INFORMATION TECHNOLGY CENTRE

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MICROSOFT WORD

DEFINITION
It is a tool you can use to produce a document. A word processing program mainly used to create
letters, reports and memos.

ELEMENT OF MICROSOFT WORD SCREEN

1. The Title bar top bar of the application with the name of the application, name of the file and the
close buttons
2. The menu bar It contains the commands which allow you to do certain actions like saving
formatting printing and inserting more graphics
3. the standard tool bar has the buttons that allow quick access to the most frequent used commands
which are mainly short cuts from the menu bar
4. The formatting tool bar have those buttons that are used to format the document in aver fast and
easy way
5. The status bar shows the current mode a bout s document like page number, section number etc
6. scroll bars are two vertical and the horizontal scroll bar, they are used to help display part of a
document
7. Minimize, Maximize/Restore And The Close Buttons used to manipulate the window/ close the
window

STARTING THE MICROSOFT WORD APPLICATION

» Click on start
» Move to all programs and select Microsoft office
» Move and click on Microsoft word

PAGE SET UP AND SAVING DOCUMENT

» Click on file menu
» Move to page setup
» On the page setup window you can the page margins, the paper orientation
» Click on apply to whole document then click OK

ENTERING TEXT
Enter words by typing at the key board
Type a paragraph of at least four lines

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SELECTING/ HIGHLIGHTING
Before you do any formatting the text must be selected so that it can be formatted. Formatting is the
blocking of the text using the mouse or the keyboard

Selecting a word
1. Place the cursor in the middle of the word then double click
2. Dragging the cursor across the word from any side
3. Using the shift, Place cursor at the beginning of the word hold shift as you move using the
arrow keys on the keyboard

Selecting a line of sentence

1. place the cursor in the middle of a sentence then triple click to select the whole line
2. drag the cursor across the sentence starting from the beginning
3. put the cursor at the beginning of the sentence and click, move to the end of the sentence ,
Hold the shift key then click at the end of the sentence

FORMATTING TEXT
Type any sentence/ line or phrase
CUTTING COPYING AND PASTING
 CUT used when you want to move data from one location to another location
 COPY used when you wish to duplicate data
 PASTE used to transfer copy of data to required destination

DOCUMENT EDITING
Enhancing a document
This is to draw attention to special/ important words or sentences by making them bold italic or
underlined or changing their font

CREATING PAGE NUMBERING

 Click on insert menu
 Move and click on page numbering
 On the position click on the drop down arrow to select the right position of the page number
(e.g. Bottom or Top)
 Under alignment choose left, centre or right)
 You can also click on format tab below to format the type of numbering to use
 Click on OK then OK

SAVING AND OPENING A DOCUMENT

Saving a document in a folder
 Open a new document you want to write.
 On the file menu, Click SAVE AS
 Click create new folder button,(in the save as window) and type the name of the folder and
click OK
 Give your file a name below in the file name box then click SAVE
To save in an existing folder simply select the folder [double click on the folder, name your file] then
click SAVE

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OPENING A FILE FROM A FOLDER
 Select the file source; open my computer or my document to locate the file folder
 Double Click on the folder
 Double click on the file to open

SUPERSCRIPT AND SUBSCRIPT

To apply superscript and manuscript
Superscript raises the selected character above baseline e.g. (243)4 while subscript lowers the selected
text below text line e.g. H2SO4
Steps
 Select the text to be formatted
 Go to format menu, then click on font
 Under effect section , click on the check box of either superscript or subscript
 Click OK

CREATING DROP CAP

This is where the first character of a paragraph appear dropped and capital
Steps
 Position the insertion point in the paragraph you want to begin with a drop cap
 On the format menu, choose drop cap under position select drop in margin
 On the lined to drop select the number of lines to drop capital letter and text in the paragraph
 Click OK button

CHANGING CASE
1. Select the sentence you want to change the case
2. On the format menu, choose change case
3. Choose on any of the 5 options you prefer
4. Click OK

COLUMNS
Type at least one page and copy paste the page to three pages
1. Highlight the text you want to put in columns
2. Click the format menu
3. Click on columns
4. Click on of the present style you want
5. Specify number of columns in the columns box
6. Click okay

 Varying the number of columns in a document

1 Do the above steps
2. Position the insertion point in place where you want different number of columns
3. Repeat steps 2----5 above
4. In the apply to box choose this point forward
5. If you want a line between the column put a tick in front of the line between
6. Choose OK
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  Balancing the length of multi columns
1. Place the pointer where you want the break to come
2. Click insert menu
3. Click on column break
4. Choose OK

FORMATTING PARAGRAPHS
Alignment of text in a document
 Type or select the paragraph to align
 In the format menu, select paragraph
 In the box that appears, ensure indents and spacing tab is selected.
 Under general, select alignment (left, right, justified or centre )
 Click OK to apply the format

INDENTING PARAGRAPHS
Normal paragraphs
 Put the cursor at the beginning of the paragraph
 Press the tab key

Hanging paragraphs
 Select the whole paragraph
 Hold the Ctrl key as you drag the hanging indent on the ruler to the appropriate position
 Release the mouse and the Ctrl key
First line indent
 Select the whole paragraph
 Click, drag the fisrt line indent marker to a location of the ruler
 Release the mouse button
You can also select the entire paragraph, click on paragraph on the format menu and do the settings at
once

BORDERS AND SHADING

 Text/ paragraph borders

1. Highlight the text which you want to put borders and shadings
2. Click format menu
3. Click on border tab
4. Select a setting style for the border
5. Choose a line style for the border and colour
6. Click the shading tab
7. Choose the fill colour
8Choose the shading pattern and colour
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9Click OK then deselect the text

 Page borders
1. Click the format menu
2. Choose border and shading
3. Click page border tab
4. Under art select the type of border style you want
5. Choose OK

CREATING BULLETS AND NUMBERING STYLES

 Type the material yopum want to place in bulled list
 Highlight the material
 Click on the bullet icon in the formatting tool bar

If you need a different style of bullet;

 Highlight the bulleted list
 Click on format menu, move and click on bullets and numbering
 Click on the bulleted Tab
 Choose a style, the select customize
 Click on the character box then,
 Choose character from either wingding or webbings or any
 Click OK then ok

Creating A Numbering List

 Type or select the material you want to place numbered list
 Click on format menu and select bullets and numbering
 In the window that appears click on the numbered Tab
 Click on the numbering style of your choice ( you can also customize the numbered by
clicking on the customize tab )
 Click OK
You can also click on the numbering icon on the tool bar

CHANGING THE SPACING OF LINES

 Select the material you want to change the spacing
 On the format menu click on paragraph
 Under spacing, at line spacing there is a drop down list. Choose the desired spacing (e.g.
single, double multiple or exactly)
 Choose OK

HEADERS AND FOOTERS

 Open the document where you want top place the header and footer
 Click on view from the menu, move to and click on header and footer
 On the top of your document you will see a new box created and a tool bar, click on switch
between header and footer icon (number 9 on that tool bar )

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  On the same tool bar, click on the page icon, date or time to insert the features you wish to
insert
 When through, click close

SORTING
 Type a list which can be sorted
 Select the list
 Click on the table menu, move and click on sort
 On the window that appears select either ascending or descending
 Click OK

CREATING TABS
Tabs are lines with dotted leaders usually seen in the table of contents, forms etc
Example
NAME ………………. AGE ……………… ID NUMBER ……………….
BIBLIOGRAPHY …………………………………………………..PAGE 2345
STEPS
 Click on format menu , move and click on Tabs
 In the tab stop position give the length of your measurement (5.5)
 Under alighnment choose appropriate one (left, centre or right) choose right.
 On the leader part you can chose dot leader (……..)
 Click OK
 Type words in your document, then press the Tab key on the key board
 Type on the right side of the tab
 You can make as many tabs as wished

GRAPHICS AND PICTURES

 Inserting a graphic
1. Click insert menu
2 Click on pictures
3. Click on clip art
4. Click on organise clips
5 choose office collections
6 select a picture of your choice
7. Drag the picture to word document

 Sizing a picture
1. Select a picture by clicking at it.
2. Position the mouse pointer in one of the sizing handles until it changes to a double arrow.
3. Click and drag to resize the pictures;

 Moving a picture
Click and drag a picture to a different position.

 Making duplicate of pictures

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1. Click the picture to select it.
2. Click on the cut button on the tool bar
3. Click the paste button several times.[for the required copies i.e. 1,2,3 or many

AUTO SHAPES
 Inserting and formatting
1. Click on insert menu.
2. Click on picture
3. Click on auto shapes
4. Choose shape you want either: lines, basic shapes, block and arrows, flow charts, star and banners or
callouts
5. You will get a large plus sign, place it where you want the shape to be and click
6Click the shape and drag one of the sizing handles to resize the shape
7. Click and drag the shape to a different position
8R5ight click the shape and make the change to it

 Adding text to auto shapes

1. Right click inside the shape, Move and click on add text
2. Type the text
3. You can format the text direction using the text tool bar options on the screen
4. Click on the free space to exit the formatting

WORD ART
 Inserting a word art
1. You can make your own design using the WORD ART
2. Click on insert menu
3. Click on picture
4. Click on word art
5. Click on the style you want
6. Click ok
7. Type your own words on top of your text here

 Formatting a word art

1. Click on the word art you want to format to view the tool bar
2. On the format word art button you can change the colour, lines size and layout
3. You can also change the shape using the word art shape on the tool bar
4. Click OK after formatting the word art

INSERTING SYMBOLS
 Click on insert in the menu bar
 Click on symbols
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  After font click on normal
 If you want more symbols select wingding and web dings
 Look for symbols below


 Click on insert then close
USING FIND AND REPLACE
Find is used to search for words in document
Steps
 Click on edit, move to and click on find
 Type the word you want to find
 Click on find next until the computer tells you it has completed checking the document
 Choose Ok
 Click on close
You will see the words selected in the document you were searching for the word

REPLACING A WORD
 Click on edit menu, move and click on replace
 Click on the replace tab
 In the find what box type the words you want to replace
 In replace with box type the new word
 Click on replace all
 Click OK then on Close.

CREATING MACROS

Recording a Macro

1. On the Tools menu, point to Macro, and then click Record New Macro.
2. In the Macro name box, type a name for the macro. E.g. MY COLLEGE NAME
3. In the Store macro in box, click on all documents
4. In the Description box, don’t type anything.
5. click on the keyboard tool
6. to type the short cut key, press Ctrl and Alt and any key you want assign
7. click on assign then close

6. Click Close to begin recording the macro.

7. Type the word you want as the macro e.g. AFRICAN YOUTH FOUNDATION

8. To stop recording your macro, click Stop Recording

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YOU CAN PLAY THE MACRO BY PRESSING THE COMBINATION KEYS YOU USED / ASSIGNED

WORKING WITH TABLES

To create a table
 Click on the table menu
 Click on insert, and move to table
 Select the number of columns and rows
 Click O K

Adding rows and columns to a table

 Select the number of columns and rows you want to add to a table
 Click on the table menu, move to insert then choose columns a[or rows

Deleting rows and columns

 Select the rows you want to delete
 Click on the table menu and select delete then move rows or columns

Merging cells
 Select the row or the columns containing the information you want to merge
 Click on the table menu, move to and select merge cells

Formatting a table
 Select the whole table
 Click lo nth format menu then choose borders and shading
 Choose a setting and the line style of your choice
 Select line colour of your choice
 Click on the shading tab to choose the background colour, shading pattern and its colour
 Click on OK then OK
Hiding the grid lines
 Select the table
 Click on format menu and choose borders and shading
 Under setting click none
 Click OK
 Click on the table menu and choose hide grid lines

SORTING IN A TABLE
This is simply arranging the data in a table in ascending or descending order (A-Z or Z-A)
Steps
 Highlight the list you want to sort
 On the table menu click sort
 Choose the order (ascending or descending )
 Choose OK

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Steps
 Click any where in the table
 Click on the table menu and choose sort
 Under sort by, choose the column you want to sort
 Choose order of your sorting ascending or descending
 Choose OK

MAIL MERGING A DOCUMENT

Use mail merge to mass mail a document
Mail merge will allow you to send same document to several recipients at once
The standard document is joined with addresses to produce several copies of the document to different
addresses
The standard document is referred to as main document and the list of addresses referred to as data
source
Mail merge document consist of three main steps
1. setting up the main document to be send to several recipients it is called the form letter
2. creating the address file this is known as the data source
3. merging the data source with the main document

Setting up the main document

 Open up the main document you want to use as the main document or simply type one
 From the tools menu choose mail merge to activate the mail merge helper
 In the main document section click on create, then choose form letterform a drop down list
 If you were planning to use the opened document as your main document, click on the active
window button on the dialogue box. Otherwise click on new main document

Creating a new data source

» Click on the tools menu
» Move to letters and mailings then select mail merge (there will be a new window on the
right panel reading mail merge
» Select letters under document type
» Move down on the same panel and click next to start a document
» Choose the “use current document” and then click next to select recipients source
» Under the recipient choose type a new list,
» Click on create
» There will be a new window reading new address list
» Click on customise to come up with the right address lines you will require to use to put
the addresses in your letter
» Customise the address list by adding deleting renaming. You can also move an item up
or down
» Enter the addresses/ details then save the data source after completing the entry
» Click OK on the mail merge recipients to continue
» There will be a new toolbar for mail merge (step through it to view the tools )
» On the mail merge tool bar, move and select insert merge field tool to insert the created
address lists.
» On the new window, insert each field one by one then close.
» Format the ararngemen of the lines and spacings for the titles
To merge the data
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 » Go to merge to new document tool on the mail merge toolbar
» On merge records select all
» Click OK
Inserting merge field
 Move the insertion point to a place where you want to place the merge field
 Click the insert merge field button on the mail merge tool bar and then close the merge field
you want to insert
Insert merge field
 When you finish inserting the merger field save the main document

Merging the data source with the main document

 Click on the mail merge helper button

OR
 From the tools menu choose mail merge then, in the mail merge helper dialogue box click the
merge button
 Choose the merge button
 Click on the merge to drop list box to select a location for the merge results
 Click on merge
 View your merge document on the computer window

USING THE COMPUTER DICTIONARY THESAURUS

Thesaurus helps you add position and variety in your writing. It provides synonyms and antonyms of a
particular word.
Steps
 Highlight the word you want to change
 From tools menu choose language then select thesaurus
 In the replace with synonym box there is a list of words with similar meanings as the word
 You can click on look up button to see the alternatives and to see the singular names of these
words.
 Click replace button

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