Course: ICT & Computer for Business Mr.

TAWE Boris M

Introduction to Microsoft Word (2016)

This course is designed to familiarize you with the terminology, screen components and
the most used functions offered by Microsoft Word. Emphasis will be placed on proper document
formatting techniques and file naming and file management conventions.

What is Microsoft Word?

Microsoft Word is the word processing component of the Microsoft Office Suite. It is used
primarily to enter, edit, format, save, retrieve, and print documents.

While different versions have different appearances, they all have most of the same features. If
you know what to call it, you should be able to find it in other versions.

Screen Elements:

Quick Access Toolbar Title Bar Tell Me

File Tabs Groups Dialog Box

Menu Launcher

View Zoom
Status Bar Toolbar

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• File Menu: The File tab will bring you into the Backstage View. The Backstage View is
where you manage your files and the data about them – creating, opening, printing, saving,
inspecting for hidden metadata or personal information, and setting options.

• Ribbon: An area across the top of the screen that makes almost all the capabilities of Word
available in a single area.

• Tabs: An area on the Ribbon that contains buttons that are organized in groups. The
default tabs are Home, Insert, Design, Layout, References, Mailings, Review, View.

• Title Bar: A horizontal bar at the top of an active document. This bar displays the name
of the document and application. At the right end of the Title Bar is the Minimize,
Maximize and Close buttons.

• Groups: A group of buttons on a tab that are exposed and easily accessible.

• Dialog Box Launcher: A button in the corner of a group that launches a dialog box
containing all the options within that group.

• Status Bar: A horizontal bar at the bottom of an active window that gives details about
the document.

• View Toolbar: A toolbar that enables, adjusts, and displays different views of a document.

• Zoom: Magnifies or reduces the contents in the document window.

• Quick Access Toolbar: A customizable toolbar at the top of an active document. By

default, the Quick Access Toolbar displays the Save, Undo, and Repeat buttons and is used
for easy access to frequently used commands. To customize this toolbar, click on the
dropdown arrow and select the commands you want to add.

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• Tell Me: This is a text field where you can enter words and phrases about what you want
to do next and quickly get to features you want to use or actions you want to perform. You
can also use Tell Me to find help about what you're looking for, or to use Smart Lookup to
research or define the term you entered.

• Contextual Tabs: are designed to appear on the Ribbon when certain objects or commands
are selected. These tabs provide easy access to options specific to the selected object or
command. For example, the commands for editing a picture will not be available until the
picture is selected, at which time the Picture Tools tab will appear.

Creating a new document:

To Create a New Word Step
Document: 2

1. Click the File tab (top left

side of the screen) Step
2. Click New (second option 3

of the file menu)

3. Click Blank Document

Navigating in a Document
The following table lists ways to navigate in a document using your keyboard to move the insertion
point in an active document:

To move the insertion point Press…

Left one character Left Arrow
Right one character Right Arrow
Down one line Down Arrow
Up one line Up Arrow
Left one word CTRL + Left Arrow

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Right one word CTRL + Right Arrow

To the beginning of the current line Home
To the end of the current line End
To the beginning of the document CTRL + Home
To the end of the document CTRL + End
To the beginning of the previous page CTRL + Page Up
To the beginning of the next page CTRL + Page Down
Up one screen Page Up
Down one screen Page Down

To Display Different Views:

1. Click the View tab
2. Click on the desired view

View Options:
• Read Mode: Displays as much of the content of the document as will fit in the screen.
• Print Layout View: Shows a document as it appears on a printed page.
• Web Layout View: Shows a document as it appears in a web browser.
• Outline View: Shows the structure of a document, which consist of heading and body text.
• Draft View: Displays the content of a document with a basic layout.

~OR~

3. Click a View button on the View Toolbar in the lower right corner of the Status Bar.

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Editing and Proofing Documents

1. Selecting Text
• Select a word: Click and drag or double-click on the word
• Select a sentence: Click and drag or click in the sentence while holding down the CTRL
key
• Select a paragraph: Click and drag or triple-click in the paragraph or double-click in the
selection area to the left of the paragraph
• Select a block of text: Click and drag or click to the left of the first word, hold down the
SHIFT key, and then immediately click to the right of the last word
• Select a line: Click and drag or click in the selection to the left of the line
• Select an entire document: Triple-click in the selection area or hit the CTRL + A keys
• Undo an action: On the Quick Access Toolbar click the Undo key

Undo

2. Deleting Text
When deleting text in your document you can either use the Delete key or the Backspace key. The
Delete key deletes text to the right of your cursor while the Backspace key deletes text to the left
of your cursor.

3. Cut, Copy and Paste

Often you will need to move text from one location in a document to another, or to a different
application. In this case you will perform a Cut and Paste. To reproduce a specific of a document
and place it elsewhere, you will perform a Copy and Paste.

To Cut Text:
1. Select the text you want to move
2. Click on the Cut icon located on the Home tab in the Clipboard group

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To Copy Text:
1. Select the text you want to copy
2. Click on the Copy icon located on the Home tab in the Clipboard group

To Paste Text:
1. Click in the document where you want to paste your text
2. Click on the Paste icon located on the Home tab in the Clipboard group

Formatting a Document
To Make Font Changes:

1. Select the desired text that you want to format

2. Choose commands from the Font group on the Home tab
3. For additional formatting options, click on the Dialog Box Launcher in the lower-right
corner of the group to launch the Font dialog box

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You can also use the MiniTool bar. The Mini Toolbar is activated when you select text to be
formatted. This toolbar is miniature and semi-transparent to help you work with fonts, font styles,
font sizing, alignment, text color, indent levels, and bullet features.

Live Preview

Using Live Preview temporarily applies formatting on selected text or objects whenever a
formatting command is hovered. This allows you to quickly preview how the formatting options
will look before they are made.

1) Select the desired text that you want to format

2) On the Home tab, in the Font group, do any of the following:
a. Click the arrow next to the Font box and move the pointer over the fonts that you
want to preview.
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b. Click the arrow next to the Font Size box and move the pointer over the font sizes
that you want to preview.
c. Click the arrow next to the Text Highlight Color button and move the pointer over
the highlight or fill colors that you want to preview.
d. Click the arrow next to the Font Color button and move the pointer over the font
colors that you want to preview.

When you finish previewing the formatting choices, do one of the following:

• To apply the previewed formatting, click the selected font name, size, or color in the list.
• To cancel live previewing without applying any changes, press ESC.

Formatting a Paragraph

A paragraph is a select group of text that can have its own formatting characteristics, such as
alignment, spacing and styles.

1. Select the desired paragraph(s) that you want to format

2. Choose commands from the Paragraph group on the Home tab
3. For additional formatting options, click on the Dialog Box Launcher in the lower-right
corner of the group to launch the Paragraph dialog box

You can also use the MiniTool bar.

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Previewing and Printing a Document

1. Click the File tab
2. Click Print

This view includes print preview, print commands, as well as the print settings:

Saving and Closing a New Document

To Save a New Document

1) On the Quick Access Toolbar, click the Save button

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~OR~

2) Click the File tab

3) Click Save As
4) Select the location, the Save As
dialog box will appear
5) In the File Name field, type the
name of the document
6) Click Save

To Close a Document
1) Click the File tab, and then click Close
2) If a Microsoft Office Word dialog box appears displaying a
“Do you want to save…?” message:

Click Save to save, Don’t Save to discard changes, or Cancel to close the dialog box.

Microsoft Word Terminology

i. Alignment: refers to the position of lines in a paragraph in relation to the documents
left and right margins

This text is left aligned.

This text is centered.

This text is right aligned.

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This text is fully justified. It is spread evenly from the left to the right margin. All text
in this paragraph will be justified between margins until you hit the enter key to force
a new paragraph.

ii. Backspace: deletes data to the left of the insertion point.

iii. Bold: characters in bold appear on the screen in a higher intensity. This text is bold.
Bold should be used for emphasis, but like all formatting characteristics, should be used
sparingly.
iv. Bullets: special characters or symbols that are used to set off a paragraph. •
• This is item one in a bulleted list.
• This is item two in a bulleted list.
v. Centering: the placement of a line of text in the center of the screen or page where the
left-most and right-most characters in the line are the same distance from the left and
right margins. (See alignment)
vi. Clip Art: pre-designed images that can be placed within a document.
vii. Close: closes the document and offers to save the changes you made to the document
without exiting the program.
viii. Copy: creates a duplicate of highlighted/selected text and saves to the clipboard to be
pasted elsewhere.
ix. Cut: removes highlighted/selected text and saves to the clipboard to be pasted
elsewhere.
x. Default: A default setting is the software manufacturer's preset option for a particular
command or function. Default settings can be changed.
xi. Document: another name for a file created using Microsoft Word.
xii. Font: a style of typeface, such as: Times New Roman, Arial Black, Arial, and Freestyle
Script. A font is a set of all the characters available in one typeface and size, including
uppercase and lowercase letters, punctuation, and numerals.
xiii. Font Formatting: changes the appearance of the text. Font formatting includes
enhancements such as font style (bold, centering, and underline), point size (12 pt.),
and font typeface (Times New Roman, Arial, and Courier New).

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xiv. Format Painter: enables you to copy the formatting of one word or paragraph and
apply it to another word or paragraph.
xv. Hard Return: You can force Word to end a paragraph and move to the next line by
pressing the enter key. The resulting “hidden” command is called a Hard Return.
xvi. I-beam Mouse Pointer: The mouse pointer turns into an I-beam mouse pointer when
it is within the document area. Use the I-beam mouse pointer to place the insertion
point in a document.
xvii. Indentation: the amount of space measured from the page margin that is applied to a
paragraph or an area of a document.
xviii. Insertion Point: the point at which the cursor is blinking on the document screen.
xix. Italics: Italicized characters appear on the screen slightly tilted to the right. This text is
italicized.
xx. Line Spacing: refers to the number of lines used by each line of text. In single-line
spacing, each line of text is followed by another line of text, and there are no blank
lines in between. In double-line spacing, each line of text is followed by a blank line.
xxi. Margin: The amount of blank space, usually measured in inches or characters, above
and below and to the right and left of the main body of a document.
xxii. Paragraph: A paragraph is any amount of text separated by a hard return. Microsoft
Word sees anything from a single word to an entire page of text as a paragraph.
xxiii. Paste: Adds previously copied or cut text at the insertion point.
xxiv. Print Preview: Print Preview lets you see how your document will look on the page
before it is printed.
xxv. Wrapping: Text automatically wraps to the next line when typing in Microsoft Word.
The only time you need to hit the enter key is when you want to start a new paragraph.

Reference:
- Introduction to Microsoft Word Student Manual, Texas State Library Archives
Commission.
- Introduction to Microsoft Word 2016, Montclair State University.

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