INTRODUCTION TO MICROSOFT

OFFICE WORD

W RD

PREPARED BY: Aiah S. Kwefessie

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CHAPTER 1

MICROSOFT OFFICE WORD

Overview

This Microsoft Word is a word processing application that allows you to create
a variety of documents, including letters, resumes, and more. In this lesson,
you'll learn how to navigate the Word interface and become familiar with
some of its most important features, Microsoft Office has various versions
(Microsoft Office 360, 2003, 2007, 2010, 2013, 2016, 2019, 2020). Though
various versions, but all have common features. The difference occur by
relocating certain tools and difference in the interface.

This module covers the fundamental skills that you require in order to
effectively use Microsoft Word. It summarizes the areas of the Microsoft Word
window, providing information on how to customize the toolbars to your liking.
It also explains how to do basic operations such as Opening, Saving and
Printing a document as well as setting up your page, paragraphs and text to
appear the way you would like them to. Plus, you will finish the module
knowing how to make typing a document a speedier process; knowing how to
insert, highlight and delete text, and, cut, copy and paste, as well as change
the case of your text once you have typed it means that you will never have
to retype any part of your documents ever again!

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THE WORD INTERFACE

When you open Word for the first time, the Start Screen will appear. From

here, you'll be able to create a new document, choose a template, and access
your recently edited documents. From the Start Screen, locate and select
Blank document to access the Word interface.

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USES OF MS WORD

Given below are the different fields in which MS Word is used and simplifies
the work of an individual:

1. In Education: It is considered as one of the simplest tools which can

be used by both teachers and students. Creating notes is easier using
MS Word as they can be made more interactive by adding shapes and
images. It is also convenient to make assignments on MS Word and
submitting them online
2. In Workplace: Submitting letters, bills, creating reports, letterheads,
sample documents, can all easily be done using MS Word
3. Creating & Updating Resume: One of the best tools to create your
resumes and is easy to edit and make changes in it as per your
experience
4. For Authors: Since separate options are available for bibliography,
table of contents, etc., it is the best tool which can be used by authors
for writing books and adjusting it as per the layout and alignment of
your choice

Also, creating a Doc file and converting it into PDF is a more suitable
option, so it is highly recommended.
DOCUMENTS PREPARED IN M.S. WORD

1. Letters
2. Reports
3. Forms
4. Agreement document
5. Module
6. Curriculum Vitae
7. Books
8. Mailings
9. Memorandum
10. Attendant list, etc

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IDENTIFYING BARS IN MS WORD

1. TITLE BAR

It is located at the top of the Microsoft Word window. The name(title) of the
document appears on the title bar. It also has the minimize, restore/maximize
and the close tab

2. MENU BAR

The Menu Bar

A menu displays a set of commands. The Menu bar is located beneath the title
bar and it contains the menus for that application. The following image is of
the Microsoft Word Menu bar

To use the Menu Bar, click on one of the menu titles. A dropdown list will
appear from which you can choose a task. For example, by clicking on File, a
dropdown list of tasks will appear as in the figure below.

To open a file that is already stored on your computer, from this menu you
can click Open. If you wanted to save the document you are currently using,
you can click Save

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3. FORMAT TOOLBAR

The Format toolbar has all the tools needed to format texts, pictures, etc.
Tools like Cut, copy, paste, font tools (bold, Italic, underline, text colour, text
size, etc)

4. QUICK ACCESS TOOLBAR.

As the name implies, tools like Save, Undo, Redo, New, Open, Print preview,
etc are placed on the quick access toolbar for easy access. The bar can be
shown above ribbon and below ribbon by clicking at the dropdown beside the

bar.

5. RULER BAR

The Ruler Bar comprises both the Vertical and Horizontal rulers. They are used
to rule the margins of the page, left and right ( Horizontal ruler bar), top and
bottom ( vertical ruler bar).

Horizontal Ruler bar

Vertical ruler bar

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6. SCROLL BAR

It is a vertical bar located at the far right corner of the word window view. Its
function is to navigate from one page to other.

7. STATUS BAR.

This bar is located at the bottom of the text area(page). Word count, pages,
page views (Web layout, print layout, full screen reading), zoom + & - are
located on the status bar. Its tells the status of the document by indicating the
number of pages in the document, number of words, etc

To be able to use the toolbars in Microsoft Word efficiently, you will need to
learn to recognize the images and what task each one performs when clicked.
In the meantime, however, letting the mouse pointer hover over the icon will
provide you with an indication, in words, of what the icon will do.

To perform the task represented by a toolbar icon, simply single click with the
left mouse button on the toolbar image.

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OPEN AND SAVE A DOCUMENT

Now that you are familiar with the Bars and have your Toolbars set as you like
them, we need to learn how we can start to use Microsoft Word to type up a
document. To make effective use of Microsoft Word, you will need to learn
how to save the document you are working on for later use and be able to
retrieve it later. File management is, therefore, the focus of this section of the
module.

OPEN A NEW DOCUMENT

STEPS

1. Click on the File menu.

2. Select New from the dropdown list. This will open a New
Document window.
3. Click Blank Document.

Note:

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You can also click the New Blank Document icon from the Quick Access
toolbar.

SAVE A NEW DOCUMENT

Saving a new document implies future need for the document. In saving the
document the name/title, location should be taken into consideration.

STEPS

1. Click on the File menu.

2. Select Save from the dropdown list. It will open a Save as window for
you
3. In the Save in window, select the location where you want to save your
file.
4. Type the name of the file, in the File name field.
5. Press the Save button.

Note:

To save a copy of your file, repeat this procedure, but you will have to save
your document with a new name, otherwise it will overwrite the original
document.

SAVE AN EXISTING DOCUMENT

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Once you have saved a document with a certain name, if you make some
changes in it, you will need to save the document again. To do this, click on
the File menu, click Save. Alternatively, you can click the Save icon on the
Quick Access toolbar. Or Ctrl + S

OPEN AN EXISTING DOCUMENT

This means viewing a word document that was saved previously.

STEPS

1. Click on the File menu.

2. Select Open and it will open the following window:
3. Click on the drop down arrow in front of the Look in field and find the
file that you wish to open or the folder that is located in.
4. Click on the file/folder you wish to open. (When you click on a folder,
the name of the folder will be displayed automatically in the File
name field).
5. Press the Open button.

Note:

If you know the name of your file, you can type the name directly into
the File name field. You can then select the Type of file, for example select
all word documents and finally click Open.

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TOPIC TWO

TABLE

Table is a format of illustrating a data or information in a simplest way,

thereby looking at a glance the audience can understand the information
being potray. It is also a way of organizing your information.

INSERT TABLE

Microsoft Word provides the opportunity to insert or draw tables, so you can
keep your information in an organized way. It is possible to draw a simple
table as well as a complex one. In this section of the module you will learn
how to insert a table.

STEPS

1. Click on the Insert on the Menu Bar.

2. Click Table
3. Hover the mouse on the quick insert pane
or
4. Click on the Insert Table option. The
following window will appear.

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5. Select the number of rows and columns. For example, if you want to
draw a table with 2 columns and 2 rows, scroll up or down on the
arrows beside the numbers to select, then press OK.

RESIZING ROWS AND COLUMNS

This is a way of either extending or narrowing columns and rows in a table.

This is done based on the content requirement.

STEPS

 Move the mouse and point to the column/row grid line you want to
resize, the mouse pointer immediately change its sign to cross sign
 Click and hold drag to the point you want and release

ADDING ROWS AND COLUMNS TO A TABLE

STEPS

 Right click in the last column or row

 Point at insert, a sub menu will appear
 Select add column left or right, add rows above or below

Or
 Click at the + sign at the top of the table to add column

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 Click in the last cell of the table to add multiple rows by striking the Tab
key on the keyboard

This option adds columns on the left side of the

table. If you place the cursor in (a) cell, and use this
option, it will add a column on the left of (a). If you
Columns to place the cursor in the (b) or cell, and use this
the Left option, a new column will be added in between (a)
and (b). If you select both (a) and (b) columns, and
use this option, it will add two new columns on the
left side of the table.

This option adds columns on the right side of the

table. If you place the cursor in the (a) cell, and use
this option, it will add a column on the right side
Columns to between the (a) and (b) columns. If you place the
the Right cursor in the (b) cell, and use this option, a column
will be added on the right. If you select both the (a)
and (b) columns, and use this option, it will add two
new columns on the right side of the table.

This option adds rows above the table. If you place

the cursor in the (a) cell, and use this option, it will
add one row above the table. If you place the cursor
Rows Above in the (c) cell, and use this option, a row will be
added above (c) , between (c) and (a) . If you select
both the (a) and (c) rows, and use this option, it will
add two new rows above the table.

This option add rows below the table. If you place

the cursor in the (a) cell, and use this option, it will
add one row below (a) , between (a) and (c). If you
Rows Below place the cursor in the (c) cell, and use this option, a
row will be added below (c). If you select both the
(a) and (c) rows, and use this option, it will add two
new rows below the table.

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You can insert entire rows or columns using this feature as well, and, it also
gives you the option of adding individual cells to the right of a cell that you
click in.

DELETING ROWS AND COLUMNS. This can be done in two ways

Method 1

STEPS

 Right click in the row/column you want to

delete
 Click on Delete cells in the drop down list
 Click on Delete entire role/entire column
 Click ok

OR

Method 2

 Select the role/column you want to delete

 Strike the backspace key on the keyboard

DELETE A TABLE

1. If you want to delete a table, click on the layout .

2. Click Delete
3. Select table from the list of options it provides. This will delete the selected
table and its contents.

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1. Exercise

1. Create a table with 6 columns and 10 rows.

2. Add extra rows at the top of the table.
3. Create a table with 4 columns and 12 rows by using the Table Elegant
Style.

FORMAT TABLES

Now that you know how to insert a table, the next step is to be able to format
it. In Microsoft Word, once you have created a table you can then use
different options like add or remove the border, change the colour of the
border, change the line style, add a fill colour and more.

Format a Table

1. Click on the Design menu.

You can use the Draw Table option to create a table,

however, you will have to draw each cell of your table one
by one. Click on the Draw Table option and point your
cursor to where you want to insert a table, click the
Draw Table
mouse and drag the drawing pencil up to your desired
size. Repeat this exercise to complete your table. It is a
good option if you want cells of different sizes in your
table.

This option allows you to rub out lines of your table. Click
Eraser on the Eraser option and select the lines of table you want
to remove.

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You can select different line styles with this option. Select
the Line Style you want and then use the Draw Table
Line Style option to draw cells of the table. If you want to replace
the line style, select the Line Style you want and click over
the existing line. It will replace it with the new one.

This option allows you to change the width of a line.

Line Weight Select the line weight you want and then click on the lines
or select this option and then draw your table.

This option allows you to change the colour of a border.

Select your desired colour and click on the borders you
Border Color
want to change or select this option and then draw your
table.

This option allows you to apply

different borders on your tabl e.
You can use a Top Border, Left
Border, Right Border, Inside
Border Horizontal Border, All Borders,
Outside Border and some others,
as shown in the figure. If you do
not want borders around your
table select the No Borders option.

This option allows you to fill the colour inside the table
cell. Select the colour you want and click inside the cell to
Shading
fill it with the selected colour. If you want to use the
Color
shading option for more than one cell then select the
number of cells and click on the Shading Color option.

This option allows you to merge the cells of a table. Select

Merge Cells the cells you want to merge and click on the Merge Cells
option.

This option allows you to line up the contents of the table

Alignment in different positions. You can align the text in the Right
Top, Centre, and Bottom Left, etc.

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This operates the same as the table format option in the

Table
Table menu. It allows you to utilise different predefined
AutoFormat
styles to create a table.

This option sorts the data of the selected cells into

Sort ascending order (alphabetically and numerically).
Ascending However, it does not include the top column of the table
when sorting.

This option sorts the data of the selected cells into

Sort descending order (alphabetically and numerically). As in
Descending the sort ascending option, it does not include the top
column of the table when sorting.

This option is used to perform a sum (addition) operation

on table cells. By default the AutoSum option adds the
numbers from the cells above where you place the cursor.
AutoSum
However, you can also add the numbers from the cells to
the left of where you place the cursor; just ensure that
there are no numbers above where you want it to add.

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TOPIC THREE (3)

INSERT, HIGHLIGHT, DELETE TEXT

CUT, COPY AND PASTE TEXT

In the process of typing a document, you may need to insert or delete text.
Being able to highlight text will help to make inserting and deleting text a
speedier process

Highlight Text

HIGHLIGHT TEXT BY USING THE MOUSE

STEPS

1. Place the cursor by clicking the left mouse button when the mouse pointer
is in the area where you want to start deleting.
 To highlight a single character, place your cursor in front of the
letter and drag the mouse over the letter.
 To highlight a single word, place your cursor in front of the word
and drag the mouse over that word or double click your mouse on
the word you wish to delete.
 To highlight a whole sentence or paragraph, move the cursor to
the beginning of the sentence and drag the mouse over that
paragraph or triple click the mouse. The whole paragraph will be
highlighted.

HIGHLIGHT TEXT BY USING THE KEYBOARD

1. Place the cursor by clicking the left mouse button when the mouse pointer
is in the area where you want to start deleting.
 To select a single character, place your cursor in front of the letter
hold the Shift key down and press the right arrow key on the
keyboard.
 To select a word, place your cursor in front of the word and
press Ctrl, Shift and the right arrow key at the same time on the
keyboard.

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 To select a whole sentence, place your cursor at the beginning of
the sentence that you wish to delete. Hold down the Shift key and
press the down arrow key on the keyboard.
 To select a whole paragraph, place you cursor at the beginning of
the paragraph, hold down the Ctrl and Shift keys and press
the down arrow key on the keyboard.
2. By holding down the Shift key and using the arrow keys you can
highlight any portion of the text that you wish.

DELETE TEXT

Once you have highlighted the text that you wish to delete, press
the Delete key on the keyboard. You can also use Back Space key.

CUT, COPY AND PASTE TEXT

Cut, Copy and Paste functions allow you to move your text from one place to
another within a document or copy to another document or application. This
will speed up your work and save you precious time. The main difference
between the Cut and Copy functions is that the Cut function will remove the
selected text from the original document but the Copy function will only copy
the text to another location, it will not remove text from the original
document.

Cut, Copy and Paste text by using the Menu Bar

1. Highlight the text that you want to move. Then click the Home tab on
the menu bar.
2. Select the Cut option, as shown below, if you want to remove it from its
original place in your document.

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If you only want to make a copy, select the Copy option from
the Edit menu.

Once you have either cut or copied the text that you want, you need to
place your cursor where you want to place the text.

Finally, click Paste option.

Cut, Copy and Paste text by using the Keyboard

1. Highlight the text that you want to cut or copy.

2. To cut the selection, hold down the Ctrl and X keys at the same time
on the keyboard.
3. To copy the selection, hold down the Ctrl and C keys on the
keyboard at the same time.
4. Once you have cut or copied the selection, place your cursor where
you want to paste the text.
5. Hold down the Ctrl and V keys on the keyboard at the same time to
paste the text.

Cut, Copy and Paste text by using the Mouse

1. Highlight the text that you want to cut or copy and right click on your
mouse.
2. To cut the text, click on the Cut option as shown below.

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3. To copy the text, select the Copy option as shown below.

4. Place the cursor where you want to insert the text.

5. Right click on the mouse and select the Paste option as shown below.

Exercise

1. Open a word document and type the following paragraph in your

document.

Email is a way for people to send messages, letters, documents,

videos and other forms of correspondence between one another. To
able to use this form of communication, all you need is a computer
and active email address.

2. Now cut a phrase out of the above paragraph and paste it in another
location in same document, then return it to its original position.
3. Copy a phrase from the above paragraph and paste it in another location.
Notice the difference between the Cut and Copy functions.
4. Copy the entire paragraph and paste it into a new document.
5. Save this document for use in the next part of the module.

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TOPIC FOUR (4)

CHANGE CASE, LARGE DROPPED INITIAL (DROP CAP)

Case in Microsoft Word means Capital Letters, Small Letters. After you type
up a document, you may decide that you want to change a sentence to
appear in upper case (Capital letters), or you may have already typed
something in upper case and decide that it would look better in lower case
(Small letters) or just as a regular sentence. Knowing how to change the case

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saves you having to retype the whole section of your document. We will now
be exploring the case options available to you.

Changing the Case

STEPS

1. As always, select the text you want to change first.

2. Click on the Change Case on the format tool bar

3. . The Change Case window consists of five options

that are outlined in the table below.
4. Select the option you would like and press ok to make the changes.

This option changes the first letter of the selected

sentence into a capital, if the first letter of that
sentence is in lower case. For example 'welcome to The
Sentence case
Computer Scool' will be changed to 'Welcome to The
Computer School'. Note that it will not turn the capitals
that you have purposely made into lower case.

This option converts the selected letters into small

letters. For example 'WELCOME THE COMPUTER
lower case
SCHOOL' will be changed to 'welcome to the computer
school'.

This option converts selected letters into capital letters.

UPPER CASE For example 'Welcome to The Computer School' will be
changed to 'WELCOME TO THE COMPUTER SCHOOL'.

This option converts the first letter of all selected words

into a capital. For example, 'welcome to the computer
Title Case
school' will be changed to 'Welcome To The Computer
School'.

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This option swaps between the case of the letters you

have highlighted. It converts the capital letters into
lower case letters and vice versa. For example
'Welcome To The Computer School' will be changed to
tOGGLE cASE
'wELCOME tO tHE cOMPUTER sCHOOL'. A good
example of when this might be useful is if you had
accidentally typed a whole section of your document
with the caps lock key on.

LARGE DROPPED INITIAL LETTER DROP CAP

arge Dropped Initial also known as Drop Cap is a style of formatting your
paragraph by letting the first character of the paragraph dropped thereby
Lmaking it appear bigger and bolder than the other characters

STEPS

 Click the paragraph you want to begin with a dropped letter.

 Click at Insert on the menu bar
 Under the Insert menu options, click Drop Cap.
 Under the Position heading, click Dropped or In margin.
 Click OK.

Exercise

1. Create a new Word document.

2. Change the case of the following sentences as shown:
 Once upon a time becomes ONCE UPON A TIME
 ONCE UPON A TIME becomes once upon a time
 Once Upon A Time becomes oNCE uPON a tIME
3. Make the following paragraph begin with a drop letter A.

A great white marble palace, with wide halls and high towers, and a
golden roof that flashed in the sun.

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4. Save the document as 'change case'

TOPIC FIVE (5)

PAGE SETUP, BULLETS AND NUMBERS

Microsoft Word has a default page setup where the blank space on the top
and bottom of the page is 2.54cm, the blank space on the right and left sides
of the page are 3.17cm and the page orientation is always set to portrait.
However, to allow for greater flexibility, it is possible for you to change the
page setup and now you will learn how to do this.

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Change the Page Setup

STEPS

1. Click on the Page Layout on the menu bar and the following window will
appear.
2. Change the orientation to landscape/portrait by clicking at the drop
down
3. Also change the size if necessary by clicking at the Size drop down

4. Under the heading of Margins there are six options. The table below
outlines what each represents.

Top This option defines how much blank space will appear at the
margin top edge of the page.

Bottom This option defines how much blank space will appear at the
margin bottom of the page.

Left This option defines how much blank space will appear on the
margin left hand side of the page.

Right This option defines how much blank space will appear on the
margin right hand side of the page.

This option adds extra space to the left side or top margin of a
Gutter
document that you want to bind. A gutter margin makes sure
margin
that the text will not be obscured by the binding.

Gutter Related to the Gutter Margin, this option is used to indicate

position where the program needs to provide the extra space for the

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binding; either the top or the left hand side.

5. Under the heading of Orientation, you are able to select a Portrait or

Landscape orientation of the page.
6. In the Preview section of this window you are able to see the changes you
have made. When you are happy with the changes, click OK.

Exercise

1. Open a New Blank Document and make the following margin changes.
 Top Margin: 3cm.
 Bottom Margin: 4cm.
 Left Margin: 3.5cm.
 Right Margin: 4.7cm.
 Gutter Margin 1.3cm on the left side of the page.
2. Open an existing document and change the page orientation to
landscape and save it.

BULLETS

Bullets can make your document more concise and more readable. Microsoft
Word can automatically create lists with bullets as you type or you can quickly
and easily add bullets or numbers to existing lines of text after you have typed
them.

Add Bullets

1. Click at Home on the menu bar and select Bullets and Numbering.
2. To insert bullets, ensure that you are in the Bulleted tab window. (You
can also select the Numbered tab to a numbered list).
3. Select one of the bullet styles (or numbered styles) and click OK.
4. Type any text after the bullet that you have added and press Enter. This
will automatically insert the next bullet.
5. You can also add bullets by using the Bullets and Numbering options
located on the
Formatting toolbar.

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Note:

To finish the list, you can either press the Enter key twice, or press the
Backspace key to delete the last bullet in the list if it is not needed.

Adding Bullets to Existing Text

You can also add bullets to existing text. Simply highlight the text that you
would like to become a bulleted list and select the bullets.

Remove Bullets

1. If your document already has bullets and you want to remove them,
highlight the text from which you would like to remove bullets.
2. Click on Bullets or Numbering.
3. Select None as the bullet style in the Bullets and Numbering window.
This will remove the bullets from your list.

Exercise

1. Open a new document and use the Bullets and Numbering option to
type the following list:

Write a document.
Save the document.
Create a folder to save that document in.
Print the document.

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CHAPTER 2

TOPIC 6

BORDERS AND SHADING, PAGE NUMBERING

Borders and shading add a professional, finished touch to your work.

You can make your document stand out clearly from others just by
adding some nice borders and shading.

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Adding a Page Border (Word 2013)

1. Click on the Design on the menu.

2. Select Page Borders

3. Click on the Page Border tab.

Under setting you have the option to choose a simple

box border, a border with a shadow effect, a border
with a 3-D effect or you can customise a border.
Setting Customising a border allows you to remove borders by
clicking on the preview section, for example, you may
want to remove both of the side borders and leave the
top and bottom borders only.

Under the style setting you have the option to choose

the style, colour and width that you would like the
Style
border. You can also choose to have an artistic border
by choosing one of the art border options.

The preview section of the window gives you the

Preview opportunity to view what the page border will look like
before you apply the changes to your document

This dropdown list provides you with a list of options

available for the page border. For example, you can
Apply To apply the border to the whole document, and the
border will appear on every page in your document, or
you can choose to apply it to the first page only in your

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document if you want the effect of a title page and so

forth.

Adding Paragraph Borders

Just as you can add a page border, you can also have a border around
particular paragraphs in your document to make them stand out. Highlight the
paragraph that you want to add a border to. Instead of clicking on the Page
Border Tab after selecting Borders and Shading from the menu, click on the
Borders Tab. You will see that the
same format applies to the window
as in the table above, but here you
can choose to apply it to the
paragraph.

Adding Shading

You can see in the image above that there is also a Shading tab which you
can get to by following the Borders and Shading option under the Format
menu. This gives you the option of adding a background colour and design to
your document. The preview window will again give you an indication of what
the shading will look like before you go ahead and apply it to your document.

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Exercise

1. Open a new blank document and add a page border to your entire
document.
2. Now change the colour of your border to green.
3. Type a paragraph and insert a border around that paragraph.
4. Add some background shading to your document.

PAGE NUMBERS

Microsoft Word gives you an option to add page numbers to your documents.
Far better than manually typing in page numbers, this option allows you to
add text at a later date without throwing out the number sequence.

Adding Page Numbers

1. Click on the Insert menu.

2. Select Page Numbers from the dropdown list. The following window
will appear:

3. In the Position dropdown box, specify the position you want the page
number to print - either at the top or the bottom.
4. In the Alignment box, specify whether to align the page numbers left,
center, right, or on the inside or outside edges of each page.

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5. If you want to show the page number on the first page, tick the Show
number on first page option as shown in the figure; otherwise leave it
blank.
6. Click the Format button on the bottom left. The following window will
open:
7. In the Number Format option, you can select different formats for
your page numbers. For example, instead of 1, 2, 3 you can also
choose a, b, c.
8. Page Numbering gives you the option Start at which allows you to
start counting from any number, not just 1. Type the number you from
which you wish to start counting and click OK.

Note:

In the preview section you can see your page settings before you apply
them to your document.

Exercise

1. Open an existing document and add page numbers at the top of the
page by using the Number format option a, b, c...
2. Open a New Blank Document and add page numbers starting from 6
at the bottom of the page.
3. Open an existing document and add page numbers, omitting the first
page. (This is used when you want the first page to be a title page
for a report)

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TOPIC SEVEN 7

HEADERS AND FOOTERS, FIND AND REPLACE

Headers and Footers are the areas at the top and bottom margins of each
page in a document. You can add different information such as the date, a
company logo, the document's title, the file name and the author's name at
the top or bottom of each page. You can also add page numbers in the
header or footer of a page. This is an alternative method to the way have
learned in the previous section of this module.

Adding Headers and Footers

1. Click on the Insert menu.

2. Select Header or Footer.
3. On the sub menu, choose the
Header/Footer format at your choice.

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4. This action will open up the dotted rectangle Header at the top of the page
and footer at the bottom of the page for you to enter the details that you
would like to appear.

It will also
open the Header and Footer toolbar options as shown in the figure below.

5. Enter the information that you would like to appear in the Header and Footer
boxes. For example, if you want to insert the page number, click the Insert
Page Number icon on the toolbar. In the same way you can insert the date,
number of pages and time etc.
6. To close the Header and Footer, press the Close button on the toolbar.
7. To switch between the header and footer you can click on the toolbar as
shown in the above figure, or simply click in the relevant rectangular box.

Header and Footer Alignment

Headers and Footers are Left aligned by default.

However, you can move your text and information to the centre by pressing
the tab key once and onto the right side by pressing the tab key twice or you
can align the text by using the formatting toolbar options.

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Editing Headers and Footers

If you want to edit a header or footer, just double click on text in the Header
or Footer. This is the same as clicking the View menu and selecting the
Header and Footer option once there is text in the header or footer. Make
your changes, then close the toolbar.

Note:

This will change the Header and Footer for the whole document.

Delete a Header or Footer

If you want to delete a Header or Footer, just double click text in the Header
or Footer as you would to edit it. In the Header and/or Footer area, highlight
the text and press the Delete key. Close the Header or Footer.

Note:

When you delete a Header and/or Footer, Microsoft Word automatically

deletes the Headers and/or Footers throughout the entire document.

Exercise

1. Open a Word document that has more than one page of information.
Note that pressing Enter on the keyboard until a new page comes up
will have the same effect if you don't have a current document of the
appropriate length.
2. Insert the following details in the Header of your page:
 page number
 date
 your school name
3. Enter the same details in the Footer of your page.
4. Replace the date with the time and observe the changes in the whole
document.
5. Change the font color of the school name to gray.
6. Delete the school name and check whether it is deleted from the whole
document.

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7. Save the document as 'header footer'. Ensure that you use the save
as option rather than the save option, especially if you are using a
document that you didn't want to change in any way.

FIND AND REPLACE

In Microsoft Word you can easily find or replace any word or phrase. You can
use the Find option to locate each occurrence of a specified text and you also
have the option of replacing the text by using the Replace option. In this
tutorial you will learn how to use the Find and Replace options.

Find Text

STEPS

1. Click Find on the Editing menu.

2. Select Find. It will open the following window:

3. Type the text you want to search for in the Find what field and press
the Find Next button. It will search for the first occurrence of the text
and if you continue to press Find Next, it will locate its next occurrence
etc.
4. If you click the Highlight all items found in option and then press
the Find All button, it will find all the occurrences of the text and
highlight them.
5. Click the Close button to remove the find window. The words that have
been highlighted will remain until you click elsewhere on the page.

Replace Text

STEPS

1. Click Replace on the Editing menu.

2. Select Replace. It will open the following window:

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3. Type the text you want to search for in the Find What box.
4. In the Replace with box, type the replacement text.
5. Click on the Replace button. It will replace the first occurrence of the
word found with your replacement text.
6. If you want to replace all occurrences of the specified text, use
the Replace All button.
7. Click on the Close option to remove the Replace window.

TOPIC EIGHT (8)

SPELL CHECK, THESAURUS

Microsoft Word can check the spelling and grammar automatically as you
type. It indicates possible spelling errors using a red wavy underline and
grammatical errors using a green wavy underline. You can also check the
spelling and grammar of an entire document all at once after you have
finished typing your document which can often be more convenient.

Checking Spelling and Grammar

1. Click on the Review menu.

2. Select Spelling and Grammar from the dropdown list. It will check the
spelling and grammar all at once and if there are any mistakes the
following window will open:

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 If you want to ignore an error that one occurrence only you can use the
button Ignore Once.
 If you want to ignore an error throughout the whole document you can
use the button Ignore All.
 You can also select the correct option from the Suggestions box and
click on the Change button to implement the selected change.

Note:

There is also a toolbar button that you can press to access the spelling and
grammar check.

If you wanted to check the spelling and grammar along the way when the
wavy lines appear, you can also right click the words with the wavy lines
and a list of possible correct options will appear. Simply, select one of them
to replace the incorrect word.

Note:

You will notice that spellcheck does not see anything wrong with the above
passage. This is because each mistake that is made is an actual word that
is spelt correctly, but it is nevertheless incorrect in the context of the
sentences given. Their should be there, pear should
be pair, woman should be women, stares should
be stairs, witch should be which, lead should be led, story should
be storey, too should be two and finally won should be one. This
exercise was designed to show you that you should never rely on
spellcheck to correct every mistake. It does not replace learning how to
spell. It will however correct the obvious errors.

THESAURUS

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A thesaurus is a book containing lists of synonyms. Microsoft Word has its
own in-built thesaurus which provides you with a list of words similar in
meaning to a word in your document and it highlights the one that is closest
in meaning to the one you have typed. You will learning how to use Microsoft
Word's Thesaurus.

Use the Thesaurus

1. Highlight the word you would like to look up synonyms for. Note you can also
go directly into the thesaurus and type your word there.
2. Click on the Review menu.
3. Click the Thesaurus option. It will open the window shown in the figure
below. Depending on your version of Microsoft Word, it may show up with a
search area where you can type in the word and click on the green arrow to
look the word up.

Or

MS Word 2007 MS Word 2013

4. Type a word for which you want to see its synonyms and press the Look
Up button.
5. It will display a list of synonyms and highlight the closest one in meaning to
the one you typed.
6. You can insert a synonym into the document by selecting it and clicking
the Insert button.

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7. You can also see the list of synonyms by selecting the word, right clicking
the mouse button and clicking on the Synonyms option. It will show you a
list of synonyms. Click on one to replace the selected word.

Exercise

1. Find suitable synonyms for the following underlined words by using the
Thesaurus.

Microsoft Word is a computer program. It allows you to type a letter

or just about any form of document and is one of the most commonly
used program in the world.
Email is a way for people and businesses to send messages, letters,
document, photos, videos, and many other forms
of correspondence to one another.

TOPIC NINE (9)

PRINTING DOCUMNET

After going to the trouble of typing up your document, you may decide you
need it on paper. Microsoft Word allows you to print your document so long as
your computer is connected to a printer. There are actually three ways that
you can print a document with this program.

Print a Document

Method 1

1. Click on the File menu on the Menu Bar.

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2. Print Preview. Print Preview allows you to have a look at your
document before printing.

3. Click the Print icon from the Print Preview window. This option will
allow you to print directly, but, note that it will use the default
settings of the printer.
4. Click Close to exit.

Choose an option under the heading Page range

 Select the All option to print the whole document.

 Select the Current page option to print the currently opened page.
 Select the Selection option to print a section of the document that you
have highlighted before starting this procedure.
 Select the Pages option if you want to print selected pages and then
type the number of pages in the text field. For example if you want to
print the number of pages starting from 2 and finishing at 6, type 2-6 in
the text field.
 Select the number of copies you want to print in the Number of
copies option if you want to print more than one copy of your
document.
 To print a complete copy of the document before going on to print the
next copy, tick the Collate check box. If you prefer to print all copies of
the first page and then all copies of remaining pages, ensure that the
check box is unticked.
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 Press OK to print the document.

Exercise

1. Open a document from one of the previous exercises and print the
document using any of the options outlined above.
2. Print two copies of the document using the third method.
3. Open a document which has more than two pages and print only the
first page of the document by using either the Current Page option or
the Pages setting.

CHAPTER 3

TOPIC TEN (10)

WORD ART, AUTOSHAPES

WordArt is a feature in Microsoft Word that enables you to apply a whole

range of special effects to text. By using WordArt you can insert predefined
styles of the text into your document. You can change the colours and add
different effects to your text. In this part of the module you will learn how to
use WordArt.

Insert WordArt

1. Click on the Insert menu on the Main Menu Bar.

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2. Select Worda from the dropdown list, then click on WordArt from the
options it presents. This will open the WordArt Gallery window as shown
in the figure below.

Office 2007 2010

3. Select one WordArt style and click OK. This will open the Edit WordArt Text
window as shown.

4. Type the text to which you want the word art to apply. Note that you can also
change the Font style, Size, as well as Bold and Italicise your text to alter its
appearance.
5. Click OK.

The WordArt Toolbar

Clicking on the WordArt that is now in your document will open the WordArt
toolbar.

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The toolbar options are outlined below.

This option returns you to the Edit WordArt Text

Edit Text window so that you can make any necessary
changes. Once you are finished, click OK.

This option returns you to the WordArt Gallery if you

WordArt Gallery want to change the style. Select the new style that
you want and click OK.

This option allows you to change the shape that

WordArt Shape
your text will form.

WordArt Same This option allows you to make all the letters of your
Letter Heights text the same height.

WordArt Vertical This option allows you to change the direction of the
Text text from horizontal to vertical.

WordArt
This option allows you to change the spacing
Character
between the letters.
Spacing

This option allows you to change the colours and

Format WordArt outline style of your WordArt. It opens a window for
you to select the colours and styles as shown below.

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Note:

If you want to delete the WordArt text, simply click on the text and press the
Delete (or backspace) key on the keyboard.

AUTOSHAPES

The AutoShapes option gives you greater flexibility in creating drawings using
Microsoft Word. It enables you to use several types of shapes; for example,
Lines, Connectors, Basic Shapes, Block Arrows, Stars and Banners, Flowcharts,
and Callouts. These shapes can be resized, rotated, coloured and connected
with other shapes. You can also add text in AutoShapes. Let's discover how to
make full use of the AutoShapes option!

Using Auto shapes/Shapes

1. Click on the Insert menu on the Main Menu Bar.

2. Click AutoShapes. It will open the AutoShapes toolbar, as shown below.

3. Note that you can also use the AutoShapes option from the Drawing
toolbar. Click the AutoShapes option from the Drawing toolbar; it will bring
up the options shown in the figure below.

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4. Select the category of AutoShapes you want. It will show you a detailed list
of that category. For example, clicking on Callouts option will open a list of
Callouts, as shown in the figure below.

5. Click on any option. It will then open the drawing canvas, where you can
then place the Callout.
 To place the Callout on the canvas, click on the canvas.
 If you want to change the position of the Callout, click the left button
of the mouse on the shaded border when the mouse pointer shows a
four-sided arrow and drag it to your desired position.
 You can change the size of Callouts by dragging that object, with the
help of the circles on the border (known as handles), when it is
selected as shown in the figure. A two-sided arrow appears when you
are in the right spot.

 As you can see from the above picture, you can also rotate the
Callouts, or any shape, by rotating from the green 'handle'. When you
point the cursor at the green circle a rotating arrow appears.
 You can also insert text in Callouts, or any shape. Click the cursor
inside the Callout, or shape, and a text box will appear; you can now
type your text. If a Text Box doesn't appear, right click on the
Callout, or shape, and then click on the Add Text option.

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 To edit the text, click on the Callout, or shape, again to select and
make your changes or you can right click the shape and click on the
Edit Text option.
6. You can also use different options from the Drawing toolbar. For example,
you can use the Fill Colour, Line Colour, and Font Colour options as
explained in the last part of the module.
7. You can use other shapes from the AutoShapes option in the same way as
outlined here.

Exercise

1. Recreate the following picture by using the different AutoShapes options.

TOPIC ELEVEN (11)

SCREEN SHOTS (PRINTSCREEN), CLIP ARTS AND HYPERLINK

Screen shots allow you to take a snapshot of whatever is on the computer

screen. They can be used to provide exact picture representations for
computer activities. They are also useful in making step by step instructions
for running a particular software program because other people are able to
see the items that you are describing.

Take Screen Shots

To take a screen shot press the Alt and Print Screen keys on the keyboard at
the same time. This will take a picture of the active window (the active
window is the window that has the dark blue border. Alternatively, if you want
to take a picture of the entire screen, simply press the print screen button on
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the keyboard. You will not hear any sound, but the picture will go to the
Clipboard. If you want to check what is on the clipboard, you can click on the
Edit menu from the Main Menu Bar and select Office Clipboard from the
dropdown list\

Once you have taken a screen shot, you can paste the picture into Microsoft
Word as well as any drawing program such as the Paint program that can be
found in the Start Menu under Programs and in the Accessories folder.

Exercise

1. Take a screen shot of your current window.

2. Open a Microsoft Word document and paste your screen shot into it.
3. Take a screen shot of your entire screen.
4. Paste the screen shot into the same document and notice the difference
between the two screen shots.

CLIP ART

A collection of photographs, diagrams, maps, drawings,

sounds, animations, and other graphics that can be
incorporated into documents is called Clip Art. Microsoft

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Word makes it easy to add clip art to your documents, and, doing so can add style
and flair to your work.

Add Clip Art

1. Click on the Insert menu on the Main Menu Bar.

2. Select clip Art from the illustration list, then choose Clip Art from the options
that appear. It will open the Clip Art task pane.
3. In the Search text box type a word or phrase that describes the clip you want
to search for. For example, if you type "academic", it will show you related
pictures.

4. Place your cursor on the document where you want to insert a picture and
then click the picture you would like. It will be copied to that position.

HYPERLINKS

A Hyperlink is a link you can create in your document that, when clicked, will
take you to a different document; whether that be a webpage, another
document on your computer, or another section of the same document.
Words or phrases which serve as links are underlined, or appear in a different
color, or both. They can be useful if you want to direct someone to more
information on a topic that you are talking about in your document.

Adding Hyperlinks

1. Click on the Insert menu on the Main Menu Bar.

2. Select Hyperlink from the dropdown list. (Alternatively, you could click this
icon from the toolbar.
It will open the following window:

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3. Type the word or phrase which you want to display as a Hyperlink in

the Text to display field. For example, you could type the word 'Link'. If
you select the word in your document first and then click the Hyperlink
option, that word will automatically displayed in theText to display field of
the Insert Hyperlink window.
4. Type the Web Address you want to open when the hyperlink is clicked in
the Address field and click OK. You can also select a file name from
the Look in field, however, this has limited usefulness as the link will only
work if people are going to be viewing your document from your computer.
5. To open the Hyperlink, hold down the Control key [Ctrl] and click on the
Hyperlink.

TOPIC TWELVE (12)

DOCUMENT TEMPLATES, WATERMARK AND GRAPHIC CARTS

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Templates are pre-set documents that allow you to "fill-in" information. This is
useful when you want to create the same type of document again and again.
For example, if you want to use a standard document format such as a letter,
then setting up a template is the best option as it will undoubtedly save you
time in the long term. There are two methods of creating document
templates; both are outlined below.

Creating Document Templates From an Existing Template

1. Click on the File menu on the Main Menu Bar.

2. Select New from the dropdown list. This will open the New Document
task pane. Depending on your version of Microsoft Word, you will need
to click on General Templates under the Templates heading, or, On My

Computer and select the General Tab.

3. Notice that by selecting the different tabs you can choose from the wide
variety of templates that are available to you. For example, by selecting the
Other Documents tab, you could select a template such as 'Professional
Resume'. You will be able to see the preview of the template in the Preview
section as shown in the above figure.
4. Once you have chosen a template to use select the Template option under the
Create New heading as shown in the figure, then click OK.
5. This will open the template for you and allow you to edit it. For example, you
may wish to change the page size, styles, margin settings, delete or add text,
adjust other formats and so forth.

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6. Click on the File menu and select Save As from the dropdown list. In the Save
as type field, 'document template' will already be selected.
7. The default folder is the Templates folder in the Save in field. This means that
if you go to open a new template, yours will have been added to the list of
general templates that you can choose from. You can, however, change this
to any folder you wish.
8. In the File name box, type a name for your new template and click save.

WATERMARKS

Watermarks can add an overall graphic dimension to a newsletter, flyer or

letter. The watermark is printed in the centre of the page and you can choose
the size you want it to be. You can also use a paint program to change the
watermark's colour before you insert it as a background picture.

Add a Watermark

1. Open a new document>

2. Click Page Layout on the Main Menu Bar.
3. Select watermark. This will open up the following menu.

4. You can choose the default watermarks (confidential, do not copy, etc) or
5. Click at Custom watermark

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6. You will have an option to place either a Picture Watermark or a Text

Watermark.

Text Watermark

Type in the text that you would like, select the font you would like to use,
alter the text size and colour if you wish. You can choose for the text to be
displayed diagonally across the page or horizontally. You also have the option
of making the text appear semi-transparent. Clicking Apply will show you what
it will look like or simply click OK.

Picture Watermark

If you select a picture as a watermark, you first select any picture you have
available on your computer. You are then able to select its size and whether it
will appear 'washed out' or with more colour. Click Apply to see what it will
look like or simply click OK.

Remove a Watermark

In the Printed Watermark window (as shown above), click on the No

watermark radio button located at the very top of the window.

Exercise
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1. Open a new document and add a semi-transparent, red Text watermark
that says 'DO NOT COPY' using a size 72, Arial font and a diagonal
layout.
2. Add a picture as a watermark.
3. Remove the watermark from your page by using the No water mark
option.

GRAPHIC CHARTS
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Charts are an effective way to convey information or emphasize a point. It is a
quick way to express an idea. You can create charts by using Microsoft Word.

Create Charts

1. Click on the Insert menu on the Main Menu Bar.

2. Select Picture from the dropdown list, then click on Chart. When you
click on the Chart menu, it will automatically display a sample chart and
related information (data sheets), as shown below.

3. You can input your data by clicking on a particular row or column and
you will see the changes in the charts.
4. You can choose a different chart style by selecting Chart type from the
Chart menu which will have appeared (along with the Data menu) in
the Main Menu Bar.

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Below you can see two different charts. The first chart shows the population
growth in the selected countries between 1970 and 2000 and the second
chart shows the population growth in each decade. The countries, and
decades, are clearly marked in different colours.

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5. You can give a title to your chart by selecting the Chart Options from the
Chart menu and then click on the Titles tab in the Chart Options window.
Enter the title that you want to display, in the Chart title field.

6. You can also label your data by clicking on the Data Labels tab in the Chart
Options window. Under the Label Contains heading, tick the labels that you
would like to appear on your chart and click OK.

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Exercise

1. Open a Microsoft Word document and create a chart which shows the
overall results that you have achieved for different subjects in different
classes.

Subjects Grade1 Grade2 Grade3

Mathematics 70 65 83
Science 65 76 70
English 85 55 68
Computer 80 70 90

CREATE LABELS

Labels are used for many different purposes. For example, you can create
labels for single items, gift tags as shown below or addresses. You can also
create mailing labels by using the Mail Merge Wizard; this method is mainly
used by businesses to send a mass mail-out to a large group of people.

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Create Labels

1. Click on the Tools menu on the Main Menu Bar.

2. Select Letters and Mailings, then select Envelopes and Labels from the
options. It will open the following window.

3. Select the Labels tab in the Envelopes and Labels window and click on
the Options button. The Label Options window will open, as shown in
the figure below.

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4. Under the heading of Label information, you can select the Label product
that you are using by clicking the dropdown arrow. Set the type of label
that you want to print and click OK.
5. In the Address box of the Envelopes and Labels window, type the text you
want on your label. For example, you could type your name, class and
subject.
6. To see your label, click on New Document in the Envelopes and Labels
window. You can save your labels by using the Save as option from the
File menu.

Print Labels

To print your label, use the Print option from the Envelopes and Labels
window.

 To print a single label, select the Single label option.

 To print a full page of the same labels, select the Full page of the same
label option.

Customised Label

To customise a label, set the label up as follows. Following these instructions

will enable you to reuse the label at a later date.

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1. Click on the New Label tab in the Label Options window. The New Custom
laser window will open, as shown below.

2. Set the label size by choosing the appropriate measurements. Make sure
that the horizontal pitch and the vertical pitch will be the same as the
height and width of your labels, (unless there is space between your
labels).
3. Save your changes by putting a name in the Label name field and click
OK to close that window. Next time you can print a label using these
customised measurements by selecting the label name.

Exercise

1. Open a Microsoft Word document and create the following label.

61 | Page PREPARED BY: Aiah S. Kwefessie (Distinction Cert. in MS Office Package, Diploma in
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