Microsoft Word Notes
Computer Literacy BASICS
Microsoft Word
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Microsoft Word is a powerful word
processing application.
You can use word to create tables, reports,
memos, letters, and Web pages.
Computer Literacy BASICS
Entering Text in a Document
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As you enter text, the insertion point moves
to the right.
Word automatically flags spelling and
grammar errors as you type.
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A red wavy underline is a spelling error.
A green wavy underline is a grammar error.
Computer Literacy BASICS
Entering Text in a Document
(cont.)
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You can use the Backspace key to delete
characters to the left of the insertion point
and then you can rekey the text correctly.
As you reach the end of a line, Word wraps
the text to the next line if you keep typing.
To insert a blank line between paragraphs,
press the Enter key twice.
Computer Literacy BASICS
Moving Through the Document
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To scroll:
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To reposition the insertion point:
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Drag the vertical and horizontal scroll boxes.
Click the scroll arrows.
Click in the scroll bar channel.
Move the pointer to the desired location.
Click the mouse button.
Computer Literacy BASICS
Keyboard Shortcuts for Moving
the Insertion Point
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Computer Literacy BASICS
Selecting Text
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You select text to identify blocks of text you
want to move, copy, delete, or replace.
A block of text can be a single character, a
word, a paragraph, or an entire document.
The Select All command on the Home Tab
(or Ctrl + A) will select everything in a
document.
Computer Literacy BASICS
An Example of Selected Text
Selected text appears highlighted in the document.
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Computer Literacy BASICS
Using the Mouse to Select Text
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Computer Literacy BASICS
Changing Views in Word
You can change views in any Office application
from the View Tab. Word offers several
different options for viewing a document:
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Print Layout view shows how a document will
look when it is printed; this is the default view.
Full Screen Reading view shows a maximized
screen space for reading; two pages are shown
side by side.
Computer Literacy BASICS
Other Views Available in Word
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Web Layout view displays a document
as it would appear in a Web browser.
Outline view shows on the screen in an
outline format.
Draft view shows only the basic
document, without headers, footers, and
page numbers.
Computer Literacy BASICS
Deleting Characters
You can delete characters one character at a
time by
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Using the Backspace key
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Using the Delete key
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This deletes the character to the left of the insertion
point each time the key is pressed.
This deletes the character to the right of the insertion
point each time the key is pressed.
Holding down either key will continue to delete
characters until the key is released.
Computer Literacy BASICS
Inserting Characters
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Word enters text in Insert mode by default.
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Turning off Insert mode activates Overtype mode.
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When you type new text, it replaces existing text.
Toggle between these modes by
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When you type new text in front of existing text, the
existing text shifts to the right to make room for the
new text.
Pressing the Insert key on the keyboard
Computer Literacy BASICS
Undo, Redo, and Repeat
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The Undo command on the Quick Access
Toolbar(or the Undo button) can be used to
reverse the last edit that you made to the text or
document.
The Redo command on the Quick Access Toolbar
(or the Redo button) can be used to reverse an
Undo action.
You can use the Repeat command on the Quick
Access Toolbar to repeat your last action or edit.
Shortcut keys for these commands are Ctrl + Z for
Undo and Ctrl + Y for Redo or Repeat.
Computer Literacy BASICS
Copying and Moving Text
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Selected text can be copied or moved from
its location in the active document to
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The most common methods of doing this are
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Some other location in the active document
Some other Word document
Some other application’s document
Drag-and-drop editing
Cut, Copy, and Paste commands
Computer Literacy BASICS
Drag-and-Drop Editing
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Drag-and-drop is very efficient when moving text
a short distance.
To use this method:
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Select the text to be moved.
Press and hold down the mouse button.
Drag the text to its new location.
Release the mouse button.
You can also copy text in this way by holding
down the Ctrl key as you drag.
Computer Literacy BASICS
Cut, Copy, and Paste Commands
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The Cut, Copy, and Paste commands can be
activated by clicking their respective buttons on
the toolbar.
Copy
Cut
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Paste
The commands can also be found on the Home
Tab.
Shortcut keys for these commands are Ctrl + C for
Copy, Ctrl + X for Cut, and Ctrl + V for Paste.
Computer Literacy BASICS
Cut, Copy, and Paste Commands
(cont.)
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Cut is used to remove selected text from the
document.
Copy is used to copy selected text.
Cut and copied text is placed on the
Clipboard, a temporary storage area.
Paste is used to insert text from the
Clipboard back into the document at the
location of the insertion point.
Computer Literacy BASICS
The Clipboard
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The Clipboard is a shared item
among all Office applications and can
hold data of all Office types. You can
paste an item on the Clipboard into
any Office application.
The Clipboard can hold up to 24 items.
To view the Clipboard task pane
shown at right, select the Clipboard
Icon on the Home Tab. You may need
to click the down arrow at the top right
of the task pane and then select
Clipboard if it does not automatically
display.
Computer Literacy BASICS
Finding Text
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Use Word’s Find command to search for one
or all occurrences of a word or phrase in your
document. Select the Find command on the
Edit menu to open the Find and Replace dialog
box.
Enter the word or phrase to find in the text box
and then click the Find Next button.
Each time you click Find Next, Word will
search for another occurrence.
Computer Literacy BASICS
Replacing Text
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Use the Replace feature to search for text and
replace it with new text. Select the Replace
command on the Edit menu to open the Replace
tab in the Find and Replace dialog box.
Enter the Find criteria, enter the Replace with
criteria, and click the Find Next button.
Click Replace and Find Next or just Find Next to
selectively replace text, or click Replace All to
replace all occurrences.
Computer Literacy BASICS
Formatting Text
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Formats are applied to text to manipulate the
appearance of the text.
You can change the size, font, attributes, indents,
or list styles when you add a format to text.
There are three categories of formats in Word:
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Character formats, such as text color and underline
Paragraph formats, such as line spacing and
alignment
Document formats, such as paper orientation and
margins
Computer Literacy BASICS
Character Formats: Fonts
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A font is the design of a typeface.
Fonts come in many styles, and you can use
more than one font in a document.
The size of the type is measured in points
(the larger the point size, the bigger the text).
Use the Home Tab to change the font,
attribute, or size for selected text.
Computer Literacy BASICS
The Font Dialog Box
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Computer Literacy BASICS
Character Formats: Attributes
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The Font dialog box also lists font attributes
such as Regular, Italic, Bold, and Bold italic.
You can change many more attributes such
as color, outline, and shadow.
The Home Tab also provides buttons to
quickly change the attributes of text and
drop-down list boxes to change the font and
size of the text without opening a dialog box.
Computer Literacy BASICS
Paragraph Formats: Line Spacing
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The default line spacing in Word is 1.15 lines
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When text is double-spaced, there is a blank
line between text lines.
The blank line between text lines is half the
space for 1½-line spacing.
Computer Literacy BASICS
Paragraph Formats: Line Spacing
(cont.)
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You can change line spacing by
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Using the Line Spacing button on the Home
Tab.
Clicking the Paragraph Dialog box button, and
then changing the spacing option in the
Paragraph dialog box.
You can also adjust the spacing before and
after paragraphs in the Paragraph dialog
box.
Computer Literacy BASICS
Paragraph Formats: Alignment
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Alignment refers to how text is positioned between
the margins.
Line
Spacing
You can select from four alignments:
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Left
Center
Right
Justified
Alignment
options
You can quickly set any of these options by selecting
the text and using the buttons (shown above) on the
Home Tab.
Computer Literacy BASICS
Displaying the Ruler
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You will usually see a ruler at the top of the
document window in Word.
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If you do not see it, make sure that Ruler is
selected in the View menu.
The Ruler is a handy reference to see the
“true” size of your text and document.
It can also be used to quickly set tabs,
indents, and margins in your document.
Computer Literacy BASICS
Paragraph Formats: Tabs
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Tabs are used to indent text and to line up columns
of data.
Word’s default tabs are set at half-inch intervals.
You can set custom tabs using tab markers and the
Ruler.
You can set left, center, right, and decimal tabs.
Change tab
symbols here
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Left Tab
Center Tab
Right Tab
The Ruler displays at the
top of a Word document.
Decimal Tab
Computer Literacy BASICS
Paragraph Formats: Indents
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An indent is a space between the
margin and where the text appears. First Line
Indent marker
Text can be indented from the left or
Hanging
right margin, or from both.
Indent
You can create first line indents. marker
You can create hanging indents.
Left Indent
marker
Indents are set by dragging indent
markers (at right) along the ruler.
Computer Literacy BASICS
Inserting Page Breaks
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A soft page break is automatically inserted for you
when you fill a page with text or graphics.
You can also break pages manually by inserting a
hard page break, which forces a page break at a
specific location.
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To insert a hard page break, select Break from the
Insert menu and then select the Page break option in
the Break dialog box.
Or you can use the shortcut key combination for
inserting a hard page break, Ctrl + Enter.
Computer Literacy BASICS
Page Breaks and Section Breaks
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In Normal view, a page break displays as a dotted
line.
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In Page Layout and Reading Layout views, the pages
actually look like separate sheets of paper.
You may not see any indication of page breaks in Web
Layout and Outline views.
In addition to page breaks, you can also insert
section breaks in your documents.
A section break allows you to vary the layout of a
document within a page or between pages.
Computer Literacy BASICS
Bullets and Numbers
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Create lists using bullets and numbers.
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Select the text and click the Bullets or Numbering
button on the Formatting toolbar to create the list.
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Bullet lists are called unordered lists since the order
does not matter.
Numbered lists are called ordered lists since they
have a sequence number.
Both lists are automatically formatted with a hanging
indent.
You can change the bullet or number style in the
Bullets and Number dialog box on the Format menu.
Computer Literacy BASICS
The Format Painter
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To apply multiple character formats quickly to
text in several places in your document, use the
Format Painter button to copy all formatting to
other text.
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Select the text with the formatting you want to
copy.
Double-click the Format Painter button on the
Standard toolbar. When the pointer changes to a
paintbrush, click the text where you want to apply
the formatting.
Format
Painter
button
To apply formatting to a group of words, drag
the pointer across the words to select them.
Computer Literacy BASICS
Checking Spelling and Grammar
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Word has a spell checker that can be used to
search for misspelled words in your document.
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It also has a grammar checker to look for common
grammar mistakes.
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Misspelled words are indicated in text with a red wavy
underline.
Grammar mistakes are underlined in the document
with a green wavy line.
Right-click an underline to view suggestions for
changes to correct an error.
Computer Literacy BASICS
Spelling and Grammar Options
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To check the entire document for spelling and/or
grammar errors, open the
Spelling and Grammar
dialog box by clicking the
Spelling and Grammar
option on the Review Tab.
Click the Options button in the Spelling
and Grammar dialog box to access the
Options dialog box (at right) to change
the settings for the spelling and
grammar checking tools.
Computer Literacy BASICS
Page Orientation and Margins
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Documents can be oriented two ways:
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Margins are the blank space around the edges of
the document.
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Portrait: The document is taller than it is wide.
Landscape: The document is wider than it is tall.
Set either option by selecting the Orientation option on
the Page Setup Tab.
The default margins are 1 inch for top and bottom
margins and 1 inch for left and right margins.
Margins can also be set in the Page Layout Tab.
Computer Literacy BASICS
Print Preview
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To avoid wasteful printing, preview your
document and make adjustments before you
print it.
Print Preview is an on-screen, reduced view
of the layout of a completed page or pages.
Click the Print Preview button on the
Standard toolbar to see how your document
will look when printed.
Computer Literacy BASICS
Tables
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Word makes the task of arranging text and
numbers in columns both quick and easy by
providing features to create tables in a
document.
Tables consist of cells to which you add text
or graphics.
A cell represents the intersection of a row
and a column.
Computer Literacy BASICS
Creating a Table
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The button on the Insert Tab places a
table structure in your document.
Word formats a border around tables
by default, but it can be removed.
Boundary lines within a table are
called gridlines and are for layout
purposes. They do not print.
Computer Literacy BASICS
Inserting Rows or Columns
in a Table
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To insert a new row at the end of a table,
simply position the insertion point in the last
cell of the table and press Tab.
Use the Table command on the Layout Tab
to insert a row or column anywhere else in
the table.
Computer Literacy BASICS
Merging Cells
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When you remove the boundary between two
cells, it is called merging cells.
Cells can be merged horizontally or vertically.
Cells are frequently merged to create headings
that span multiple columns.
To merge cells, select the cells to be merged
and then select the Merge Cells option on the
Layout Tab.
Computer Literacy BASICS
Splitting Cells
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You can also split cells into
two or more rows and/or two
or more columns.
To split table cells, you must
place the insertion point in
the cell to be split and then
select the Split Cells option
on the Layout Tab.
The Split Cells dialog
box opens when you
select the Split Cells
option to let you enter
the values you want.
Computer Literacy BASICS
Entering Text in a Table
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Adding text to cells in a table is similar to entering
characters in a document.
Place the insertion point in a cell and key text.
You can move from cell to cell using the arrow
keys or the Tab key.
If the text is wider than the column, Word will wrap
the text to the next line in the same cell.
When you press Tab at the last cell in a row, Word
goes to the first cell of the next row.
Computer Literacy BASICS
Editing Table Text
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Editing text in a table is basically the same as
editing text in any other part of the document.
You can insert, delete, copy, or move text
from cell to cell.
Use drag-and-drop editing to move text from
one cell to another location in the table.
You can apply formatting attributes to one or
more cells.
Computer Literacy BASICS
A Table with Text and Formatting
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Computer Literacy BASICS
Aligning Text in Table Cells
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You can align text in one or more cells.
You change the alignment of text within
cells using alignment options on the
Tables and Borders toolbar.
Click the drop-down arrow next to
the Align Top Left button to see the
alignment option box shown at right.
Computer Literacy BASICS
Modifying the Table Structure
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When you create a table grid, Word makes
all columns the same width.
To change row height or column width:
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Drag the cell borders to the desired size.
Use the Table Properties dialog box to specify
exact values.
Use the AutoFit to Contents feature to let Word
size each column and row based on cell
contents.
Computer Literacy BASICS
Modifying and Aligning a Table
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If a table cell is formatted for AutoFit, Word will
automatically adjust the cell width each time
the cell contents change.
To align a table on the page horizontally:
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First select the entire table.
Then format the alignment of the table using the
alignment buttons (Left, Center, Right) on the
Formatting toolbar in the same way you would
format paragraphs in a Word document.
Computer Literacy BASICS
Sorting Data in a Table
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You can sort information in
a table on different search
criteria to organize the table
contents so as to emphasize data in different ways.
The Sort command on the
Table menu opens the Sort
dialog box shown at left.
Computer Literacy BASICS
Sorting Data in a Table (cont.)
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You can also sort data in a table by using the
Sort Ascending and Sort Descending buttons
on the Tables and Borders toolbar.
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Sorting data in ascending order rearranges it
into alphabetical order from A to Z or numerical
order from lowest number to highest number.
Sorting data in descending order rearranges it
in alphabetical order from Z to A or numerical
order from highest number to lowest number.
Computer Literacy BASICS
Converting Text to a Table
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Word document data in tabular format can be
converted to a table.
The data must be separated by tabs,
commas, paragraph marks, or other
characters.
Word determines the number of columns and
rows required based on the selected data.
Computer Literacy BASICS
Using AutoFormat
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The AutoFormat feature provides several
predefined table formats that you can apply
to your table.
These formats include border, shading, and
color options to make the tables more
attractive and easier to read.
Apply a format by selecting the Table
AutoFormat option on the Table menu.
Computer Literacy BASICS
Desktop Publishing
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Desktop publishing makes it possible to
create professional-looking documents using a
personal computer.
Word provides tools to enhance documents
with features such as columnar text, borders
and shading, graphics, and footnotes.
Templates and text styles make creating welldesigned and consistent documents quick and
efficient.
Computer Literacy BASICS
Page Numbers
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When your document has multiple pages,
you may want to insert page numbers.
The Page Numbers command on the Insert
menu quickly adds page numbers to a
document.
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The command actually creates a header or
footer with a page number as the only text.
Computer Literacy BASICS
Headers and Footers
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Headers and footers are information that prints in
the top and bottom margins of each page of a
document.
A document can have a header, a footer, or both.
Creating a header or footer is another way to add
page numbers to a document.
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Using headers or footers instead of the Page
Numbers command on the Insert menu allows you to
include text with the page number.
Computer Literacy BASICS
Footnotes and Endnotes
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Notes are added to a document to show the
source of borrowed material or provide extra
or explanatory information about the text.
Footnotes are inserted at the bottom of the
page on which the note is referenced in the
document.
Endnotes are placed together at the end of
a document.
Computer Literacy BASICS
Resizing Graphics
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You resize a graphic by selecting
it and then dragging the sizing
handles.
Use a corner sizing handle to
enlarge or reduce the graphic
proportionally.
You can also right-click the
graphic and then use the Format
Picture command on the shortcut
menu to specify an exact size.
Sizing handles
Computer Literacy BASICS
Cropping Graphics
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Dashed lines indicate
where the graphic
will be cropped.
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You can crop graphics to
remove unwanted portions of
the image.
Cropping removes an area of
an image, as shown at left.
Select the Crop tool in the
Picture toolbox, position it over
a sizing handle, and drag to
place dashed lines around the
part of the graphic you want to
retain.
Computer Literacy BASICS
Wrapping Text Around a Graphic
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You can wrap text around
an image.
Clicking the Text
Wrapping tool on the
Picture toolbar reveals the
options shown at right.
Click any of these options
to change the way text
flows around or near your
graphic image.
Computer Literacy BASICS
Moving a Graphic
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A text-wrapping format must be applied to
the graphic before you can reposition it in
your document.
You can then move a graphic by selecting
it and dragging it to a new location.
Computer Literacy BASICS
Text Boxes
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A text box is a graphic that lets you add text to art.
To create a text box, click the Text Box button on the
Drawing toolbar.
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Point anywhere on the screen and drag the crosshair to
create the box.
Enter your text inside the box.
You can change the formatting of a text box using
buttons on the Drawing toolbar.
You can change the text characteristics (font, font style,
and size) using the Formatting toolbar.
Computer Literacy BASICS
AutoShapes
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Word’s AutoShapes feature allows you to
create a variety of predesigned drawing
objects such as stars, arrows, shapes, and
callouts.
AutoShapes can be moved and resized just
like any other graphic object.
Computer Literacy BASICS
AutoShapes (cont.)
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To create an AutoShape, select the shape
that you want to create from the AutoShape
options available from the Drawing toolbar.
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Drag the crosshair to create the shape for the
size that you want.
Set a color option for your shape using the
Drawing toolbar line and fill color buttons.
Computer Literacy BASICS
Templates
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A template is a file that contains document,
paragraph, and character formats for
documents that you create frequently.
As all standard text and formatting options
are already applied to the document, you just
enter the variable text.
Templates increase the speed and efficiency
of your work.
Computer Literacy BASICS
Styles
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A style is a set of formatting characteristics that can
be applied to text in a document.
There are four types of styles:
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Paragraph
Character
Table
List
You can create, view, and apply styles from the
Styles and Formatting task pane, which you open by
selecting the Styles and Formatting option on the
Format menu.
Computer Literacy BASICS
The Thesaurus
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A thesaurus is a compilation of alternative
words or synonyms.
The Thesaurus feature in Word searches for
a perfect synonym.
Computer Literacy BASICS