Gaadlight Computer Training Institute

MICROSOFT WORD
FAST TRACK

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Screen Layout

Menus
When you begin to explore Word 2000, you will notice a significant change in the menu
structure if you are familiar with previous versions of Word. The menus in Word 2000
display only the commands you have recently used. To view all options in each menu,
you must click the double arrows at the bottom of the menu. The images below show the
Format menu collapsed (left) and expanded (right) after the double arrows at the bottom
of the menu were clicked:

Starting Microsoft Word

 Click on Start on the task bar
 Click on Programs or All program
 Click Word

Creating Document in Word

 Type your document in the provided window
 Format it as appropriate (e.g. font, font size, bold, underline, italics, colour, etc)
 Save your work
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Formatting Part Of A Document

 Select the part of the document to be formatted
 Apply the necessary formatting to the selected part from the formatting tool bar. E.g.
Bold, Underline, Align Left, Font, Font size, etc

Formatting The Whole Document At The Same Time

 Click on Edit in the menu
 Click on Select All
 Apply the necessary formatting to the selected part from the formatting tool bar. E.g.
Bold, Underline, Align Left, Font, Font size, etc

Saving a File With Name

 Click on File in the menu or office button
 Click on Save As (for initial saving)
 Choose the folder or storage media where you want the document to be saved (e.g.
My Document)
 Type the name of the File on the file name section
 Click on Save

Saving File in Word (updating saving)

 Click on File in the menu or office button
 Click on save (computer will automatically update your saving)

Saving a File with Password in Word

 Click on File in the menu or office button
 Click on Save As
 Type the file name
 Specify the storage medium to be used
 Click on Tools in the Save As box
 Click on General Options or security option
 Type the password to open
 Type the password to modify
 Click Ok
 Re-type the password to open for confirmation
 Click Ok
 Re-type the password to modify for confirmation
 Click Ok
 Click Save

Opening a Document in Word

 Click File in the menu or office button
 Click Open
 Specify the storage medium used if need be
 Select the file to open
 Click on Open
Closing a Document in Word
 Click on File in the menu or office button
 Click on Close
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Creating a New Document in Word

 Click on File in the menu or office button
 Click on New
 Click on General tab in the New dialog box
 Click on Blank Document
 Click Ok

Setting Up a Page for Work

 Click on File in the menu or Page Layout Menu
 Click on Page Set-Up
 Click on Margins tab to set the right, left, top and bottom margins
 Click on Paper Size to set the type of paper and the orientation
 Click Ok to confirm all changes

Previewing Document in Word

 Click on File menu or office button
 Click on Print Preview
 Click on Close to return to document
Editing Document in Word
Copying Text in Word
 Select text to be copied
 Click on Edit menu or Home Menu
 Click on Copy
 Locate the destination of the copied text and click the mouse button
 Click on Edit menu or Home Menu
 Click on Paste
Moving Text in Word
 Select the text to be moved
 Click on Edit menu or Home Menu
 Click on Cut
 Locate the destination of the cut text and click the mouse button
 Click on Edit menu or Home Menu
 Click on Paste
Finding and Replacing Text in Word
 Click on Edit menu or Home Menu
 Click on Find
 Type the word to find
 Click on Replace Tab and type the word to use to replace
 Click on Replace to replace only once and Replace All to replace all the word
Moving to a Specified Page in Word
 Click on Edit in the menu or Home Menu
 Click on Go To
 Type the page number
 Click GoTo
 Click Close
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Changing Document Line Spacing

 Select part of the document or the entire document as needed
 Click on Format menu or Home button
 Click on Paragraph
 Click on Indents and Spacing tab if it is not selected
 In the Spacing section, Click on the Line Spacing box to see a list of the available line
spacing
 Select any line spacing of your choice
 Click Ok to confirm selection

Changing the Space Before and After a Paragraph

 Position the cursor in any part of the paragraph
 Click on Format menu or Home button
 Click on Paragraph
 Click on Indents and Spacing if not selected
 In the Spacing section, change the number of points you want either before or after
the paragraph as the case may be
 Click Ok to confirm change

Indenting Paragraph(s)
 Position the cursor in any part of the paragraph to be indented
 Click on Format menu or Home button
 Click on Paragraph
 Click on Indents and Spacing if not selected
 In the Indentation section, change number of indents you want from the left or right or
both
 Click Ok to confirm change

Adding Bullets to Document(s)

It can be done either before typing the document or after.

Applying Bullets Before Typing a Document

 Locate where to start the typing
 Click on Format menu or Home button
 Click on Bullets and Numbering
 Click on Bulleted tab in the Bullets and Numbering dialog box
 Click on any bullet of your choice to select it
 Click Ok to confirm selection
Applying Bullets After Typing a Document
 Selected the paragraphs you want to apply bullets to
 Click on Format menu or Home button
 Click on Bullets and Numbering
 Click on Bulleted tab in the Bullets and Numbering dialog box
 Click on any bullet of your choice to select it
 Click Ok to confirm selection

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Applying Numbering to Document

It can be done either before or after typing the document

Applying Numbering Before Typing a Document

 Click on Format menu or Home button
 Click on Bullets and Numbering
 Click on Numbered tab in the Bullets and Numbering dialog box
 Click on any numbering of your choice to select it
 Click Ok to confirm selection

Applying Numbering After Typing a Document

 Selected the paragraphs you want to apply bullets to
 Click on Format menu or Home button
 Click on Bullets and Numbering
 Click on Numbered tab in the Bullets and Numbering dialog box
 Click on any numbering of your choice to select it
 Click Ok to confirm selection

Outlined Numbered can also be applied in the same way.

Applying Borders to Text, Page Border and shading to Document

 Select the text or document
 Click on Format menu or Page Layout menu
 Click on Borders and Shading or Page Borders icon
 Click on Borders tab to apply border to selected text
 Or Page border to apply border to page
 In the Setting section, Click on any borders of your choice. E.g. Box, Shadow, etc.
 In the Style section, scroll either up or down to select a border type of your choice
 You can change the color of the border style in the color section which is directly
under the style section
 You can also change the thickness of the border in the Width section
To apply shading
 Click on shading tab
 Select the colour you want
 Click Ok to confirm all the changes
Working With Columns
 Locate where you want the column to start from
 Click on Format menu or Page Layout menu
 Click on Columns
 Click on the number or type columns needed if available OR change the number of
columns needed in the Number of Columns section
 Click on the box before Lines Between to put a line in between the columns if needed
 In the bottom part of the Columns Dialog box where it is written Apply to: select
whole document if you want it applied to the whole document. You can also select
this point forward if you want it applied to a certain part of the document as from that
point forward
 Click Ok confirm all changes

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Converting First Sentence to One Column As Heading

 Select the Sentence to be converted
 Click on Format menu or Page Layout menu
 Click on Columns
 Click on One in the Preset Section
 Make sure that Apply to: is set to Text
 Click Ok to confirm changes

Adding Drop Caps to Text

 Select the text or letter
 Click on Format menu or Insert menu
 Click on Drop Caps
 Click on the desired position e.g. Dropped
 Specify the number of lines to drop
 Click Ok to confirm changes

Changing Text Case

 Select the text
 Click on Format menu or Home button
 Click on Change Case
 Click on the desired case
 Click Ok to confirm changes

Inserting Page numbers into Documents

 Click on Insert in the menu
 Click on Page Numbers
 Click the bar tab in the Position section to specify either Top or Bottom number
placement
 Also specify the desired alignment whether Left, Right, Center, Inside or Outside in
the Alignment section
 Click on Format to specify the type of numbering style you want
 Click Ok to close the Page Number Format
 Click Ok to confirm changes

Inserting Date and Time

 Locate where you want the Date and Time to appear
 Click on Insert in the menu
 Click on Date and Time
 Click on the type of date and time you want
 Click Ok to confirm changes

Inserting Header and Footer

 Click on View menu or Insert in the menu
 Click on Header and Footer (the space to type the header and footer appear at the top
and bottom of the page)
 Type the text
Inserting Symbols into Documents
 Locate where you want the symbol to appear
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 Click on Insert in the menu

 Click on Symbol
 Click on the Symbol tab if not selected
 Click on any symbol of your choice
 Click on Insert
 Click on Close

Inserting Clipart into Document

 Locate where you want the clipart to appear
 Click on Insert in the menu
 Click on Picture
 Click on Clip Art in the sub-menu
 Click on any clip art of your choice
 Click on any sub-clip art if need be
 Click on insert icon
 Close the clip art box
Inserting Text Box into Document
 Click on Insert in the menu
 Click on Text Box
 Use your mouse to draw a box in the desired part of the document
 Enter or Type the required text into the text box
Inserting Word Art into Document
 Click on Insert in the menu
 Click on Picture
 Click on Word Art in the sub-menu
 Click on word art of your choice
 Click Ok
 Type the desired text and format it as you want
 Click Ok to confirm changes
Working with Tables
Inserting Table into Document
 Locate where you want the table to be inserted by click at that point
 Click on Table menu or insert menu
 Click on Insert
 Click on Table in the sub-menu
 Specify the number of Columns and Rows needed
 Click Ok to confirm changes
Selecting Column in a Table
 Move the mouse pointer the outer part of the table on top of the column to be selected.
 Click the mouse button if only you have a small black arrow pointing downward to
the column you wish to select.

Selecting Row in a Table

 Move the mouse pointer to the outer part of the table to the left of the row you wish to
select.
 Click the mouse button if only you have a white arrow pointing to the row to be
selected.
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Selecting a Cell in a Table

 Move the mouse pointer to the left hand side of the cell you wish to select
 Position the mouse pointer until you have a small black arrow pointing to the cell.
 Click the mouse button to select the cell
Inserting Column, Row or Cell in a table
 Make sure the table is active
 Click on table menu or table tool
 Click on insert or layout under table tool
 Select any option you want (e.g row above, row below, column to left, etc)
Deleting Column, Row or Cell or the entire table
 Select the Column, Row or Cell to be deleted
 Click on Table in the menu or table tool then click layout under table tool
 Click on Delete
 Click on the desired item to delete (e.g. Column, Row, Cell or table)
Merging Cells in a Table
 Select all the cells you want to merge
 Click on Table in the menu
 Click on Merge Cells
Splitting Cells in a Table
 Select the cell you want to split
 Click on Table in the menu
 Click on Split Cells
 Specify either the number of Rows or Columns needed
 Click Ok
Sorting Text in a Table
 Select the column that contains the text to be sorted
 Click on Table in the menu
 Click on Sort
 Specify whether in Ascending or Descending order
 Click Ok
Performing Calculations in Table
 Locate where the result of the calculation is needed
 Click on Table menu or Table tools, then click on layout
 Click Formula
 Write the appropriate formula in the formula space
 Click Ok

e.g. =sum(above), =sum(left), =a1/b2, =e3-a2, =(a2+b3+b5)-c4

Converting Table to Text

 Click on the cells in the table to be converted
 Click on Table menu or Table tools, then click on layout
 Click on Table in the sub-menu
 Click on Convert
 Click on Table to Text

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Converting Text to Table

 Select the text to be converted
 Click on Table menu or Table tools, then click on layout
 Click on Convert
 Click on Text to Table in the sub-menu

Repeating Heading Row in a Table

 Select the header row
 Click on Table menu or Table tools, then click on layout
 Click on Heading Row Repeat

Adjusting Row Height

 Locate the border to the bottom part of the row you want to adjust its height
 Click and drag only when you have an horizontal line with both left and right arrow
 Release the mouse button when done

Adjusting Column Width

 Locate the border to the bottom part of the column you want to adjust its height
 Click and drag only when you have a vertical line with both up and down arrow
 Release the mouse button when done

Mail Merging Document

 Type and format the main document first
 Click on Tools in the menu
 Click on Mail Merge
 Click create in step one of the mail merge helper
 Click on Form Letters
 Click on Active Windows
 Click on Tools in the menu
 Click on Mail Merge
 Click on Get Data in step two
 Click on Create Data Source
 Remove unwanted field names
 Click Ok to save the data source
 Type the file name and click Save
 Click on Edit Data Source
 Enter the first record and click Add New to enter the next record
 Only click Ok after entering the last record
 Insert the entire merge field in the appropriate locations in the main document. This
can be done by clicking on the Insert Merge Field on the Mail Merge Tool Bar and
then select each of fields one after the other.
 After inserting all the fields, click on Tools in the menu
 Click on Mail Merge
 Click on Merge in step three of the Mail Merge Helper
 Click on Merge to merge all the records in the data source with the main document.

OR
 Type and format the main document first
 Click on Tool menu or Mailings Menu
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 Click on Letter and Mailing or Start Mail Merge

 Click on Mail Merge Wizard or Step by Step Mail Merge Wizard (mail merge
dialogue box will appear)
 On the select document type, select Letter (i.e. Step 1)
 Click Next
 On letter setup section, select Use the current document (Step 2)
 Click Next
 (Step 3) Under the recipient section select Type a new list, then click on create
 Customize your recipients field then type your recipient data one after the other to the
last person
 Read through the step 4 and 5 and make the necessary setting.
 On step 6 select edit individual letter, or then select All and click Ok.

Printing Document in Word

 Click on File in the menu or Office Button
 Click on Print
 Select the type of printer you want to use under Printer Name
 Click on All to print all the document
 Click on Current page to print the current page
 Click on Pages to make selection of pages you want to print
 Click on Number of Copies and type the number of copies to be printed per page
 Click Ok

Exercise 1

1. Type the following text and format it as specified

Size Colour style Alig Effect
a. That great champion has won again 14 red arial centre Bold
b. It is an excellent performance 18 blue impact right italic
c. It is a wonderful experience 16 green comic left bold,
italic
2.
a. Copy line one and paste it five times
b. cut line two and paste it four times

* Save your work as yourname exercise 1

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Exercise 2

Type the text below and do the exercise under it.

Type and format the main document first
Click on Tools in the menu
Click on Mail Merge
Click create in step one of the mail merge helper
Click on Form Letters
Click on Active Windows
Click on Tools in the menu

Que.:
i. Give the above text double line spacing
ii. Indent line 1, 3
iii. Bullet line 1-4
iv. Numbered line 5-7
v. Select line 1-4 give it a light blue shading and red outline with 3points

 Save your work as yourname exercise 2

Exercise 3

Create a new document save it as yourname exer3

a. Change the 1st page to 2 columns text and type any text of your choice to fill the
page
b. Select the 1st letter on page one, make it drop 4 lines
c. Change the 2nd page to 3 columns type to fill it
d. Select line one of page 2, make it a one column text, bold it, give it size 16 and
underlining
e. Insert page number, date and time
f. Insert a textbox and write inside it your name and address

Exercise 4
i. Insert the table below, type the text inside it and format it as desire

NAME LEVEL AGE GROUP TOTAL GPA REMARK

Ojo James 100 23 B 76 4.2 Upper

Uba Lilian 200 25 A 65 3.9 Lower

ii. Split cell C3 into 2 rows 1 column

iii. Merge cell E2 and F2 together

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Exercise 5
As the chief secretary of GREAT INVEST. & CO. send this letter to the manager of other 10
branches within the country

Great Invest. & Co.

Head Office,
Abuja.
12th June, 2005.
Firstname secondname,
Branchname,
City,
State.

Dear sir/ma,
This is to inform you that the management will be happy if the summary of your
branch annual transaction and performance can be forwarded to the head office before the
15th day of December.
Thanks.

Yours faithfully,

Yourname

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