MS WORD

Microsoft Word 2013 Fundamentals

Microsoft Word 2013 is a powerful word processing application. This is a hands-on
workshop to help University faculty and staff become more proficient with Microsoft
Word in creating and editing documents. Topics covered include: Working with the
Ribbon, accessing available templates, Document formatting, Spell and Grammar
checking, Inserting and formatting graphic images, working with page layouts, using track
changes, creating and formatting tables, and printing a document
Launch Word
To start Word 2013, click on the Start button, select All Programs, select Microsoft Office, and
then select Microsoft Word 2013 from the menu options.
A Microsoft Word Icon may also be available on your desktop for quick access. Double click on
the icon to start the application.
Window and Ribbon Features
The screen shot below displays the primary components of the Word 2013 interface.
Terms The table below consists of definitions for the Microsoft Office features.
Term Description
1 Quick Access Toolbar Displays quick access to commonly used
commands.
4 File Tab The File tab has replaced the Office button
in 2007.
This area is
called the Backstage which helps you to
manage the Microsoft
application and provides access to its options
such as Open, New,
Save As, Print, etc.
2 Ribbon Tab Title or name of the specific Ribbon.
3 Ribbon Displays groups of related commands within
tabs. Each tab
Provides buttons for commands.

5 Group Contain category of command buttons.

6 Show Dialog Box Show additional options.

Use the Ribbon options to select and process your commands.

Microsoft Word 2013 uses Tabs instead of menus to organize various functions. In
addition, command buttons have been placed in a Group within the Ribbon. The Dialog
Box Launcher in a group shows additional options.
File Tab
The File tab provides you with the Backstage that provides information pertaining to
your document and options to help setup your window defaults. The Backstage also
contains standard commands such as, Save, Save As, New, Print, etc.

Templates
Microsoft Office has a variety of predesigned templates within specific categories.
A. Open Templates
Select the File tab, and then click on the New option.
The Available Templates window will appear.
Window Options
The Microsoft Word application allows you to customize setting and preferences as you
work within your Word document.
A. Set options
Click on the File tab, and then select the Options item.
The Word Options window will appear. This is where you can choose your desired
settings and preferences.

Customize the Ribbon

You can easily customize the Ribbon to suit your needs by creating new tabs and filling
them with the commands you use the most.
Customize Ribbon commands
 Click on the File tab, and then select the Options Item.
 The Word Options window will appear.
 Click on the Customize Ribbon option.
 From the Choose commands from list, click on your desired ribbon option, and then
click on the Add button to place it in the Customize the Ribbon list. Now Click OK
Quick Access Toolbar
Microsoft Word 2013 has a Quick Access Toolbar, so you can have quick access to your most
used commands.

Add Commands
To add your most used commands to the Quick Access Toolbar, click on the drop-down arrow
next to the Quick Access Toolbar.
The Customize Quick Access Toolbar option panel will appear.

Click on your desired command option to be placed on the Quick Access Toolbar.
Non-Printing Characters
The Show/Hide button displays non-printing characters, including paragraph marks,
spaces and tabs. This button works as a toggle switch: click it to turn the display of non-
printing characters on and click it again to turn them off.
Working with Show/Hide
On the Home Ribbon in the Paragraph group, click on the Show/Hide button to
view paragraph marks. Paragraph, space, and tab marks will not appear on your printed
documents.
On the Home Ribbon in the Paragraph group, click on the Show/Hide button to hide
paragraph marks.

Save a Document
Save
Click on the File tab, then select the Save As option to save a document permanently to
your hard drive or other storage device. (The instructor will demonstrate where to save
document.)
The Save As window will appear.

In the Directory sections on the left side of the window, click on the icon where you wish to save
your document. In this exercise click on the Desktop.
In the File Name box, type your desired document name, and then click on the Save button

Select Text
You must select text before you can change the format. You can use the mouse to select text in a
variety of ways which is explained in the table below.

Select Action
any text Click at the beginning of the area and press the Shift key as you click
at the end of the area. You can also drag across the text you want to
select.
a word Double click on the word.
a line Place the mouse pointer in the left margin. Position the mouse pointer
next to the desired line and click once.
multiple lines Place the mouse pointer in the left margin next to the first desired line
and click once. Then press the Ctrl key and click additional lines to
select them.
a sentence Press the Ctrl key and click anywhere in the sentence.
a paragraph Place the mouse pointer in the left margin and double click next to any
line in the paragraph.
multiple paragraphs Click at the beginning of the first paragraph then hold the mouse
button down while dragging through your desired paragraphs.

a document Press the Ctrl key then place the mouse pointer anywhere in the left
margin and click once.

Line Spacing
Microsoft Word 2013 defaults the line spacing to double space (2.0). Line spacing
affects an entire paragraph or document. Use the Line Spacing button on the Home
Ribbon to change line spacing.
Add Spacing
Make sure the entire document is still selected.
Click on the Home tab. On the Paragraph group, click on the
Line Spacing button, and then select 1.5.
Format a Document
Formats can be applied to any text within your document. The formatting styles are the
most common way to change the appearance of text in a document.

Apply Format
Format Option Examples:
 Click on the Bold button to make text bold.
 Click on the Italic button to italicize text.
 Click on the Underline button to add an underline to text.
 Click on the Bullets button to add a bulleted list to text.
 Click on the Numbering button to add a numbered list to text.
 Note: Microsoft Word Mini Toolbar feature gives you quick access to
common formatting commands. The mini toolbar appears faintly when
you select text in your document. If you want to use this mini toolbar,
you can activate it by hovering the mouse pointer on the toolbar and
making your selections. If you prefer not to use the toolbar, you can
continue working within the document and the toolbar will disappear.

Practice 1
On the Garden.docx practice document, do the following formatting explain above:
1. Select the Energy Savings sub-heading text above the second paragraph, and then press
the Control key on the keyboard.
2. Select the Feasibility of Converting Flat Roofed Building to Gardens sub-heading text
above the third paragraph.
3. While the Control key is still pressed, select sub-heading text from the fourth and fifth
paragraphs (Structural Requirements, Possible Problems).
4. Click on the Bold button.
5. Click on the Italic button.
6. Click on the Underline button.
7. Select all three lines after the Structural Requirements paragraph (Garages and sheds,
Balconies and terraces, and Patios or decks).
8. Click on the Bullets button.
9. Create a Numbered list at the end of the first paragraph of Possible Problem, by placing
the insertion point after the text include, press once on the Enter key, and then click on
the Numbering button.
10. Type the following text, “Rainwater build-up can sacrifice the structural soundness of
the roof. Make sure the structure is slightly angled or has proper drainage to allow for
water run off.”, and then press once on the Enter key.
11. Type the following text, “Selecting plants that require too much water can add
considerable weight to the garden. The best option is to research and understand
which flowers and plants thrive in a given area and do not require a lot of water.”, and
then press once the Enter key.
 12. Type the following text, “The structure may be unable to sustain the weight. Consider
container gardens which consist of lower weight but offer the same benefits of in-
ground plants.”, and then press twice on the Enter key.
Additional Font Options
Additional font options are available, such as font effects, special styles and previewing font
changes
. You can view additional options by clicking on the Home tab, and then click on the Dialog box
launcher on the Font group.
Add All Caps
 Place the Insertion point before the first line of the document.
 Type the text, roof top gardens, and then press twice on the Enter key.
 Select your new title text, and then click on the Bold button.
 While the title text is still selected, click on the Dialog box launcher on the Font group.

 The Font window will appear.

 In the Effects area, click on the check box next to All caps, and then click on the OK
button.

Note: The Font window contains additional formats you can select from.
Text Alignment
Microsoft Word 2013 aligns paragraphs four different ways relative to the left and right margins:
left, center, right and justified. The Word 2013 default paragraph alignment is left. You can
change paragraph alignment by clicking on an Alignment button, located on the Home ribbon on
the Paragraph group.

Alignment Option Examples:

 First button - Align Text Left (Shortcut: Ctrl + L)
 Second button - Center Text (Shortcut: Ctrl + E)
 Third button - Align Text Right (Shortcut: Ctrl + R)
 Fourth button - Justify Text (Shortcut: Ctrl + J)

Center Alignment
Select the title text, ROOF TOP GARDENS, and then click on the Center button.
Cover Page
Microsoft Word enables you to insert a variety of predesigned cover pages into your document
automatically.
 Click on the Insert tab
 Click on the Cover Page button.
 The Built-In window will appear with predesign cover pages.
 Select a cover page of your choice.
 On the Pages group you can insert a Blank Page or Page Break as well.
Page Breaks and Section Breaks
Page Breaks and Section Breaks can be inserted anywhere within a document.
Insert Page Break
On the Garden practice document, place the Insertion point at the end of the last sentence in the
last paragraph.

Select the Page Layout tab, and then click on the Breaks button.
A Page Break panel will appear with the Page and Section Break options.
Select the Page option. This will insert a page break that will place you on a new page in the
document.

Tables
Tables offer a convenient way to display information that might otherwise be confusing and
cluttered. Text is neatly formatted in a table without setting tab stops as shown below.

Microsoft Office Training

 Seminar Time Location
Word Processing 9:00 – 10:30 Room A
Spreadsheet 9:00 – 10:00 Room B
Presentation 11:00 – 12:00 Room A
Database 10:45 – 11:45 Room B

Create a Table
The Table Tools tab only appears when a table is selected.

 To create a table in Microsoft Word, click on the Insert ribbon. The Table button is the
only one option on the Tables group.
 Click on the Insert ribbon, and then click on the Table button.
 The Table panel will appear.

Select two rows and two columns as seen above. To insert a table onto your document, move
the mouse pointer over the number of rows and columns you desire. The cell selection will be
highlighted as you move the mouse. When the desired rows and columns are highlighted, click
on the last cell.
Type the information in the table shown above. The insertion point will appear in the first cell of
the table. Type text in the first cell, and then use the Tab key on the keyboard to move from one
cell to the next.
After you type the information in the last cell, press the Tab key. Word automatically inserts a
new blank row.

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

Database 2:30 PM – 4:00 PM

Type the text seen above as you insert new rows.

Edit a Table
Move within a Table
Moving the insertion point and selecting text in a table is very similar to the ways you do so for
regular text in a document. However, there are some procedures that are unique to tables as
illustrated below.

Procedure Description
Tab and (Shift + Tab) Use the Tab key to move from left to right; use Shift+Tab to
move from right to left.
Keyboard Arrow Keys The up and down arrows will move up and down rows.
Move the insertion point Use the Mouse to position the cursor as needed.

To select a single cell Click three times inside the cell or drag over the cell's contents.

To select an entire row Place the mouse pointer on the left margin, pointing to the row
than click once or drag over row cell’s contents.
To select an entire column Click the column’s top gridline/border or drag over column cell’s
contents.

To select the entire table Single click on the table move handle on the top left corner of table
or press the Alt key and double click in any cell of the table.

Adjust Column Width

Columns in a new table are always the same width. It is often necessary to change the width of
one or more columns in the table, so that text or data can be seen.

 Position the mouse pointer on the column boundary (right-side of the column – seen
below). The mouse pointer appears as a double vertical line with left and right arrows.
Hold down the left mouse button, and then drag the mouse pointer either left or right to
change the width. Release the mouse button when you are satisfied with the new width.
  Spreadsheet  11:00 AM – 12:30 PM
 Presentation  1:00 PM – 2:00 PM

 AutoFit is a feature that will automatically adjust the column width to accommodate the
widest text entry in the column. To AutoFit the entire table, place the mouse pointer at
the left most column boundary, when the mouse pointer appears as a double vertical line
with left and right arrows, then double click on the left mouse button.

 Another method is to click in the cell within the column to be resized, then on Table
Tools, click on the Layout tab, and in the Width box, click on the up (increase) or down
(decrease) arrow to change the width.
Insert Rows or Columns
To insert a column, select a cell in the desired column where the new column will be inserted to
the right or left.

Insert a column to the right of the table. Click in any cell on the last column, on the Table Tools
ribbon, click on the Layout tab located in the Row & Columns group, and then click on the
Insert Right button. The new column will appear.

Seminar Time

Word Processing 9:00 AM – 10:30 AM

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

Database 2:30 PM – 4:00 PM

Type the information below in the new column, press the down arrow on the keyboard after each
entry:
Location
Room A
Room B
Room A
Room B

Insert a new row at the top of the table. Click anywhere in the first row.

On the Table Tools ribbon, click on the Layout tab located in the Row & Columns group, and
then click on the Insert Above button. The new row will appear.

Seminar Time Location

Word Processing 9:00 AM – 10:30 AM Room A

Spreadsheet 11:00 AM – 12:30 PM Room B

 Presentation 1:00 PM – 2:00 PM Room A

Database 2:30 PM – 4:00 PM Room B

5. Type Computer Training in the first cell.

Merge Cells

Computer
Training

 To combine two or more adjacent cells, first select those cells.

 On the Table Tools ribbon, click on the Layout tab located in the Merge group, and
then click on the Merge Cell button.
 The multiple cells will merge into one cell, and then format your text if desired.

Computer Training

Delete Cells, Rows, Columns and Table

To delete a Cell, Row, Column or Table, select cell/s to be deleted, then on the Table Tools
ribbon, click on the Layout tab located in the Row & Columns group, and then click on the
Delete button. The delete options will appear.
AutoFormat has numerous table formats that may be applied to your table. These different
Table Styles may affect the style of the lines or borders in the table, the justification of text and
font formats. If your Word document contains more than one table, each table may have its own
format. Try to make all editing changes to the table before using AutoFormat.
AutoFormat
Apply AutoFormat to your Table that was created.
 Select your Table.
 On the Table Tools ribbon, click on the Design tab located in the Table Styles group, and
then click on the drop-down arrow to view multiple formats to select from.

 Click on a Table Style of your choice.

Note: Shading and Borders can also be applied to one or more cells. The Shading
and Border buttons are located in the Table Styles group as well.

Text Format and Alignment

Text within a table can be formatted the same way you format text in other areas of the
document. Use the command buttons found on the Home ribbon
Click on the File tab and select the Print option to print your current document. This will display
the Print window options, along with a preview of the document to the right, such as the range of
pages to print and the number of copies to print.

 The default printer is the printer that your applications will use unless you specify
otherwise. To change printers, click on the drop-down arrow next to Printer Name. This
will display a list of installed printers and allow you to select another printer

 your desired options in the Print window

Select

 Click on the Print button to print your document

Illustrations Quick Reference
The instructions in this section are a quick reference that will help you add illustrations onto your
document as demonstrated in the previous section.
The Microsoft Illustrations group allows you to insert pictures, shapes, smart art, and charts into
your document. These options will enhance the layout and appearance of your document

Drawing Tools and Picture Tools tabs only appear when a graphic image is selected.

Add a Picture
Microsoft Office is equipped with a Picture folder with several photo selections. You can also
save additional photos to the Picture folder or create a new folder for your pictures. From the
Insert ribbon, you can add a picture to your document:
 Click on the Picture button, from the
 Illustrations group.
 Navigate to your desired Picture folder.
 Select a photo.
 Click on the Insert button.
Online Pictures
Within Microsoft Office there are numerous online pictures (clip art and stock photographs) to
illustrate a specific topic. From the Insert ribbon, add a graphic to your document:
 Click on the Online Pictures button, from the Illustration group.
 The Insert Picture window will appear.
 In the Search box, type your desire graphic topic, and then press the Enter key.
 Select your desired Picture, and then click on the Insert button.
Shapes
The Shapes option allows you to insert a variety of shapes on to your document, such as
rectangles, circles, arrows, lines, flowchart symbols, and callouts.
 From the Insert ribbon, add a shape to your document from the multiple selections:
 Click on the Shapes button, from the Illustration group.
 The Shape panel will appear, select your desired shape.
 The mouse pointer will change into a plus « sign.
 Hold the left mouse button down, and while dragging your desired shape will appear.

Note: Continuing to drag the mouse will enlarge the shape.

Smart Art
SmartArt allows you to change graphic images into visual communication information including
graphical lists, process diagrams, organizational charts, etc.
 From the Insert ribbon, incorporate SmartArt onto your document:
 Click on the SmartArt button, from the Illustration group.
 The SmartArt panel will appear.
 Select your desired graphic image, and then click on the OK button.

Note: Depending on your selection, text and/or photos can be added.

Chart
To illustrate and compare data you are able to utilize the chart option. This is similar to the Excel
chart feature.
 From the Insert ribbon, add a chart onto your document:
 Click on the Chart button, from the Illustration group.
 The Chart panel will appear.
 Select your desired chart type, and then click on the OK button.
 Your selected chart type will appear next to a spreadsheet.
 Enter your desired data onto the spreadsheet and the chart will reflect your data.

 On the spreadsheet window, click on the Close window button, and then your chart will
appear on your document.
Headers and Footers
You may want to add a header or footer for items such as page numbers, dates and
headings that will appear on every page.
Steps
 Select the header or footer icon on the Insert ribbon.

 You will see several formats from which to choose.

 Click the format you would like and then start to type in the header or footer.
 If you want to create your own header, click on the Edit Header link.
 Footers are created by clicking on the Footer icon.E. Page Numbers
You may insert page numbers from the Page Number icon on the Insert ribbon.

Steps
You will be able to choose specific preformatted locations and styles.

Once you select a type of format you will open the header or footer and be able to change
the format for the first page to make a cover, for example. You can close the dialog by
clicking the Close Header and Footer X.
If you click, Format Page Numbers you will open a dialog where you can change the
numbering, such as a different first page for the cover. I will start the numbering at 0 with
no number on the cover so the first page of the text will start with “1”.

Quick Parts
The Microsoft Office Word 2013 Quick Parts is used as a solution to add repeated words,
paragraphs, statements, images or logo’s into your word document. Many people use Quick
Parts for signature blocks, headings, contracts, and even short phrases or company names that
they use frequently throughout their documents. Those are just a few of the m any possibilities.
The Quick Parts will save time on typing. The Quick Parts is used to store the repeated words or
paragraphs in its gallery. After that, whenever you need to type the Quick Part of those words or
the entire paragraph will be inserted on your document. The words will be inserted in the same
format as you have typed first. So, you need not have to spend any time for formatting the words
again. These can be used over & over.
Details to change and delete Quick Parts are included in this tutorial.
 First select the text/images/logos that you want to be saved & used again in your
documents.

 From the Insert tab, in the Text grouping, click on the drop down by Quick Parts and
click on Save selection to Quick Part Gallery. L ate r, when e v e r you need to ad d
these details you save, go back to the Insert tab, Quick Parts drop down & click on it to
add it to your document or you could just type name you gave the Quick Part that it was
saved as and click enter when it appears in a small box while typing the first couple
letters of the name or press F3.
 Below is an example of a Mission Statement. Notice I have colored the title red. It will
save that too; any formatting will be saved in Quick Parts.
 Once your words are selected, go to the Insert tab, the Quick Parts drop down arrow and
choose Save Selection to Quick Part Gallery.
A Create New Building Block dialog box appears to give it a name. Make it short as possible,
like my example below. Quick Parts will appear alphabetically. Click OK.

To insert the Quick Parts, go under the Insert tab, Quick Parts drop down & click on it. The
other way would be to type the name of the Quick Part and hit Enter when it appears. For
example I would type ms then hit the F3 key to add the mission statement to my document.
Shown below are several Quick Parts. Notice they appear alphabetically.

Design Ribbon
Page Background
The Page Background section of the Design ribbon gives you the ability to put a page
border around the document or change the color of the page as well as even put a
watermark, if desired.
Click on option of Watermark
Select default watermarks as desired or to create your own watermark click on option of
“custom water mark”
Select radio button of “Text Watermark” or “Picture Watermark” as required.
Enter Watermark text in textbox, change color and font size if required and click on
“Apply” button
Also, there are choices of Themes, Paragraph Spacing, Effects, and more.

Review Tab
This is one ribbon section that may be hard to find but is critically important. MS Word
2013 does do spell check and grammar on an ongoing basis but it is very useful to give a
final once over to an important document.
Spelling and Grammar
Clicking the Spelling & Grammar icon on the Proofing section of the Review ribbon will
open a dialog where you can change the words or ignore them on the right side of the
screen.

Thesaurus
The thesaurus is a very important component in the document review process.
Steps
 Highlight a word for which you want to find an alternative.
 Click the Thesaurus icon.
 You will see options appear in the right side of the screen.

View Modes
 Microsoft Word 2013 has five view modes.

 To select a view mode, click on the View tab.

 In the Document Views group, select your desired view mode.
 View Name Description
Read Mode The best way to read a document, including some tools designed for
reading instead of writing.
Print Layout Check out how your document will look when it’s printed.

Web Layout See how your document will look as a webpage.

This layout is also great if you have wide tables in your document.
Outline See your document in outline form where content is shown as bulleted
points.
This view is useful for creating headings and moving whole paragraphs
within the document.
Draft Switch your view to see just the text in your document.
This is useful for quick editing because headers/footers and certain
objects won’t show up, allowing you to focus on your text.
Tabs and Rulers
During editing, you may need to set tabs, center text horizontally, or otherwise adjust the
placement of text or expressions within a question, answer, instruction, header, footer,
or macro. You can perform all these tasks with TestGen's built-in ruler. Select "Show
Ruler" from the View menu to display the ruler if it is not visible at the top of the
editing window.

Use any of the four triangular markers at the left side of the ruler to set a tab on the ruler.
Each triangle symbol represents a different kind of tab: left-justified, centered, right-
justified, and a decimal tab to align decimal points in numbers. Click on any of the
markers, drag it onto the ruler, and drop it at the desired location

Create a new tab stop

Select the paragraphs you want to change.
Do one of the following:
To create a new left tab stop, click on the horizontal ruler where you want the tab stop.
A tab stop marker appears on the ruler.
To create a new right, center, or decimal tab stop, click the tab selector Tab image (the
square located at the left end of the horizontal ruler and the top of the vertical ruler) until
it displays the type of tab stop you want. Then click where you want the tab stop on the
horizontal ruler.
Click the text where you want to insert the tab, and then press the TAB key on your
keyboard.
Mail Merge
Mail merge is used to create multiple documents at once. These documents have identical
layout, formatting, text, and graphics. Only specific sections of each document vary and
is personalized. The documents Word can create with mail merge include bulk labels,
letters, envelopes, and emails. There are three documents involved in the mail merge
process:
1. Your main document
2. Your data source
3. Your merged document
 Create a Table file and a source file as required
 Open Main Document
 Choose Select Recipients > Use an Existing List.

 Browse to your Excel spreadsheet, and then choose Open Edit your mailing list
 Choose Edit Recipient List.

 In the Mail Merge Recipients dialog box, clear the check box next to the name of any
person who you don't want to receive your mailing.

 On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field.
 In the Insert Merge Field dialog box, under Fields, choose a field name (colum n
name in your spreadsheet), and then choose Insert.
 Repeat step 2 as needed, and choose Close when done.
 Choose File > Save.
 After you insert the merge fields you want, preview the results to confirm that the
content is okay and then you're ready to complete the merge process.
 On the Mailings tab, choose Preview Results.
 Choose the Next or Previous record button to move through records in your data
source and view how the records will appear in the document.
 In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-
mail Messages.