IC3 GS5

Certification Guide
Lesson 9: Using Microsoft Word

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Lesson Objectives
• start and exit Microsoft Word • change margins, paper size, or the
• identify some common screen orientation
elements • insert or remove page breaks
• create, save, and open documents • insert or remove page numbers
• change view options for documents • apply column formats
• insert, select, modify, and format text • use find and replace
• manipulate text using common • print and preview documents
features • insert pictures or multimedia files
• use the ruler to create, modify or • work with tables
delete tab settings • track changes made in documents

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Identifying Common Features
• Many applications share a number of common elements
• Many of these appear in the same location on the screen
• Many applications have the same “standard” set of
steps for performing basic tasks, regardless of the
application
• Applications and operating systems share many of the
same keyboard shortcuts which are assigned by default

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Identifying Common Features
• Starting an Application
• To start an application installed on a Windows 10 device:
• Click the Start button at the lower left corner of the taskbar
• Click the All Apps command
• Scroll in the list and click the menu item for the application you want

• Exiting an Application
• To exit or close an application installed on a Windows 10
device, click
(Close) at the top right corner of the application window

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Understanding the Backstage
View

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Looking at the Edit Screen
File Tab Min/Restore/Max/Close
Quick Access Toolbar Ribbon Tabs Title Bar Tell Me Ribbon Display Options

Insertion Point

Status Bar View Buttons Zoom Slider

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Accessing Commands and
Features
• Using ScreenTips
• Helps identify buttons or elements
on the tabs of the ribbon and on the
screen
• To view a ScreenTip, position the
mouse pointer over the item

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Accessing Commands and
Features
• Using the Quick Access Toolbar
• Includes the Save, Undo, and Redo buttons by default

• It is customizable
• Point at or click a button and it will appear with a different
background color

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Accessing Commands and
Features
• Using the Ribbon
• Helps you quickly find the command buttons you require to
complete a task
• Command buttons are grouped logically on each tab, with
each tab relating to a type of activity
• Some tabs appear only when applicable for a feature

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Accessing Commands and
Features
• A command button with an arrow
provides two choices:
• click the button to activate
this option with the current settings;
or
• click the arrow to display a drop-
down menu with more options for
that command.

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Accessing Commands and
Features
• If a group includes a feature with
a scroll bar or scroll buttons, click
(More) to display a full list or
gallery of choices
• Point the mouse pointer over an
option in a gallery to display a
live preview of how the selected
item will appear if you apply that
option

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Accessing Commands and
Features
• Some groups include a
Dialog box launcher
button at the lower right
of the group
• Click the dialog box
launcher to open the
corresponding dialog box,
task pane or window

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Accessing Commands and
Features
• Controlling the Display of the Ribbon
• The ribbon can be hidden or minimized temporarily for more
space on screen
• To minimize the ribbon:
• Double-click a tab, or
• Click (Collapse the Ribbon) on the far right of the ribbon
• To redisplay the ribbon, click (Ribbon Display
Options) at the top right of the screen and select
the display type from the menu, or double-click a
ribbon tab to display the ribbon again
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Entering and Editing Text
• Typing involves using the keyboard to input or enter text
while editing includes actions that change or manipulate
selected text
• You can type or insert text at the insertion point in any
location you want
• Press BACKSPACE to delete characters to the left of the insertion
point
• Press DELETE to delete characters to the right of the insertion point
• Press ENTER only when you want to end a paragraph or to add a
blank line
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Entering and Editing Text
• Using the Rulers
• To turn the ruler on or off, on the View tab, in the Show group,
click Ruler

• Rulers use the default unit of measurement for your location

• You can change this in the Word Options dialog box

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Selecting Text
• Selecting Consecutive Text
• To select text using the mouse, position the mouse pointer at
the beginning of the text to be selected and then drag to
highlight the text
• To select a word, double-click the word
• To select a sentence, hold CTRL and click anywhere in the
sentence
• To select a paragraph, triple-click anywhere in that paragraph
• To select the entire document, on the Home tab, in the Editing
group, click Select and then click Select All; or press CTRL+A
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Selecting Text
• Selecting Non-Consecutive Text
• To select multiple pieces of text in different areas of the
document, select the first piece of text and then press and
hold CTRL as you select the next piece of text

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Managing Files
• Saving Documents
• Save your documents frequently as you work on them
• Click the File tab and then click Save or Save As
• You can also click (Save) on the Quick Access toolbar; or
press CTRL+S to quickly save the document.
• To save an existing document with a different name, use Save
As

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Saving Documents

Up One Current
Level Folder

File name
Save as type

Drives or locations
to save the file

Folders or documents Date created

in current folder or modified

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Managing Files
• To save a Word document as a different
file type, click the arrow for the Save as
type field to display a list of available file
formats

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Managing Files
• Starting a New Document
• Each time you start Word, the Backstage view appears
• Click Blank document or press CTRL+N to create a new
blank document
• Click a template to create a new document based on a
template
• Each time you create a new document, a document number
will automatically appear in the title bar

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Opening a Document
• Click the File tab, click Open, and then click the file
name from the list of Recent documents; or

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Opening a Document
• Click the File tab, click
Open, click the location
where the file or its folder is
located and click Browse
to select the file using the
Open dialog box
• Press CTRL+O or CTRL+F12
and then navigate to where
the file is located

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Managing Files
• Read-only Mode and Protected View
• When you open
a document you
received over
the Internet,
Word opens it in
Protected Mode

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Manipulating Text
• Customizing the View
• Use the options on the View tab to adjust how a document
displays

Read Print Web

Mode Layout Layout
• Or use the buttons in the Status bar

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Manipulating Text
• Adjusting the Zoom
• To adjust the zoom, click an option in the zoom area on the
status
Zoom Out bar Zoom In

Zoom slider Zoom level

• Click the Zoom level button

to open the Zoom dialog box

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Using Cut, Copy, and Paste
• Using Cut, Copy, and Paste
• To cut or move a selected item, click or press CTRL+X
• To copy a selected item, click or press CTRL+C
• To paste an item, position the insertion point, then click Paste
or press CTRL+V
• You can use the (Paste Options) button to specify
pasting options

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Applying Formatting
• Formatting alters the appearance or position of text or
other objects
• You can apply formatting to text as you type it or after
you have typed it
• You can turn most formatting features on and off by
clicking the appropriate button on the ribbon or Mini
toolbar
• To remove all formatting from selected text, click
(Clear Formatting)
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Applying Formatting
• Enhancing Text Characters
• Click a formatting button in the
Font group on the Home tab

• Click an option on the Mini toolbar

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Enhancing Paragraphs
• Aligning Text
• Alignment refers to the way the left and right edges of a
paragraph line up horizontally on the page Align Left Align Right

• Align Left – Aligns text to the left margin

• Center – Aligns text between the left and right margins
• Align Right – Aligns text to the right margin Center Justify

• Justify – Aligns text so the left and right edges of the text are
flush with the margins

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Enhancing Paragraphs
• Changing Line Spacing
• To set or change the line spacing,
click (Line and Paragraph Spacing)

• Setting Paragraph Spacing

• To set or change the paragraph spacing,
click the Layout tab, in the Paragraph
group, set the spacing as required

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Understanding Tab Settings
• Tab stops allow you to align information at specific
intervals across the page so that text is lined up in
columns
• Use appropriate tab alignment characters to match the
type of data that will be entered
Tab Selector
Box Left Tab Center Tab Right Tab Bar Tab Decimal Tab

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Formatting the Document
• To alter the way pages are laid out for different
types of documents, select options from the
Layout tab
• Changing the Paper Size
• To change the paper size for a document, on the Layout tab, in
the Page Setup group, click Size and then select the required
size from the list

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Formatting the Document
• Changing the • Changing Margins
Orientation • To change
• On the Layout tab, in the your margins,
Page Setup group, click on the Layout
Orientation, then select tab, in the Page
an Setup group,
option click Margins

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Formatting the Document
• Adding Page Numbers
• To insert page numbers into your document,
on the Insert tab, in the Header & Footer
group, click Page Number and specify a
position
• Click Current Position to select numbering
options to apply to the current page number
location
• Click Format Page Numbers to open the Page
Number Format dialog box
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Formatting the Document
• Applying Columns
• To create columns, on the Layout tab, in
the Page Setup group, click Columns
• To end the flow of text at the bottom of
one column, press CTRL+SHIFT+ENTER to
enter a column break

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Preparing the Document for
Printing
• Proofing the Document
• On the Review tab, in the
Proofing group, click Spelling
& Grammar,
or press F7 to run a spelling
and grammar check

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Preparing the Document for
Printing
• Finding and Replacing
Items
• To activate the Find feature,
press CTRL+F to display the
Navigation pane

• Replacing Items
• To activate the Replace
feature: On the Home tab, in
the Editing group, click
Replace, or press CTRL+H
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Preparing the Document for
Printing
• Printing the
Document
• Click the File tab and
click Print, or press
CTRL+P

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Working with Pictures
• To insert a picture, position the mouse
pointer, and then on the Insert tab, in
the Illustrations group, click Picture

• To search for pictures online position the

mouse pointer and then on the Insert tab,
in the Illustrations group, click Online
Pictures
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Working with Pictures
• Manipulating Objects
• Select a picture to display its
handles
• Handles are the small circles or
squares that appear around the
perimeter of the picture and confirm
the object has been selected for
potential changes

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Working with Pictures
• Wrapping Text Around a Picture
• Wrapping styles affect the way the text
flows around selected pictures
• To change the text wrapping style, on
the Format tab of Picture Tools, in the
Arrange group, click Wrap Text to
choose the appropriate text wrapping
style

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Using Tables

• A table is an arrangement of columns and rows

• Use the (Table Selector) to select the entire table
Table Selector Column

Row

Cell

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Using Tables
• Inserting a Table
• On the Insert tab, in the Tables group, click Table
then drag over the grid to specify the number of
columns and rows
• Use the Insert Table feature to
insert a table larger than 8 x 10

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Using Tables
• Inserting & Deleting Rows/Columns/Cells
• To insert a single row or column, position
the mouse pointer, then under Table Tools,
on the Layout tab, in the Rows & Columns
group, click the appropriate option
• To delete cells, rows, columns, or an entire table, position the
mouse pointer in the cell, row or column to be deleted, then
under Table Tools, on the Layout tab, in the Rows & Columns
group, click the arrow for Delete and then select the
appropriate option

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Using Tables
• Merging and Splitting Cells
• To merge cells, select the cells and then under Table Tools, on
the Layout tab, in the Merge group, click Merge Cells

• To split a cell into multiple cells, select the cell

and then under Table Tools, on the Layout tab,
in the Merge group, click Split Cells, specify the
appropriate number of columns and rows, then
click OK

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Tracking Changes
• To turn on (or off) Track Changes, on the Review tab,
in the Tracking group, click Track Changes
• Click Next to bypass a change and move on to the next one
• To accept a change, click Accept or Accept and Move to Next
• To accept all changes in the document, click the arrow for Accept and
then Accept All Changes or Accept All Changes and Stop Tracking
• To reject a change, click Reject or Reject and Move to Next
• To reject all changes in the document, click the arrow for Reject and then
Reject All Changes or Reject All Changes and Stop Tracking

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Lesson Summary
• start and exit Microsoft Word • change margins, paper size, or the
• identify some common screen orientation
elements • insert or remove page breaks
• create, save, and open documents • insert or remove page numbers
• change view options for documents • apply column formats
• insert, select, modify, and format text • use find and replace
• manipulate text using common • print and preview documents
features • insert pictures or multimedia files
• use the ruler to create, modify or • work with tables
delete tab settings • track changes made in documents

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Review Questions
1. What is the view that appears when you start any Microsoft Office program?
a. File menu c. Backstage
b. New file d. Views
2. Which option would you click on the ribbon to display a gallery of choices?
a. More button
b. Dialog box launcher button
c. Customize Quick Access Toolbar button
d. Ribbon Display Options button
3. Which ribbon tab contains the option to turn the ruler on or off?
a. Home c. Review
b. Insert d. View

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Review Questions
4. Which key can you press to select both a word in one paragraph and a heading of
text on the next page?
a. ALT c. SHIFT
b. CTRL d. F8
5. Which field would you use to change the file format so the document is compatible
with Word 2000?
a. File type field c. More options
b. Filename field d. Save button
6. Which view mode appears when you open a document sent as an attachment?
a. Read Mode c. Web
b. Print Layout d. Draft

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Review Questions
7. When will Word automatically open a document in Protected Mode?
a. When you open a document created by someone else.
b. When you open a document that was attached and sent via email.
c. When you open a document from a cloud storage location.
d. When you open a document saved on a jump drive.
8. What is the main difference between the Cut and Copy commands?
a. Cut can only be used once whereas you can copy as many items as you
need.
b. You can only cut or move items using the drag and drop method.
c. Cut moves an item from its original location; Copy makes a copy of the
original item.
d. Nothing; they work in the same manner.
9. You just changed the spacing after a paragraph to 10pt and would like this spacing on
two other paragraphs on page 3 of the document. Which option would you use?
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Review Questions
10. What must you do before applying formatting to existing text in a document?
a. You must select the existing text.
b. You must display the Font and Paragraph dialog boxes.
c. You must save the document.
d. You must have a new blank document open on the screen.
11. Why might you want to use various tab characters when working with a financial
report?
a. To ensure the tab settings remain in place as you press Tab.
b. To align values based on the type of data to be entered.
c. To show these can be used in any type of report.
d. To specify the number of columns for data.
12. Which print orientation uses a horizontal layout?
a. Portrait b. Landscape
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Review Questions
13. How can you identify the margins on the horizontal or vertical ruler?
a. The margins are the darker areas of either rulers.
b. A thick dark line separates where the margins begin.
c. A thick white line separates where the margins begin.
d. The margin areas only appear when you are in Print Layout view.
14. When Word automatically inserts a page number, where is it inserted?
a. On a blank line below the last line of text on a page.
b. At the far right side in the right margin.
c. In a header or footer.
d. In a text box at the top left corner of the first page only.

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