END USER COMPUTING.

BICT 1101
Lecture 2: Word Processing
WORD PROCESSING

A word processing program allows us to manipulate text

and related objects such as pictures.
The main purpose of a word processing program is to
permit the user to create text documents, edit (insert,
delete and replace) text and objects, format the document
to increase readability and appearance, print a copy of the
document, and save the document for future use or
reference.
BASICS OF WORD PROCESSSING USING MICROSOFT WORD

 Microsoft Word is a word processing software package. You can use it to type letters,
reports, and other documents.
 STARTING WORD
1. Through search box, type “Word”.
2. If pinned in the start screen. Click the start menu and select Word
3. From the taskbar (Quick Launch Area if pinned there click on the Word icon
CREATING A NEW DOCUMENT

After starting Word, a new blank document opens up by default. Type and format the
text as desired here. Two methods to create a new document once you open Word:
1. Click on the “File Tab” and then New. Click Blank document and a new document
appears formatted using the normal template. Note the choices for a new
document under Templates.
2. Add the “New Document” symbol to the Quick Access Toolbar. Click the “File Tab”,
choose “Options”, “Quick Access Toolbar”, “New”, “Add”, and “OK”. Alternatively
 Click the “Arrow” to the right of the “Quick Access Toolbar”, Click “New”. Now the
New Document button shows on the Quick Access Toolbar. Click the New button and
the new document window appears.
NEW DOCUMENT
When you open Word, you see two things (main parts):
 The ribbon, which sits above the document, and
includes a set of buttons and commands that you use
to do things in and with your document (like print it).
That is the area that spans the top of MS Word.
 A blank document, (text area) which looks like a
white sheet of paper and takes up most of the window.
WHAT IS THE RIBBON

The Ribbon is a user interface element that is located

below a Quick Access Toolbar and the Title Bar.
Comprises of tabs like;
 Home, Insert Layout, References, Mailing, Review, View, etc.

•The Ribbon has three parts which will help you understand
how to use it. They are tabs, groups, and commands.
RIBBON PARTS

Tabs: The Ribbon has several basic tabs across the top. Each
represents an activity area.
Groups: Each tab has several groups that show related
items together.
Commands: A command is a button, a menu, or a box
where you can enter information. They allow users to
perform actions or open menus with further related actions.
DIALOG BOX LAUNCHERS IN GROUPS.

 Some groups have a small diagonal arrow in the lower-right corner called the Dialog Box
Launcher which can be opened according to the action required.
 Click it to see more options related to that group (or a particular group).
ADDITIONAL TABS APPEAR.
 Certain tabs appear only when you need them in the newer versions of word.
 Say you insert a picture and want to do more with it, like crop it or change how text wraps
around it.
 Where are those commands found?
 You don’t need to hunt for them. Instead:
1. Select the picture.
2. The Picture Tools appear. Click the Format tab.
3. Additional groups and commands appear for working with pictures, like
the Picture Styles group.
 When you click away from the picture, the Picture Tools disappear, and the other groups
come back.
THE QUICK ACCESS TOOLBAR.

 The Quick Access Toolbar is the small area to the upper left of the Ribbon. It contains the
things that you use over and over every day: Save, Undo, and Repeat.
THE TITLE BAR

 Next to Quick Access toolbar is the Title bar.

 The Title bar displays the title of the document on which you are currently working.
 Word names the first new document you open Document1.
 As you open additional new documents, Word names them sequentially.
 When you save your document, you assign the document a new name.
TEMPORARILY HIDE THE RIBBON

 The Ribbon makes everything nicely centralized and easy to find.

 But sometimes you don’t need to find things. You just want to work on your document, and
you’d like more room to do that.
 In that case, it’s just as easy to hide the Ribbon temporarily as it is to use it.
 Here’s How:

1. Double-click the active tab. The groups disappear so that

you have more room.
2. To see all the commands again, double-click the active tab
again to bring back the groups.
STATUS BAR

 The Status bar appears at the very bottom of your window and provides information as the
current page and the number of words in your document.
 You can change what displays on the Status bar by right-clicking on the Status bar and
selecting the options you want from the Customize Status Bar menu.
 You click a menu item to select it. You click it again to deselect it. A check mark next to an
item means it is selected.
RULER

 The ruler is found below the Ribbon. You can use the ruler to change the format
of your document quickly.
 For example it helps you align the text, tables, graphics and other elements of
your document.
 It uses inches or centimeters as the measurements unit and gives you an idea
about the size of the document.
 If your ruler is not visible, follow the steps listed here:
1. Click the View tab to choose it.
2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below
the Ribbon.
TEXT AREA

 Just below the ruler is a large area called the text area.
 You type your document in the text area.
 The blinking vertical line in the upper-left corner of the text area is the cursor.
 It marks the insertion point. As you type, your text displays at the cursor location.
 The horizontal line next to the cursor marks the end of the document.
USING THE KEYBOARD

 The Ribbon design comes with new shortcuts.

 This change brings two big advantages over previous versions of Office programs:

 There are shortcuts for every single button on the

Ribbon.
 Shortcuts often require fewer keys.
 The new shortcuts also have a new name: Key Tips.
USING THE KEYBOARD

 To use Key Tips, start by pressing ALT. (Pressing ALT makes the Key Tip badges appear
for all Ribbon tabs, the Quick Access Toolbar commands, and the Microsoft Office
Button.)
 Next:

 Press the Key Tip for the tab you want to display.
For example, press H for the Home tab. This makes
all the Key Tips for that tab’s commands appear.
 Press the Key Tip for the command you want.
UNDERSTANDING DOCUMENT VIEW

 In Microsoft Word , you can display your document in one of five views:
1. Draft view: Draft view is the most frequently used view. You use Draft view to quickly edit
your document.
2. Web Layout: Web Layout view enables you to see your document as it would appear in a
browser such as Internet Explorer.
3. Print Layout: The Print Layout view shows the document as it will look when it is printed.
4. Full Screen reading: Reading Layout view formats your screen to make reading your
document more comfortable.
5. Outline Layout: Outline view displays the document in outline form. You can display
headings without the text. If you move a heading, the accompanying text moves with it.
START TYPING

 In the document, look for the cursor, which tells you where the content you type will
appear on the page. Word waits for you to start typing.
 If you’d like to start typing further down the page instead of at the very top, press ENTER
key on your keyboard until the cursor is where you want to type.
 The cursor – a blinking vertical line in the upper-left corner of the page
 When you start typing, the text you type pushes the cursor to the right. If you get to the end
of a line, just continue to type. The text and the insertion point will move on to the next
line for you.
TYPING

 Once you’ve finished typing your first paragraph, press ENTER key to go to the next
paragraph.
 If you want more space between the two paragraphs (or any two paragraphs), press
ENTER again and then start typing your second paragraph.
 If you make a mistake while typing, just press the BACKSPACE key to “erase” the
incorrect characters or words.
FIX GRAMMAR AND SPELLING
MISTAKES
 As you type, Word will warn you if you make spelling or grammar mistakes by inserting a
wavy red, green, or blue underline beneath the text that it thinks is an error.
 Wavy lines like these warn you of spelling and grammar mistakes.
 Red underline: This indicates either a possible spelling error or that Word doesn’t
recognize a word, such as a proper name or place.
 Green underline: Word thinks that grammar should be revised.
 Blue underline: A word is spelled correctly but does not seem to be the correct word for
the sentence.
 For example, you type “too,” but the word should be “to.”
 You right-click an underlined word to see suggested revisions. Click a revision to replace
the word in the document and get rid of the underlines.
FIX SPELLING AND GRAMMAR
MISTAKES
 You can also use Review tab under Proofing group, click Spelling and grammar to spell
check your document. (Every once in a while, Word may not have an alternate spelling.
And If you print a document with the underlines, they will not show up on printed pages.)
 A caution about green and blue underlines: Word is really good at spelling, which is pretty
straightforward most of the time. But grammar and correct word usage take some
judgment.
 If you think that you are right, and Word is wrong, then you can right-click the word and
ignore the suggested revisions and get rid of the underlines.
 Tip: If you prefer not to stop every time you see wavy underlines, you can just ignore
them as you go. When you are through, you can tell Word to check spelling and grammar
all at one time.
FORMAT TEXT
 To emphasize text bold, italic, and underlined formatting are some of the ways used.
 Calling of attention to any important information in a document can be done by adding emphasis
with bold, italic, or underlined formatting.
 Let’s make the text bold using the ribbon.
 There are several tabs across the top. Each tab represents an activity area.
 The second tab, Home tab, should be selected (if not, you click it to select it).
 Each tab has several groups of commands that show related items together.
 On the Home tab, look for Font group, where you’ll see buttons and commands that perform a
specific action on your document.


For example, Bold button makes the text bold. Or you can change the font color and size of
text with the Font Color and Font Size buttons.
ADD SOME STYLE
 You can make most changes to text from Font group, but formatting text this way is handy
when you want to change the format of just a few characters or words.
 However, there’s a way to make all the changes with just one command, by using styles.
 The Paragraph and Styles groups, on the Home tab
 The styles are on the Home tab, in the Styles group.
 You just choose the style you want, and the text size, font, attributes, and paragraph
formatting are changed for you automatically.
CHANGE MARGINS
 Page margins are the blank spaces around the edges of the page. There is a 1-inch (2.54
cm) page margin at the top, bottom, left, and right sides of the page.
 This is the most common margin width, which you might use for most of your documents.
 But if you want different margins, you should know how to change them, which you can at
any time from the Margins button on the layout tab.
 When might you want different margins?
 When you type for example a very brief letter, or a recipe, an invitation, or a poem, you
might like different margins.
CHANGE MARGINS
 To use the ribbon to change margins, use the Layout tab.
 Click Layout tab to select it, and then, in Page Setup group, you click Margins.
 You’ll see different margin sizes, shown in little pictures (icons), along with the
measurements for each of the margins.
 The highlighted margin in the list is Normal, the current margin. To get narrower margins,
you can click Narrow.
 If you want the left and right margins to be much wider, click Wide.
CHANGE MARGINS
 When you click the margin type that you want, your entire document automatically
changes to the margin type you selected.
 When you choose a margin, the icon for the margin you chose gets a different color
background (gets highlighted).
 If you click Margins button again, that background color tells you which margin size has
been set for your document.
SAVE, PRINT AND CLOSE YOUR DOCUMENT.
 At some point you may have a sentence or several paragraphs of ideas, facts, or figures
that you would regret losing if a power failure shut your computer off.
 To keep your work, you have to save it, and it’s never too early to do that.
 Backstage view, where you can save and print your document.
 On the ribbon, Click the first tab, File tab. This opens a large window called the Backstage,
a place where you take care of a lot of things, such as saving you document, and printing
it.
 In the left column, Click Save or Save As.
MOVING AROUND THE DOCUMENT
 The cursor (the vertical line) is at the end of the paragraph. To type anywhere else in the
document, you need to move the cursor to that place.
 Move the cursor to another location by moving the pointer and then clicking, or by using
the keyboard.
 Here are a couple of ways to do that:
 With your mouse, move the cursor to where you want to type and then click to insert the
cursor. Then start typing. Or…
 Press the UP ARROW on your keyboard to move the cursor up one line at a time. You
can also use LEFT ARROW to move the cursor left, one character at a time.
MOVING AROUND THE DOCUMENT
Tips:
 You can also press CTRL+LEFT ARROW to move left one word at a time. (Keep in mind
that in keyboard shortcuts the plus sign (+) is not a key; it just means that you press the
LEFT ARROW key while holding down the CTRL key.)
USE THE SCROLL BAR
 If your document is getting long, it may not be practical to have to continuously press
arrow keys to move up or down the document. Instead, use the scroll bar.
Here’s how it works:
 The scroll bar is on the right side of the window.
 To use it, click the scroll box, and then drag it up or down to move through a document
without moving the cursor.
 Or click the single scroll arrows at either end of the scroll bar to move up or down.
 You can also scroll by using your keyboard. Press the PAGE UP (pg up) key to go up one
screen or PAGE DOWN (pg dn) to go down one screen.
FORMATTING MARKS
 Use Formatting marks to see what’s going on in your document by looking at the
formatting marks that MS Word automatically inserts as you type.
 These marks are always in documents, but they are invisible to you until you display them.
 You can use them to see if your paragraphs seem to be far apart, and the second paragraph
starts farther to the right than the first paragraph.
 For example, a dot appears every time you press the SPACEBAR, such as between words.
One dot is one space; two dots are two spaces, and so on.
 Normally there should be one space between each word.
FORMATTING MARKS
 Word inserts a paragraph mark ( ) each time you press ENTER key to start a new
paragraph.
 For example, if there are two paragraph marks between two paragraphs, it means that
ENTER was pressed twice. This creates extra space between paragraphs.
 One arrow ( ) appears each time TAB is pressed.
 If there is one arrow before a paragraph and two arrows before the second paragraph, this
means that TAB was pressed twice in the second paragraph.
BEHIND THE SCENES WITH
FORMATTING MARKS
 To see formatting marks, go to the ribbon, at the top of the window.
 On the Home tab, in the Paragraph group, click the Show/Hide button
( ). Click the button again to hide formatting marks.
MOVE TEXT BY USING CUT AND PASTE
 If you want to move text around in the document, You don’t need to delete the text and
type it again where you want it. Instead, just use Cut and Paste.
 For instance, in the first paragraph, you decide that the second sentence should be the first
sentence in the paragraph.
 Select the sentence you want to move.
 On the ribbon, in Home tab, Click Cut ( ).
 Move the cursor to the beginning of the paragraph, where you want the sentence to appear (after
the dot formatting mark).
 On the Home tab, in the Clipboard group, click Paste ( ).
 In steps 2 and 4, you could instead use keyboard shortcuts to do the same thing, by
pressing CTRL+X to cut (think of the X as a scissor) and CTRL+V to paste.
UNDO
 You’ve moved the sentence, but now that you look at it, you’re not happy with the change.
Fortunately, you don’t have to go through the entire cut-and-paste process again to move
the sentence back to its original place. Instead, use Undo.
 On the Quick Access Toolbar at the very top of the window, click the Undo button ( ).
 This will undo the last action you took, which in this case was pasting the sentence in the
new location.
 Or, to use another handy keyboard shortcut, press CTRL+Z or Alt+Backspace on most
Microsoft Windows applications.
 To Redo something you have undone or Repeat an action, press CTRL+Y or F4. (If F4 not
working, press F-Lock Key of Fn Key, then F4).
 The Redo button only appears after you have Undone an action.
LINE SPACING
 You can adjust the space between lines of text.
 If you’d like more or less space between lines throughout a document, or in a selected area
of text, such as in a letter address, it’s easy to change the spacing.
Changing line spacing in a document.
 To change line spacing for an entire document, you need to select all the text in the
document by pressing CTRL+A.
 To change line spacing for a single paragraph, you can just place the cursor inside the text;
you don’t have to select the text.
LINE SPACING
 Then, on Home tab, in the Paragraph group, click Line Spacing ( ).
 A check mark in the list tells you what the current line spacing is. Click the new line
spacing you want.
ALIGN TEXT LEFT, CENTER OR RIGHT.
 Text can be left-aligned; right-aligned; centered; or justified, which means it’s aligned evenly
along the left and right margins.
 Horizontal alignment determines the appearance and orientation of the edges of the paragraphs.
The Align buttons.
 The most common alignment is left-aligned, but you can change it to whatever you want, for a
single paragraph, a set of paragraphs, or the entire document
 For example, in many documents, titles are centered in the middle of the page.
 Select the text that you want to align, or press CTRL+A to select all the text in the document.
 Then, on the Home tab, in the Paragraph group, click Align Left ( ) or Align Right ( ),
Center ( ), or Justify ( ).
TABLES (CREATING A TABLE)
 Tables in word processing can be used to organize any kind of information e.g, set columns
for recording minutes, research reports.
 You can create a Table to enhance the presentation of data, to create side-by-side
paragraphs, and to organize information used in form letters.
 It is a good practice to plan the kind of table needed in terms of number of rows and
columns required before selecting them.
 Among the choices for a new table in the Tables group are Insert Table, Draw Table, or
(built in) Quick Tables.
INSERTING TABLE
 To insert a table into your document, place the insertion point where you want to insert the
table.
 Then, click the INSERT tab on the ribbon and click the drop-down menu on the TABLES
command group select INSERT TABLE.
 Use the mouse to select the desired number of columns and rows in the dialogue box.
Word will create a table that fills the area inside the margins with the width of the columns
adjusting automatically according to the amount of space available.
CREATING A TABLE BY DRAGGING
EXERCISE: INSERTING A TABLE (DRAGGING)
 Open a blank document.
 Then, click the INSERT tab on the ribbon.
 Click the drop-down menu on the TABLES command group.
 Use the mouse to shade 4 columns and 5 rows, and then click the left mouse
button to insert the table.
TABLE TOOLS TAB
 Table Tools Tab appears once the table is in place and selected. Use the Table tab to adjust
the table and enhance it. For example you can change the width and height of a row or
column, alter the style of the table or delete grid lines.
INSERT A ROW OR COLUMN
 You can insert additional row or column to a table easily. Row or Column insertion can be done
by:
 Right click in a row
 From the menu select Insert and select Insert rows/columns either above or below the selected row or
to the left/to the right of the selected column.
 A row/column can be inserted through the Table Tool Layout Tab, then rows and columns
command group, select the appropriate insertion method; in this case, click INSERT BELOW.
 Notice a new row has been added beneath the current row.
 You can add multiple rows or columns at once by selecting the desired number of rows or
columns to add, and then clicking the desired insertion method.
 Note: The simplest way to add a new row at the bottom of the table is to move to the last
column of the last row and press the [TAB] key.
DELETE TABLE, COLUMN OR ROW
 To delete the table:
 Click the four headed arrow on the top left of the table to select the table and get the
options to delete the table, delete rows, delete columns.
 Right click the table and select Delete table
 OR
 Place your cursor in the last column.
 Then, from the LAYOUT tab, click the DELETE option, , from the ROWS &
COLUMNS command group.
 Select DELETE COLUMNS.
MOVING AROUND A TABLE
 Each block in a table is called a Cell. You can move around a table by using the left, right,
up, and down arrow keys.
 To move to a specific cell, use your mouse pointer to move to the specified cell. Or, you
can use the [TAB] key to move from cell to cell, from left to right.
 You can hold down the [SHIFT] key and press the [TAB] key simultaneously to move
from cell to cell, from right to left.
ENTERING TEXT INTO A TABLE
 To enter text into a table, simply type the text inside the desired cell. Press the [TAB] key
to move to the next cell.
ENTERING TEXT INTO A TABLE
 EXERCISE: ENTERING TEXT INTO A TABLE
 With the cursor in the first cell, type PACKAGE TYPE. Then, press the [TAB] key.
 Type INTEREST RATE (2020) in the first cell in the second column. Then, press the [TAB] key.
 Continue until you have entered all of the text shown below.

PACKAGE TYPE INTEREST RATE INTEREST RATE RECOMMENDED

(2020) (2021)
Conventional 7.0% 7.5% No
Combo 7.65% 7.12% Yes
Jumbo 7.85% 7.88% No
VIP 7.25% 7.5% Yes
RESIZING COLUMNS
 When a table is first created, it evenly distributes the space for each column. You can
resize column widths to best fit the data by clicking inside the table.
 Then, from the LAYOUT tab, click the AUTOFIT command, , from the CELL SIZE
command group.
 An alternative method is to use the Width Indicator. To use this method, place your cursor
on the line that separates the two columns. This causes the width indicator to appear.
 Click and drag with the mouse to adjust the column width either larger or smaller.
MERGING CELLS
 If you want to create a table heading which will span several columns, you can use the
Merge Cells feature to combine the adjacent cells into a single cell.
 To merge cells, Select the cells you want to merge then, right-click the mouse button on the
selected cells, and choose MERGE CELLS.
APPLYING A DESIGN FORMAT
 Microsoft Word 2007 allows you to easily apply borders, shading, special fonts, and color to your table. All of the
pre-bundled formats can be previewed and applied. If none of the options are exactly right, you can customize the
format to meet your needs.
 Notice that you can see a live preview of the design format, while hovering above the style with your mouse.
 EXERCISE: APPLYING AN AUTOFORMAT DESIGN STYLE
 Click anywhere inside the table.
 Click the DESIGN tab from the Table Tools contextual tab area.
 Hover above the styles in the TABLE STYLES command group to see a preview.
 Click the MORE button, , to see all of the design styles.
 Click to select the desired style.
 Look at the options in the TABLE STYLE OPTIONS command group. Click the HEADER ROW option to have the first
row stand out from the others.
 Click the SAVE button, .
 Click the CLOSE button, , to close the document.
GETTING HELP
 Word’s extensive Help feature lists the steps you need to perform to complete specific
tasks. It also provides you with tips and shortcuts for using Microsoft Word
EXERCISE: GETTING HELP
 Click the HELP button, , in the upper right corner of the window. The Word Help window will
open (Figure 11).
 Type PRINT PREVIEW into the SEARCH box and press the [ENTER] key.
 Browse through the various Help documents
 When finished, click the CLOSE button, , at the top right corner of the Help window.
HEADER AND FOOTER
 To add a header or footer to a document:
 Choose the Insert tab and select Header or Footer from the Header and Footer group.
 Select either Header or Footer for choices for a footer and page number
 Select one of the style options
 After selecting Header option, note the addition on the ribbon of the Header/Footer Tools Design
Tab.
 Type the wanted text in the header or footer box by highlighting [Type Text]. The Tab key
moves the cursor from the left side to the middle of the page, and then to the right side.
 Choose the appropriate spot for inserting the name of the document, the date, or page number.
You can also select options from the groups such as Page number, Date and Time, Options or
Position.
 Click the close Header and Footer button when you finish.