Chapter 4

Microsoft Word

Learning Objectives

Understand the basic features of Microsoft Word, including the Ribbons.

Introduction
Microsoft Word is a word processing application that runs on a personal desktop,
laptop, or mobile computing device. Because word processing tasks are so pervasive
in our lives today, you have probably already been using Word. In these lessons, you
will learn not only the basic features of Word but also more advanced features that
will enhance your skills in creating and writing documents, reports, articles,
newsletters, flyers, and letters. In addition, you will learn many of the shortcuts and
features that will also enhance your productivity as you use Word.

In the next several lessons we will discuss how to use Word to create documents
for a small company. As part of the lessons and accompanying assignments, we will
create documents that might be used by a real company. A word processor can
create letters, memos, reports, and even email messages. Creating large, detailed
documents can be very time-consuming, but a word processor can made the task of
editing, correcting, and reorganizing text easy and efficient.

Microsoft Word, WordPad and WordPerfect and other similar packages are
examples of word processors.
 Microsoft Office 2019 is the current version of Microsoft Office for both Windows
and Mac. It is the successor to Office 2016 and will be succeeded by Office 2021 in
the second half of the year. It was released to general availability for Windows 10 and
for mac OS on September 24, 2018.

Launching Word Microsoft Office

Word can be launch in several different ways:

A. Launch from the desktop or add a Word shortcut to the desktop

To start Word from the desktop:

 Double click on the Word shortcut icon on the desktop.

If there is no shortcut for the Word program on the desktop, add a Word shortcut
with the ff. steps:

1. Click Start button.

2. Point to All Programs.
3. Point to Microsoft Office.
4. Right-click Microsoft Office Word.
5. On the popup menu that appears, select Send To > Desktop (create
shortcut).

B. Launch Word from the Start menu

To start Word from the Start menu, follow these steps:
1. Click Start button.
2. Point to All Programs.
3. Point to Microsoft Office.
4. Click Microsoft Office Word.

Tip: Alternatively, you can search for Microsoft Word in the search bar of the Start
menu.

C. Launch Word by running its executable file (winword.exe)

To launch Word using the Run command, do the following:
1. Click Start button.
2. Click Run.
3. Type winword.exe in the Open text field of the Run dialog box.
4. Press Enter or click OK.
Closing Word

Word can be closed in several different ways. To exit Word, follow any of these steps:
 Click the Close [x] button on the upper right corner of the Word window.
 Click the File tab and select Exit.
 Press Alt + F4 to quit Word.
 Press Ctrl + F4 or Ctrl + W to close only the current document.

The Word Interface

When you open Word for the first time, the Start Screen will appear. As shown in
Figure 1.0, from here, you'll be able to create a new document, choose a template,
and access your recently edited documents. From the Start Screen, locate and

select Blank document to access the Word interface.

Figure 1.0: Opening Microsoft Word

The Word Environment
Figure 1.1 Illustrates the basic layout of Word once you get a document opened.
This figure contains the document that we will use in the demonstrations in this chapter.
Let’s look at the various items that are displayed on this screen.

Figure 1.1: Word

Environment

Quick Access Toolbar (QAT) of MS-Word

Figure 1.2: Quick Access

Toolbar

.
 As shown in Figure 1.2, it is a customizable toolbar which have set of
independent commands. using this toolbar you can fix here your commonly used
commands such as Save, Undo, Redo, Print, and Print Preview etc.

Using left click you can add more command on Quick Access Toolbar and you
can easily remove added command from this toolbar. But you can't add indent,
spacing values, individual styles and other features that appear on the ribbon. See in
below image how to add command on quick access toolbar.

Undo and Redo You can undo or redo any undesired action by choosing Undo
or Redo buttons from the Quick Access Toolbar. Word allows you to undo or redo
any action. To undo or redo an action:

1. Click either the Undo or Redo button on the Quick Access Toolbar.
2. Click the List arrow between the buttons to list the previous actions.
3. Select the action to undo or redo.

Tip: To quickly undo and redo recent actions, press Ctrl+Z to undo and Ctrl+Y to redo.

Title Bar of MS-Word

Figure 1.3: Title Bar

Figure 1.3 displays the title of the currently open document or application. Title
of document is name of document which is used at the time of save your file.

The title bar displays the name of the document and the name of the
application.
Document Window of MS-Word

Figure 1.4: Document

Window

As shown in Figure 1.4, it is a section of the screen used to display the contents
of a document file on a GUI (graphical user interface) operating system. Below is an
example of a document window in the Microsoft Word software word processor program.

Show Ruler of MS-Word

Figure 1.6: Rulers

 As shown in Figure 1.6 it is located below the Ribbon around the edge of the
document. It is used to change the format of the document, align the text, tables,
graphics and other elements in your document. It is useful to get idea about your
document size, it uses inches or centimeters as the measurements.

Steps to Show Ruler in Word

 To see the rulers, choose View and select the Ruler check box.

Steps to Hide Ruler in Word

 To see the rulers, choose View and un-select the Ruler check box.
Note: Tip: This is also where you can switch the ruler to show inches, centimeters, or
other units of measure.

Status Bar of MS-Word

 Figure 1.7: Status Bar

As shown in Figure 1.7 Its located at the very bottom of the Word screen, the
Status bar shows information about a document such as current page number, the
number of pages, and number of words in the document and whether Word detects
spelling and grammar errors.

View Buttons of MS-Word

 Print Layout
Web Layout
Read Mode

Figure 1.8: View Buttons

The buttons view enables the user to change how the document is displayed in
the window. There are five document views in Word, as shown in Figure 1.8.

 Print Layout - shows the

page as it will appear when
printed.
  Full Screen Reading
Layout / Read Mode - shows
the page in a way that renders
it easiest to read onscreen.

 Web Layout - shows how

the page will appear when
viewed from a Web browser.

Zoom Controls of MS-Word

 The zoom control is used to increase or decrease the size of text display in the
document. As shown in Figure 1.9, the scroll wheel can be used as the zoom control
while holding down the CTRL key on the keyboard.

Figure 1.9: Zoom

Controls

Ribbon and Tabs of MS-Word

Figure 2.0: Ribbons

As shown in Figure 2.0 it is a user interface element which was introduced by

Microsoft in MS Office 2019. It appears below the Quick Access Toolbar and the Title
Bar. It have seven tabs; Home, Insert, Page layout, References, Mailing, Review and
View. Each tab has specific groups of related commands.

File
The File tab is at the far left of the Word® toolbar (also called a ribbon). When
you click on it, it opens a little differently with a column displaying on the left rather than
across the top.

 Info – The portion of the “File” menu displays information about the current
document and the users who have contributed to the file.
 New – This command enable you to open new work sheet.

 Open – This command enable you to open existing document which is saved on
computer
 Save – This command is used for save file after completion of work
 Save as – Using this command you can save current open file with different
name and at different place.

 Print – This command allow you to print current open document.

 Share – The “Share” option is often helpful if you are working together in a
collaborative effort. The same results can be achieved outside of Word by
sending email attachments or by posting your document in the cloud. However,
the features within Microsoft Word provide a quick and easy way to share your
work.

 Export – The “Export” area allows you to convert your work to another file format
(such as .pdf) for those colleagues who prefer to review the work in a different
application. This option duplicates some of the features of the “Save As” file type
option.
 Close – This command is used to close the currently open file.

 Account – The “Options” set of menu items allows you to customize the
appearance and functionality of Word.

 Options – the “Account” menu item allows you to manage your Microsoft
accounts.