Microsoft Word for Beginners

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 Microsoft Word for Beginners
1.0 hour

Ribbon .......................................................................................................................... 3
Parts of the Ribbon ............................................................................................... 3
ScreenTips............................................................................................................. 3
Tell Me .................................................................................................................. 4
Saving ........................................................................................................................... 4
Save As .................................................................................................................. 4
Closing a Document ..................................................................................................... 5
Undo, Redo and Repeat ............................................................................................... 5
Cut, Copy and Paste ..................................................................................................... 6
Format Painter ...................................................................................................... 6
Format Font ................................................................................................................. 7
Formatting Paragraphs ................................................................................................ 8
Spelling and Grammar ................................................................................................. 9
Find and Replace.......................................................................................................... 9
Exercise 1 – Formatting and Page Number ............................................................... 10
Exercise 2 – Spell Check, Find and Replace ............................................................... 11
Exercise 3 – Insert a Picture ....................................................................................... 12

Pandora Rose Cowart

Education/Training Specialist II
UF Health IT Educational Technologies

E-206, Professional Park (352) 273-5051

PO Box 100002 [email protected]
Gainesville, FL 32610-0002 http://training.health.ufl.edu

Evaluation: https://go.ufl.edu/trainingeval

Updated 09/20/2024
Ribbon
The area at the top of your window in a Word document is called the Ribbon. The images of Word in
this packet were copied from a wide screen monitor. With the wide screen, the Ribbon is stretched
across the window and I can see all the buttons. If you are working on a narrower window, Word will
try to clump the groups together and the layout may look a little different from the ones shown here,
but all the buttons will be there.

Here we can see how the font group is now three buttons high, and how some of the buttons like Cut
and Copy have lost their text labels. The Editing group has even turned into a menu. This is the same
version of Word; the difference is the width of the window.

Parts of the Ribbon

The Ribbon is broken into Tabs, tabs are broken into groups, groups contain the buttons.
- Home – Copy and Paste, Formatting, Find
- Insert – Page breaks, Pictures, Page Numbers
- Design – Watermarks, Page Borders
- Layout – Margins, Paper Size
- References – Table of Contents, Endnotes/Footnotes
- Mailings – Envelopes, Labels, Mail Merge
- Review – Spell check, Thesaurus, Comments, Track Changes
- View – Ruler, Zoom
- Others – Other tabs can be added, notice mine has Developer, Acrobat, and Help tabs.
ScreenTips
The Screen Tips, or Tool Tips, are little popup windows that appear
when you hover over a button. Pay attention to them because they
will tell you what the button is called and what it will do.

There’s a lot of power in a name, if you know what Word has named
the tool, it will make searching the help files easier.

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Tell Me
Above the ribbon is a small box that says "Tell me what you want
to do" (or "Search") Try typing in options like Bullets, Thesaurus,
and Margins. Word will often put the option directly on the menu.

Saving
In order to keep a document created in Word, you need to save it. If you have already saved the file,
such that it has a name and a location, the Save feature will keep any changes made since the
document was opened.

To save a file, you can do any of the following:

- From the File tab, choose Save
- Click on the Save button on the Quick Access Toolbar ( )
- Use the shortcut key Ctrl-S.

Save As
If you want to save your file with a different name and/or location, click on the File tab, choose Save
As… or press the function key F12. If you have never saved this document before, any method you
choose to save will activate the Save As dialog box.

By default, Word will save a file as a "Word Document (*.docx)"

- To save the file in a different format, change the Save As type option

Remember if the file was previously saved, you will make a new copy by using "Save As…".

The default file location is set in the Word Options. You can change this under the File tab, Options,
Save, Default File Location.

The two most important things to remember with saving a file are:
1. Where is the file being saved?
2. What are you naming the file? (File name)

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Closing a Document
To close a file, from the File tab Close, or use one of the shortcut keys
(Ctrl-F4, or Ctrl-W).
If you click the X in the top right-hand corner of the window it will close the
current document. If it is the only document open, it will exit Word.
If there have been no changes to the document, Word will simply close the
file, but if you have made modifications since the document was opened,
created, or last saved, Word will prompt you to save.

- If you choose Save -Word will save the document with the same name
into the same location, it previously had. If this file has never been saved,
Word will open the SaveAs window. (The Enter key will push this button.)
- If you choose Don’t Save -Word will close the window and you will lose any changes since the last
time the document was saved.
- If you choose Cancel -Word will forget that you asked it to close the file and place you back in the
document. (The Esc key will push this button.)

Undo, Redo and Repeat

Word keeps track of most tasks you perform until you exit. Tasks such as formatting and deleting, can
be undone. From the Quick Access Toolbar click the button ( ), or use the shortcut key Ctrl-Z.
Most windows programs have an Undo feature; many only allow you to
undo one task. Word keeps track of each step that you have done since
the document was opened.
There is a drop-down arrow next to the Undo button, on the standard
toolbar. This allows you to see a list of every step you have done so far. If
you want to undo something that you have done several steps ago, you
must undo every step between now and then. You cannot go back and
undo a single task without undoing everything back to that point.
If you undo too far, or you change your mind about the undoing of that task, Word allows you to Redo.
On the Quick Access Toolbar, you will find the redo button ( ), or use the shortcut key Ctrl-Y.
If there is nothing to redo, Word puts a Repeat feature in Redo’s place ( ) and assigns the shortcut
key (Ctrl-Y) to Repeat.

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Cut, Copy and Paste
Cut, Copy and Paste are clipboard features built into windows. The clipboard
is a temporary storage location where an item is stored for later recall. The
windows clipboard can only store one item at a time. Microsoft Office has a
Multi-Clipboard that can store 24 items You can open the multi-clipboard
from the "more" button.
Cut will copy the selected text to the clipboard and remove it from
the current location. This button appropriately shows a pair of scissors for the cut option. The
shortcut key is Ctrl-X. To use the Cut command, you need to select the text or object you wish
to move then choose the option. Move the cursor where you want the text or object to appear
and choose Paste.
- Move: Instead of Cut/Paste, try selecting the text, then click and dragging to a new location.
Copy will place the selected text on the clipboard; nothing will appear to happen on the
window. The button shows two sheets of paper for the copy option. The shortcut key is Ctrl-C.
To use the Copy command, you need to select the text or object, and then choose copy. Move
the cursor where you want the text or object to appear and choose Paste.
- Duplicate: Instead of Copy/Paste, try selecting the text, and then drag to a new location
while holding down the Ctrl key. Be sure to let go of the mouse before you let go of the
keyboard, and you will produce a duplicate.
Paste will produce the last option copied or cut to the clipboard. This button shows a sheet of
paper coming from a clipboard for the paste option. The shortcut key is Ctrl-V, or Shift-Insert.
You can usually paste the same item over and over again, until the computer has been
restarted or you copy/cut something else.
- Paste Special: The drop-down menu under the Paste button shows the Paste Special
options. These options will change depending on what is currently in the clipboard. It can be
a very useful tool to do things such as Paste as unformatted text. Unformatted text will get
rid of hidden HTML codes from a webpage or the hidden formatting from another Word
Document.
Format Painter
The Format Painter will copy the format of selected text and apply it to the
text you specify. This button shows a paintbrush for the format painter option.

To use the Format Painter command, you need to first select the text that has
the format you wish, click once on the button (a paintbrush will follow your
mouse pointer), click on the text you want to reformat.

This tool turns itself off after each use. To turn it on, and keep it on, double-
click on the button on the standard toolbar. To turn it back off, simply click on
that button again or press escape (Esc).

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Format Font
Most options to change the format of the text can be found on the Home tab, in the Font group.
1 2 3 4 5 6

7 8 9 10 11 12 13 14 15 16

1. List of Fonts - Changes the shape of the selected text.

2. List of Font Sizes - Changes the size of the selected text. You can type in your own custom size,
the range is 1pt to 1638pt, including half sizes (e.g. 14.5pt) Use Ctrl-[ or Ctrl-] to increase and
decrease by one font point.
3. Grow Font - Increases the size of the selected text, based on the list of font sizes. Use Ctrl-> to
increase the font based on the list of sizes.
4. Shrink Font - Decreases the size of the selected text, based on the list of font sizes. Use Ctrl-< to
decrease the font based on the list of sizes.
5. Change Case - Changes the capitalization of your selected text. Choices include: Sentence case.;
lowercase; UPPERCASE; Capitalize Each Word; and tOGGLE cASE.
6. Clear Formatting - Change the selected text to the default settings.
7. Bold - Changes selected text appear darker, like writing with a marker instead of a pen. Use Ctrl-B
to bold.
8. Italic - Changes selected text to appear slanted, leaning the letters to the right. Use Ctrl-I to
Italicize.
9. Underline - Changes selected text to have a single line under the text. The dropdown allows you
to pick different underlines and underline colors. Use Ctrl-U for a basic underline.
10. Strikethrough - Changes the selected to have a single line through the middle of the letters.
11. Subscript - Changes the selected text to be small and lowered. Example: H2O ("Subway goes down").
Use Ctrl-= to subscript.
12. Superscript - Changes the selected text to be small and raised. Example: x2 ("Superman goes up"). Use
Ctrl-+ to superscript.
13. Text Effects - Changes the text to have more dramatic appearance. This option is only available in
Office 2010.
14. Text Highlight Color - Changes the mouse to a highlighter. Turn on this tool and drag over text to
highlight/un-highlight.
15. Font Color - Changes the selected text to the chosen color. When you choose a color it becomes
the default. To see other color options, click More Colors… to see all the colors available.
16. More Font – Opens the Font dialog box with more Font settings

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Formatting Paragraphs
In Microsoft Word, a paragraph is any text which ends with a
1 2 3 4 5 6 7
(paragraph mark). These are created when you press the Enter key
on the keyboard. You can see the hidden charters such as the
paragraph mark by using the show/hide button in the upper right-
hand corner of the Paragraph group (#7). 8 9 10 11 12 13 14 15

1. Bullets – Start a bulleted list or click the drop-down arrow to choose a bullet style

2. Numbering – Start a numbered list or click the drop-down arrow to choose a number style

3. Multilevel List – Start a multileveled list or click the drop-down arrow to choose different styles

4. Decrease Indent – Decrease the indent level of the current/selected paragraph(s)

5. Increase Indent – Increase the indent level of the current/selected paragraph(s)

6. Sort – Alphabetize the selected text

7. Show/Hide – Show or hide the non-printing characters such as paragraph breaks, spaces and tabs

8. Align Text Left – Align the current/selected paragraph(s) on the left side

9. Center – Align the current/selected paragraph(s) in the center

10. Align Text Right – Align the current/selected paragraph (s)on the right side

11. Justify – Align the current/selected paragraph(s)

on both sides

12. Line Spacing – Change the spacing between the

lines of the current/selected paragraph(s)

13. Shading – Change the background color behind

the text

14. Borders – Change the borders around the text,

click the arrow to choose different styles

15. More Paragraph – Opens the Paragraph

Window to find most of the paragraph formatting
options

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Spelling and Grammar
Spelling errors have a telltale red underline letting you know you may have got a word wrong,
grammar comes in with a blue line. Spelling errors include capitalization of certain proper nouns.

As you right-click on each possible error, Word gives you a choice of possible changes. If you feel the
word is not a mistake, you can tell it to Ignore All. If it's a word you will use often, you should be able
to add it to your dictionary.

Word usually only picks up one grammar error at a time, since as you change part of the sentence, it
could change the context. After each change, you may need to wait a few seconds, or click in another
line for it to reevaluate your sentence. But of course, no tool is perfect, what I meant to say was RAIN.

Find and Replace

One of the most powerful tools in the Microsoft
Office Suite is Word's Find and Replace tool. The
tools are listed in the Editing group on the Home
tab. You can also use the keyboard shortcut Ctrl-F
to Find, Ctrl-H to Replace and Ctrl-G to Goto.

When you click on the Find button, or press Ctrl-F, Word will
open the Navigation pane on the side of the window. When you
type a word or phrase into the search box, Microsoft Word will
tell you how many matches it found, and will show a preview.

Within the document itself, Word will highlight the search values
so you can see the match at a glance. Click on a match in the
Navigation pane, to move to the chosen selection.

If you would like more search options,

you can click the drop-down arrow in the
search box and choose Advanced Find.
This option is also available from the Find
button drop down list on the Ribbon.
Notice this also contains the Replace and
GoTo options.

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Exercise 1 – Formatting and Page Number
Open the file PrivacySecurityPolicies.docx
Format Fonts
1. Select the title Privacy and Security Polices
• Bold
• Increase Font Size
• Change the color

2. Bold and Underline the headings:

• Use of Persistent Cookies
• External Links
• Social Media Sites
• If You Send Us Personal Information

Format Paragraphs
1. Click in the title Privacy and Security Polices
• Center

2. Bullet the three paragraphs that start

• To remember
• To get aggregate
• To gather

Page Number

1. Click the Insert tab

2. Choose Page Number
3. Choose Bottom of Page
4. Choose Plain Number 2 (bottom center of the page)
5. Click the Close Header and Footer button in the ribbon or
double-click in the document.

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Exercise 2 – Spell Check, Find and Replace
See Page 7 for more information.
Open the file LaundryRoom.docx

Fix Spelling and Grammar errors

1. Right-click on the words with the red wavy underline
• Add Snuffleupagus to your dictionary
• Fix the spelling rfrigerator to refrigerator
• Fix the spelling effcient to efficient

2. Right-click on the words with the blue double underline

• Fix or ignore any errors your version of Word suggests.

Search (Find)
1. Click on the Find button on the right-side of the Home
tab. This should open the Navigation Pane on the left-
side of the window.

2. In the search bar type washer. Word should find six (6)
results.
• Notice it found different variations.
• Each instance of the Word washer has turned
yellow in the document.
• Click on one of the paragraphs listed in the pane
and Word will take you to that location.

Replace
1. Click on the Replace button on the right-side of the
Home tab. This will open the Replace window.
a. Find the ampersand ( & )
b. Replace with the word and
c. Click on the Replace All button

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Exercise 3 – Insert a Picture
If needed, open the file LaundryRoom.docx

Insert a Picture
1. Delete the words NEED CHART at the end of the second paragraph.
2. While your cursor is in that space, go to the Insert tab
3. Choose Pictures (if there is a menu, choose This Device)

4. Find the saved picture, LaundryRoom_Chart and Insert

Format the Picture

1. Click on the image and you will see a Picture Tools tab.
a. Change the Width to 2"
b. Change the Position to Top Right

2. Use the arrow keys on the keyboard to adjust the picture's location

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