Computing Fundamentals | Lab 1

Introduction to Microsoft Word

Objectives:
 Navigating with the Keyboard
 Navigating with the Mouse
 Zoom Slider
 Common Shortcut Keys
 Saving
 Closing a Document
 Undo, Redo and Repeat
 Cut, Copy and Paste
 Format Font
 Formatting Paragraphs
 Spelling and Grammar
 Page layout
 Inserting pictures and tables

Navigating with the Keyboard

Horizontal Arrow Keys

The ← (left arrow) on the keyboard will move your cursor left one character and the → (right
arrow) on the keyboard will move your cursor right one character.
 If you hold down the SHIFT key while moving ← or → you will select text as you
move.
 If you hold down the CTRL (control) key while moving ← or → you will move
word by word.
‐ If you hold down the SHIFT and CTRL key while moving ← or → you will select word
by word.

Vertical Arrow Keys

The ↑ (up arrow) and the 4, (down arrow) on the keyboard move your cursor up and down
respectively, line by line.
 If you hold down the SHIFT key while moving ↑ or 4' you will select text as you
move.
 If you hold down the CTRL (control) key while moving ↑ or 4, you will move
paragraph by paragraph. (Every Enter (J) is considered a paragraph).
‐ If you hold down the SHIFT and CTRL key while moving ↑ or 4, you will select
paragraph by paragraph.
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Home Key
The HOME key takes to you the beginning of the current line.
 If you hold down the SHIFT key when you press the HOME key you will select text
from where the cursor is blinking to the beginning of the line.
 If you hold down the CTRL (control) key when you press the HOME key you will
move to the beginning of the document.
‐ If you hold down the SHIFT and CTRL key when you press the HOME key you will
select from where the cursor is blinking to the beginning of the document.

End Key
The END key takes you to the end of the line.
 If you hold down the SHIFT key when you press the END key you will select text
from where the cursor is blinking to the end of the line.
 If you hold down the CTRL key when you press the END key you will move to the
end of the document.
‐ If you hold down the SHIFT and CTRL key when you press the END key you will
select from where the cursor is blinking to the end of the document.

Backspace and Delete

The Backspace key erases text backwards, from right to left, backing over the text. The Delete key
erases text forwards from left to right erasing text after the cursor. Delete is more universally used
throughout windows to remove objects such as images, table cell contents, and files. Backspace is
used fundamentally for text only.
 If you hold down the CTRL key when you press Backspace or Delete, it will erase
word by word.

Navigating with the Mouse

Scroll Wheel

 On most computer mice you will find a middle scroll wheel. When your mouse is
hovering over the ribbon at the top of the window, Word will scroll through the different tabs.
When your mouse is hovering over the document, it will scroll through the pages. As with
the Scroll Bar, this will only move the pages, not the cursor.
 If you hold down the CTRL key while using the scroll wheel, Word will zoom in
and out.
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Clicking Inside Text
 Click once (Single Click) ‐ Word will move the cursor to where you clicked.
‐ If you hold the SHIFT key when you click, it will select the text from where the cursor
was blinking to where you clicked.
‐ If you hold the CTRL key when you click, it will select the sentence you clicked on.
This will not work if there is a current selection. Once a selection is made, you can use
the CTRL key to add to the selection.
 Click twice (Double‐click) ‐ it will select the word.
 Click three times (Triple‐click) ‐ it will select the paragraph.
 Click and Drag (don’t let go of the mouse) it will select text, from where you first
clicked to where you let go of the mouse button. Click and Drag a selection, will move the
text to where you let go.

Clicking Outside Text

If you move your mouse out into the left margin so that the mouse cursor turns into a white arrow
that points back at the text and you:
 click once (Single Click) ‐ it will select the line
 click twice (Double‐click) ‐ it will select the paragraph
 click three times (Triple Click) ‐ it will select the whole document (Same Ctrl‐A)

Zoom Slider
In the bottom right hand corner of your window you will find the Zoom Slider.
 The plus will zoom in and make the document appear larger; the minus will zoom out
and make the document appear smaller.
 You can use the box in the middle of the zoom bar to make adjustments.
 If you click on the percentage shown, Word will open the Zoom window. This can
also be opened from the View tab.
 The zoom can be set between 10% and 500%.
 Use the Ctrl key and the scroll wheel at the same time to zoom in and out.

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Common Shortcut Keys

Clipboard: Cut, Copy and Paste

Ctrl - X
Cut X=> Scissors

Ctrl - C
Copy C=> Copy

Ctrl - V
Paste V=> Editing Insert character

These characters are also right next to each other on your keyboard.

File Management
Open Document Ctrl ‐ O Close Document Ctrl ‐ W or Ctrl ‐ F4
Save Document Ctrl ‐ S Save As F12
Print Preview/Print Ctrl ‐ P

Resizing Font
Increase Font Size Shift ‐ Ctrl ‐ > Decrease Font Size Shift ‐ Ctrl ‐ <
Increase Font Point Ctrl ‐ [ Decrease Font Point Ctrl ‐ ]

Formatting Text
Bold Ctrl ‐ B Italicize Ctrl ‐ I
Underline Ctrl ‐ U Double Underline Shift ‐ Ctrl ‐ D
Subscript Ctrl ‐ = Superscript Shift ‐ Ctrl ‐ =
Small Caps Shift ‐ Ctrl ‐ K All Caps Shift ‐ Ctrl ‐ A

Alignments
Left Align Ctrl ‐ L Justify Align Ctrl ‐ J
Center Align Ctrl ‐ E Right Align Ctrl ‐ R

Indents
Increase Indent Ctrl ‐ M Decrease Indent Shift ‐ Ctrl ‐ M
Increase Hanging Indent Ctrl ‐ T Decrease Hanging Indent Shift ‐ Ctrl ‐ T

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Line Spacing
Single Space Ctrl ‐ 1 1.5 Spacing Ctrl ‐ 5
Double Space Ctrl ‐ 2

Paragraph
Reset Paragraph Ctrl ‐ Q

Alphabetical List
Ctrl‐A ‐ Select All Shift‐Ctrl‐A ‐ All Caps
Ctrl‐B ‐ Bold Shift‐Ctrl‐B ‐ Bold
Ctrl‐C ‐ Copy Shift‐Ctrl‐C ‐ Copy Format
Ctrl‐D ‐ Font Dialog Shift‐Ctrl‐D ‐ Double Underline
Ctrl‐E ‐ Center Shift‐Ctrl‐E ‐ Track Changes
Ctrl‐F ‐ Open Navigation Pane (find)
Ctrl‐G ‐ Go to Shift‐Ctrl‐G ‐ Word Count
Ctrl‐H ‐ Replace
Ctrl‐I ‐ Italicize Shift‐Ctrl‐I ‐ Italicize
Ctrl‐J ‐ Full Justify Shift‐Ctrl‐J ‐ Distribute letters evenly
Ctrl‐K ‐ Hyperlink Shift‐Ctrl‐K ‐ Small Caps
Ctrl‐L ‐ Left Align Shift‐Ctrl‐L ‐ Bullet
Ctrl‐M ‐ Increase Indent Shift‐Ctrl‐M ‐ Decrease Indent
Ctrl‐N ‐ New Document Shift‐Ctrl‐N ‐ Normal Style
Ctrl‐O ‐ Open Document Shift‐Ctrl‐O ‐ Open Research Pane
Ctrl‐P ‐ Backstage Print Options Shift‐Ctrl‐P ‐ Font Window
Ctrl‐Q ‐ Reset Paragraph Shift‐Ctrl‐Q ‐ Set font to “Symbol”
Ctrl‐R ‐ Right Align
Ctrl‐S ‐ Save
Ctrl‐T ‐ Increase Hanging Indent Shift‐Ctrl‐T ‐ Decrease Hanging Indent
Ctrl‐U ‐ Underline
Ctrl‐V ‐ Paste Shift‐Ctrl‐V ‐ Paste Format
Ctrl‐W ‐ Close Document Shift‐Ctrl‐W ‐ Word Underline (no spaces)
Ctrl‐X ‐ Cut
Ctrl‐Y ‐ Redo
Ctrl‐Z ‐ Undo

Saving
In order to keep a document, you have created in Word, you need to save it. If you have already
saved the file, such that it has a name and a location, the Save feature will keep any changes that
made since the document was opened.

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To save a file:
From the File tab, choose Save
Click on the Save button on the Quick Access Toolbar ( )
Use the shortcut key Ctrl‐S.

Save As
If you want to save your file with a different name and/or location, click on the File tab, choose
Save As... or press the function key F12. If you have never saved this document before, any
method you choose to save will activate the Save As dialog box.
Word Document‐Saves as a Word Document (*.docx)
To save the file in a different format, change the Save As type option

Remember if the file was previously saved, you will make a new copy by using "Save As...".

The default file location is set in the Word Options. You can change this under the File tab,
Options, Save, Default File Location.

The two most important things to remember with saving a file are:
1.Where is the file being saved?
2.What are you naming the file?

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Closing a Document
To close a file, from the File tab Close, or use one of the shortcut keys
(Ctrl‐F4, or Ctrl‐W).

If you click the X in the top right‐hand corner of the window it will
close the current document. If it is the only document open, it will exit
Word.

If there have been no changes to the document, Word will simply close
the file, but if you have made modifications since the document was
opened, created, or last saved, Word will prompt you to save.

If you choose Save ‐Word will save the document with the same name into the same
location, it previously had. If this file has never been saved, Word will open the SaveAs
window. (The Enter key will push this button.)
If you choose Don’t Save ‐Word will close the window and you will lose any changes since
the last time the document was saved.
If you choose Cancel ‐Word will forget that you asked it to close the file and place you
back in the document. (The Esc key will push this button.)

Undo, Redo and Repeat

Word keeps track of most tasks you perform until you exit. Tasks such as formatting and deleting,
can be undone. From the Quick Access Toolbar click the button ( ), or use the shortcut
key Ctrl‐Z.

Most windows programs have an Undo feature; many only allow

you to undo one task. Word keeps track of each step that you have
done since the document was opened.

There is a drop‐down arrow next to the Undo button, on the standard

toolbar. This allows you to see a list of every step you’ve done so far. If you want to undo

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something that you have done several steps ago, you have to undo every step between now and
then. You cannot go back and undo a single task without undoing everything back to that point.

If you undo too far, or you change your mind about the undoing of that task, Word allows you to
Redo. On the Quick Access Toolbar you will find the redo button ( ), or use the shortcut key
Ctrl‐Y.

If there is nothing to redo, Word puts a Repeat feature in Redo’s place ( ) and assigns the
shortcut key (Ctrl‐Y) to Repeat.

Cut, Copy and Paste

Cut, Copy and Paste are clipboard features built into windows. The clipboard is a temporary
storage location where an item is stored for later recall. The
windows clipboard can only store one item at a time. Microsoft
Office has a Multi‐Clipboard that can store 24 items. No matter
how many items are in the Office clipboard, the Paste button and
shortcut key (Ctrl‐V) will only respond to the most recently copied
item. The clipboard must be displayed to be able to use this feature.
Items are stored with the copy and cut features and recalled with the
paste feature. You can open the multi‐clipboard from the "more" button.

Cut will copy the selected text to the clipboard and remove it from the current location.
This button appropriately shows a pair of scissors for the cut option. The shortcut key is
Ctrl‐X. To use the Cut command you need to select the text or object you wish to move then choose
the option. Move the cursor where you want the text or object to appear, and choose Paste.
Move: Instead of Cut/Paste, try selecting the text, then click and dragging to a new location.

Copy will place the selected text on the clipboard; nothing will appear to happen on the window. The
button shows two sheets of paper for the copy option. The shortcut key is Ctrl‐C. To use
the Copy command you need to select the text or object, and then choose copy. Move
the cursor where you want the text or object to appear, and choose Paste.
 Duplicate: Instead of Copy/Paste, try selecting the text, and then drag to a new
location while holding down the Ctrl key. Be sure to let go of the mouse before you let go of
the keyboard, and you will produce a duplicate.
Paste will produce the last option copied or cut to the clipboard. This button shows a sheet
of paper coming from a clipboard for the paste option. The shortcut key is Ctrl
‐V, or Shift
‐
Insert. You can usually paste the same item over and over again, until the computer has been

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restarted or you copy/cut something else.
• Paste Special: The drop down menu under the Paste button shows the Paste Special options.
These options will change depending on what is currently in the clipboard. It can be a very
useful tool to do things such as Paste as unformatted text. Unformatted text will get rid of
hidden HTML codes from a webpage or the hidden formatting from another Word
Document.

The Format Painter will copy the format of selected text and
apply it to the text you specify. This button shows a paintbrush for
the format painter option. To use the Format Painter command you
need to first select the text that has the format you wish, click once on
the button (a paintbrush will follow your mouse pointer), click on the
text you want to reformat. This tool turns itself off after each use. To
turn it on, and keep it on, double‐click on the button on the
standard toolbar. To turn it back off, simply click on that button again
or press escape (Esc).

Format Font
Most options to change the format of the text can be found on the Home tab, in the Font group.

1.List of Fonts ‐ Changes the shape of the selected text.

2.List of Font Sizes ‐ Changes the size of the selected text. You can type in your own custom
size, the range is 1pt to 1638pt, including half sizes (e.g. 14.5pt) Use Ctrl‐[ or Ctrl‐] to
increase and decrease by one font point.
3.Grow Font ‐ Increases the size of the selected text, based on the list of font sizes. Use Ctrl‐
> to increase the font based on the list of sizes.
4.Shrink Font ‐ Decreases the size of the selected text, based on the list of font sizes. Use
Ctrl‐< to decrease the font based on the list of sizes.
5.Change Case ‐ Changes the capitalization of your selected text. Choices include: Sentence

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case.; lowercase; UPPERCASE; Capitalize Each Word; and tOGGLE cASE.
6. Clear Formatting ‐ Change the selected text to the default settings.
7. Bold ‐ Changes selected text appear darker, like writing with a marker instead of a
pen. Use Ctrl‐B to bold.
8. Italic ‐ Changes selected text to appear slanted, leaning the letters to the right. Use
Ctrl‐I to Italicize.
9. Underline ‐ Changes selected text to have a single line under the text. The dropdown
allows you to pick different underlines and underline colors. Use Ctrl‐U for a basic
underline.
10. Strikethrough ‐ Changes the selected to have a single line through the middle of the
letters.
11. Subscript ‐ Changes the selected text to be small and lowered. Example: H2O (“Subway
goes down”). Use Ctrl‐= to subscript.
12. Superscript ‐ Changes the selected text to be small and raised. Example: x2 (“Superman
goes up”). Use Ctrl‐+ to superscript.
13. Text Effects ‐ Changes the text to have more dramatic appearance. This option is
only available in Office 2010.
14. Text Highlight Color ‐ Changes the mouse to a highlighter. Turn on this tool and drag
over text to highlight/un‐highlight.
15. Font Color ‐ Changes the selected text to the chosen color. When you choose a color
it becomes the default. To see other color options, click More Colors... to see all the colors
available.
16.More Font – Opens the Font dialog box with more Font settings

Font Dialog Box

This window can be opened by clicking on the
"more" button in the Font Group, by right‐
clicking on text and choose Font..., or by
pressing Ctrl‐D on the keyboard.

Font ‐ Changes the shape of the selected text.

Font Style ‐ Choose between bold and italic
options to change the selected text.
Size ‐ Changes the size of the selected text,
type in any number between 1 and 1638; the
larger the number, the larger the text.
Font color ‐ Changes the color of the selected
text. The more colors option is also available
here.
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