microsoft word. word processing definition: word processing is the use of computer software to enter...
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Microsoft WordMicrosoft Word
Word ProcessingWord Processing
Definition: Word Processing is the Definition: Word Processing is the use of computer software to enter use of computer software to enter & edit text& edit text
Microsoft Word is a Word Microsoft Word is a Word Processing ProgramProcessing Program
Parts of the ScreenParts of the Screen
Parts of the ScreenParts of the Screen
Learning to use the parts of the Learning to use the parts of the screen will help you to use screen will help you to use Microsoft Word more quickly & Microsoft Word more quickly & efficientlyefficiently– RibbonRibbon– Microsoft Office ButtonMicrosoft Office Button– Screen ViewsScreen Views– Quick Access ToolbarQuick Access Toolbar
RibbonRibbon
Title Bar and RibbonTitle Bar and Ribbon
Title Bar is on top middle of Title Bar is on top middle of the screenthe screen
Ribbon is panel at top portion Ribbon is panel at top portion of document and includes of document and includes seven tabs: Home, Insert, seven tabs: Home, Insert, Page Layout, References, Page Layout, References, Mailings, Review and ViewMailings, Review and View
Groups on Home Tab includedGroups on Home Tab included
Microsoft Office ButtonMicrosoft Office Button
Microsoft Office ButtonMicrosoft Office Button
Performs many functions that were Performs many functions that were located in the old File Menu of Word. located in the old File Menu of Word. – Create new documentCreate new document– Open existing documentOpen existing document– SaveSave– Save AsSave As– PrintPrint– SendSend– CloseClose
Quick Access ToolbarQuick Access Toolbar
Quick Access ToolbarQuick Access Toolbar
Customizable toolbar that Customizable toolbar that contains commands you may contains commands you may want to use.want to use.
Right click on any Office Button Right click on any Office Button or the Ribbon and Add to Quick or the Ribbon and Add to Quick Access Toolbar to add a shortcut.Access Toolbar to add a shortcut.
RulerRuler
The ruler is found below the main The ruler is found below the main toolbars. toolbars.
The ruler is used to change the The ruler is used to change the format of your document quickly. format of your document quickly.
The ruler changes indents, tabs & The ruler changes indents, tabs & marginsmargins
Creating and Opening Creating and Opening a New Documenta New Document Click the Microsoft Office Button Click the Microsoft Office Button
and Click New orand Click New or Press CTRL+N on the keyboardPress CTRL+N on the keyboard Click the Microsoft Office Button Click the Microsoft Office Button
and Click Open orand Click Open or Press CTRL+O on the keyboardPress CTRL+O on the keyboard
Saving a DocumentSaving a Document
Click the Microsoft Office Button and Click the Microsoft Office Button and Click Save or Save As orClick Save or Save As or
Press CTRL+S on the keyboardPress CTRL+S on the keyboard Click the File icon on the Quick Click the File icon on the Quick
Access ToolbarAccess Toolbar– If sending a document to someone who If sending a document to someone who
doesn’t have Office 2007, click Office doesn’t have Office 2007, click Office Button, click Save As, and click Word Button, click Save As, and click Word 97-2003 Document. 97-2003 Document.
Rename a DocumentRename a Document
Click the Office Button and find Click the Office Button and find the file you want to rename.the file you want to rename.
Right-click the document name Right-click the document name and select and select Rename Rename from the from the shortcut menu.shortcut menu.
Type the new name for the file Type the new name for the file and press the Enter key.and press the Enter key.
Rename a DocumentRename a Document
Document ViewsDocument Views
Click on View TabClick on View Tab ShortcutsShortcuts
Document ViewsDocument Views
Print Layout-This is a view of the Print Layout-This is a view of the document as it would appear document as it would appear when printed. Includes all tables, when printed. Includes all tables, text, graphics, and images.text, graphics, and images.
Full Screen Reading-A full length Full Screen Reading-A full length view of a document. Good for view of a document. Good for viewing two pages at a time.viewing two pages at a time.
Document ViewsDocument Views
Web Layout-This is a view of the Web Layout-This is a view of the document as it would appear in a document as it would appear in a web browser.web browser.
Outline-An outline form of the Outline-An outline form of the document in the form of bullets.document in the form of bullets.
Draft-This view does not display Draft-This view does not display pictures or layouts, just text.pictures or layouts, just text.
Basic EditingBasic Editing
I-Beam-Place the I-Beam with your I-Beam-Place the I-Beam with your mouse where you want to type.mouse where you want to type.
Cursor- It shows where text will Cursor- It shows where text will appear.appear.
Selecting TextSelecting Text– Highlighting the text you wish to Highlighting the text you wish to
changechange Double ClickingDouble Clicking
– Clicking your mouse two times quicklyClicking your mouse two times quickly
Moving in a DocumentMoving in a Document
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END
Up arrow Up one line of text
Down arrow Down one line of text
Right arrow Right to the next character
Left arrow Left to the next character
Right one word CTRL+ right arrow
Left one word CTRL+ left arrow
Up one paragraph CTRL+ up arrow
Down one paragraph CTRL+ down arrow
Selecting TextSelecting Text
Selection Technique
Whole word Double-click the word
Whole paragraph Triple-click within paragraph
Several words or lines Drag mouse over words, or hold down SHIFT while using arrow key
Entire document Choose Editing/ Select/ Select All from the Ribbon or press CTRL+A
More Basic EditingMore Basic Editing
Overtype (OVR)Overtype (OVR)– Typing overTyping over what you have previously what you have previously
typed into the document (Insert key typed into the document (Insert key turns off).turns off).
Cut/Paste TextCut/Paste Text– Removes selected text from the Removes selected text from the
document & places it on the Clipboarddocument & places it on the Clipboard Clipboard- Temporary storage area Clipboard- Temporary storage area
for use when cutting, copying, and for use when cutting, copying, and pasting text.pasting text.
Even More Basic Even More Basic EditingEditing Copy/Paste TextCopy/Paste Text
– A copy of the selected text is placed A copy of the selected text is placed on the clipboardon the clipboard The original text remains in the The original text remains in the
documentdocument– Text that has been copied or cut may be Text that has been copied or cut may be
copied from the clipboard to the location of copied from the clipboard to the location of the insertion point in the documentthe insertion point in the document
Clipboard for Editing Clipboard for Editing TextText
Scroll BarScroll Bar
Allows you to move through the Allows you to move through the document quicklydocument quickly
There are 2 scroll barsThere are 2 scroll bars– One on the bottom of the screen One on the bottom of the screen
Moves the document from side to sideMoves the document from side to side
– One on the right side of the screenOne on the right side of the screen Moves the document up & down Moves the document up & down
Word WrapWord Wrap
The words go to the next line and The words go to the next line and automatically “word wrap” around automatically “word wrap” around to the next lineto the next line
If the text you are keying extends If the text you are keying extends beyond the right margin, it will beyond the right margin, it will automatically move to the next automatically move to the next line .line .– You do not have to hit enter at the end You do not have to hit enter at the end
of each line.of each line.
Status BarStatus Bar
Tells what part of the document is Tells what part of the document is seen on the screenseen on the screen
Found at the bottom left of the Found at the bottom left of the screenscreen
Shows the location of the insertion Shows the location of the insertion point point
Shows the status of pages, lines Shows the status of pages, lines and words used.and words used.
Basic FormattingBasic Formatting
Formatting is the arranging the Formatting is the arranging the font size, typefaces, colors & font size, typefaces, colors & general effects of a document.general effects of a document.– You can use the Home Tab of the You can use the Home Tab of the
Ribbon to control the style of your Ribbon to control the style of your document.document.
Font – Designs of TypeFont – Designs of Type
SerifSerif– A dressier or fancier style of font A dressier or fancier style of font
that has tips on the ends of lettersthat has tips on the ends of letters– It is easier to readIt is easier to read– Example: Times New RomanExample: Times New Romanomanoman
More Type DesignsMore Type Designs
Sans SerifSans Serif– A style of font that does not have A style of font that does not have
tips on the ends of letterstips on the ends of letters– It is often used for titles, heading & It is often used for titles, heading &
page numbers in documentspage numbers in documents– Example: ArialExample: Arial
Font StyleFont Style
A set of features that you can A set of features that you can apply to text to change its apply to text to change its appearanceappearance– Bold – Bold – Used to make text darker and Used to make text darker and
stand out. Also use CTRL+Bstand out. Also use CTRL+B– ItalicItalic – Slants text to make it stand – Slants text to make it stand
out. CTRL+Iout. CTRL+I– UnderlineUnderline – Underlines highlighted – Underlines highlighted
text to make it stand out. CTRL+Utext to make it stand out. CTRL+U– Word Underline-CTRL+Shift+WWord Underline-CTRL+Shift+W
More Font StylesMore Font Styles
Font SizeFont Size
Determines the size of the font Determines the size of the font that is used in a documentthat is used in a document– Font size is determined by the Font size is determined by the
height of the charactersheight of the characters Called PointsCalled Points
– Standard size is 11 pointStandard size is 11 point– 72 points = 1 inch72 points = 1 inch
Paragraph Dialog BoxParagraph Dialog Box
Formatting ParagraphsFormatting Paragraphs
Changing Paragraph Changing Paragraph AlignmentAlignment
AlignmentAlignment
How the text is positioned How the text is positioned between the margins. Click on between the margins. Click on Home Tab to change alignmentHome Tab to change alignment– Left – The text is aligned with your Left – The text is aligned with your
left margin. Used for most left margin. Used for most documents, CTRL+Ldocuments, CTRL+L
– Center-The text is aligned in the Center-The text is aligned in the center of the document. Used for center of the document. Used for headings, titles, and announcements.headings, titles, and announcements.
AlignmentAlignment
Right- Aligns text with the right Right- Aligns text with the right margin. Used for page numbers margin. Used for page numbers and dates. CTRL+Rand dates. CTRL+R
Justify-Aligns text to both the left Justify-Aligns text to both the left and right margins. CTRL+Jand right margins. CTRL+J
Changing the IndentChanging the Indent
Indent-The space Indent-The space between text and a between text and a document’s margin document’s margin Indenting allows you to set text within a Indenting allows you to set text within a
paragraph at different margins.paragraph at different margins.– First Line: Controls the left boundary for the First Line: Controls the left boundary for the
first line of a paragraph. CTRL+Mfirst line of a paragraph. CTRL+M– Hanging: Controls the left boundary of Hanging: Controls the left boundary of
every line in a paragraph except the first. every line in a paragraph except the first. CTRL+TCTRL+T
– Left: Controls the left boundary for every Left: Controls the left boundary for every line in a paragraph.line in a paragraph.
– Right: Controls right boundary for every line Right: Controls right boundary for every line in a paragraph.in a paragraph.
Borders and ShadingBorders and Shading
You can add borders and shading to You can add borders and shading to paragraphs and entire pagesparagraphs and entire pages
Select the area where you want the Select the area where you want the border or shading.border or shading.
Click the Borders button on the Click the Borders button on the Paragraph Group on the Home Tab.Paragraph Group on the Home Tab.
Choose Border and Shading.Choose Border and Shading. Choose the appropriate options.Choose the appropriate options.
Creating a Border or Creating a Border or ShadingShading
Changing Space Changing Space Between Paragraphs Between Paragraphs and Linesand Lines Select the paragraph you wish to Select the paragraph you wish to
changechange On the Home Tab, Click the On the Home Tab, Click the
Paragraph Dialog Box.Paragraph Dialog Box. Click the Indents and Spacing Tab.Click the Indents and Spacing Tab. In the Spacing section, adjust your In the Spacing section, adjust your
spacing accordingly.spacing accordingly.
Line SpacingLine Spacing
Single SpacingSingle Spacing Double Spacing-One blank line Double Spacing-One blank line
between text.between text. Quadruple Spacing-Press Enter Quadruple Spacing-Press Enter
key 4 times to create 3 blank key 4 times to create 3 blank lines.lines.
ProofreadingProofreading
Spelling and GrammarSpelling and Grammar– Place the cursor at the beginning of a Place the cursor at the beginning of a
document or the beginning of a section document or the beginning of a section you want to check.you want to check.
– Click the Review Tab on the Ribbon.Click the Review Tab on the Ribbon.– Click Spelling and Grammar on the Click Spelling and Grammar on the
Proofing Group.Proofing Group.– Any errors will display a dialog box that Any errors will display a dialog box that
allows you to choose the correct spellling.allows you to choose the correct spellling.
Spelling and GrammarSpelling and Grammar
Spelling and Grammar-Spelling and Grammar-
ProofreadingProofreading
Thesaurus-Allows you to view Thesaurus-Allows you to view synonyms.synonyms.– Click the Review Tab of the Ribbon.Click the Review Tab of the Ribbon.– Click the Thesaurus Button on the Click the Thesaurus Button on the
Proofing Group.Proofing Group.– The thesaurus tool will appear on The thesaurus tool will appear on
the right side of the screen and you the right side of the screen and you can view word options.can view word options.
ThesaurusThesaurus
AutoCorrectAutoCorrect
AutoCorrect allows you to retain AutoCorrect allows you to retain certain text the way it is.certain text the way it is.– Click the Office buttonClick the Office button– Click the Word Options buttonClick the Word Options button– Click the Proofing tabClick the Proofing tab– Click AutoCorrect Options buttonClick AutoCorrect Options button
AutoCorrectAutoCorrect
AutoCorrect TabAutoCorrect Tab
DictionaryDictionary
You can customize the dictionary to You can customize the dictionary to recognize words or names that are recognize words or names that are not recognized by the spelling and not recognized by the spelling and grammar check in Wordgrammar check in Word– Click the Office buttonClick the Office button– Click the Word Options buttonClick the Word Options button– Click the Proofing tabClick the Proofing tab– Click the When Correcting Spelling tabClick the When Correcting Spelling tab– Click Custom DictionariesClick Custom Dictionaries
DictionaryDictionary
Adding Words to Adding Words to Dictionary: Click on Dictionary: Click on Edit Word ListEdit Word List
Creating TablesCreating Tables
Place the cursor where you want the Place the cursor where you want the new table.new table.
Click the Insert tab of the Ribbon.Click the Insert tab of the Ribbon. Click the Tables button on the Tables Click the Tables button on the Tables
Group.Group.– Highlight number of rows and columnsHighlight number of rows and columns– Click Insert Table and enter numbersClick Insert Table and enter numbers– Click Draw Table, create your tableClick Draw Table, create your table– Click Quick Tables and choose a tableClick Quick Tables and choose a table
Adding a TableAdding a Table
GraphicsGraphics
Symbols and Special CharactersSymbols and Special Characters– Place your cursor in the document Place your cursor in the document
where you want the symbol.where you want the symbol.– Click the Insert tab on the Ribbon.Click the Insert tab on the Ribbon.– Click the Symbol button on the Click the Symbol button on the
Symbols Group.Symbols Group.– Choose the appropriate symbol.Choose the appropriate symbol.
Symbols and CharactersSymbols and Characters
Symbol ButtonSymbol Button Insert TabInsert Tab
Clip Art and PicturesClip Art and Pictures
To insert Clip Art:To insert Clip Art:– Place your cursor in the document Place your cursor in the document
where you want the Clip Art.where you want the Clip Art.– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click the Clip Art button.Click the Clip Art button.– The dialog box will open and you can The dialog box will open and you can
search for clip art.search for clip art.– Choose the illustration you wish to Choose the illustration you wish to
include.include.
Adding Clip ArtAdding Clip Art
Adding a PictureAdding a Picture
To insert a picture:To insert a picture:– Place cursor where you want the Place cursor where you want the
picture.picture.– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click the Picture Button.Click the Picture Button.– Browse to the picture you wish to Browse to the picture you wish to
include.include.– Click the Picture.Click the Picture.– Click Insert.Click Insert.
Adding a PictureAdding a Picture
Smart ArtSmart Art
Smart Art is a collection of graphics you Smart Art is a collection of graphics you can utilize to organize information within can utilize to organize information within your document. It includes timelines, your document. It includes timelines, processes, or workflow.processes, or workflow.– Place cursor where you want illustration.Place cursor where you want illustration.– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click the Smart Art button.Click the Smart Art button.– Click the Smart Art you wish to insert.Click the Smart Art you wish to insert.– Click the arrow on left side of graphic to Click the arrow on left side of graphic to
insertinsert
Smart ArtSmart Art
Page FormattingPage Formatting
Margins: Blank spaces around the Margins: Blank spaces around the top, bottom, and sides of the page.top, bottom, and sides of the page.– Click the Page Layout Tab on the Click the Page Layout Tab on the
Ribbon.Ribbon.– On the Page Setup Group, Click On the Page Setup Group, Click
Margins.Margins.– Click a Default Margin, orClick a Default Margin, or– Click Custom Margins and complete Click Custom Margins and complete
the dialog box.the dialog box.
Changing MarginsChanging Margins
Page OrientationPage Orientation
Portrait – Page orientation where the Portrait – Page orientation where the document is longer than it is wide. document is longer than it is wide.
Landscape – A page orientation where Landscape – A page orientation where the document is wider than it is long. the document is wider than it is long.
To change Orientation, Page Size, or To change Orientation, Page Size, or Columns:Columns: Click the Page Layout Tab on Ribbon.Click the Page Layout Tab on Ribbon. On Page Setup Group, Click the On Page Setup Group, Click the
Orientation, Size, or Columns drop down Orientation, Size, or Columns drop down menus and select choice.menus and select choice.
Page LayoutPage Layout
Adding a Page Border Adding a Page Border and Colorand Color Click the Page Layout Tab on the Click the Page Layout Tab on the
Ribbon.Ribbon. On the Page Background Group, On the Page Background Group,
click the Page Colors or Page click the Page Colors or Page Borders drop down menus.Borders drop down menus.
Adding a Border and Adding a Border and ColorColor
Header and FooterHeader and Footer
Insert information such as page Insert information such as page numbers, date, or title. First, numbers, date, or title. First, decide if you want the decide if you want the information in the header or the information in the header or the footer, then:footer, then:– Click the Insert Tab on the Ribbon.Click the Insert Tab on the Ribbon.– Click Header or FooterClick Header or Footer– Choose a style.Choose a style.
Headers and FootersHeaders and Footers
ListsLists
Bullets and NumbersBullets and Numbers To add to existing text:To add to existing text:
– Select the text you wish to make a list.Select the text you wish to make a list.– From the Paragraph Group on the Home From the Paragraph Group on the Home
tab, Click the Bulleted or Numbered Lists tab, Click the Bulleted or Numbered Lists button.button.
To create a new list:To create a new list:
-Place cursor where you want the list and -Place cursor where you want the list and click Bulleted or Numbered Lists. Begin click Bulleted or Numbered Lists. Begin typing. typing.
ListsLists
Formatting and Formatting and Sorting ListsSorting Lists To format:To format:
– Select entire list to change all Select entire list to change all bullets/numbers.bullets/numbers.
– Right click and click arrow next to list and Right click and click arrow next to list and choose a style.choose a style.
To sort:To sort:– Select entire list to put into ascending or Select entire list to put into ascending or
descending order.descending order.– Click Sort button to choose order (Located Click Sort button to choose order (Located
in Paragraph group).in Paragraph group).
PrintPrint
Three steps to the printing Three steps to the printing process:process:– Proofread entire documentProofread entire document– Use Print Preview. Allows you to see Use Print Preview. Allows you to see
how a document will appear when it how a document will appear when it is printedis printed
– Print. Check printer number to Print. Check printer number to
Send to correct printer.Send to correct printer.