User Manual for MS Word

Name: Aldrine James M. Santos

Date:11/05/24

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PART 1: INTRODUCTION

What is MS Word - Microsoft Word lets you create professional-quality

documents, reports, letters, and resumes. Unlike a plain text editor, Microsoft
Word has features including spell check, grammar check, text and font formatting,
HTML (HyperText markup Language) support, image support, advanced page
layout, and more

What is the benefit of MS Word - MS Word enables users to do write-ups, create

documents, resumes, contracts, etc. In conclusion, MS Word Provides several
benefits for academic writing and research projects. It is user-friendly, provides
formatting options, collaborations and sharing tools, citation and referencing
features, templates, spell and grammar check, auto-save, and ease of access. By
using MS Word, students and researchers can save time, improve the quality of
their work, and achieve better outcomes in their academic projects.

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PART 2: Creating a New Document

To create a basic document, choose a template from the list provided or start with a
blank document. Use the File tab to open, save, and start documents, and the Insert
tab to add any images, symbols, or other media to your document. Highlight your
text and play around with formatting options in the "Home" tab.

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Open the Microsoft Word application. Do this by double-clicking the Microsoft
Word icon.

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Review the available templates. On the right side of the screen, you'll see several
templates of interest:

● Blank document - A blank document with default formatting.

Creative Resume/Cover Letter - A clean, pre-formatted resume (and

accompanying cover letter) document.

● Student Report with Cover Photo - A document format geared

toward an academic demographic.

● Fax Cover Sheet - A document to preface fax reports.

● You can also search for specific templates online from within Word

by using the search bar at the top of this screen.

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Choose a template. Doing so will open the template in Word with whatever pre-
determined formatting applies to it. Now that your document is open, you're ready
to review your Toolbar options.

● When in doubt, open a blank document.

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 PART 3: Navigating the Microsoft Word Toolbar

Click the File tab. It's in the top left side of the screen (or in the menu bar for Mac
users). From here, you have several useful options on the far left side of your
screen:

● Info (PC only) - Click this to review the document's statistics, such

as when it was last modified, as well as any potential issues with the
document.

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● New - Click this to bring up the "New Document" page that lists all

of the pre-formatted templates. Opening a new document will prompt

you to save your old one.
● Open - Click this to review a list of recently-opened documents. You

can also select a directory (e.g., "This PC") in which to search.

● Save - Click this to save your document. If this is your first time

saving this particular document, you'll be prompted to enter a name,

save location, and preferred file format as well.
● Save As - Click this to save your document "as" something (e.g., a

different name or file format).

● Print - Click this to bring up your printer settings.

● Share - Click this to view sharing options for this document,

including email and cloud options.

● Export - Click this to quickly create a PDF or change the file type.

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Review the Home tab to see your formatting options. At the top of your
screen--from left to right--are five sub-sections of this tab:

● Clipboard - Whenever you copy text, it is saved on your

clipboard. You can view copied text by clicking the Clipboard

option here.
● Font - From this section, you can change your font style, size,

color, formatting (e.g., bold or italic), and highlighting.

● Paragraph - You can change aspects of your paragraph

formatting--such as line spacing, indentation, and bullet

formatting--from this section.
● Styles - This section covers different types of text for various

situations (e.g., headings, titles, and subtitles). You'll also see

the popular "No Spacing" option here, which removes excess
spaces between lines of text.
● Editing - A couple of commonly-used tools--such as "Find and

Replace", which allows you to quickly replace all appearances

of one word with another--live here.

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Click the Insert tab to review the types of media you can place in your
document. Insert is to the right of the Home tab. The Insert tab allows you to add
things like graphics and page numbers to your document. From left to right, a
couple of notable options include the following:

● Table - Clicking this option will allow you to create an Excel-style

table right in your document.

● Pictures - Use this feature to insert a picture into your document.

● Header, Footer, and Page Number - These options are all essential

for writing in MLA- or APA-style formatting. The Header places a

space at the top of the document for comment, while the Footer goes
at the bottom--page numbers are customizable.
● Equation/Symbol - These options use special formatting to

accurately display simple equations. You can select these equations

or symbols from the pertinent drop-down menu.

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Click the Design tab to create your own template. It's to the right of the
Insert tab.

● The Design tab contains pre-designed themes and formats listed

across the top of the page.

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Click the Layout tab to customize your page's formatting. This tab contains
options for changing the following aspects of your document:

● Margins

● Page orientation (vertical or horizontal)

● Page size

● Number of columns (defaults to one)

● Location of page breaks

● Indentation

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Click the References to manage your citations. If you have a bibliography
page, you can also manage it from here.

● For quick bibliography formatting, click the Bibliography drop-down

menu and select a template.

● In the "Citations & Bibliography" group of options, you can change

your bibliography formatting from APA to MLA (or other citation

styles).
● The "Captions" group has an option to insert a table of figures. This

is useful for scientific review papers or similar documents in which

statistical data is prioritized over quotations.

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Click the Mailings tab to review your document sharing options. You can
review your email settings and share your documents from within this section.

● You can also print an envelope or label template by clicking the

pertinent option in the top left corner of your screen.

● The Select Recipients drop-down menu allows you to choose

Outlook contacts as well as an existing contact list within Word.

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Click the Review tab. The Review section is geared towards editing, so it
includes options for marking up documents and proofreading. A couple of
important options include:

● Spelling & Grammar - Click this option (far left corner) to

underline any spelling or grammatical errors.

● The "Changes" section - This is to the far right of the toolbar.

From here, you can enable the "Track Changes" feature which
automatically formats any additions or deletions you make in a
document to appear in red print.

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Decide on the set of options that best apply to your work. If you're a
student, for example, you'll likely use the Insert and References tab often. Now
that you're familiar with the toolbar options, you can format your first Word
document.

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PART 4: Basic Formatting Controls

Open a new Blank Document in Word. If you have an existing document, you
can open that instead

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Enter text. Do this by clicking on the blank section of the document and typing
away.

● If you opened an existing document, be sure to save your work

before reformatting.

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Highlight a section of text. To do this, click and drag your cursor across your
writing, then let go when you've highlighted the section you wish to edit.

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Consider what you want to do with the writing. Some potential options
include:

● Quickly format your writing. Do this by right-clicking (or two-finger

clicking) your highlighted text and then selecting an option from the
right-click menu.
● Change the font of your selection. You can do this by clicking the

drop-down bar at the top of the "Font" section (Home tab) and then
selecting a new font.
● Bold, italicize, or underline your highlighted section. To do this,

click the B, I, or U in the "Font" section of the Home tab.

● Change your document's spacing. This is easiest to accomplish by

right-clicking your selected text, clicking Paragraph, and modifying

the "Line Spacing" value in the bottom right corner of this window.

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Continue working with Word. Your preferred options for your documents
will differ based on the intention behind creating them, so the more you work
within your own particular format, the more proficient you'll become.

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PART 5: Advance Features and Shortcuts

Here are some shortcuts when using Microsoft word that will speed up the
typing process. Depending on the type of Word you are using including online,
mobile, or 365 will depend on if these work.

● Ctrl + A = Select all

● Ctrl + B = Bold
● Ctrl + C = Copy
● Ctrl + D = Change character formatting
● Ctrl + E = Align center
● Ctrl + F = Find
● Ctrl + G = Go to
● Ctrl + H = Replace
● Ctrl + I = Italics
● Ctrl + J = Justify
● Ctrl + K = Insert hyperlink
● Ctrl + L = Left align
● Ctrl + M = Indent
● Ctrl + N = New document
● Ctrl + O = Open document
● Ctrl + P = Print
● Ctrl + Q = Remove paragraph formatting
● Ctrl + R = Right justify
● Ctrl + S = Save
● Ctrl + T = Create hanging indent (tab)
● Ctrl + U = Underline

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● Ctrl + V = Paste
● Ctrl + W = Close document
● Ctrl + X = Cut
● Ctrl + Y = Redo previously undone action
● Ctrl + Z = Undo an action
● Ctrl + 1 = Single-space lines
● Ctrl + 2 = Double-space lines
● Ctrl + 5 = 1.5-line spacing
● Ctrl + Left Bracket [ = decrease font size by 1 point
● Ctrl + Right Bracket ] = increase font size by 1 point
● Ctrl + Shift + A = selected text to all capital letters
● Ctrl + Shift + D = double underline to the selected text
● Ctrl + Shift + E = enable or disable revision tracking
● Ctrl + Shift + F = open font window
● Ctrl + Shift + L = create a bullet point
● Ctrl + Shift + * = view or hide non printing characters
● Ctrl + Shift + > = increase font size
● Ctrl + Shift + < = decrease font size
● Ctrl + ] = increase font size
● Ctrl + [ = decrease font size
● Ctrl + / + C = insert a cent sign (¢)
● Ctrl + Del = delete word right of cursor
● Ctrl + Backspace = delete word left of cursor
● Ctrl + End = move the cursor to the end of the document
● Ctrl + Home = Move the cursor to the beginning of the document
● Ctrl + Spacebar = Reset highlighted text to the default font
● Ctrl + Enter = Insert a page break

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 ● Alt + F, A = save the document under a new name
● Alt + X = show the Unicode code of a highlighted character
● Shift + Enter = Create a soft break instead of a new paragraph
● Shift + Insert = Paste Shift + Alt + D = Insert the current date
● Shift + Alt + T = Insert the current time
● Esc = cancel a command

The below shortcuts will work if you have the function keys on your
keyboard.

● F1 = opens help panel

● Shift + F1 = opens reveal formatting panel
● Alt + F1 = jumps to the next field
● Alt + Shift + F1 = Jumps to the previous field
● F2 = move text or objects
● Ctrl + F2 = open the print window
● Alt + Shift + F2 = save your document
● Alt + Ctrl + F2 = pop up the open window
● F3 = Expand an AutoText entry
● Alt + F3 = Create an AutoText entry
● Shift + F3 = Change the case of selected text
● Ctrl + F3 = Cut selected text to the Spike
● Ctrl + Shift + F3 = Insert the contents of the Spike
● F4 = repeat your last action
● Shift + F4 = repeat the last “Find” action
● Ctrl + F4 = close the current document
● Alt + F4 = quit Microsoft Word

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● F5 = open “Go To” tab on the Find and Replace window
● Shift + F5 = jump the previous edit you made in your document
● Ctrl + Shift + F5 = open Bookmark window
● F6 = Go to the next pane or frame in your Word window
● Shift + F6 = Go to the previous pane or frame
● Ctrl + F6 = Go to the next open document window
● Ctrl + Shift + F6 = Go to the previous open document window
● F7 =Open the Editor pane and start a spelling and grammar check
Shift + F7 = Open the thesaurus
● Alt + F7 = Find the next spelling or grammar error
● Alt + Shift + F7 = Open the Translation pane
● F8 = Enter Word’s selection mode and expand a selection
● Shift+F8 = Reduce a selection
● Ctrl + Shift + F8 = Selects a column
● F9: Update a field
● Shift+F9: Reveal a field’s code
● Ctrl+F9: Insert new Empty Field {} braces
● Ctrl+Shift+F9: Unlink a field
● Alt+F9: Toggle the display of a field’s code
● F10: Show key tips
● Shift+F10: Display a context menu
● Ctrl+F10: Maximize document window
● Alt+Shift+F10: Display a menu or window for an available selection
● F11: Jump to the next field in your document
● Shift+F11: Jump to the previous field in your document
● Ctrl+F11: Lock a field so it cannot be edited
● Ctrl+Shift+F11: Unlock a field

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● Alt+Shift+F11: Start the Microsoft Script Editor
● F12: Open the Save As window
● Shift+F12: Save your document
● Ctrl+F12: Open the Open window
● Ctrl+Shift+F12: Open the Print window

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 PART 6: Step by Step Activity

Write an Essay about “A Character from a Book ,Movie or TV Program” that

uses both basic and advanced features of MS Word, such as (Fonts, Font sizes,
Bold, Italic, Underline) Write it below:

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 PART 7: Saving and Sharing Documents

It's important to save your document whenever you start a new project or
make changes to an existing one. Saving early and often can prevent your
work from being lost. You'll also need to pay close attention to where you
save the document so it will be easy to find later.

Locate and select the Save command on the Quick Access Toolbar.

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If you're saving the file for the first time, the Save As pane will appear in
Backstage view.

You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. You can also click
OneDrive to save the file to your OneDrive.

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The Save As dialog box will appear. Select the location where you want to
save the document.

Enter a file name for the document, then click Save.

The document will be saved. You can click the Save command again to
save your changes as you modify the document.

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Sharing Documents

Word makes it easy to share and collaborate on documents using OneDrive. In

the past, if you wanted to share a file with someone you could send it as an email
attachment. While convenient, this system also creates multiple versions of the
same file, which can be difficult to organize.

When you share a document from Word, you're actually giving others access to the
exact same file. This lets you and the people you share with edit the same
document without having to keep track of multiple versions.

Click the File tab to access Backstage view, then click Share.

A Send Link window will appear.

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PART 1: INTRODUCTION 2
PART 2: Creating a Document
3, 4, 5, 6
PART 3: Navigating the Microsoft Word Interface
7, 8, 9, 10, 11, 12, 13, 14, 15, 16
PART 4: Basic Formatting Controls
17, 18, 19, 20, 21
PART 5: Advance Features and Shortcuts
22, 23, 24, 25, 26
PART 7: Step by Step Activity
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PART 8: Saving and Sharing Documents
28, 29, 30, 31

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