Toreen Dilshad

2022 - 2023
Microsoft® Word
First Year
 Loading Microsoft® Word
Either double-click the Word icon (if
it is on your desktop)

Or click Start, All Programs, then click

Microsoft Office Word 2007 (Note:
depending on how your computer is
set up, you might need to click Start,
All Programs, Microsoft Office,
Microsoft Office Word 2007)
 The opening screen
Quick Access Ribbon tabs Title bar
Toolbar
Office
button
The ribbon

Status bar
 What the screen parts mean
Title bar Shows the name of your document
Office button Click this to see a menu of options, such as printing, saving
and closing
Ribbon The Ribbon is where you can find all the functions you will
need to create and edit your document, grouped by related
commands
Ribbon tab A ribbon is displayed by selecting its Ribbon tab
Status bar Shows details about your document, such as the page you are
on, the language setting etc.
Quick Access Toolbar A group of useful buttons, such as Save and Undo
Task pane Sometimes a context-sensitive task pane is displayed at the
side of the screen – this lets you choose further options
related to the task in hand
 A typical keyboard

Backspace Delete

Tab

Caps Lock

Shift

Space bar Enter

 What the keys do
Shift Press this to type a capital letter or the top character
when two appear on a key (e.g. Shift + 3 = £)
Caps Lock Press once to type a whole sentence in capitals.
Press the key again when you want to stop typing
capitals
Backspace Press to delete the character to the left of where the
cursor is flashing
Delete Press to delete the character to the right of where the
cursor is flashing
Tab Use this to advance the cursor to the next tab stop
Enter Use this when you want to go to a new line
Space bar Press to insert a black space (e.g. between words)
 Creating a new document

When you start Word, a new

blank document automatically
appears on the screen
The new document is based on
the Normal template
On opening Word, the new
document is given the name
Document1
Start typing at the flashing |
cursor
Pointer, cursor and insertion point
The pointer changes appearance
depending on what you are
doing
➢ When the pointer is over the
ribbon, toolbars or ruler it is
shaped like an up-arrow
pointing left
➢ When the pointer is over the
left margin it is shaped like an
up-arrow pointing right
➢ When the pointer is over the
text area it is shaped like an I-
beam
 Editing text

New characters appear at the text insertion point

There are two ‘editing’ modes
➢ Insert – the characters do not replace existing text
➢ Overwrite – the characters replace the existing text
There are two ways to delete text
➢ Backspace key – deletes characters to the left of the text insertion point
➢ Delete key – deleted characters to the right of the text insertion point
 Saving your work
Click the Office button, and then click
Save on the menu
that appears
On the Save As dialogue box, type a
name for your file in the File name:
text box
In the Save in: list box, select a folder
to save your file in
Click the Save button
 Saving as another file type

Click the down-arrow on the right of ➢ Web Page saves in a format suitable for
the Save as type: box, to see options to viewing in a web browser
save a file as ➢ Rich Text Format files can be opened in
another type other word-processing packages
➢ Plain Text files can be imported into another
type of package
➢ Document Template creates a template on
which you can base other documents
➢ You can save a file so it can be read in an
earlier version of Word
 Opening an existing
document
Click the Office button
Either click a file on the list of recently
opened documents
Or click Open, then navigate to the file you
want and click the Open button
Defaults and preferences
Click the Office button, and then click
Word Options on the window that
appears
Click the option you require in the
panel on the left-hand side of the
Word Options dialogue box
 Inserting a paragraph

Place the text insertion point at the very end of the paragraph that is before
where you want the new one
Press Enter – text after the insertion point will be moved down
the page
Type the new text
If you want to join two paragraphs together, simply place the text insertion
point at the end of the first paragraph, and then press Delete until the
second paragraph follows directly on from the first
 Previewing
Check your document thoroughly
Click the Office button, move the
mouse pointer over Print on the
menu and then click Print Preview in
the right-hand pane
Your letter will appear on the screen
exactly as it will be printed
Click the Close Print Preview button
in the Preview group on the Print
Preview ribbon to exit the
Print Preview
 Printing
Click the Office button, and select
Print
In the Print dialogue box, choose
➢ A printer
➢ The pages to print
➢ The number of copies to print
 Closing Word
Click the Office button
Click Exit Word on the
window that appears
International Computer Driving Licence
Syllabus version 5.0

Module 3 – Word processing

Chapter 12 – Formatting
 Types of font

Select a font from the Font list box in the

M
Font group on the Home ribbon

There are two basic types of font, called This is written in a serif font
serif and sans serif
Sans serif fonts are very clear and are used
called Times New Roman
in places where text needs to be clear and
easy to read, such as
road signs
Serif fonts are more often used for large
amounts of text that will be read quickly,
such as in newspapers or books
M This is written in a sans serif font

called Arial
Do not use too many different fonts on
a page
 Font size

Font sizes are measured in points

This is 6 point Times New Roman.

Select a size from the Font Size

list box in the Font group on the This is 12 point Times New Roman.
Home ribbon
This is 24 point Times New Roman.
The bigger the number, the
bigger the text character
6 point is about the smallest font
you can read without the aid of a
magnifying glass
12 point is commonly used in a
normal Word document
 Using styles
You can apply a built-in style to a
character, word, sentence,
paragraph or whole document
Use the Styles gallery in the Styles
group on the Home ribbon to
apply different built-in styles to
different parts of a document
 Text alignment and emphasis
You can position text horizontally
on the page using the Paragraph
Center Justify
formatting buttons in the
Paragraph group on the Home
ribbon
You can change its appearance
Align Text Left Align Text Right
using the Character formatting
buttons in the Font group
Bold Underline

Italic
 Undo and Redo
Click the Undo button on the
Quick Access Toolbar to undo the
last action
Click the arrow next to the button
Undo Redo
to see which actions can be
‘undone’
Click the Redo button to redo the
last action that you undid
 Setting text colour
Select the text
Click the down-arrow next to the
Font Color button in the Font group
on the Home ribbon

Select the colour on the colour

palette
 Applying case changes
Select the text
Click the Change Case button in
the Font group on the Home
ribbon

In the Change Case menu, click

the case you want to apply to
the text
 Changing line spacing

Click the Dialogue Launcher on the

Paragraph group on the Home ribbon
to display the Paragraph dialogue box
Between paragraphs
In the Spacing group, change the
Before: and After: settings
Click the OK button
Within paragraphs
In the Spacing group, change the Line
spacing: setting
Click the OK button
 Copying a format
Copying a format once Copying a format more than once
Select the text which has the Select the text which has the
formatting you want to copy formatting you want to copy
Click the Format Painter button in the Double-click the Format Painter
Clipboard group on the Home ribbon button in the Clipboard group on the
Select the text you want to copy the Home ribbon
format onto In turn, select each piece of text you
want to copy the format onto
Click the Format Painter to turn it off
 Indenting paragraphs

Select the paragraph you want to

indent
Click the Increase Indent button in the
Paragraph group on the Home ribbon
International Computer Driving Licence
Syllabus version 5.0

Module 3 – Word processing

Chapter 13 – Basic operations
 Selecting text
To select How to do it
A word Double-click anywhere in the word
One or more lines Click in the left margin beside the line to select a
line. Drag down the left margin to select several lines
A sentence Hold down Ctrl and then click anywhere in the sentence
A paragraph Triple-click anywhere in the paragraph
An entire document Click Select, Select All in the Editing group on the Home
ribbon. Or triple-click in the left margin, or you can
use the shortcut key combination Ctrl-A
A large block of text Click the mouse at the beginning of the text you
want to select. Then scroll to the end of the text and hold
down Shift while you click again
Non-adjacent text Select the first bit of text, then hold down Ctrl
while you select another piece of text
 Copying text

Select the text you want

to copy
Click the Copy button in the
Clipboard group on the Home
ribbon
Place the text insertion point
where you want to copy the text
to
Click the Paste button in the
Clipboard group on the Home
ribbon
 Cutting and pasting text

Select the text you want to move

Click the Cut button in the
Clipboard group on the Home
ribbon
Place the text insertion point
where you want to copy the text
to
Click the Paste button in the
Clipboard group on the Home
ribbon
 Finding and replacing text

Click Replace in the Editing group

on the Home ribbon (or press Ctrl-
H on the keyboard) to show the
Find and Replace dialogue box
Type what you want to find in the
Find what: box
Type what you want to replace it
with in the Replace with: box
Click Replace or Replace All as
required
 Minimising and restoring
the ribbon
Right-click anywhere in the line
containing the ribbon tabs, on the
Office button, on the Quick Access
Toolbar, or on a ribbon group name
Click Minimize the Ribbon on the
shortcut menu that is displayed
To restore the ribbon, right-click in
one of the same places as before
to un-tick Minimize the Ribbon on
the shortcut menu
 Drawing a horizontal line
Click the Insert ribbon tab, and click
Shapes in the Illustrations group to
display a menu of drawing shapes
Select the Line shape from the Lines
group
Click the page where you want to start
the line and drag the mouse to its end
position – do not release the mouse
button
Press the Shift key to ensure that the
line is horizontal, and release the
mouse button
Drag and drop the line to position it
exactly where you want it
 Spell-checking
Click the Review ribbon tab
Click the Spelling & Grammar button
in the Proofing group
Word will scan your document
The Spelling and Grammar dialogue
box appears when an error has been
found
Click the Change, Change All, Ignore
Once or Ignore All button as
appropriate
International Computer Driving Licence
Syllabus version 5.0

Module 3 – Word processing

Chapter 14 – Working with templates
 Using a template
Click New on the Office button menu
to display the New Document
window
Click Installed Templates in the
template list. You will see that there
are several different templates to
choose from
Select the template you require
Click Create
 Saving a template

Save a document as a
customised template by clicking
Save As, Word Template on the
Office button menu.
The next time you want to use it,
the name you selected will
appear in the list of templates.
Copying text between documents

Open both documents

Select the text you want to copy
Click Copy
On the taskbar, click the
document you want to copy to
Place the insertion point where
you want to copy to
Click Paste
Use the Format Painter to make
the copied text look the same as
the rest of the text if you need to
 Deleting text and moving text
between documents
Deleting text Moving text between open
Select the text documents
Click Cut in the Clipboard group of Cut the selected text from the
the Home ribbon original document by one of the
methods described opposite
You can delete text by pressing the
Delete key on the keyboard but do Click in the second document where
not do this if you want to keep a copy you want the text to appear
for pasting elsewhere Select Paste in the Clipboard group of
the Home ribbon
 Inserting special symbols

Click the Insert ribbon tab, and click

Symbol in the Symbols group
Click More Symbols... on the menu that
is displayed to show the Symbol
window
Select a font
Find and select the symbol you require
Click Insert and then Close
 Inserting special characters
Click the Insert ribbon tab, and click
Symbol in the Symbols group
Click More Symbols... on the menu that
is displayed to show the Symbol
window
Select the Special Characters tab
Find and select the character you
require
Click Insert and then Close
International Computer Driving Licence
Syllabus version 5.0

Module 3 – Word processing

Chapter 15 – Tabs, borders and lists
 Introduction to tabs
Default tabs are placed at intervals of
1.27 cm (0.5 inch)
Pressing the Tab key will advance the
cursor to the next preset tab stop
If the ruler is not displayed at the top
and left-hand side of the document View ruler
page, click the View Ruler button at
the top right of the document area
above the vertical scroll bar Left margin Right margin
Tab stops (shown as
faint lines below the
ruler)
 Setting tabs

Click the Dialogue Launcher on

the Paragraph group on the
Home ribbon to display the
Paragraph dialogue box
Click the Tabs... button to display
the Tabs dialogue box
Click the arrows on the right-
hand side of the Default tab
stops: box to set a tab
Click OK
Displaying non-printing characters

Click the Show/Hide ¶ in the

Paragraph group on the Home
ribbon
Z A tab is shown as a right-arrow
Z A space is shown as a dot
Z The ¶ symbol indicates the end of a
paragraph (i.e. where you have
pressed the Enter key)
Click the Show/Hide ¶ symbol
again to hide the hidden
characters
 Setting custom tabs
Select the text you want to format
Open the Tabs dialogue box
Type the first tab stop position
Select the alignment
Click the Set button
Repeat to set more tab stops
Click OK when you have finished
 Adjusting tab stops on the ruler

Tab alignment button

Click the Tab alignment button until
(currently set to left tab)
the tab style you want is shown
Click the ruler line at the position
where you want the tab stop
You can move tab stops by dragging
them along the ruler
You can delete a tab stop by dragging it Left tab
off the ruler Centre tab
Right tab
Decimal tab
 Adding borders
Select the text you want to add a
border around
Click the Borders button in the
Paragraph group on the Home menu –
(note that the icon on this button
changes depending on the border
selection last made, however the
button is always located in the same
place in the group)
Click the appropriate menu item to set
borders around selected text
 Modifying the document setup
Changing page size Changing margins
Click Size in the Page Setup group on Click Margins in the Page Setup group
the Page Layout ribbon on the Page Layout ribbon
Select the size you want from the Select the margins you want from the
menu of standard page sizes that is menu of preset margins that is
displayed displayed
Changing page orientation
Click Orientation in the Page Setup
group on the Page Layout ribbon
Select Portrait or Landscape as
required from the menu that is
displayed
 Creating bullets
Click the Bullets button in the
Paragraph group on the Home ribbon
Type the list item text – each time
Alternatively
you press Enter, a bullet will
automatically appear on the next line Type the list item text
After typing the last item in the list, Select the list
press Enter once more Click the Bullets button
Turn off the bullets by clicking the
Bullets button again
 Customising bullets
Select the list items
Click the down-arrow on the Bullets
button in the Paragraph group on the
Home ribbon to display a menu of
alternative bullet styles
Select a different style of bullet
Click OK
 Numbered lists
Select the list items
Click the Numbering button in the
Paragraph group on the Home ribbon
 Spacing paragraphs
Right-click in a paragraph
Select Paragraph… from the displayed
menu
Set the spacing in the Paragraph
dialogue box
 Inserting a soft carriage return
Press Shift + Enter
 Placing a border around a page
Click the Borders button in the
Paragraph group on the Home ribbon
Select the Borders and Shading...
option on the menu that is displayed
Click the Page Border tab on the
Borders and Shading dialogue box
Click the Box icon, select the border
attributes (e.g. colour, style, width
etc.) you want
Click OK
 Shading a title
Select the title by clicking in the left
margin next to it
Click the Borders button in the
Paragraph group on the Home menu
and select the Borders and Shading...
option on the menu that is displayed
Click the Shading tab on the Borders
and Shading dialogue box
Choose a colour to go behind your
heading by selecting it from the Fill box
palette
Click OK
 Automatic hyphenation
Click the Hyphenation button in the
Page Setup group on the Page Layout
ribbon
Select the option you want on the
menu that is displayed
International Computer Driving Licence
Syllabus version 5.0

Module 3 – Word processing

Chapter 16 – Using tables
 Inserting a table
Click the Table button in the Tables
group on the Insert ribbon to display
a menu of table options
Move the mouse pointer over the
grid of squares, and click when you
have dragged out the table grid you
want
 Selecting table cells

To select a cell, column, row or Alternatively

the entire table, click the I-beam To select a row, click next to the
cursor in the cell, column, row or row in the left margin
anywhere in the table, To select a column, move the I-
respectively beam cursor above the column
Click Select in the Table group on till it turns into a black down-
the Table Tools Layout ribbon, arrow, then click
and click the relevant option on To select a cell, move the I-beam
the menu cursor to the left of the cell until
You can also select cells by it turns into a right up-slanting
dragging the I-beam cursor black arrow, then click (or simply
across them while you click the triple-click in the cell)
left button on the mouse
Changing row height/column width
with the mouse
To change the width of a column, put
the pointer over one of the boundary
lines separating the cells
When the pointer changes to a
double-headed arrow, drag the
boundary line either way to make the
column wider or narrower
Change row heights in a similar way
 Modifying row height precisely

Select the row or rows you want

to modify
Set the row height using the
Height: box in the Cell Size group
on the Table Tools Layout ribbon
You can set column widths in the
same way by using the Width:
box in the same group
 Merging cells in a table
Drag across the cells to be merged to
select them
Click Merge Cells in the Merge group
on the Table Tools Layout ribbon
 Shading table cells

Select the cell(s) to be shaded

Click the Shading button in the Table
Styles group on the Table Tools Design
ribbon
Select a colour on the colour palette
Click OK
 Changing cell borders
Click anywhere in the table
Click the Borders button in the Table
Styles group on the Table Tools Design
ribbon
Select Borders and Shading... from the
menu that is displayed
Click the Borders tab on the Borders
and Shading dialogue box that appears
Select the borders you want from the
Setting: column
Select a style in the Style: box
Select a width in the Width: box
Click OK
Inserting/deleting rows and columns
Inserting a row above If you want to insert an extra row at
Click anywhere in the row below the end of a table, click in the very last
where you want a new row cell (at the bottom right of the table)
Click the Insert Above button in the and press the Tab key
Rows & Columns group on the Table You can use the Rows & Columns group
Tools Layout ribbon buttons in a similar way to insert rows
below a selected row, insert columns
Delete the row again by clicking the
Delete button in the Rows & Columns to the left or right of a selected
group on the Table Tools Layout column, or delete them
ribbon, and then choosing Delete Rows
from the menu
 Sorting table data
Select the table and click the Sort
button in the Data group on the Table
Tools Layout ribbon to display the
Sort dialogue box
Select the column you want to sort
by in the Sort by box
Select the type of sort in the Type:
box
Select whether to sort Descending or
Ascending
Click OK
International Computer Driving Licence
Syllabus version 5.0

Module 3 – Word processing

Chapter 17 – Headers, footers and
objects
 Inserting a header or footer
Click the Header button in the
Header & Footer group on the Insert
ribbon
A gallery of built-in header styles is
displayed
Select from the options to add things
like document titles and the date
Click the Footer button in the Header
& Footer group on the Insert ribbon
to see similar footer options
 Inserting a page break

Place the text insertion point

where you want the break
Click the Page Break button in
the Pages group on the Insert
ribbon
You can also insert a page break
by clicking where you want the
break, then holding down Ctrl
while you press Enter
 Using Zoom
Click the Zoom button in the Zoom
group on the View ribbon to display
the Zoom dialogue box
Set the magnification to display your
document at
 Changing the page display mode
Word provides five views in the Web Layout – This shows the
Document Views group on the document as it might appear on
View ribbon: Print Layout, Full a website
Screen Reading, Web Layout, Outline – This shows how the
Outline and Draft document is organised
Print Layout – This shows the Draft – This shows the document
document as it will look when without headers, footers and
printed margins
Full Screen Reading – This
maximises the use of space on
your computer’s screen by
showing the document with all
the Word ribbons and ribbon
tabs etc. removed
 Importing a picture
Select Picture in the Illustrations
group on the Insert ribbon
Navigate to the picture you want to
place in your document
Click the Insert button
 Resizing a graphics object

Click the graphic to select it. Small

circles and squares (called handles) will
appear around it.
Drag any of the corner handles to
make it bigger or smaller.
If you drag one of the handles in the
middle of a side you will change the
proportions of the picture and it will
appear distorted
 Moving a graphics object
With the graphic selected, select Text
Wrapping in the Arrange group on the
Picture Tools Format ribbon
Click Tight from the menu that appears
Drag the picture into the text or
anywhere on the page
 Copying or deleting an object
To delete To copy or move
Select the object Select the object
Press the Delete key Click Copy or Cut in the Clipboard
group on the Home ribbon
Place the insertion point where you
want to copy or move the object to
Click Paste in the Clipboard group on
the Home ribbon
 Getting help
Click the Help icon that is located
near the top right of the Word screen
(or simply press the F1 function key
on the keyboard) to open the Word
Help window
Type some appropriate words as a
search criterion in the search text box
Click the Search button to display a
list of items related to the search
topic