TOPIC 2: WORD

PROCESSING
(Microsoft Word)
 GETTING STARTED

• Microsoft Word , which is part of the Microsoft Office

Suite, is a word processing application used to create,
edit, and print a wide range of documents.
USER INTERFACE
 USER INTERFACE FEATURES
• FILE tab and Backstage View: When you click the FILE tab, you see the new backstage view.
This view shows all the information about a document in one location.
• Quick Access Toolbar: This is a customisable toolbar placed by default above the Ribbon -
you can add icons for frequently used commands to this toolbar. It can also be placed below the
Ribbon.
• Quick Access Toolbar (QAT)
• Ribbon: The Ribbon displays commands used to work with your document. Commands related
to each other are arranged in named groups. Buttons next to the group names launch dialog
boxes which allow you to access more commands and options.
THE RIBBON
 STATUS BAR

• Status Bar: Located at the bottom of the screen, this

provides information about the total number of pages,
total number of words, and different layouts, including
zoom options.
THE BACKSTAGE VIEW
• Save As - allows file name, file type, and location to be specified
and is used to save a newly created document, or to save
another copy of a previously saved document.
• • Save - allows you to save/update changes to a document.
• • Open - allows you to open an existing document.
• Close - allows you to close the document.
• Info - displays different commands and properties associated
with the document and where it is stored.
 CONVERTING DOCUMENTS

• Word 2013 uses Compatibility Mode to open documents that were

created in earlier versions of Word. To save a document that has been
opened and modified in compatibility mode, it may be necessary to
convert it to the latest Word format because not all the latest features of
Word 2013 are compatible with earlier versions of Word.
 STEPS

To convert a document.

• Open FSS.docx from the Student Folder. Do this by going to the drive that the
Student Folder is located in, double-clicking the Student Folder and then
double-clicking FSS.docx.
• 1. Select the FILE tab.
• 2.The Backstage View is displayed.
• 3. Select Convert button from the Info option. A Microsoft Word message box is
displayed. Click
• 4. Select OK to convert the document. The document is converted.
•
 THE QUICK ACCESS TOOLBAR

• Quick Access Toolbar: A toolbar giving quick access to commonly used

command buttons without having to open a tab on the ribbon.
 USING THE RIBBON AND TABS

• Commands related to each other are arranged on the ribbon in groups

with a group name. Buttons next to the group names launch dialog
boxes, which allow you to access more commands and options.
• You use these various commands to carry out work in Word 2013. For
example, you can use commands in the ribbon to format a selected text
Bold, Italics, or Underline.
 CREATING A NEW BLANK DOCUMENT

• A document can be created using a default blank document or using another

available template with a specific purpose, such as a memo, fax, or agenda.
• To create a new, blank document:
• 1. Select the FILE tab. The Backstage View appears. Click
• 2. Select the New command The New Document pane displays with Blank
Document selected.
• 3. Select the Blank document button from the available templates. A new
blank document is created.
 ENTERING TEXT
• You can enter text by typing directly into the blank area below the ribbon.
• STEPS
• Enter text into a document.
• If necessary, open Word and create a blank document.
1. Type the desired text. The text appears in the document area as you type.
2. Press [Enter] as necessary. The insertion point moves to the new location.
3.Type additional text as necessary.
4. Press Enter
 INSERTING SYMBOLS
• Word provides many symbols for use in documents. You can use the Symbol dialog box
to insert symbols, such as © for Copyright, ® for Registered, ™ for Trademark, or special
characters, such as a dash (—) or ellipsis (…).
• Steps
• To insert a symbol in selected text:
• 1. Place the cursor at the required area. The cursor appears in the document area as you
type.
• 2. Select the INSERT tab. The INSERT tab is displayed.
• 3. Click on Symbol list from the Symbols group. The list of symbol is displayed. Word
will automatically display the last 20 symbols used.
• 4. Select the desired symbol.
 SAVING A DOCUMENT

• It is important to regularly save the file you are working on to ensure that you do not lose data. You
may also want to save different versions of your file under different names.
• To save a document for the first time.
• 1. Select the FILE tab. The Backstage View appears
• 2. Select the Save Command. The Save As dialog box opens, with the text in the File name box
selected. Note that that this dialog box only appears if you have not saved the file.
• 3. Select the location. The list of recent folders will be displayed. Click Computer
• 4. To save the document on your computer, choose a folder under Computer or click Browse.
• To save the document on a specific location (e.g. D:) under Computer, click Local Disk (D:).
• Type the desired file name.
• Select Save to save the file in the Student Folder.
 SAVING A DOCUMENT CONT…
After you have saved and named your document, you should periodically save
your file as you are working on it. You can do this in two ways:
1. By clicking the save button located in the quick access toolbar.
2. By pressing Ctrl+S.
 SAVE A DOCUMENT IN ALTERNATIVE FILE FORMATS
You may want to make your document readable or editable by someone who does not have Microsoft
Word. You can do this by using formats such as plain text (.txt), Rich Text Format (.rtf), or Portable
Document Format (.pdf).
• To save an existing document using a different file type:
• 1. Select the FILE tab. The Backstage view appears.
• 2. Select the Save As command. The Save As dialog box opens, with the text in the File name box
selected
• 3. Select the location or directory if necessary.
• The Documents folders content will be displayed. Click Documents folder
• 4. Type the desired file name. The text appears in the File name box.
• 5. To change the file type, select the Save as type list. A list of available file types appears.
• 6. Select the desired File type. (E.g. Rich Text Format (*.rtf), Plain Text (*.txt), Portable Document
Format (*.pdf)).
• The file type is selected. Select Rich Text Format
• 7. Select Save to save the file in the Student Folder.
 OPENING AN EXISTING DOCUMENT
Steps
• To open an existing document from a specific drive and folder location.
• 1. Select the FILE tab. The Backstage view appears.
• 2. Select the Open command.
• 3. Select the drive where the document you want to open is located. The Open dialog box opens.
• Click the drive containing the Student Folder.
• 4. Open the folder in which the document you want to open is located. The contents of the folder
appear.
• Double-click to open the Student Folder.
• 5. Select the file name of the document you want to open. The file name is selected.
• Click the Open button.
 FORMATTING TEXT

• Text formatting allows your documents to appear more professional. You

can format text in Microsoft Word by changing font types, font size, and
font style, including bold, italics, underline and colour. The Font and the
Paragraph groups on the HOME tab allows you to format text.
 CHANGING FONTS

• One way to emphasise text in a document is by changing its font. A font is

a set of characters with the same design and shape. The font you choose
changes the look and feel of a document. For example, a professional
document would probably use a more formal font like Times New Roman
or Arial. On the other hand, a more informal document might use a
friendlier font, such as Comic Sans or Bradley Hand.
 CHANGING FONT SIZE

• Making font size larger or smaller can help to emphasise text and
differentiate between headings and content. Font size is measured in
points (pt.) that are 1/72 of an inch. The larger the number of points, the
larger the font.
 CHANGE TEXT COLOR

•To change the text color:

 Select the text and click the Colors button included on the Font Group of the Ribbon,
or
 Highlight the text and right click and choose the colors tool.
 Select the color by clicking the down arrow next to the font color button.
 HIGHLIGHT TEXT

•Highlighting text allows you to use emphasize text as you would if you had a marker.
To highlight text:
 Select the text
 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter click on down arrow next to the highlight
button.
 USING FORMAT PAINTER

The format painter in Word allows us to copy formatting that is applied to one piece of text and apply it
to others. Suppose you format a text using different combinations of fonts, sizes and colours: Instead of
having to remember the precise formatting you used to apply it somewhere else, you can simply copy
the formatting. This is easily done using Format Painter.
 STEPS

To copy character formatting to existing text using the Format Painter feature:
If necessary, display the HOME tab.
1. Position the insertion point in the text containing the formats you want to copy. The insertion point
moves to the new location.
2. Scroll as necessary and click in the word Themes and styles in the Document View heading

3. Click the Format Painter button in the Clipboard group on the HOME tab. The mouse pointer
changes into an I-beam with a paintbrush to its left.
4. Select the text you want to format. The copied formats are applied to the selected text
•
 CHANGING CASE

• You can change the case of selected text in a document by clicking a single button called Change
Case in the Font group on the HOME ribbon. Its not a must you delete the entire text.
 CLEARING FORMATS

The formats applied to any text can be cleared by clicking the Clear All Formatting button. After
clearing the formats, the text is displayed as normal text without any formats applied.
 FORMATTING PARAGRAPHS

• Formatting paragraphs allows you to change the look of the overall document. You
can access many of the tools of paragraph formatting by clicking the Page Layout
Tab of the Ribbon.
 CHANGE PARAGRAPH ALIGNMENT

•The paragraph alignment allows you to set how you want text to appear. To change the alignment:

 Click the Home Tab

 Choose the appropriate button for alignment on the Paragraph Group.

o Align Left: the text is aligned with your left margin

o Center: The text is centered within your margins

o Align Right: Aligns text with the right margin

o Justify: Aligns text to both the left and right margins.

 INDENT PARAGRAPHS

•Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for
indenting:
 First Line: Controls the left boundary for the first line of a paragraph
 Hanging: Controls the left boundary of every line in a paragraph except the first one
 Left: Controls the left boundary for every line in a paragraph
 Right: Controls the right boundary for every line in a paragraph
•To indent paragraphs, you can do the following:
 Click the Indent buttons to control the indent.
 Click the Indent button repeated times to increase the size of the indent.
 Click the dialog box of the Paragraph Group
 Click the Indents and Spacing Tab
 Select your indents.
 BORDERS AND SHADING

•You can add borders and shading to paragraphs and entire pages. To create a border
around a paragraph or paragraphs:
 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options
 ADDING TABLES

•Tables are used to display data in a table format.

•Create a Table

•To create a table:

 Place the cursor on the page where you want the new table

 Click the Insert Tab of the Ribbon

 Click the Tables Button on the Tables Group. You can create a table one of four ways:

o Highlight the number of row and columns

o Click Insert Table and enter the number of rows and columns

o Click the Draw Table, create your table by clicking and entering the rows and columns

o Click Quick Tables and choose a table

Enter Data in a Table
Place the cursor in the cell where you wish to enter the information.
Begin typing.
 MODIFY THE TABLE STRUCTURE AND FORMAT A TABLE

•To modify the structure of a table:

 Click the table and notice that you have two new tabs on the Ribbon: Design and
Layout. These pertain to the table design and layout.
•On the Design Tab, you can choose:
 Table Style Options
 Table Styles
 Draw Borders
•To format a table, click the table and then click the Layout Tab on the Ribbon. This
Layout tab allows you to:
 View Gridlines and Properties (from the Table Group)
 Insert Rows and Columns (from the Rows & Columns Group)
 Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and Decrease cell size (Cell Size Group)
 Align text within the cells and change text directions (Alignment Group)
 EQUATIONS
• Word also allows you to insert mathematical equations. To
access the mathematical equations tool:
 Place your cursor in the document where you want the
symbol
 Click the Insert Tab on the Ribbon
 Click the Object Button on the text Group
 Choose Microsoft Equation 3.0 type and click ok.
 SPECIAL CHARACTERS
• After clicking ok you will get the following table which will allow
you to choose special characters to use.
 ILLUSTRATIONS, PICTURES, AND SMARTART

Word allows you to insert illustrations and pictures into a document. To insert
illustrations:
 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Clip Art Button
 The dialog box will open on the screen and you can search for clip art.

• Choose the illustration you wish to include

•To insert a picture:
 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Picture Button
 Browse to the picture you wish to include
 Click the Picture
 Click Insert
 SMART ART

•is a collection of graphics you can utilize to organize information within your
document. It includes timelines, processes, or workflow. To insert SmartArt.
 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the SmartArt button
 Click the SmartArt you wish to include in your document
 Click the arrow on the left side of the graphic to insert text or type the text in the
graphic.
 PAGE FORMATTING

•Modify Page Margins and Orientations

•The page margins can be modified through the following steps:
 Click the Page Layout Tab on the Ribbon
 On the Page Setup Group, Click Margins
 Click a Default Margin, or
 Click Custom Margins and complete the dialog box.
MARGINS
 INSERT COMMON HEADER AND FOOTER INFORMATION

•To insert Header and Footer information such as page numbers, date, or title, first,
decide if you want the information in the header (at the top of the page) or in the Footer
(at the bottom of the page), then:
 Click the Insert Tab on the Ribbon
 Click Header or Footer
 Choose a style
 TABLE OF CONTENTS

• The easiest way to create a Table of Contents is to utilize the

Heading Styles that you want to include in the Table of Contents. For
example: Heading 1, Heading 2, etc. based on the content of your
document. When you add or delete headings from your document,
Word updates your Table of Contents. Word also updates the page
number in the table of contents when information in the document is
added or deleted. When you create a Table of Contents, the first thing
you want to do is mark the entries in your document. The Table of
Contents is formatted based on levels of headings. Level 1 will include
any text identified with the style Heading 1.
 HEADING STYLES

To Use Built-In Heading Styles

 Select the text that you wish to be the heading
 Click the Home Tab
 In the Styles Group, click Heading 1 (or the appropriate heading)
 If you don’t see the style you want, click the arrow to expand the Quick
Styles Gallery
 If the style you want does not appear click Save Selection as New Quick
Style
 CREATE A TABLE OF CONTENTS

•To create the table of contents:

 Put your cursor in the document where you want the Table of Contents
 Click the References Tab
 Click the Table of Contents button
 UPDATE TABLE OF CONTENTS

If you have added or removed headings or other table of contents

entries you can update by:
 Apply headings or mark individual entries as directed above
 Click the References Tab in the Ribbon
 Click Update Table
APPLYING NUMBERS OR BULLETS TO TEXT

• Highlight the items you want to apply numbers or bullets. The list items are highlighted.

• Select the drop down list of the Bullets button in the Paragraph group.
 CHECKING SPELLING AND GRAMMAR

• Microsoft Word checks spelling and grammar

automatically as you type, indicating possible spelling
mistakes with a wavy red underline and possible
grammatical mistakes with a wavy green underline.
•To check the spelling:
 On the Review tab click the Spelling button