Microsoft Word
Basics
Mr. Lewis
Unit A
Computers & Careers
Unit Introduction
• Microsoft Word is a word processing program
used to create:
–
–
–
–
–
–
–
–
–
Letters
Memos
Newsletters
Research papers
Web pages
Business cards
Resumes
Financial reports
Other types of documents
Understanding Word Processing
Software
• A word processing program is software that
allows you to enter, edit, and format text and
graphics
–
–
–
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Copy and move text
Format text with fonts and color
Format and design page layout
Insert tables, charts, diagrams, and graphics
Use mail merge to create form letters
• The files you create using Word are called
documents
Understanding Word Processing
Software
Graphic
Header
Column
Formatted
text
Chart
Table
Exploring the Word Program Window
• The Word program
window opens and
displays a blank
document
• The insertion point
indicates where
text appears when
you type
I-beam pointer
Blank
document
Insertion point
Starting a Document
• Begin a new document by typing in a blank document in
the document window
• Word includes a word-wrap feature
• As you type, the insertion point moves automatically to the next
line when you reach the right margin
• Press [Enter] only when you want to start a new paragraph
Wrapped text
Starting a Document
• Insert text in a document by clicking to
move the insertion point and then typing
• Delete text
– Press [Backspace] to delete the text before
the insertion point (to the left of text)
– Press [Delete] to delete the text after the
insertion point (to the right of text)
Starting a Document
• Automatic features that might appear as you
type
– AutoComplete
– AutoCorrect
– Spelling and Grammar
Microsoft Products
• Microsoft Word:
• Microsoft Excel:
• Microsoft PowerPoint:
• Microsoft Access:
Word Processor
(papers, resumes, letters etc.)
SAVE: 2007 = .doc
2010 = .docx
Spreadsheet
(match calculations, home
finance, accounting, engineering)
SAVE: 2007 = .xls
2010 = .xlsx
Presentations
(Presenting information to an
audience)
SAVE: 2007 = .ppt
2010 = .pptx
Database
(Massive storage or collection of
information, Video Store, Target,
Walmart etc.)
SAVE: 2007 = .ddb
2010 = .ddbx
Microsoft Word 2010
Help
Button
Ribbon
Title Bar
Quick Access Toolbar
Tabs
Small Dialogue Box Launcher
View Ruler
Button
Groups
Within each group you have commands (Bold, Italics, Font Color etc.)
Notes:
The office button has been replaced with the file tab.
Microsoft Word (Continued)
Maximize
Close
Minimize
Help Button
Hide Ribbon
This portion (picture) of Word is located in the top right corner of your screen.
Name:______________________
Page 4
Microsoft Word
Tab Button
Horizontal Ruler
Vertical
Scroll Bar
Vertical Ruler
Decrease Zoom Zoom Slider
Status Bar
Zoom level
View Buttons
Increase
Zoom
Microsoft Word (Continued)
Tab Stop
Left Tab Stop
Ruler
Right Tab Stop
Scroll Bar
Center Tab Stop
Ruler
Decrease
Zoom
Zoom
Level
Zoom
Slider
Increase
Zoom
Font Size
Font Type
Home Tab, Group Buttons
Bold, Italics
Underline
Alignment
(left, center, right)
Font Color
Styles
Show/ Hide
Notes:
Show/ Hide button characters:
P backwords = is a hard return or hitting enter
A Dot = is using the space bar
Arrow = is using the tab key
Microsoft Word (continued)
Insert
Tab
Header
This is were
you type your
Name, hour and
Assignment.
Microsoft Word
Unit B
Editing Documents
Mr. Lewis
Ways to View a Document
• Print Layout: displays a document as it will look on
a printed page.
• Full Screen Reading View: displays document so it
is easy to read on the screen
• Web Layout View: displays document as it will
look when viewed on a computer screen using a
Web browser
• Outline View: displays the headings in a document
in outline form.
• Draft View: show a simplified layout of a
document, without margins, headers and footers,
or graphics.
Cutting and Pasting Text
• The operation of moving text is called cut and
paste:
• When you cut text, it is removed from the
document and placed on the Clipboard.
Cut
Paste
Copy
Format Painter
Launcher
Group
Copying and Pasting Text
• Copying and pasting text is similar to cutting
and pasting text, except that the text you copy
is not removed from the document. Rather, a
copy of text is placed on the Clipboard, leaving
the original text in place.
Drag and Drop Method
• You can copy text by highlighting the text you
want to move and then press and hold (CTRL)
down. Then with your mouse, move your “I”
beam with your mouse to the spot you want
to transfer your text to.
Using the Office Clipboard
• The office clipboard allows you to collect text
and graphics from files created in any office
program and insert them into your Word
documents. The clipboard can hold up to 24
items, and, unlike the system clipboard, the
items on the office clipboard can be viewed.
Preview of Office Clipboard
You must click
On the launcher
Button first to be
Able to see the
clipboard
Quick Keys
• CTRL + Home : takes you to the top of the
page.
• CTRL + End: takes you to the bottom of the
page.
Finding and Replacing Text
• The find and replace feature in Word allows
you to automatically search for and replace all
instances of a word or phrase in a document.
Find & Replace
Home Tab
Editing Group
Preview Find & Replace
Find Menu
Type the word you want
to “find” in this area
Replace Menu
Find word
you want
to replace
Type the word you want to “replace” the found word with
Thesaurus Button
Review Tab
Proofing Group
Spell Check Button
** When you finish typing and revising a document, you
can use the Spelling and Grammar command to search
the document for misspelled words and grammar errors.
Review Tab
Word Count
Proofing Group
Word Count tell
You things like
How many pages
You have, how many
Words on the page,
Characters, paragraphs
And lines per page.
Adding Hyperlinks
• A hyperlink is text or graphic that, when
clicked, “jumps” the viewer to a different
location or program. www.ferrisstateuniversity.com
Example of a Hyperlink
Insert Tab
Hyperlink Button
Links Group
Hyperlinks Menu
Text you want Hyperlink to say or display
Type the web address that you want hyperlink to link to.
Setting Document Margins
• Document margins are the blank areas between
the edge of the text and the edge of the page
– Default margins are 1” at the top, bottom, left, and
right sides of the page
– Changing a document’s margins changes the amount
of text that fits on a page
• The minimum allowable margin settings depends
on your printer. Some printers will only allow you
to go so small on the margins.
Setting Document Margins
Page Layout Tab
Page Setup Group
Margins Button
Setting Document Margins
Top margin
Ruler shows
location of top
margin
Ruler shows
location of left
margin
Left margin
Right margin
Setting Document Margins Cont:
• Page orientation
– Portrait orientation means a page is taller than it
is wide
• The default page orientation for a document is portrait
– Landscape orientation means a page is wider than
it is tall
• Paper size
– Default paper size is 8.5” x 11”
Microsoft Word
Unit C
Formatting Text & Paragraphs
Mr. Lewis
Formatting with Fonts
• A font is a complete set of characters with the
same typeface or design.
• Fonts are measured in points.
• A point is 1/72 of an inch.
• Fonts are located in the Home tab, Font Group.
Font
Font Color
Font Size
Drop Caps
• A drop cap is a large initial letter, often used to
set off the first paragraph of an article.
C
Drop Cap
arman-Ainsworth Community Schools would like to thank you.
Insert Tab, Text Group, Drop Cap Button
Changing Line and Paragraph Spacing
•
•
Increasing the amount of space between lines adds more white space to a document
and can make it easier to read.
The default line spacing for Word is 1.15
Home Tab
Paragraph Group
Line Spacing Button
Aligning Paragraphs
• Changing paragraph alignment is another way to enhance a document’s
appearance.
• By default, text is Left Aligned, which means it is flush with the left margin
and has a ragged right edge.
• Using the alignment buttons in the Paragraph group, you can Right Align a
paragraph – make it flush with the right margin.
• You can Center a paragraph so that it is positioned evenly between the left
and right margins.
• You can also Justify a paragraph so that both the left and right edges of the
paragraph are flush with the left and right margins.
Alignment Buttons
Paragraph Group
Launcher Button
Working with Tabs
• A tab stop is a point on the horizontal ruler that indicates the location at
which to align text.
The following are the different tab stops you can use on the horizontal ruler:
Left Tab
Decimal Tab
Right Tab
Center Tab
Bar Tab
You use different tab stops when you want to align a document/ paragraph
differently than you would normally. Example, Restaurant Menu, or you want to
make a paragraph look like columns in a newspaper.
Adding Borders and Shading
• Adding borders and shading to text can help to
enhance the information in a document
– A border is a line added above, below, to the side of, or
around words or paragraphs
– Shading is a color or pattern that is added behind words or
paragraphs
– Use the Border button or the Shading button in the
Paragraph group on the Home tab
Adding Borders and Shading
• Border Options:
Box
Shadow
3-D
Custom
Line Style
Line Color
Line Width
Click on Home Tab, Paragraph Group,
Then click on Bottom Border button (the
Menu below is what you will see)
Borders & Shading Cont.
Shading Tab
Example of Border & Shading
Color
Formatting Documents
Microsoft Word
Unit D
Mr. Lewis
Setting Document Margins
• Document margins are the blank areas between
the edge of the text and the edge of the page
– Default margins are 1” at the top, bottom, left, and
right sides of the page
– Changing a document’s margins changes the amount
of text that fits on a page
• The minimum allowable margin settings depends
on your printer. Some printers will only allow you
to go so small on the margins.
Setting Document Margins
Page Layout Tab
Page Setup Group
Margins Button
Setting Document Margins
Top margin
Ruler shows
location of top
margin
Ruler shows
location of left
margin
Left margin
Right margin
Setting Document Margins
• Page orientation
– Portrait orientation means a page is taller than it
is wide
• The default page orientation for a document is portrait
– Landscape orientation means a page is wider than
it is tall
• Paper size
– Default paper size is 8.5” x 11”
Dividing a Document into Sections
• A section is a portion of a document that is
separated from the rest of the document by section
breaks
– A section break is a formatting mark that shows the end of
a section
– You divide a document into sections when you want to
apply different page layout settings, such as columns, to
sections
• Sections are used to vary the layout of a document
• A document is formatted in a single section by default
Types of Breaks
• Page Break: Forces the text following the
break to begin at the top of the next page.
• Column Break: Forces the text following the
break to begin at the top of the next column.
• Text Wrapping: Forces the text following the
break to begin at the beginning of the next
line.
Inserting Page Breaks
Manual page break
Text that follows break is
forced to next page
Formatting Columns
• Control the flow of text in columns
– Insert a column break to force text after the
break to the top of the next column
– Balance columns of unequal length on a
page by inserting a continuous section
break at the end of the last column on a
page
– Insert a column or continuous section break
using the Breaks button in the Page Setup
group on the Page Layout tab
Inserting a Table
• Tables illustrate information intended for
quick reference and analysis
– A table is a grid of columns and rows that you can
fill with text and graphics
• A cell is the box formed by the intersection of a column
and a row
• Borders are the lines that divide the rows and columns
of a table and help you see the structure
Inserting a Table
Column
Row
Border
Cell
Microsoft Excel
“Unit A”
Computer & Careers
Mr. Lewis
Definitions:
Spreadsheet
Is an application you use to
perform numeric calculations
and to analyze and present
numeric data
Worksheet
The electronic spreadsheet
you work in.
Workbook
The file that the worksheet is
contained in (file extension
.xlsx)
Formulas
Are equations in a worksheet.
You use a formulas to make
calculations as simple as
adding a column of numbers,
or as complex as profit and
loss projections.
File Extension
Before 2007 = .xls
2007 and after = .xlsx
When you open a spreadsheet Book 1
the default name is
Touring The Excel Window
Name Box
Formula Bar
Cell
AutoSum
Cell Address
Active Cell
Rows, they have
numbers, rows are
vertical
(Sheet Tabs) (3 tabs are the default)
(Mode
Indicator) (Sheet Tab Scrolling Buttons)
Columns, they have
letters, columns are
horizontal.
In Creating Calculations in Excel, It Is
Important to:
• Know where the formulas should be.
• Know exactly what cells and arithmetic
operations are needed.
• Create formulas with care
• Use Cell references rather than values.
• Determine what calculations will be needed.
Excel Arithmetic Operators
Operator
Purpose
Example
+
Addition
=a5=a7
-
Subtraction
=a5-a10
*
Multiplication
=a5*a11
/
Division
=a5/a3
%
Percent
=35%
^(caret)
Exponent
=6^4
Definitions:
Labels
Examples:
“Travel Expenses”
“Total Expenses”
“Average Cost”
“2009 Sales”
Values
Examples:
=a5 * a7
=sum(d1:d9)+ 10
Are entries that contain text
and numerical information not
used in calculations, such as
“2009 Sales” or “Travel
Expenses”. Labels help you
identify data in a worksheet
rows and columns, making
your worksheet easier to
understand.
Are numbers, formulas, and
functions that can be used in
calculations. To enter a
calculations you type an equal
sign (=) plus the formula for
the calculation.
Definitions Cont.
Function
Arguments
Is a built in formula (like a
shortcut)
They are the part of the
function enclosed in round
brackets (parentheses)
following the function’s name.
Arguments supply the data
for the function to use in its
calculations.
=sum(b9:b12)
Function
Argument
Formulas
Insert Function
button, If you
press this, then the
screen below appears
Formula
Bar
Functions
Function
Argument
Menu
Common Pointers In Excel
Normal Pointer (Indicates Ready Mode)
Fill Handle Pointer (Create a Alpha, Numeric Series in a Range)
I-Beam Pointer (Appears in Formula Bar)
Move Pointer (Changes Location on Spreadsheet)
Quick Keys
[CTRL] [HOME]
Jumps to the first cell in a
spreadsheet
[CTRL] [END]
Jumps to the last cell (where
the last number is located)
Switching Worksheet Views
• Normal View: This is the default setting view when you open
Excel.
• Page Layout View: This provides a more accurate view of
how a worksheet will look when printed. The margins of the page
are displayed, along with the text box for the header and the ruler.
Part of the page to the right is shown in this view.
• Page Break View: displays a reduced view of each page of your
worksheet, along with page break indicators.
• Full Screen View: displays the worksheet on the entire screen.
Functions VS Simple Formulas
Examples of Functions:
Examples of Simple Formulas:
=sum(a1:a5)
=max(a1:a5)
=min(a1:a5)
=average(a1:a5)
=count(a1:a5)
=a6 - a7
=d3 + d4 + d5
=c5 - c6 - c7
Simple formulas only use
one arithmetic operator.
** The function is the
word that is at the
beginning of the formula.
** Simple formulas do not
use words, they just use
simple arithmetic.
**** Important: Both formulas use cell referencing
Setting Your Page Up To Print
Page Layout Tab
Page Setup Group
Print Titles (Gridlines, Row & Column Headings, Header/
Footer, Scaling)
Orientation (Landscape, Portrait)
Margins (Top, Bottom, Left, Right)
Microsoft Excel
“Unit B”
Mr. Lewis
Complex Formulas
• Is one that uses more than one
arithmetic operator.
Example:
=(a1*c5) / (a3 + c7)
Order of operations:
1.
2.
3.
4.
5.
6.
P = Parenthesis
E = Exponents
M = Multiplication
D = Division
A = Addition (from left to right)
S = Subtraction (from left to right)
Functions
• Are predefined worksheet formulas that
enables you to perform complex
calculations easily. You can use the Insert
Function button on the formula bar to
choose a function from a dialog box.
Cancel Button
Function Button
Enter Button
Functions Continued:
• While manually typing a function, it
is necessary to begin with the equal
sign (=)
• Once you type an equal sign, each
letter you type activates the
AutoComplete feature.
Types of Functions:
• Sum: Adds its arguments
• Min: Returns the minimum value in a list of
arguments
• Max: Returns the maximum value in a list of
arguments
• Average: Returns the average of its arguments
Copying and Moving Cell Entries:
• You can copy or move data within a worksheet or
between worksheets using:
– Cut, Copy, and Paste buttons
– Fill handle in the lower-right corner of the active
cell
– Drag-and-drop feature
• Office Clipboard temporarily stores information that
you copy or cut
Microsoft Excel
Unit “C”
Mr. Lewis
Format
• The format of a cell determines how
the labels and values look – for
example, whether the contents
appear boldface, italicized, or with
dollar signs and commas. Formatting
changes only the appearance of a
value or label; it does not alter the
actual data in any way.
How do we format cells?
• RIGHT Click, then choose
FORMAT CELLS
Table Styles Gallery
• Excel includes 60 predefined table styles to
make easy to format selected worksheet cells
as a table. You must insert a table in order to
see this menu.
Adjusting Column Width
• You can use the resize pointer to change column
widths. To do this you click in-between the column
headings and click and drag. Double clicking on the
resize pointer activates the auto-fit feature
Resize Pointer
 Or you can format your column widths (and row
heights)by clicking on the Home Tab; Cells Group;
and Format button.
Inserting & Deleting Rows and
Columns
• As you modify a worksheet, you might find
it necessary to insert or delete rows and
columns to keep your worksheet current.
 To insert a column or row, simply right click, and go to insert.
Then click on the appropriate choice.
 When you insert a COLUMN: information is moved to the
RIGHT of the new column.
 When you insert a ROW: information is moved UNDERNEATH the new
row.
 To delete a column or row, simply right click, and go to delete.
Then click on the appropriate choice.
Applying Colors, Patterns and Borders
• Change the color of
your text
• Change the color of
your cells background
 Create a border around cells
Applying Conditional Formatting
• So far, you’ve used formatting to change the
appearance of different types of data, such as dates,
dollar amounts, worksheet titles, and column labels.
But you can also use formatting to highlight
important aspects of the data itself. For example,
you can apply formatting that automatically changes
the font color to red for any cells where costs exceed
$100 and to green where costs are below $50. This
type of formatting is called Conditional Formatting.
Microsoft Excel
Unit “D”
Working With Charts
Mr. Lewis
Common Chart Types
•
•
•
•
•
•
Column
Line
Pie
Bar
Area
Scatter
Breaking the Chart Down
Chart Title
Data
Days Of Week Temp
60
50
Temperatures
Y
Axis
Title
Legend
40
High Temp
Low Temp
30
20
x
Axis
Title
10
0
Monday
Tuesday
Wednesday
Days Of Week
Thursday
Friday
Elements of a Chart
• Horizontal axis items are called the XAxis, also called the category axis
(because it often contains names of
data groups).
• Vertical axis items are called the YAxis, also called the value axis
(because it often contains numerical
values).
Creating a Chart
1. To create a chart in
Excel, you first select the
range in a worksheet
containing the data you
want to chart.
2. Click the Insert Tab on
the Ribbon.
3. Choose the type of chart
you want from the
Charts Group.
Moving & Resizing a Chart
Charts are graphics, or drawn objects, and are NOT
located in a Specific cell or at a specific range address. An
OBJECT is an independent element on a worksheet (your
graph would be considered an object). You can select an
object by clicking within its borders; sizing handles
around the object indicates that it is selected.
Diagonal
Resizing
Vertical
Resizing
Horizontal
Resizing
Changing The Chart Design
• Once you have the
chart created, it is
easy to modify the
design. You can
change data values
in the worksheet,
and the chart
automatically
updates to reflect
the new data
Changing The Chart Design Cont..
1. To change the style of
chart that you want,
click on the chart
(object).
2. The Chart Tools tab
appears. Click on the
design tab.
3. Then in the Type
Group, click on
Change Chart Type
4. Then choose the style
of chart you want.
Chart Tools Tab
PowerPoint
Mr. Lewis
Defining Presentation Software
• Presentation Software is a computer
program used to organize and present
information
• Presentation software allows you to
communicate your ideas effectively
Presentation Software Cont.
• Use PowerPoint to present information in
a variety of ways:
a. On screen presentation
b. Notes
c. Audience handouts
d. Online meetings
e. Outline pages
f. Overheads
Presentation Software Cont.
Multimedia
• With PowerPoint you create slides that contain:
• A. Text
• B. Illustrations
• C. Photographs
• D. Clip Art
• E. Charts
• F. SmartArt
• G. Sounds and Movies
Planning an Effective Presentation
• When planning a presentation, keep
in mind copyright laws.
• Copyright law is a type of intellectual
property law that protects works of
authorship.
Comparing Presentation Views
• PowerPoint has 4 basic views:
–1. Normal View
–2. Slide Sorter View
–3. Notes Page View
–4. Slide Show View
Comparing Presentation Views
• Normal View: is
the primary editing
view
• Slide Sorter View:
is used for
rearranging slides
and adding slide
effects.
Comparing Presentation Views
You can change views
using the View
Shortcuts on the
status bar
You can also use the
View Tab on the
Ribbon
Bottom right corner of screen
Slide Sorter View
Slides appear as
thumbnails and can be
rearranged
Normal View
Slides Tab and Outline Tabs
Notes
Pane
Slide Pane
Normal View
• The Outline Tab
displays the text of
your presentation
in the form of an
outline
• The Slides Tab
displays the slides
of your
presentation as
small images, called
Normal View
• The Quick Access
Toolbar provides
immediate access
to common
commands that you
use all the time,
such as Save, Undo,
and Redo
Click to add or remove
buttons to the toolbar
Quick Access Toolbar,
located in the top left
corner of the screen
Normal View
• The Status Bar,
located at the
bottom of the
PowerPoint window,
shows:
1. Messages
about what you are
doing and seeing in
PowerPoint
2. Which slide
you are viewing.
3. The design
Type of Template that
You are using.
Number of slides that
You have, and what slide
You are on.
Spelling Errors,
Click to correct
them
Normal View
• The Status Bar also
displays:
• 1. Zoom Slider
controls
• 2. Fit slide to
current window
button.
shortcuts
• 3. ViewView
Shortcuts
Zoom slider
Fit slide to current
window button
Entering Slide Text
• A new presentation starts with one blank
title slide which has two TEXT
PLACEHOLDERS.
Title text
placeholder
Subtitle text
placeholder
Entering Slide Text
• Click in the placeholder to type TEXT.
• Placeholder becomes a text OBJECT. An
object is any item that can be modified.
Text entered in
placeholder
Entering Slide Text
• When you click inside a placeholder, the
INSERTION POINT appears.
Selection box
Indicates that text
placeholder is
selected and can
accept text
Insertion point
Entering Slide Text
• The AutoFit Options button indicates the
PowerPoint has decreased the size of al
the text so that it fits inside the text
object.
AutoFit Options
button
Adding a New Slide
• It is easy to add a new slide to your
presentation
• You can choose among 9 slide layouts
• A Slide Layout contains text and object
placeholders that are arranged in a
specific way on the slide.
Slide Layout Button
Home Tab, Slides Group
Adding a New Slide
• A Content Placeholder can be used to
insert text or objects such as clipart,
tables, video or charts.
• To change a slide layout, click the Layout
button in the Slides Group.
Content
Placeholder
Adding a New Slide
Table
Content
placeholder
Graph
chart
SmartArt
graphic
Picture
Clip art
Movie or
video clip
Adding a New Slide
• To enter text in the form of a bulleted list,
type the first word or phrase, then press
[Enter]
Press
1 •level
bullet [Tab] to create a second level bullet
st
2nd level bullet
Apply a Design Theme
• A design theme incorporates sets of
colors for fill, line, and shadow,
called theme colors; fonts for titles
and other text, called theme fonts;
and effects for lines and fills, called
theme effects.
Apply a Design Theme
• Point to a design theme on the Ribbon and you
will see a live preview.
–Allows you to see how your changes
affect the slides before actually making
the change.
Apply a Design Theme
Design tab
Design themes
More button
Comparing Presentation Views
• PowerPoint has Four basic Views
»Normal View
»Slide Sorter View
»Notes Page View
»Slide Show View
Printing a PowerPoint Presentation
• Before you print your
presentation, you
should review it and
preview it.
• To preview your
presentation, click the
File Tab, point to print,
then click on Print to
view Print Preview.
Printing a PowerPoint Presentation
File Tab
Printer
Print Settings
Print Button