computer s hard drive or another storage device. Then you can navigate to the folder where you saved the file. Simply click Browse to see other folders if the one you want isn t displayed in the list. è Click the filename to open the document. Tip: You may have a few documents that you work on frequently. To quickly access such documents, you can Pin them to Backstage view. This makes them more readily available to you. To use the Pin option, click Open in Backstage view, hover your mouse over the filename, then click the pushpin icon that appears next to the document. To unpin the document, follow the same process; hover over the filename, then click the pushpin icon again. USING MICROSOFT WORD 13

18 FIGURE 13 The Backstage view offers a variety of options for users. OTHER FEATURES Work with the Ribbon Now that you ve worked briefly with the Ribbon, we re going to review each of the tabs. Remember, each tab in the Ribbon displays groups of related commands. Mouse over each icon in the Ribbon to view Tool Tips describing each tool and how you can use it. Tip: The Ribbon will update with additional tabs depending on the tool in use. For example, if you re inserting a picture, an additional tab will appear for you to format the picture, if you wish. 14 USING MICROSOFT WORD

19 Home where you ll find tools you use most often, such as the following (Figure 14): Clipboard Font Paragraph Styles Editing FIGURE 14 The Home Tab Insert use to insert a variety of objects, such as the following (Figure 15): Pages Tables â â Illustrations (pictures, online pictures, shapes, SmartArt, clipart, screenshots, etc.) Apps Media Comments Header & Footer Text Symbols FIGURE 15 The Insert Tab USING MICROSOFT WORD 15

20 Design use to apply themes and other types of formatting to your document (Figure 16). This tab includes two command groups, namely, Document formatting Page background FIGURE 16 The Design Tab Page Layout use to set margins, page sizes, spacing, and more, through the following command groups (Figure 17): Page Setup Paragraph Arrange FIGURE 17 The Page Layout Tab References add a table of contents, footnotes, captions, and more using the following command groups (Figure 18): Table of Contents Footnotes Citations & Bibliography Captions Index FIGURE 18 The References Tab 16 USING MICROSOFT WORD

21 Mailings use to create envelopes, labels, mailing lists, and more using the following command groups (Figure 19): Create (envelopes and labels) â â Start Mail Merge (Mail Merge allows you to merge mailing lists into documents) Write & Insert Fields (part of the Mail Merge feature) Preview Results (part of the Mail Merge feature) Finish (completes the Mail Merge) FIGURE 19 The Mailings Tab Review use to access review tools such as proofing, adding comments, or tracking changes through the following command groups (Figure 20): Proofing Language Comments Tracking Changes â â Compare (use to compare differences between two or more versions of a document) â â Protect (use to prevent anyone else from making changes to your document) FIGURE 20 The Review Tab USING MICROSOFT WORD 17

22 View use to access different view options through the following command groups (Figure 21): â â Views (different document views, such as print, outline, or read mode) Show (rulers, gridlines, or navigation pane) â â Zoom (zoom in or out to view your document or change to view by one page, multiple pages, or page width) Window (for instance, view multiple windows side by side) Macros FIGURE 21 The View Tab Use Word Templates Templates are one of the most useful features in Word. Templates are preformatted to allow you to easily create beautifully styled documents. A template can include formatting, styles, and headings to save you planning and time when working with documents. è To browse available templates, click New to create a new Word document (Figure 22). FIGURE 22 Word comes with a number of installed templates. You can search for additional templates, too. 18 USING MICROSOFT WORD

23 è Browse the available templates and choose the one that suits your needs (Figure 23). è Add your content and make adjustments to the document as you wish. You can change the formatting and styles using the tools in the Ribbon. è Save your document with a unique filename. FIGURE 23 You can find templates to suit a variety of needs. This example shows a template that has been designed as the base for a flyer. Tip: You can also search for templates based on your needs by entering terms in the Search bar at the top of the templates screen. Word also gives you the option to go to Office.com to find and download additional templates available there. Work with Views Word allows you to view your document in a variety of different ways. These are called views. Open your document to see how this works. è Click the View tab in the Ribbon (Figure 24). The selected icon is Print Layout view, which is Word s default view. USING MICROSOFT WORD 19

24 FIGURE 24 The View tab displays different options to view your document. è Click Read Mode to change the view to one designed for reading. è Click View and Edit Document to return to Print Layout view. è Click the other views (Web Layout, Outline, Draft) to see other views. Click the View menu to change the views and then return to Print Layout view. è Try the other types of views shown in the Zoom group (Figure 25) and select the view size you prefer. Zoom 100% One Page Multiple Pages Page Width FIGURE 25 The Zoom group offers additional options to view your document. Adjust Page Layouts The Page Layout tab offers you many features to adjust the page layout of your documents (Figure 26). You can use the Page Setup group to adjust a variety of settings of your document, such as margins, orientation (portrait or landscape), and page size. You can also divide the document into multiple columns. Click on the icon for the feature you d like to change and adjust the settings, if necessary. You can use the Paragraph group to adjust the indents and spacing of your paragraphs. 20 USING MICROSOFT WORD

25 You can use the Arrange group to arrange the position and alignment of pictures or other objects. This group also allows you to change the way text wraps around pictures or other objects, and more. To see additional options for the Page Setup and Paragraph groups, click the arrows in the lower-right corner of those groups, as seen in Figure 26. FIGURE 26 The Page Layout Tab Modify the Design of Documents The Design tab includes a variety of features you can use to visually change the look of your document. For example, adding a theme allows you to add a predesigned set of colors, fonts, and effects to your document. Click the Design tab and view the themes by clicking Themes in the Document Formatting group (Figure 27). FIGURE 27 The Themes option allows you to apply full themes to your documents. USING MICROSOFT WORD 21

26 To the right of the Themes icon are styles (Figure 28), which are sets of font style, color, and sizes you can use to make your document more professional in appearance. Hover over the options to preview the way the style would change your document. If desired, click the icon to apply it to your document. Experiment if you wish; you can always use the Undo option in the Quick Access toolbar to remove the change. You can also adjust other formatting details using the Document Formatting group. For example, this group allows you to globally change the colors or fonts, or add special effects. The other group in the tab is the Page Background group, which allows you to insert watermarks, change the page color, or add page borders and shading. Click on the icon and make your selections. Just use the Undo option to undo any change you ve made. FIGURE 28 Add font styles by clicking a Style icon in the Document Formatting group. Insert Images and Other Objects Word allows you to add images (pictures) and other objects to your documents. You can do this via the Insert tab. This tab allows you to insert the following objects into your document: Cover pages Blank pages Page breaks Tables Pictures (illustrations, photos, clipart, etc.) Shapes Videos Links Comments Headers Footers Page numbers 22 USING MICROSOFT WORD

27 Text boxes Equations Symbols To insert an image into your document, follow these steps: è Position your cursor where you d like to insert the image. è From the Insert tab, click Pictures (Figure 29). è Navigate to the folder where your picture is stored and click Insert. The image is inserted into the document. A new Picture Tools Format tab appears in the Ribbon. This gives you access to a variety of options for adjusting the image. è Make any adjustments, if you wish to do so, using the tools in the Ribbon. FIGURE 29 You can insert a variety of objects, such as images, from the Insert tab. Tip: Follow these steps to insert other types of objects into your document, too. Follow any prompts that appear. Use the Find and Replace Features If you d like to quickly find a word or phrase in your document, you can use Word s Find feature. To replace a word or phrase with another one, use the Replace feature. Access the Find and Replace tools from the Home tab s editing group (Figure 30). FIGURE 30 Use Word s Find and Replace tools to quickly find and/or replace words or phrases in a document. USING MICROSOFT WORD 23

28 è With your document open, click Find. The Navigation pane will appear (Figure 31). è Type the word or phrase you want to find and press the Enter key. The locations where the word or phrase is found will appear in the pane on the left. The word or phrase will be highlighted in the document. FIGURE 31 You can search for words or phrases in a document by using the Find feature. è When you click Replace, the Replace dialog box opens (Figure 32). è Type the word or phrase you d like to replace in the Find What text box and type the word you d like to replace in the Replace With text box. You can then use the buttons in the dialog box to find and replace each instance of the word or phrase individually (Find Next) or all at once (Replace All). FIGURE 32 You can replace words or phrases in a document using the Replace feature. 24 USING MICROSOFT WORD

29 Check Spelling and Grammar Before you finalize your document, you should make sure it s free of errors. Word makes this easy for you by providing spelling and grammar tools to catch errors. To use these features, open your document. è From the Review tab, click the Spelling & Grammar command. è From the Review tab, click Spelling & Grammar in the Proofing group (Figure 33). è Spelling errors will be highlighted and they will appear in the dialog box. Click Change to accept the change that Word suggests for this error (or Change All for all similar misspellings). è If you don t want to make the change, click Ignore to ignore the suggestion (or Ignore All to ignore all remaining instances). è To add this version of the world to Word s dictionary, so that it won t flag the word as incorrect in the future, click Add (Figure 34). Grammar check may offer you suggestions to fix the reference. è Work through each error until a dialog box appears reading the spelling and grammar check is complete. When it does, click OK. FIGURE 33 The Spelling & Grammar Tool USING MICROSOFT WORD 25

30 FIGURE 34 The Spelling & Grammar tool will offer suggestions if a word is flagged for incorrect spelling. Tip: If Word doesn t offer suggestions to fix a word, you can manually type the correction into your document. Print Files Of course, you ll also want to print your documents at times. Let s review how to do so. è Click the File tab and click Print. è The left pane displays the printer selected and the options. Make any changes here. The right pane displays a preview of how your file will look when it s printed (Figure 35). è When your file appears as you d like it, click the Print icon on the upper left. 26 USING MICROSOFT WORD

31 FIGURE 35 You can use a variety of options to print your Word documents. ADDITIONAL RESOURCES Get Help with Word It s easy to access help at any time when you re using Word. Just follow these instructions: è Click the Help icon in the upper right-hand corner of the Word screen (Figure 36). è Press the F1 key. Once the Help dialog box has opened, enter search terms or navigate through the suggestions displayed to find more information on the topic (Figure 37). USING MICROSOFT WORD 27

32 FIGURE 36 Word s Help Icon FIGURE 37 Word s Help Screen Tip: If you right-click with your mouse anywhere in your document, you can access a shortcut to common Word features, such as formatting, cutting and pasting, inserting comments, and more. 28 USING MICROSOFT WORD

33 Other Resources Now that you ve learned about the basics of Word, the best way to put your learning to work is to practice! Try a variety of different templates. Apply styles or themes. Insert different kinds of images and objects. Experiment with formatting options. Remember, to undo any change you ve made, simply click the Undo icon in the Quick Access Toolbar (or press the Ctrl+ Z keys). You can continue your learning depending on your interests and needs. Here are some resources you can access to learn more: Getting Started with Word FX aspx Learnfree.org: Word Good luck! USING MICROSOFT WORD 29

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