Mzumbe University

Mbeya Campus College

LAW 110
MS WORD
Asst.Lecturer: Maria Malamsha
Microsoft – 01 Understanding Word
Word
Application 02 Basic Editing
03 Character Formatting

04 Paragraph Formatting

05 Managing Text Flow

Working with themes, style sets,

06 backgrounds, text boxes
07 Using Illustrations & Graphics
 Microsoft Word

…is the word processing component of

the Microsoft Office Suite (Others
include Power point , Excel…)

It is used primarily to enter, edit, format,

save, retrieve and print documents.
 Microsoft Word

Text processor to create documents such

as letters, flyers, reports and more
It has Templates for different types of
documents
There are different Versions of MS Word
(2003, 2007, 2010, 2013, 2016, 2019,
2021 and 2024)
 Start Word 2019
• On the Windows desktop, click the Start button. The Start
menu appears. On the Start menu, locate Word application
and click the icon. The Word screen appears
Word Interface
There are three features that
you should remember as you
work within Word 2007:
File Button
Quick Access Toolbar &
Ribbon
Status bar
File Button
This button allows you to
Create a new
document,
open an existing
document
Info
save or save as
Print
Share (through email
or fax),
Export
Close
The Ribbon
Tabs on the Ribbon

Groups on the Home Tab

The Ribbon is the panel at the top portion of the document. It

has seven tabs: Home, Insert, Draw, Design, Layout,
References, Mailings, Review, View and Help.
Each tab is divided into groups.
The groups are logical collections of features designed to
perform functions that you will utilize in developing or editing
your Word document.
Commonly used features are displayed on the Ribbon, to
view additional features within each group, click on the
arrow at the bottom right of each group.
The Ribbon
Tabs on the Ribbon

Groups on the Home

Tab

Each of the tabs contains the following tools/groups

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text,
and Symbols
Layout: Themes, Page Setup, Page Background, Paragraph,
Arrange
References: Table of Contents, Footnote, Citation & Bibliography,
Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview
Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros
 WORKING WITH DOCUMENTS

Create a New Document

There are several ways to create new documents, open
existing documents, and save documents in Word:
• Click the File Button and Click New or
• Press CTRL+N (Depress the CTRL key while pressing the “N”)
on the keyboard

NOTE: You can start from a blank document or you can

choose from templates
 WORKING WITH DOCUMENTS

Opening an Existing Document

▪ Click the File Button and Click Open, or
▪ Press CTRL+O (Depress the CTRL key while pressing the
“O”) on the keyboard, or
▪ If you have recently used the document you can click the
File Button and click the name of the document in the
Recent Documents section of the window Insert picture of
recent docs

Close a Document
• Click the File and Click Close
 WORKING WITH
DOCUMENTS

Saving a Document
• Save & Save as are both used for saving a document
• Save as is used to store a new file or an existing file to a
new location with the same name or different name.
• Save is used to update the lastly stored document with
latest content
• Click the File Button and Click Save or Save As or
• Press CTRL+S on the keyboard, or
• Click the Disc icon on the Quick Access Toolbar
 WORKING WITH
DOCUMENTS

Renaming Documents
• Right-click the document
name with the mouse and
select Rename from the
shortcut menu.
• Type the new name for
the file and press the
ENTER key
 WORKING ON MULTIPLE
DOCUMENTS
• Several documents can be opened simultaneously if you are
typing or editing multiple documents at once.
• All open documents will be listed in the View Tab of the Ribbon
when you click on Switch Windows.
• The current document has a checkmark beside the file name.
Select another open document to view it.
 DOCUMENT VIEWS
There are many ways to view a document in Word.
• Print Layout: This is a view of the document as it would appear when
printed. It includes all tables, text, graphics, and images.
• Full Screen Reading: This is a full view length view of a document. Good
for viewing two pages at a time.
• Web Layout: This is a view of the document as it would appear in a web
browser.
• Outline: This is an outline form of the document in the form of bullets.
• Draft: This view does not display pictures or layouts, just text.

To view a document in different forms

• Click the document views shortcuts at the
bottom of the screen

• Click the View Tab on the Ribbon and Click

on the appropriate document view.
 EDITING A DOCUMENT

Typing and inserting Text

• To enter text, just start typing! The text will appear where the
blinking cursor is located.
• To move through the document, use the arrow buttons on the
keyboard
• The keyboard shortcuts listed below are also helpful

Move Action Keystroke

Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END
 EDITING A DOCUMENT
Selecting Text
To format text , it must be highlighted first. Select the text by
• Dragging the mouse over the desired text while keeping the left mouse
button depressed, or
• Hold down the SHIFT key on the keyboard while using the arrow
buttons to highlight the text.
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or lines drag the mouse over the words, or hold down SHIFT
while using the arrow keys
Entire document choose Editing | Select | Select All from the Ribbon,
or press CTRL+A
• Deselect the text by clicking anywhere outside of the selection on the
page or press an arrow key on the keyboard
 EDITING A DOCUMENT
Inserting Additional Text
Text can be inserted in a document at any point using any of the
following methods:
• Type Text: Put your cursor where you want to add the text
and begin typing
• Copy and Paste Text: Highlight the text you wish to copy and
right click and click Copy, put your cursor where you want the
text in the document and right click and click Paste.
• Cut and Paste Text: Highlight the text you wish to copy and
right click and click Cut, put your cursor where you want the
text in the document and right click and click Paste.
• Drag Text: Highlight the text you wish to move, click on it and
drag it to the place where you want the text in the document.
 EDITING A DOCUMENT

Inserting Additional Text

Clipboard Group on the Home Tab
of the Ribbon can also be utilized Paste
• Copy Text: Copy and Paste as Cut
above or use the Clipboard group
on the Ribbon Copy
• Paste Text: Ctrl + V (hold down
the CTRL and the “V” key at the
same time) or use the Clipboard Format
Painter
group to Paste, Paste Special, or
Paste as Hyperlink
• Format Painter: is used to copy
and apply formatting to multiple
pieces of text or graphics
 EDITING A DOCUMENT
Deleting Blocks of Text : Use the BACKSPACE and DELETE
• Backspace delete text to the left of the cursor and
• Delete will erase text to the right.
• To delete a large selection of text, highlight it using any of the
methods outlined above and press the DELETE key.

Search and Replace Text: (CTRL + F)

• To find a particular word or phrase in a document, Click Find on
the Editing Group on the home tab
• To find and replace a word or phrase in the document, click
Replace on the Editing Group of the Ribbon.

Undo Changes (CTRL + Z) : Click the Undo Button on the Quick

Access Toolbar
Redo Changes (CTRL + Y): Click the redo Button on the Quick Access
Toolbar
 FORMATTING TEXT
Styles
• A style is a format enhancing tool that includes font typefaces, font
size, effects (bold, italics, underline, etc.), colors and more
• Home Tab of the Ribbon, that you have several areas that will
control the style of your document: Font, Paragraph, and Styles.

Change the font typeface:

• Click the arrow next to the font name and choose a font.

• Remember that you can preview how the new font will look by
highlighting the text, and hovering over the new font typeface.
 FORMATTING TEXT
To change the font size:
• Click the arrow next to the font size and choose the appropriate size,
or
• Click the increase or decrease font size buttons.

• Other features of font group are:

• Text color
• Highlight
• Bold
• Italic
• Underline, and many others
 FORMATTING TEXT
Copy Formatting
• Select the text with the
formatting you want to copy.
• Copy the format of the text
selected by clicking the Format
Painter button on the Clipboard
Group of the Home Tab
• Apply the copied format by
selecting the text and clicking on
it.
Clear Formatting
• Select the text you wish to clear
the formatting
• Click the Styles dialogue box on
the Styles Group on the Home Tab
• Click Clear All
 FORMATTING PARAGRAPHS
• Formatting paragraphs allows you to change the look of the overall
document.
• Tools for paragraph are found in the Page Layout Tab of the Ribbon
or Paragraph Group on the Home Tab .

Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear.
• Click the Home Tab
• Choose the appropriate button for alignment on the Paragraph
Group.

• Align Left: the text is aligned with your left margin

• Center: The text is centered within your margins
• Align Right: Aligns text with the right margin
• Justify: Aligns text to both the left and right margins
 FORMATTING PARAGRAPHS
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different
margins. There are several options for indenting:
• First Line: Controls the left boundary for the first line of a paragraph
• Hanging: Controls the left boundary of every line in a paragraph
except the first one
• Left: Controls the left boundary for every line in a paragraph
• Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

• Click the Indent buttons to control the indent.

• Click the Indent button repeated times to increase the size of the
indent.
 FORMATTING PARAGRAPHS
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different
margins. There are several options for indenting:
• First Line: Controls the left boundary for the first line of a paragraph
• Hanging: Controls the left boundary of every line in a paragraph
except the first one
• Left: Controls the left boundary for every line in a paragraph
• Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

• Click the Indent buttons to control the indent.

• Click the Indent button repeated times to increase the size of the
indent.
 FORMATTING PARAGRAPHS
Add Borders and Shading
You can add borders and
shading to paragraphs and
entire pages. To create a
border around a paragraph or
paragraphs:
• Select the area of text
where you want the
border or shading.
• Click the Borders Button
on the Paragraph Group
on the Home Tab
• Choose the Border and
Shading
• Choose the appropriate
options
 FORMATTING PARAGRAPHS
Apply Styles
Styles are a present collection of formatting that you can apply to text.
To utilize Quick Styles:
• Select the text you wish to format.
• Click the dialog box next to the Styles Group on the Home Tab.
• Click the style you wish to apply.
 FORMATTING PARAGRAPHS

Other features under Paragraph Group of Home tab

are
• Line Spacing
• Bullets
• Numbering, others
 FORMATTING PARAGRAPHS
Lists
Lists allow you to format and organize text with numbers, bullets, or in an
outline.

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline
lists combine numbers and letters depending on the organization of the list.

To add a list to existing text:

• Select the text you wish to make a list
• From the Paragraph Group on the Home Tab, Click the Bulleted or
Numbered Lists button
 FORMATTING PARAGRAPHS
To create a new list:
• Place your cursor where you want the list in the document
• Click the Bulleted or Numbered Lists button
• Begin typing

Nested Lists
A nested list is list with several levels of indented text. To create a nested
list:
• Create your list following the directions above
• Click the Increase or Decrease Indent button
 FORMATTING PARAGRAPHS
To create a new list:
• Formatting Lists
• The bullet image and numbering
format can be changed by using
the Bullets or Numbering dialog
box.
• Select the entire list to change
all the bullets or numbers, or
• Place the cursor on one line
within the list to change a single
bullet
• Right click
• Click the arrow next to the
bulleted or numbered list and
choose a bullet or numbering
style.
 TABLES
Adding tables
Tables are used to display data in a table format. ADD NOTES

Create a Table
• Place the cursor on the page where you want the new
table
• Click the Insert Tab of the Ribbon
• Click the Tables Button on the Tables Group.

NOTE: You can create a table one of

four ways:
 TABLES
Four ways for Creating a Table
1. Highlight the number of row
and columns
2. Click Insert Table and enter the
number of rows and columns.
3. Click the Draw Table, create
your table by clicking and
entering the rows and columns
4. Click Quick Tables and choose
a table

To Enter Data in a Table

Place the cursor in the cell where
you wish to enter the
information. Begin typing.
 TABLES
Modify the Table Structure and Format a Table
1. Click the table and notice that you have two new tabs on the
Ribbon: Design and Layout. These pertain to the table design
and layout.
2. On the Design Tab, you can choose:
• Table Style Options
• Table Styles
• Draw Borders
 TABLES
Layout

To format a table, click the table and then click the Layout Tab on the
Ribbon. This Layout tab allows you to:
• View Gridlines and Properties (from the Table Group)
• Insert Rows and Columns (from the Rows & Columns Group)
• Delete the Table, Rows and/or Columns (from the Rows & Columns
Group)
• Merge or Split Cells (from the Merge Group)
• Increase and Decrease cell size (Cell Size Group)
• Align text within the cells and change text directions (Alignment Group)
 Illustrations, Pictures, and
SmartArt
To insert a picture:
1. Place your cursor in
the document
where you want the
illustration/picture
2. Click the Insert Tab
on the Ribbon
3. Click the Picture
Button
4. Browse to the
picture you wish to
include
5. Click the Picture
6. Click Insert
NOTE: To insert anything else found in INSERT TAB, follow the first three
steps above and follow instructions
 Illustrations, Pictures, and
SmartArt

Smart Art
Smart Art is a collection
of graphics you can
utilize to organize
information within your
document. It includes
timelines, processes, or
workflow. To insert
SmartArt
 Exercise
1. Insert symbols & headers & footers,
Colums/text boxes
 Watermarks
A watermark is a translucent image that appears behind the primary text
in a document. To insert a watermark:
• Click the Page Layout Tab in the Ribbon
• Click the Watermark Button in the Page Background Group
• Click the Watermark you want for the document or click Custom
Watermark and create your own watermark
• To remove a watermark, follow the steps above, but click Remove
Watermark
 PROOFREADING A DOCUMENT
Features to help you proofread your document. These include:
Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary,
and Word Count.

Spelling and Grammar

To check the spelling and grammar of a document
• Place the cursor at the beginning of the document or the
beginning of the section that you want to check
• Click the Review Tab on the Ribbon
• Click Spelling & Grammar on the Proofing Group.
 PROOFREADING A DOCUMENT
Features to help you proofread your document. These include: Spelling
and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word
Count.

Spelling and Grammar

To check the spelling and grammar of a document
• Place the cursor at the beginning of the document or the beginning of
the section that you want to check
• Click the Review Tab on the Ribbon
• Click Spelling & Grammar on the Proofing Group.
 PROOFREADING
A DOCUMENT
Spelling and Grammar
• Any errors will display a dialog
box that allows you to choose a
more appropriate spelling or
phrasing.

• If you wish to check the spelling

of an individual word, you can
right click any word that has been
underlined by Word and choose a
substitution.
 PROOFREADING
A DOCUMENT
Thesaurus (Shift + F7)
It allows you to view synonyms.
• Click the Review Tab of the
Ribbon
• Click the Thesaurus Button on
the Proofing Group.
• The thesaurus tool will appear on
the right side of the screen and
you can view word options.

You can also access the thesaurus

by right-clicking any word and
choosing Synonyms on the menu.
 PROOFREADING A DOCUMENT
Customize AutoCorrect
You can set up the
AutoCorrect tool in Word
to retain certain text the
way it is. To customize
AutoCorrect:
• Click the Microsoft
Office button
• Click the Word Options
Button
• Click the Proofing tab
• Click AutoCorrect
Options button
 WORD COUNT
• To check the word count in Word 2007 look at the bottom left
corner of the screen. It will give you a total word count or if you
have text highlighted it will tell you how many words are
highlighted out of the total.
 Page Formatting
Modify Page Margins and
Orientations
The page margins can be
modified through the following
steps:
• Click the Page Layout Tab on
the Ribbon
• On the Page Setup Group,
Click Margins
• Click a Default Margin, or
• Click Custom Margins and
complete the dialog box.
 Page Formatting

Apply a Page Border and Color

• Click the Page Layout Tab on the
Ribbon
• On the Page Background Group, click
the Page Colors or Page Borders drop
down menus

Insert Common Header and Footer Information

• To insert Header and Footer information such as page numbers, date,
or title, first, decide if you want the information in the header (at the
top of the page) or in the Footer (at the bottom of the page), then:
• Click the Insert Tab on the Ribbon
• Click Header or Footer
• Choose a style
 Page Formatting
Insert Common Header and Footer Information
• The Header/Footer Design Tab will display on the Ribbon
• Choose the information that you would like to have in the header or
footer (date, time, page numbers, etc.) or type in the information you
would like to have in the header or footer
 Page Formatting
Create a Page Break
• Click the Page Layout
Tab on the Ribbon
• On the Page Setup
Group, click the
Breaks Drop Down
Menu
• Click Page Break
 Page Formatting
Insert a Cover Page
• Click the Insert Tab
on the Ribbon
• Click the Cover Page
Button on the Pages
Group
• Choose a style for
the cover page
 Page Formatting
Insert a Blank Page
To insert a blank page:
• Click the Insert Tab on the Ribbon
• Click the Blank Page Button on the Page Group
 TABLE OF CONTENT
• The easiest way to create a Table of Contents is to utilize the
Heading Styles that you want to include in the Table of
Contents. For example: Heading 1, Heading 2, etc.
• The Table of Contents is formatted based on levels of headings.
Level 1 will include any text identified with the style Heading 1.
• When you create a Table of Contents, the first thing you want
to do is mark the entries in your document.
 TABLE OF CONTENT
Mark Table of Contents Entries
• You can mark the Table of Contents entries in one of two ways: by
using built-in heading styles or by marking individual text entries.

To Use Built-In Heading Styles

• Select the text that you wish to be the heading
• Click the Home Tab
• In the Styles Group, click Heading 1 (or the appropriate heading)

NOTE: YOU DO THESE FOR ALL THE HEADING THAT YOU NEE THEM TO
APPEAR IN TABLE OF CONTENT
 TABLE OF CONTENT

Create a Table of
Contents
• Put your cursor in
the document
where you want
the Table of
Contents
• Click the
References Tab
• Click the Table of
Contents button
 TABLE OF CONTENT

Update Table of Contents

If you have added or removed headings or other table of contents
entries you can update by:
• Apply headings or mark individual entries as directed above
• Click the References Tab in the Ribbon
• Click Update Table
 TABLE OF CONTENT

Delete Table of Contents

• Click the References Tab on
the Ribbon
• Click Table of Contents
• Click Remove Table of
Contents
THANK YOU