introduction to ms word 1

7/27/2019 Introduction to MS Word 1

1/3

Introduction to MS Word 1MS WordMicrosoft Word is a word processingprogram used to create letters, memos, envelopelabels and newsletters efficiently. A part of the Microsoft Office Software Package, MSWord is one of the best word processing programs available in the market. It is also themost widely used word processing program that runs on a Windows-based environment.It combines the features of a regularword processingand a simple desktop publishing

program.A word processing program is like a very modern typewriter. You simply have to type thetext and adjust later your preferred display properties. Words not contained within a lineare wrapped around to the next line. You can easily delete and insert text at any point

of the document by specifying the location using the mouse or the cursor.

The MS Word Screen

Title BarThis reflects the application program you are using (Microsoft Word) and the title or

name of the document you are currently editing. If you are working with anewdocument upon starting MS Word, this line reflects Document 1.

Menu BarThis lists the group of commands available. Once you click on a choice, apull-downmenu or list is displayed.

View Buttons

These four buttons to the left of the horizontal scroll bar enable you to viewyourdocument in 4 different ways, namely: Normal View, Web Layout View,Print Layout Viewand Outline View.

The other items or objects on the window are editing tools. Someof these are thehorizontal and vertical rulers, the status bar, and the horizontal andvertical scroll bars.

The vertical ruler is normally used to adjust the top and bottom margins ofa document

while the horizontal ruler is used to set tab stops and indentations for paragraphs. Thestatus bar displays information such as page numbers and document sections.

The Text Area is where you do your typing. When the mouse pointer is within this area, itchanges its appearance into an I-beamor an insert ion point(the equivalent of a cursor

in DOS applications). The insertion point plays a very important role since it confirmswhere editions and changes have to be applied.

The Standard Toolbaris called as such because it is the most common toolbar found in allapplications under Microsoft Office. Under MS Word, it contains the following icons:

NewOpenSavePrintPrint Preview

Spelling and GrammarCutCopyPasteFormat PainterUndoRedo

Insert HyperlinkWeb ToolbarTables and BordersInsert TableInsert Microsoft

Excel WorksheetColumnsDrawingDocument MapShow / Hide ZoomOffice Assistant

Some Standard Toolbar Icons:New Opens a new work documentOpen Loads an existing or saved documentSave Saves the current documentPrint Prints an active documentPrint PreviewAllows the user to view the entire document before printingSpelling Checks the spelling in a word documentCut Removes the highlighted text or selected object from thedocument and places it to the clipboard for pastingCopyAllows the user to copy a highlighted text or selected objectand place it to the clipboard for pastingPaste Places objects or text from the clipboard to a desiredlocation in the documentFormat PainterAllows a user to copy the formatting properties of a

selected text and apply such properties to other text.Undo Reverses the last action takenRedo Repeats the last action takenInsert HyperlinkAllows the user to insert into the document links to other filesor internet sitesTables and Borders Opens the Tables and Borders toolbar this allows the userto edit the display properties of a table


2/3

Insert TableAllows the user to create a tableInsert MS Excel WorksheetAllows the user to import a worksheet from Microsoft ExcelColumnsAllows the user to divide a document or a section of adocument to several columnsDrawing Displays the drawing toolbar this allows the user to insertand edit graphic art and picturesShow / Hide Displays nonprinting charactersZoomAllows the user to zoom in or out for viewing the document

The Formatting Toolbarcontains the icons that represent the commands affecting theappearance or format of the document. Since most of these commands are frequentlyused, this bar is almost always displayed right below the Standard Toolbar.

Some Formatting Toolbar Icons:StyleAllows the user to choose pre-defined text styles font, font

size, etc.FontAllows the user to choose the desired fontFont SizeAllows the user to adjust the size of the textBold, Italic & Underline Sets the selected text to bold, italicized or underlinedAlign Left, Center, AlignRight & Justify

Sets the alignment of the selected text or paragraphNumbering & Bullets These are used to create a numbered list or a bulleted listDecrease Indent &Increase IndentIncreases or decreases the indentation the spacebetween the text and the margin of your text orparagraphBordersAllows the user to insert or edit borders to text and tablesHighlightAllows the user to insert or edit the background color of aselected textFont ColorAllows the user to edit the color of the text

Creating a New DocumentLaunching MS Word automatically opens a new document window, temporarily named

as Document 1.In the event that the user needs a new blank document to work on, the user can clickthe File menu, then New or press CTRL + N.

Formatting FontsThe Formatting toolbar provides some basic commands in formatting fonts, however, theFont dialog box provides more options for doing this. This dialog box may be invoke byclicking the Format menu, then Font


3/3

Copy, Cut, Paste and the Format PainterCopy, Cut and Paste works almost the same with the Copy, Cut and Paste of WindowsExplorer. These 3 commands can be accessed through the Standard toolbar, the Editmenu, or through their shortcut keys.Duplicating Text and Objects1. Select or highlight the desired object or text to duplicate.2. Click Copy.3. Position the cursor or the insertion point to the desired location where theduplicate will appear.4. Click Paste.Moving Text and Objects

1. Select or highlight the desired object or text to move.2. Click Cut.3. Position the cursor or the insertion point to the desired location where the text orobject will appear.4. Click Paste.The Format PainterThe Format Painter allows the user to copy the formatting properties of a selected textand apply such properties to another text. To do this, follow the following steps:1. Highlight the text whose formatting properties you want to copy.2. On the Standard toolbar, click the Format Painter button.3. Highlight the text where you want the properties to be applied.

Formatting ParagraphsThe Formatting toolbar provides some basic commands in formatting paragraphs such

as changing the paragraph alignment and adjusting its indentation. The user may alsodrag certain objects along the horizontal ruler to adjust margins and indentations.

A more powerful way of formatting paragraphs is through the use of the Paragraphdialog box which can be accessed by clicking the Format menu, then Paragraph

Prevents MSWordfrom printingthelast line of aparagraph byitselfat the top of a

page (widow)orthe first line ofaparagraph byitselfat the bottomof apage (orphan).

Prevents apagebreak within aparagraph.Prevents apagebreak betweenaselected

paragraph andthefollowingparagraph.Inserts amanualpage breakbeforea selected

paragraph.If a word is toolong to fit ontheend of a line,MSWord movestheword to the

beginning ofthenext lineinstead ofhyphenating it.

Saving DocumentsThere are several ways of saving a document in MS Word. A user may click on the Savebutton on the Standard toolbar, press CTRL + S, or click on the File menu then click on

Save orSave As

The Difference Between Save and Save AsClicking Save on a document that doesnt have a filename yet

would open the Save Asdialog box. Clicking Save on a document that already has a filename

wouldautomatically save the document using its current filename.

Clicking Save As, on the other hand, would always open the Save Asdialog box

regardless if the document has a filename or not. This is used to savethe document

under a different file name.