MICROSOFT WORD CLASS

LESSON 1- Getting familiar with Microsoft Word

LESSON 2- Microsoft Word basic features

LESSON 3- More basic features

LESSON 4- Formatting paragraphs and Working with Styles

LESSON 5- Adding bullets and numbers, undoing and redoing, setting page
Layout and Printings documents

LESSON 6- Creating section/chapter headers and footers in Microsoft Word

LESSON 7- Creating tables of contents and figures in Microsoft Word

LESSON 8- Working with tables in Microsoft Word

LESSON 1: GETTING FAMILIAR WITH MICROSOFT WORD FOR WINDOWS

• The Microsoft Office Button

• The Quick Access Toolbar
• The Title Bar
• The Ribbon
• The Ruler
• The Text Area
• The Vertical and Horizontal Scroll Bars
• The Status Bar
• Understanding Document Views
• Click
• Understanding Nonprinting Characters
• Create Sample Data and Select Text
• Place the Cursor
• Execute Commands with Keyboard Shortcuts
• Start a New paragraph
• Exit word
 Microsoft Word is a word processing software package. You
can use it to type letters, reports, and other documents. This
tutorial teaches Microsoft Word basics. Although this tutorial
was created for the computer novice
This lesson will introduce you to the Word window. You use
this window to interact with Word. To begin this lesson, open
Microsoft Word. The Microsoft Word window appears and your
screen looks similar to the one shown here
Note: Your screen will probably not look exactly like the screen
shown. In Word 2007, how a window displays depends on the
size of your window, the size of your monitor, and the resolution
to which your monitor is set. Resolution determines how much
information your computer monitor can display.

If you use a low resolution, less information fits on your screen,

but the size of your text and images are larger. If you use a high
resolution, more information fits on your screen, but the size of
the text and images are smaller. Also, Word 2007, Windows
Vista, and Windows XP have settings that allow you to change
the color and style of your windows
 The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft

Office button. When you click the button, a menu appears. You
can use the menu to create a new file, open an existing file, save
a file, and perform many other tasks
 The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar.

The Quick Access toolbar provides you with access to
commands you frequently use. By default Save, Undo, and
Redo appear on the Quick Access toolbar. You can use Save to
save your file, Undo to rollback an action you have taken, and
Redo to reapply an action you have rolled back
 The Title Bar

Next to the 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
 The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the
Quick Access toolbar.
At the top of the Ribbon are several tabs; clicking a tab displays several related command
groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes.
You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the
dialog box launcher gives you access to additional commands via a dialog box.
 The Ruler

The ruler is found below the Ribbon

 You can use the ruler to change the format of your document quickly. 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.
 The 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.
 The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and
across your window simply by dragging the icon located on the scroll bar.
The vertical scroll bar is located along the right side of the screen.

The horizontal scroll bar is located just above the status bar.
To move up and down your document, click and drag the vertical scroll bar
up and down.
To move back and forth across your document, click and drag the
horizontal scroll bar back and forth.
You won't see a horizontal scroll bar if the width of your document fits on
your screen.
 The Status Bar

The Status bar appears at the very bottom of your window and provides
such 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
 Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full
Screen Reading, or Online Layout.
Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser such as Internet
Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more comfortable.
Outline View
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.
 You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft view:

1.Click the View tab.

2.Click Draft in the Document Views group. When the Draft option is selected
it appears in a contrasting color
 Click

During the lessons that follow, you will be asked to "click" items
and to choose tabs. When asked to click:
1.Point to the item.
2.Press your left mouse button once.
If you are asked to double-click an item:
3.Point to the item.
4.Quickly press your left mouse button twice.
If you are asked to right-click:
5.Point to the item.
6.Press your right mouse button.
If you are asked to choose a tab, click the tab.
 Understanding Nonprinting Characters

Certain characters, called nonprinting characters, do not print and will not appear in your printed
document but do affect your document layout. You can elect to see these characters on the screen
as you type or you can elect to have them remain invisible. For these lessons, opt to see them
onscreen. This table describes most of them:

Character Denotes
A tab
. A space
The end of a
¶
paragraph
Hidden text
 To view nonprinting characters:

1.Choose the Home tab.

2.Click the Show/Hide button in the Paragraph group . The Show/Hide button appears in a contrasting color, when it is selected.
 Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word
creates three paragraphs.

You can use these paragraphs to practice what you learn. Throughout these
lessons, you will be asked to select text.

The following exercise teaches you how to create data and how to select
data. You can select by using the arrow keys or by clicking and dragging.
When using the arrow keys, use the up arrow to move up, the down arrow to
move down, the left arrow to move left, and the right arrow to move right.

When using the mouse, press the left mouse button and then drag in the
direction you want to move.
 EXERCISE 1
Create Sample Data
1.Type =rand().
2.Press Enter. Three paragraphs appear in your document.
Select with the Shift and Arrow Keys
3.Place your cursor before the word "On" in the first paragraph.
4.Press and hold down the Shift key, which serves as an "anchor"
showing where text you wish to select begins or ends.
5.Press the right arrow key until the first line of text is highlighted.
6.Press the down arrow key until the first paragraph is highlighted.
7.Click anywhere outside the highlighted area to remove the
highlighting
Select with the Mouse
1.Place your cursor before the word "You" in the second paragraph.
2.Press and hold down the left mouse button.
3.Drag the mouse until you have highlighted the second paragraph.
4.Click anywhere outside the highlighted area to remove the
highlighting.

Place the Cursor

During the lessons, you will often be asked to place the cursor at a
specific location (the insertion point) on the screen. You place the
cursor by moving the cursor to the specified location and pressing the
left mouse button or by using the arrow keys to move to the specified
location
 EXERCISE 2
The Arrow Keys
1.Use the down arrow key to move down your document.
2.Use the right arrow key to move to the right.
3.Use the up arrow key to move up.
4.Use the left arrow key to move to the left.
Cursor
5.Move around your document by using you mouse and
clicking in a variety of location.
6.Click in a location and type. Note what happens.
Start a New Paragraph
When you type in Microsoft Word, you do not need to press a
key to move to a new line. To start a new paragraph, press the
Enter key.

Exit Word
You have completed Lesson One. Typically, you save your
work before exiting.
 EXERCISE 3
Close and Save—Windows Vista

1.Click the Microsoft Office button. A menu appears.

2.Click Exit Word, which you can find in the bottom-
right corner.
3.You are prompted: "Do you want to save changes to Document1?"
To save your changes, click Yes. Otherwise, click No. If you click
Yes, the Save As dialog box appears.

4.Move to the correct folder.

5.Name your file by typing Lesson One.doc in the File Name
field.
6.Click Save. Word saves your file.
 Close and Save—Windows XP
1.Click the Microsoft Office button. A menu appears.
2.Click Exit Word, which is in the bottom-right corner.
3.You will be prompted: "Do you want to save changes to
Document1?" To save your changes, click Yes. Otherwise,
click No. If you click Yes, the Save As dialog box appears.
4.Specify the correct folder in the Save In box.
5.Name your file by typing Lesson One.doc in the File
Name field.
6.Click Save. Word saves your file
 LESSON 2: MICROSOFT WORD BASIC FEATURES

Lesson 1 familiarized you with the Microsoft Word window. You

are now ready to learn how to create a Word document.

This lesson covers typing, using the Backspace key, using the
Delete key, inserting text, bolding, underlining, and italicizing.
To begin, open Microsoft Word.
 Type, Backspace, and Delete

In Microsoft Word, you create documents by typing them.

For example, if you want to create a report, you open Microsoft

Word and then begin typing. You do not have to do anything when
your text reaches the end of a line and you want to move to a new
line—Microsoft Word automatically moves your text to a new line.

If you want to start a new paragraph, press Enter. Microsoft word

creates a blank line to indicate the start of a new paragraph. To
capitalize, hold down the Shift key while typing the letter you want
to capitalize. If you make a mistake, you can delete what you
typed and then type your correction.
You can use the Backspace key to delete.

Each time you press the Backspace key, Microsoft Word deletes
the character that precedes the insertion point.

The insertion point is the point at which your mouse pointer is

located.

You can also delete text by using the Delete key. First, you select
the text you want to delete; then you press the Delete key
 EXERCISE 1

Type and Backspace

1.Type the following sentence:
Joe has a very large house.
2.Delete the word "house." Using either the arrow keys or
the mouse, place the cursor between the period and the "e"
in "house."
3.Press the Backspace key until the word "house" is
deleted.
4.Type boat. The sentence should now read:
"Joe has a very large boat."
 Delete
Delete the word "very" from the sentence you just typed.
1.Select the word "very." You can place the cursor before the "v" in the word
"very," press and hold down the Shift key, and then press the right arrow key
until the word "very" is highlighted.
2.Press the Delete key. The sentence should now read:
"Joe has a large boat."
 Insert and Overtype

While creating your document, you may find you need to

insert text—place new text between existing text. Suppose,
you type the sentence, "Joe has a large boat." After typing it,
you decide you want to change the sentence to "Joe has
a large blue boat." With Microsoft Word, inserting a word,
phrase, or even several paragraphs is easy.
.
Alternatively, you may want to overtype text—replace old text with new
text.

For example, suppose you type the sentence, "Joe has a large blue boat."
After typing it, you decide you want to change the sentence to "Joe has a
large gray boat." With Microsoft Word, overtyping the word blue with the
word gray is also easy.

Before you attempt to insert or overtype, you should check the mode you
are in—Insert or Overtype. You right-click the Status bar and then use the
Customize Status Bar menu to place the Insert/Overtype button on the
Status bar.

You can then use the Insert/Overtype button to switch between Insert and
Overtype mode. When you are in Insert mode, you can insert text. When
you are in Overtype mode, you can overtype text. By default, Microsoft
Word is in the Insert mode.
 EXERCISE 2
Placing the Insert/Overtype button on the Status bar

1.Right-click the Status bar. The Customize Status Bar

menu appears.

2.Click Overtype. The Insert/Overtype button appears on

the Status bar.

3.If the word Insert appears on the Status bar, you are in
Insert mode.
4.If the word Overtype appears on the Status bar, click the
word Overtype and it will change to Insert, thereby
changing Word to Insert mode.
 Insert
Make sure you are in Insert mode before proceeding. You
are going to insert the word "blue" between the words "large"
and "boat."
1.Place the cursor after the space between the words "large"
and "boat."
2.Type the word blue.
3.Press the spacebar to add a space.
4.The sentence should now read:
"Joe has a large blue boat."
 Overtype
You can type over the current text (replace the current text with new
text) in the Overtype mode. Do the following to change to the
Overtype mode.
•Click "Insert" on the Status bar. The word Insert changes to
Overtype.
Change the word "blue" to "gray."
1.Place the cursor before the letter "b" in "blue."
2.Type the word gray.
3.The sentence should now read:
"Joe has a large gray boat."
Note: You can overtype text without changing to Overtype mode by
selecting the text you want to overtype and then typing.
 Bold, Italicize, and Underline

When creating a document, you may need to emphasize particular words

or phrases by bolding, underlining, or italicizing.
Also, certain grammatical constructs require that you bold, underline, or
italicize.
You can bold, underline, and italicize when using Word. You also can
combine these features—in other words, you can bold, underline, and
italicize a single piece of text.

When you need to perform a task in Microsoft Word, you can usually
choose from several methods.
The exercises that follow show you how to bold, underline, or italicize
using four different methods: using the launcher, the Ribbon, the Mini-
toolbar/context menu, and the keyboard.
 EXERCISE 3

Type the following exactly as shown. Remember, pressing the Enter

key starts a new paragraph.
Press the Enter key at the end of each of the following lines to start a
new paragraph.

Launcher: Bold Italicize Underline these words. All three Regular

Ribbon: Bold Italicize Underline these words. All three Regular
Mini Toolbar: Bold Italicize Regular
Keys: Bold Italicize Underline these words. All three Regular
Your screen should look similar to the one shown here.
 Bold with the Dialog Box Launcher

1.On the line that begins with Launcher, select the word "Bold." You can place the cursor before the
letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is
highlighted.
2.Choose the Home tab.
3.Click the dialog box launcher in the Font group. The Font dialog box appears.
4.Click Bold in the Font Style box.
Note: You can see the effect of your action in the
Preview window. To remove the bold, click
Regular.

5.Click OK to close the dialog box.

6.Click anywhere in the text area to remove the

highlighting. You have bolded the word bold.
Alternate Method—Bold with the Ribbon
 1-On the line that begins with "Ribbon," select the word "Bold." You can place the cursor before the
letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is
highlighted

2-Choose the Home tab.

3-Click the Bold button in the Font group. You have bolded the word bold.

Note: To remove the bold, you can select the text and then click the Bold button again.

4-Click anywhere in the text area to remove the highlighting

Alternate Method - Bold with the Mini Toolbar

1.On the line that begins with "Mini Toolbar,"

select the word "Bold." You can place the
cursor before the letter "B" in "Bold."Press
the Shift key; then press the right arrow key
until the entire word is highlighted.

2.Right-click. The Mini toolbar appears

3-Click the Bold button You have bolded the word bold.
 Alternate Method—Bold with Keys

1.On the line that begins with "Keys," select the word "Bold." You can place
the cursor before the letter "B" in "Bold." Press the Shift key; then press the
right arrow key until the entire word is highlighted.

2.Press Ctrl+b (hold down the Ctrl key while pressing b).
Note: To remove the Bold, press Ctrl+b again. You can also remove
formatting by pressing Ctrl+spacebar.

3.Click anywhere in the text area to remove the highlighting.

Italicize with the Dialog Box Launcher
1.On the line that begins with Launcher, select the word
"Italicize." You can place the cursor before the letter "I"
in "Italicize." Press the Shift key; then press the right
arrow key until the entire word is highlighted.

2.Choose the Home tab.

3.Click the dialog box launcher in the Font group. The

Font dialog box appears.
4.Click Italic in the Font Style box.
Note: You can see the effect of your selection in the
Preview window. To remove the italics, click Regular
in the Font Style box.

5.Click OK to close the Font dialog box.

6.Click anywhere in the text area to remove the

highlighting. You have italicized the word Italicize.
 Alternate Method—Italicize with the Ribbon
1.On the line that begins with "Ribbon,"
select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize."
Press the Shift key; then press the right
arrow key until the entire word is
highlighted.
2.Choose the Home tab

3-Click the Italic button on the Ribbon. You have italicized the word Italicize

Note: To remove the italics, select the text and click the Italicize button again.
4-Click anywhere in the text area to remove the highlighting.
Alternate Method—Italicize with the Mini Toolbar

1.On the line that begins with "Mini Toolbar,"

select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize." Press
the Shift key; then press the right arrow key
until the entire word is highlighted.

2.Right-click. The Mini toolbar appears.

Click the Italic button You have italicized the word Italicize.
Alternate Method—Italicize with Keys

1.On the line that begins with "Keys," select the word "Italicize." You
can place the cursor before the letter "I" in "Italicize." Press the Shift
key; then press the right arrow key until the entire word is highlighted.
2.Press Ctrl+i (hold down the Ctrl key while pressing i).
Note: To remove italics, press Ctrl+i again. You can also remove
formatting by pressing Ctrl+spacebar.
3.Click anywhere in the text area to remove the highlighting.You have
italicized the word Italicize
 Underline with the Dialog Box Launcher

You can underline when using Word. Word provides you with many types of underlines from which to
choose.The following are some of the underlines that are available if you use the dialog box launcher
The following illustrates underlining with the dialog box launcher:

1.On the line that begins with "Launcher,"

select the words "Underline these words.“

2.Choose the Home tab.

3.Click the dialog box launcher in the Font

group. The Font dialog box appears
1-In the Underline Style box, click the down arrow to open
the pull-down menu.

2-Click the type of underline you wish to use.

Note: To remove an underline, you select None from the
pull-down menu.

3-Click OK to close the dialog box. The underline you

selected appears under the words.

4-Click anywhere in the text area to remove the

highlighting.
Alternate Method—Underline with the Ribbon
1.On the line that begins with "Ribbon," select the words "Underline these words."
2.Choose the Home tab.
3-Click the Underline button in the Font group . Alternatively, you can press the down arrow

next to the underline button An click to choose the type of underline you want.

Note: To remove the underlining, click the Underline button again.

4-Click anywhere in the text area to remove the highlighting
 Alternate Method—Underline with Keys

1.On the line that begins with "Keys," select the words
"Underline these words.“

2.Press Ctrl+u (hold down the Ctrl key while pressing u).
Note: To remove the underlining, press Ctrl+u again.

3.Click anywhere in the text area to remove the highlighting

 All Three with the Dialog Box Launcher

1.On the line that begins with "Launcher," select the words "All three.“

2.Choose the Home tab.

3.Click the dialog box launcher in the Font group. The Font dialog box appears.

4.In the Font Style box, click Bold Italic.

Note: You can see the effect of your selection in the preview window. To turn off
the Bold Italic, click Regular.

5.In the Underline box, click to open the pull-down menu. Click the type of
underline you want to use.
Note: To remove an underline, select None from the pull-down menu.
6.Click OK to close the dialog box.

7.Click anywhere in the text area to remove the highlighting

 Alternate Method—All Three with Keys

1.On the line that begins with "Keys," select the words
"All three."
2.Press Ctrl+b (bold).
3.Press Ctrl+i (italicize).
4.Press Ctrl+u (underline).
Note: You can remove formatting by highlighting the
text and pressing Ctrl+spacebar.
5.Click anywhere in the text area to remove the
highlighting
 Save a File and Close Word

You must save your documents if you wish to recall them later. You can
use the Save option on the Microsoft Office menu, to save a document.
You can also save a document by typing Ctrl+s. The first time you save
a document, the Save As dialog box appears. Use the Save As dialog
box to locate the folder in which you want to save your document and to
give your document a name. After you have saved your document at
least once, you can save any changes you make to your document
simply by clicking the Save after you click the Microsoft Office button.

The following exercise shows you how to save the file you just created
and close Word. You will name your file Lesson Two.
EXERCISE 4
Save a File—Windows Vista:

1.Click the Microsoft Office button.

A menu appears.

2.Click Save. The Save As dialog

box appears, if you are saving your
document for the first time.
 3.Use the Address bar to
locate the folder in which you
want to save your file.

4.Name your file by

typing Lesson Two.docx in
the File Name box.

5.Click Save.

6.Click the Microsoft Office

button. A menu appears.

7.Click Exit Word, which is

located in the bottom-right
corner of the window. Word
closes.
 Save a File—Windows XP

1.Click the Microsoft Office button. A menu appears.

2.Click Save. The Save As dialog box appears if you are saving your
document for the first time.

3.Specify the correct folder in the Save In box.

4.Name your document by typing Lesson Two in the File Name box.

5.Click Save.

6.Click the Microsoft Office button. A menu appears.

7.Click Exit Word, which is located in the bottom-right corner of the

window. Word closes.
Every time you save your document, you overwrite the previous version of
your document. For example, you create a document and save it.

Later you delete several passages from the document and then save your
changes. The passages from the first draft of the document no longer exist.

If you want to save both the original draft of your document and the revised
document, you must save the second draft of the document using a different
name.

To save the document using a different name, click the Microsoft Office
button. A menu appears. Click Save As. The Save As dialog box appears.
Use the File Name box to give your document a new name.
 LESSON 3: MORE BASIC FEATURES

The features in Word 2007 can make your work easier, make your documents more
attractive, and/or enable you to work more efficiently.
This Microsoft Word lesson teaches you how to open a file, cut, copy, paste, use
AutoText, use spell check, use Find and Replace, and change fonts. All of these
features either make your work easier or make your document more attractive
 Open a File

When you do not have time to complete your work

or when you finish your work, you can save and
close your file.

After saving a file, you can later open it to revise or

finish it. You learned how to save a file in Lesson
2. In the exercise that follows, you learn how to
open the file you saved.
 EXERCISE 1
Open a File with Windows Vista
If you are using Windows Vista:
1.Open Word 2007.

2.Click the Microsoft Office button. A menu appears.

3.Click Open. The Open dialog box appears.

4.Locate the folder in which you saved the file. The file is named
Lesson Two.docx.

5.Click Lesson Two.docx.

6.Click Open. The file you created during the previous lesson appears
Alternate Method—Opening a File with Keys

1.Open Word 2007.

2.Press Ctrl+o.

3.Locate the folder in which you saved your file. The file is named Lesson Two.docx

4.Click Lesson Two.docx.

5.Click Open. The file you created during the previous lesson appears
 Cut and Paste

You can use Word's Cut feature to remove information from a

document.

The you can use the Paste feature to place the information you cut
anywhere in the same or another document.

In other words, you can move information from one place in a

document to another place in the same or different document by
using the Cut and Paste features.

The Office Clipboard is a storage area. When you cut, Word stores the
data you cut on the Clipboard. You can paste the information that is
stored on the Clipboard as often as you like.
EXERCISE 2
Cut with the Ribbon

1.Type the following:

I want to move. I am content where I
am.
2.Select "I want to move. "
1.Type the following:
I want to move. I am content where I am.
2.Select "I want to move. "
3-Choose the Home tab

4-Click the Cut button in the Clipboard group. Word cuts the text you selected and places it on the Clipboard.
Your text should now read:

"I am content where I am."

Paste with the Ribbon

1.Place the cursor after the period in the sentence

"I am content where I am.“

2.Press the spacebar to leave a space.

3.Choose the Home tab.

4- Click the Paste button

in the Clipboard group. Word pastes the text on
the Clipboard. Your text should now read:

"I am content where I am. I want to move."

Alternate Method—Cut with a Context Menu

1.Type the following:

I want to move. I am content where I am.

2.Select "I want to move. “

3.Right-click. The Mini toolbar and a

context menu appear.

4.Click Cut on the menu. Your text should

now read:
"I am content where I am."
Alternate Method—Paste with a Context Menu

1.Place the cursor after the period in the

sentence
"I am content where I am.“

2.Press the spacebar to leave a space.

3.Right-click. A Mini toolbar and a

context menu appear.

4.Click Paste. Your text should now

read:
"I am content where I am. I want to
move."
Alternate Method—Cut with Keys

1.Type the following:

I want to move. I am content where I am.

2.Select "I want to move.“

3.Press Ctrl+x.

4.Your text should now read:

" I am content where I am."
 Alternate Method—Paste with Keys

1.Place the cursor after the period in the sentence: "I am

content where I am.“

2.Press the spacebar to leave a space.

3.Press Ctrl+v.

4.Your
5. text should now read:

"I am content where I am. I want to move."

 Copy and Paste

In Microsoft Word, you can copy information from one area of a

document and place the information you copied anywhere in the same
or another document.
In other words, after you type information into a document, if you want
to place the same information somewhere else, you do not have to
retype the information.

You simple copy it and then paste it in the new location. As with cut
data, Word stores copied data on the Clipboard.
EXERCISE 3
Copy with the Ribbon

1.Type the following:

You will want to copy me. One of me
is all you need.
2.Select "You will want to copy me."
3.Choose the Home tab.

4-Click the Copy button in the Clipboard group. Word copies the data you selected to the Clipboard
Paste with the Ribbon

1.Place the cursor after the period in the sentence: "One

of me is all you need."
2.Press the spacebar to leave a space.
3.Choose the Home tab.

4-Click the Paste button in the Clipboard group. Word places the data you copied at the insertion point.
Your text should now read:

"You will want to copy me. One of me is all you need. You will want to copy me."
Alternate Method—Copy with a Context Menu

1.Type the following:

You will want to copy me. One of me is all you need.
2.Select "You will want to copy me."
3.Right-click. A Mini toolbar and a context menu appear.
4.Click Copy. Word places the data you copied at the
insertion point. Your text should now read: "You will want
to copy me. One of me is all you need. You will want to
copy me."
Alternate Method—Paste with a Context Menu

1.Place the cursor after the period in the sentence: "One

of me is all you need."
2.Press the spacebar to leave a space.
3.Right-click. A context menu appears.
4.Click Paste. Word pastes the information on the
Clipboard into the document.
Alternate Method—Copy with Keys

1.Type the following:

You will want to copy me. One of me is all you need.

2.Select "You will want to copy me. “

3.Press Ctrl+c. Word copies the information you selected to the Clipboard
Alternate Method—Paste with Keys

1.Place the cursor after the period in the sentence "One of me is all you need.“

2.Press the spacebar to leave a space.

3.Press Ctrl+v.

4.Your text should now read:

"You will want to copy me. One of me is all you need. You will want to copy me."
 Use the Clipboard

As you cut or copy, Word can store the information you have cut or copied on the
Clipboard in a hierarchy.
Then each time you cut or copy, the data you just cut or copied moves to the top
of the Clipboard hierarchy and the data previously at the top moves down one
level.
When you choose Paste, the item at the top of the hierarchy is the item Word
pastes into your document.
The Clipboard can store up to 24 items.
You can paste any item on the Clipboard into your document by placing your
cursor at the insertion point, displaying the Clipboard pane, and then clicking the
item.
The Clipboard pane includes an Options button. You can click the Options button to set
the Clipboard options described in the following table.

Option Description
Show Office Clipboard Automatically Shows the Clipboard automatically when you copy
items.

Show Office Clipboard When Ctrl+c Pressed Twice Shows the Clipboard when you press Ctrl+c twice.
Collect Without Showing Office Clipboard Copies to the Clipboard without displaying the
Clipboard pane.

Show Office Clipboard Icon on Taskbar Displays the Clipboard icon on your system taskbar.

Show Status Near Taskbar When Copying Displays the number of items copied on the taskbar
when copying.
EXERCISE 4
Use the Clipboard

1.Place the cursor at the point at which you want to insert

your text.

2.Choose the Home tab.

3.Click the Clipboard dialog box launcher to open the

Clipboard.

4.Click the item on the clipboard you want to insert into

your document. Word pastes the Clipboard item into your
document at the insertion point
Create AutoText
Cut and Copy both store information on the Clipboard. Information you store on the Clipboard is
eventually lost. If you want to store information permanently for reuse, use AutoText. AutoText
permanently stores information for future use.

EXERCISE 5
Create AutoText 1.Type the following:
AutoText information is stored permanently.

2.Select "AutoText information is stored permanently.“

3.Choose the Insert tab.

4.Click Quick Parts in the Text group. A menu appears.

5.Click Save Selection to Quick Part Gallery. The Create

New Building Block dialog box appears.
6.Microsoft Word suggests a name. Change the name by
typing AT in the Name field.

7.Click OK. The dialog box closes.

8.Click anywhere in the text area to remove the

highlighting.

9.Place the cursor between the period in the sentence you

just typed and the paragraph marker (¶).

10.Press the spacebar to leave a blank space.

11.Type AT.

12.Press F3. Your text should now read:

"AutoText information is stored permanently. AutoText
information is stored permanently."
Note: Whenever you need the text, simply type the name
(AT) and then press F3
 Use Spell Check
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the
word. Grammar errors display with a green wavy line under the error. In Word 2007, you can use the Review
tab's Spelling & Grammar button to initiate a spell and grammar check of your document.

EXERCISE 6
Use Spell Check

1.Type the following exactly as shown. Include all

errors.
Open thr door for Mayrala. She is a teacher from the
town of Ridgemont.
2.Select: "Open thr door for Mayrala. She is a teacher
from the town of Ridgemont."
3.Choose the Review tab.
4.Click the Spelling & Grammar button. The Spelling
and Grammar dialog box appears
6."The" is misspelled, so it is highlighted on the screen
and noted in the Not in Dictionary box. Word suggests
correct spellings. These suggestions are found in the
Suggestions box.
7.Click "the" in the Suggestions box.
8.Click Change.
Note: If the word is misspelled in several places, click
Change All to correct all misspellings
9-The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once
to leave "Mayrala" in the document with its current spelling.
Note: If a word appears in several places in the document, click Ignore All so you
are not prompted to correct the spelling for each occurrence.
10-"Ridgemont" is not found in the dictionary. If you frequently use a word not
found in the dictionary, you might want to add that word to the dictionary by
clicking the Add to Dictionary button. Word will then recognize the word the next
time it appears. Click Add to Dictionary.
11-The following should appear on your screen: "Word finished checking the
selection. Do you want to continue checking the remainder of the document?"
12-Click No. If you wanted Word to spell-check the entire document, you would
have clicked Yes.
Note: You can also press F7 to initiate a spelling and grammar check. If you don't
have anything selected, Word checks the entire document.
 Find and Replace

If you need to find a particular word or phrase in your document, you can use
the Find command.
This command is especially useful when you are working with large files. If
you want to search the entire document, simply execute the Find command. If
you want to limit your search to a selected area, select that area and then
execute the Find command.

After you find the word or phrase you are searching for, you can replace it with
new text by executing the Replace command
EXERCISE 7
Use Find with the Ribbon

1.Type the following:

Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School.
2.Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends
Eastern High School."
3.Choose the Home tab.
4.Click Find in the Editing group. A menu appears.
5.Click the Find option on the menu. The Find and Replace dialog box appears.
6-Type east in the Find What field.
7-Click Find Next.
Note that the "East" in Easton is highlighted.
8-Click Find Next again.
Note that "east" is highlighted.
9-Click Find Next again.
Note that the "East" in Eastern is highlighted.
10-Click Find Next. The following message should appear: "Word has finished searching the selection. Do you
want to search the remainder of the document?"
11-Click No.
12-Click Cancel.
Alternate Method—Find with Keys

1.Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends
Eastern High School.“

2.Press Ctrl+f.

3.Follow steps 6 through 12 in the preceding section

 Change the Font Size
A font is a set of characters (text) represented in a single typeface. Each character within a font is created by
using the same basic style. In Microsoft Word, you can change the size of your font. The following exercise
illustrates changing the font size.

EXERCISE 8
Change the Font Size
1.Type the following:
I can be any size you want me to be.
2.Select "I can be any size you want me to be."
3.Choose the Home tab.
4.In the Font group, click the down arrow next to the Font
Size box. A menu of font sizes appears.
5.Move your cursor over the menu of font sizes. As you
do, Word 2007 provides a live preview of the effect of
applying each font size.
6.Click 36 to select it as your font size.
Note: If you know the font size you want, you can type it in
the Font Size field
Alternate Method—Change the Font Size with Grow Font and Shrink Font
You can also change the size of your font by clicking the Grow Font and Shrink Font buttons. Selecting text
and then clicking the Grow Font button makes your font larger. Selecting text and then clicking the Shrink
Font button makes your font smaller

1.Type the following:

Grow Shrink
2.Select "Grow"
3.Choose the Home tab
4-Click the Grow Font button several times. Your font
becomes larger.

5-Select Shrink.

6-Click the Shrink Font button several times. Your font

becomes smaller.

Change the Font

In Microsoft Word, you can change the font (the "family" of type you use for your text). This feature is
illustrated in the following exercise:
EXERCISE 9
Change the Font with the Ribbon

1.Type the following:

Changing fonts
2.Select "Changing fonts."
3.Choose the Home tab.
4.Click the down arrow next to the Font field. A menu of
fonts appears.
5.Move the cursor over the list of fonts. Word 2007
provides a live preview of what the font will look like if you
select it.

Save Your File

This is the end of Lesson 3. You can save your file and close Word. See Lesson 2 to learn how to save
and close.
 LESSON 4: FORMATTING PARAGRAPHS AND WORKING WITH STYLES

When you type information into Microsoft Word, each time you
press the Enter key Word creates a new paragraph. You can format
paragraphs.

For example, you can indent the first line of a paragraph, you can
set the amount of space that separates paragraphs, and you can
align a paragraph left, right, center, or flush with both margins.
Styles are a set of formats you can quickly apply to a paragraph.
For example, by applying a style, you can set the font, set the font
size, and align a paragraph all at once. In this lesson, you will learn
about the various formats you can apply to a paragraph and about
styles.
When you are formatting a paragraph, you do not need to
select the entire paragraph. Placing the cursor anywhere in
the paragraph enables you to format it. After you format a
paragraph, pressing the Enter key creates a new paragraph
in the same format.

Open a Blank Document

To begin a new Word project, you start by opening a new
document. To begin this lesson, open a blank document in
Microsoft Word.
EXERCISE 1
Open a Blank Document

1.Open Word 2007.

2.Click the Microsoft Office button. A menu appears.
3.Click New. The New Document dialog box appears.
4.Click Blank Document.
5.Click Create. A new blank document opens.
Add Sample Text
This lesson uses sample text provided by Microsoft for training and
demonstration purposes. You can type the text; however, there is a quicker way.
You can use the rand function.

Functions are used to obtain information. You tell the function what you want
and the function returns that information to you. By default, in Word, when you
type the rand function, Word returns three paragraphs.
When working with functions, you use arguments to be specific about what
you want the function to return. There are two arguments you can use with the
rand function.
The first one tells Word how many paragraphs you want, and the second one
tells Word how many sentences you want in a paragraph.
You place arguments between the parentheses and you separate them with a
comma.
For example, if you type =rand() and then press Enter, word returns three
paragraphs. To tell Word you want two paragraphs with three sentences in each
paragraph, you type =rand(2,3).
EXERCISE 2
Add Sample Text
1.Type =rand().
2.Press the Enter key. The following text appears:
Add Space Before or After Paragraphs
When creating a document, space is often used to clearly identify where each paragraph begins and
ends. By default, Word may place slightly more space between paragraphs than it does between
lines in a paragraph. You can increase or decrease the amount of space that appears before and
after paragraphs by entering amounts in the Before and After fields in the Paragraph section of the
Page Layout tab. Use the up arrows next to the Before and After fields to increase the amount of
space before or after each paragraph; use the down arrows to decrease the amount of space before
or after each paragraph. The following illustrates:
EXERCISE 3
Add Space Before or After Paragraphs

1.Place your cursor anywhere in the second paragraph of

the sample text you created in Exercise 2.

2.Choose the Page Layout tab. The default spacing

appears in the Spacing Before field.

3.Click the up arrow next to the Spacing Before field to

increase the space before the paragraph.

4.Click the up arrow next to the Spacing After field to

increase the amount of space after the paragraph.
Change Line Spacing
Line spacing sets the amount of space between lines within a paragraph. The spacing for each line is set to
accommodate the largest font on that line. If the lines include smaller fonts, there will appear to be extra space
between lines where the smaller fonts are located. At 1.5, the line spacing is set to one-and-a-half times the
single-space amount. At 2.0, the line spacing is set to two times the single-space amount (double space)

EXERCISE 4
Change Line Spacing
Create a First-Line Indent

Some people and organizations delineate the start of a new paragraph by indenting the first line. If you want to
indent the first line of your paragraphs, you can use the Paragraph dialog box to set the amount by which you
want to indent. In the Special Field of the Paragraph dialog box, you tell Word you want to indent the first line by
choosing First Line from the menu options. In the By field, you tell Word the amount, in inches by which you
want to indent
EXERCISE 5
Create a First-line Indent

1.Place your cursor anywhere within the first paragraph of

the sample text you created in Exercise 2.
2.Choose the Home tab.
3.In the Paragraphs group, click the launcher. The
Paragraph dialog box appears
4.Choose the Indents and Spacing tab.
5.Click to open the drop-down menu on the Special field.
6.Click First Line.
7.Enter 0.5" in the By field.
8.Click OK. The first line of your paragraph is now
indented half an inch
Special Note: To remove the first line indent:
1.Place the cursor anywhere in the paragraph.
2.Choose the Home tab.
3.In the Paragraphs group, click the launcher. The Paragraph dialog box opens.
4.Choose the Indents and Spacing tab.
5.Click the down arrow next to the Special field and then click None.
6.Click OK.
Indent Paragraphs
Indentation allows you to indent your paragraph from the
left and/or right margin. You may find this necessary when
you are quoting a large block of text. The following
exercise shows you how to indent a paragraph 1 inch from
each side.
EXERCISE 6
Indent Paragraphs

1.Place your cursor anywhere in the second paragraph

of the sample text you created in Exercise 2.

2.Choose the Page Layout tab.

3.Type 1" in the Indent Left field or use the up or down

arrows to set the field value to 1".

4.Type 1" in the Indent Right field or use the up or

down arrows to set the field value to 1". Your
paragraph is now indented one inch from both the left
and right margins, as in the example
Align Paragraphs
Microsoft Word gives you a choice of several types of
alignments. Left-aligned text is flush with the left margin of
your document and is the default setting. Right-aligned
text is flush with the right margin of your document,
centered text is centered between the left and right
margins, and Justified text is flush with both the left and
right margins.
 The following exercises demonstrate how to justify text.
EXERCISE 7
Create the Paragraphs
1.Type Sample Paragraph.
2.Press Enter.
3.Type =rand(1) to create a paragraph.
4.Press Enter.

Right-align
1.Select the paragraphs you created.
2.Choose the Home tab.

3-Click the Align-right button in the Paragraph group

Word right-aligns your
paragraphs.
Create a Hanging Indent
The hanging indent feature indents each line except the
first line by the amount specified in the By field, as shown
in the example.

EXAMPLE: Hanging
Indent
Hanging Indent: The hanging indent feature indents the
first line of the paragraph from the
margin by the amount specified in the
Left field. The amount in the Left field
plus the amount specified in the By field
indent all subsequent lines.
EXERCISE 8
Create a Hanging Indent

1.Type the following:

Hanging Indent: The hanging indent feature indents the
first line by the amount specified in the Left field.
Subsequent lines are indented by the amount specified in
the Left field plus the amount specified in the By field.
2.Select the paragraph you just typed.
3.Choose the Home tab.
4.Click the launcher in the Paragraph group. The
Paragraph dialog box appears.
5.Choose the Indents and Spacing tab.

6.In the Special field, click to open the pull-down menu.

7.Click Hanging.

8.In the By box, type 2".

9.Click OK.

10.Place the cursor after the colon following "Hanging

Indent.“

11.Press the Tab key. Notice that the indentation changes

 Choose a Style Set
When working with Word, you can use styles to quickly format your documents. A style is a set of
formats consisting of such things as fonts, font colors, font sizes, and paragraph formats. Word
2007 supplies you with predesigned style sets that contain styles for titles, subtitles, quotes,
headings, lists and more. The sections that follow all show you how to work with styles. The
exercises are based on a file you must download. Right click here to download the file. Click Save
Target As from the menu that appears, and save the linked file to a directory on your computer.

The file will download as a zip file. A zip file is a file that is compressed. Compressed files are smaller and
easier to download. To open the file:
1.Open the folder you downloaded the file to.

2.Right-click on the file name.

3.Click Extract All on the menu that appears. The Extract Compressed (Zipped) Folders dialog box
appears.

4.Enter the folder you want to put the file in or except to suggested location.
5.Click Extract. Windows Explorer extracts the file.
6.You can use Microsoft Word to open the file
EXERCISE 9
Choose a Style Set

1.Choose the Home tab.

2.Click Change Styles in the Styles group. A menu
appears.
3.Click Style Set. A menu appears. You can choose from
any of the styles listed on the menu.
4.Click Simple. Word 2007 reformats all of the paragraphs
into the Simple style by applying the Normal format to
each paragraph
 LESSON 5: ADDING BULLETS AND NUMBERS, UNDOING AND REDOING, SETTING PAGE
LAYOUTS AND PRINTING DOCUMENTS

If you have lists of data, you may want to bullet or number them. When using Microsoft Word, bulleting
and numbering are easy. The first part of this lesson teaches you to bullet and number.

After you have completed your document, you may want to share it with others. One way to share your
document is to print and distribute it. However, before you print you may want to add page numbers and
tell Word such things as the page orientation, the paper size, and the margin setting you want to use. In
this lesson you will learn how to layout and how to print your documents
Add Bullets and Numbers
In Microsoft Word, you can easily create bulleted or numbered lists of items.
Several bulleting and numbering styles are available, as shown in the
examples. You can select the one you wish to use.

EXAMPLES: Numbering EXAMPLES: Bulleting

EXERCISE 1
Bullets
1.Type the following list as shown:
Apple
Orange
Grape
Mango
Cherry
2.Select the words you just typed.
3.Choose the Home tab.
4.In the Paragraph group, click the down arrow next to the
Bullets button The Bullet Library appears.

5-Click to select the type of bullet you want to use. Word adds bullets to your list.
Note: As you move your cursor over the various bullet styles, Word displays the bullet style onscreen.
Numbers
Undo and Redo
You can quickly reverse most commands you execute by using Undo. If you then
change your mind again, and want to reapply a command, you can use Redo.

EXERCISE 2 1.Type Undo example.

Undo and Redo 2.Click the Undo button on the Quick Access menu. The
typing disappears.
3.Click the Redo button on the Quick Access menu. The
typing reappears.
4.Select "Undo example."
5.Press Ctrl+b to bold. Word bolds the text.
6.Press Ctrl+i. Word italicizes the text.
7.Press Ctrl+u Word underlines the text.
8.Click the down arrow next to the Undo icon. You will see
the actions you performed listed. To undo the underline,
click Underline; to undo the underline and italic, click
Underline Italic; to undo the underline, italic, and bold click
Bold etc.
9.To redo, click the Redo icon several times
Alternate Method -- Undo & Redo by Using Keys
1.Type Undo example.
2.Press Ctrl+z. The typing disappears.
3.Press Ctrl+y. The typing reappears.
4.Select "Undo example."
5.Press Ctrl+u to underline.
6.Press Ctrl+z. The underline is removed.
7.Press Ctrl+y. The underline reappears
EXERCISE 3
Set the Orientation

1.Choose the Page Layout tab.

2.Click Orientation in the Page Setup group. A menu
appears.
3.Click Portrait. Word sets your page orientation to
Portrait.
EXERCISE 4
Set the Page Size

1.Choose the Page Layout tab.

2.Click Size in the Page Setup group. A menu appears.
3.Click Letter 8.5 x 11in. Word sets your page size.
Set the Margins
Margins define the amount of white space that appears at the top, bottom, left, and right edges of your
document. The Margin option in the Page Setup group of the Page Layout tab provides several standard
margin sizes from which you can choose.

EXERCISE 5
Set the Margins

1.Choose the Page Layout tab.

2.Click Margins in the Page Setup group. A menu
appears.
3.Click Moderate. Word sets your margins to the Moderate
settings
Add Page Numbers
Page numbers help you keep your document organized
and enable readers to find information quickly. You can
add page numbers to the top, bottom, or margins of your
pages, and you can choose where the numbers appear.
For example, numbers can appear at the top of the page,
on the left, right, or center of the page. Word also offers
several number styles from which you can choose.

EXERCISE 6
Add Page Numbers

1.Choose the Insert tab.

2.Click the Page Number button in the Header & Footer
group. A menu appears.
3.Click Bottom of Page.
4.Click the right-side option.
EXERCISE 7
Change to Print View

1.Choose the View tab.

2.Click Print Layout in the Document Views group. Your
document changes to the Print Layout view
Insert Page Breaks

1.Place your cursor before the D in "Displaced

Homemakers“

2.Choose the Insert tab.

3.Click Page Break. Word places a page break in your

document.
To delete a page break, you select the page break and
then press the Delete key.
 LESSON 6: CREATING SECTION/CHAPTER HEADERS AND FOOTERS IN
MS WORD

1.1- To help view how your document

will be divided, turn on the “hide/show
paragraph ” tool (located within the
“Home” tab. This tool shows paragraph
marks and other hidden formatting
symbols.

1.2- If the “hide/show paragraph ” tool

is turned on, the formatting style of the
document will be visible.

1.3- Common formatting = return

styles that may now be = space
= tab
visible in the document.
 2-DIFFERENCES BETWEEN “PAGE BREAK” AND “SECTION BREAK (NEXT PAGE)”

2.1- A “Page Break” marks the point at which

one page ends and the next page begins (while
still being in the same section/chapter).
To insert a “Page Break”, click on the “Page
Layout” tab “Breaks” “Page”
The paragraph format icon will look like:

2.2 A “Section Break (Next Page)” inserts a break and

starts the new section on the next page.
To insert a “Section Break (Next Page)”, place your
curser in the area to begin and new section/chapter,
click on “Page Layout” “Breaks” “Next Page”
The paragraph format icon will look like:
3.1 -At the beginning of a “section
break” double-click on the header.
This will open the “Design” tab.
The “Link to Previous” button will
be orange and already selected.

Click on it to deselect/turn it off .

The button will no longer be orange.

3.2- After the “Link to Previous” option

has been deselected/ turned off, this
will make sure the header is not linked
to the previous section/chapter.
Now make your text changes to the
header (to reflect the new
section/chapter).
3.3- Repeat steps (3.1 to 3.2) to create different headers for the beginning of each
section/chapter. Once the header has been changed, the new header will automatically
continue until the next section/chapter

3.4 -To exit the header, click on the “Close

Header and Footer” button (located within the
“Design” tab).
 4-Page number reset for each section/chapter
4.1- At the beginning of a “section break”
double-click on the footer. This will open
the “Design” tab.
The “Link to Previous” button will be
orange and already selected. Click on it to
deselect/turn it off . The button will no
longer be orang

4.2 After the “Link to Previous” option has

been deselected/ turned off, this will make
sure the footer is not linked to the previous
section/chapter.
To reset the page numbering for the
section/chapter, click the “Design” tab, click
on “Page Number”  “Format Page
Numbers…”
4.3- A “Page Number Format” window will 4.4 -The footer has now been reset to
appear. Click on the “Start at” radial button reflect the start of the new section/chapter.
and set it to “1”. Then click on “OK”
 4.5- Repeat steps (4.1 to 4.4) to create different headers for the beginning of each
section/chapter. Once the footer has been changed, the numbering system will
automatically continue until the next section/chapter.

4.6- To exit the footer, click on the

“Close Header and Footer” button
(located within the “Design” tab).
 LESSON 7: CREATING TABLES OF CONTENTS AND FIGURES IN WORD

This Lesson demonstrates how to create a table of contents or figures quickly and easily.

Table of contents

The contents page should be the last part of the document that you produce.
Word® can generate the table of contents automatically from the titles and
paragraph headings within the document. To allow the appropriate titles to
be identified, you must apply the “Heading” style or mark the titles. Word®
also allows you to create a contents table manually
 Applying the Heading style

The Styles group can be found from the Home tab. You
should use Heading 1 for main titles and chapter headings,
Heading 2 for sub-headings and Heading 3 for paragraph
headings.

1- Highlight the text which requires a Heading style

2- Click once on the style
 GENERATING A TABLE OF CONTENTS

1- Click where you wish to insert the table of contents

2- Click the References tab

3- Click the Table of Contents button

4- Select a style for the table

 Update the table of contents

If you change any of the headings in your document, you will need to update the
table of contents.

• Click the References tab

• Click the Update Table button
• In the box that appears, select Update
entire table
• Click Ok.
 Creating a table of contents manually

• Click where you wish to insert the contents table

• Click the References tab
• Click the Table of Contents button
• Select Manual Table

An outline contents table will be inserted. You can click on each title and page number
to enter your own information.
 Deleting a table of contents
• Click the References tab
• Click the Table of Contents button
• Click Remove Table of Contents

Table of figures
A table of figures is a contents page which references graphs, pictures and
tables. Before you can create a table of figures, you need to create captions
for each figure. Word® uses the captions to generate the table.
 Applying a caption
• Click once anywhere on the figure to select it
• Click the References tab
• Click the Insert Caption button
• Customise the caption and click OK
 LESSON 8: WORKING WITH TABLES IN MICROSOFT WORD

The purpose of this document is to lead you through the steps of creating, editing
and deleting tables and parts of tables. This document follows a tutorial format so
that by the end of the document, you will have created and worked with tables in
Microsoft Word. This document was written using the procedures for creating
tables in Microsoft Office Word 2003, but the steps may also apply to older
versions.
 The Parts of a Table

It will be easier to create your tables if you are familiar

with the parts of a table. The following table shows a
sample table with its major parts listed. You can build a
similar table to acquaint yourself with the steps for
inserting tables into your documents

• Sample Table Click Insert Table of Figures

• Customise the table and click OK.
Cells the individual squares in which you will place text or images
 Creating the Table
You will need to insert the main part of the table to begin editing and
manipulating it to suit your document's needs. To do this, perform the
following steps.

To insert a table:

1. Place your cursor in the general area where you

want the table to be; you can be more specific
with its location once you have inserted it.
2. In the Word menu bar, click Table > Insert > Table.
3. A dialog box will display with the options for setting up your
table. The following figure and paragraphs explain these options.

4. In the Table size section of the Insert

Table dialog box, select the number of
columns and rows you want in your table. If
you need to, just estimate. You can always
add and delete columns and rows later.

5. In the AutoFit behavior section, select

the option for how you want the table sized
within your document.
6. Click OK. Using the settings of 3 columns and 4 rows with the Fixed column
width option selected, your new table will display as shown below. We will
call this our framework table.

Framework Table
 Editing the Table
Now that you have inserted the table, it is time to edit, or customize, it.
Microsoft Word offers many options for customizing tables but most are beyond the
scope of this paper.
The following instructions are for very basic editing, such as adding and deleting rows
and columns, resizing table and cell size, aligning the table on the page and working with
text within each cell.

Remember our sample table at the beginning of this paper:

The following sections will help us take our framework table that we just inserted in
the above steps and make it look like the sample table

To add columns or rows:

To match our sample table, the framework table needs another column.

1. Place your cursor in the first cell in the framework table.

2. In the Windows menu bar, click Table > Insert > Columns to the Left. The table will
now display as shown below.
 To align the table on the page:
1. Right click anywhere inside the table to display the menu (you can
also click Table on the menu bar once you have the cursor anywhere
in the table). On this menu, select Table Properties to bring up the
Table Properties dialog box
2. Be sure the Table tab is selected.

3. In the Alignment section, click Left if you want the table aligned with
the left margin of the paper, Center if you want the table centered, and
select Right if you want the table aligned with the right side of the paper.
For our sample table, we want to select the Center option.

4. Click OK to save your settings, or click Cancel to exit without saving.

Our framework table will now be centered.
 To change the size of the cells:

1. Highlight the cells 4. In the Preferred width

that you want to area, use the arrow keys or
change. type in a width for the cells
to shorten or widen them.
2. Right click and select
Table Properties from
the menu to display the 5. Click OK to apply the
Table Properties dialog changes or click Cancel to
box. exit without applying the
changes.
3. Select the Cell tab
For our framework table we want each cell to be 1.33 inches in width, so type in 1.33
in the Preferred width field
 To change the size of the cells:

A good way to help draw attention to an important cell, row or column (such as for
headings for columns or rows) is to change its color to provide contrast and draw
the eye of the reader. It might also help your reader follow the information in a
row or column of a lengthy table if you alternate colors between rows or columns.
For example, if you have a table that has 100 rows and 15 columns, with each cell
containing numbers, if might be easier for the reader to scan a row if each row
alternates between white and light gray, such as in the sample table.
 To change the color of a cell, row or column:

1. Click and drag to highlight the row or

column of which you want to change the
color. To change the color of a single cell,
just place the cursor in that cell.

2. Right click to bring up the menu, or click

Table in the menu bar. From the right click
menu, select Borders and Shading. From the
Table menu, select Table Properties, click the
Table menu , then click the Borders and
Shading button to display the following
screen.
3. In the Fill section, select a color for the cell, row or column.

4. In the Apply to: section, be sure Cell is selected or the color will be applied to the entire
table.

5. Click OK to apply the changes, or click Cancel to exit without applying the changes.

To get the look of our sample table, on the framework table, highlight the last three cells
of the top row. Right click, select Borders and Shading, click the box with the color Gray –
55%. Click OK. Then highlight the last three cells of the first column in the framework
table. Right click, select Borders and Shading, click the box with the color Gray – 55%. Click
OK. Finally, highlight the last three cells of the third row. Right click, select Borders and
Shading, click the box with the color Gray – 12.5%. Click OK. The framework table should
now look like the following:
 To change the borders of a cell, row or column:
1. To change the borders of a row or
column, click and drag to highlight
the row or column. To change the
borders of a single cell, just place the
cursor inside that cell.

2. Right click and select Borders and

Shading from the menu. You can also
select Table from the menu bar, click
Table Properties, and from the Table
tab, click the Borders and Shading
button to display the Borders and
Shading dialog box, as shown below
 Be certain the Borders tab is selected. From this tab you can customize your table by
controlling what lines of the table, cell, row or column is displayed and at what line
thickness. You can play around with the settings in this tab until you are happy with the
results, but for our purposes, we want the first cell in the first row of our framework
table to NOT display. To do this, perform the following steps.

3. Place the cursor in the first cell of the first row of the framework table.

4. In the Borders and Shading dialog box, click the Custom box in the Setting:
area.

5. In the Preview area, click the buttons for the lines that you don't want to
display. The image in the center of the Preview area will show you which
lines will display and which ones won't, based on the button you have
pressed. For our purposes, we don't want the top or left side borders of the
cell to display, so click the appropriate buttons. In the Apply to: area, be sure
you select Cell so that your changes don't apply to the entire table.
6. Click OK. The table should now display as shown below:

The top and left side borders of the first cell in the first row will now be
grayed out. These borders will not display when the paper is printed.
 Working with Text

Similar to changing the color of a cell, row or column, changing the color
or style (if the text is bold, italic, underlined or plain) of the text within
your table can also help draw your reader's eye to important text. For
example, bolding the text of a heading for a column will indicate to the
reader that this is a heading and not a data cell.
 To add text:

1. Place the cursor inside the cell. Begin typing.

2. 2. You can also copy and paste text into the cell.

For our framework table, we want to simply label each cell. Each row and column will
have a heading, and each data cell will be labeled as well. Our table should now look
like the following:

You may notice that we left the bottom row blank. This is because
we will delete this row later in this document.
To change font color:

1. Highlight the text.

2. In the Windows menu bar, click Format and select Font to
display the Font dialog box.
3. Make sure the Font tab is selected. In the
Font color: section, select a color from the
drop-down list.

4. Click OK to apply the changes or Cancel to

exit without applying the changes.
For our framework table, we want the heading cells for each column
and row to display in white text, so we will select white. So now our
framework table should look like the following:
 To change the style of a font:
1. Highlight the text that needs to be changed.

2. In the Windows menu bar, click Format and select Font to display
the Font dialog box.

3. In the Font style: section select the style for the text.

4. Click OK to apply the changes, or click Cancel to exit without

applying the changes.
 For our framework table, we want the heading cells for the
columns and rows to be bolded. So we would select Bold in the
Font style: section of the Font dialog box. (See Figure 6: Font
dialog box.) The heading cells for the columns and rows should
now be bolded, as displayed in the table below:
To adjust the alignment of the text within the cell, row or column:

1. Highlight the 3. In the option menu that

text for which displays after you click the arrow,
the top row will align the
you want to
contents of the cell to the top of
change the the cell(s). The middle row
alignment. options will align the contents of
the cell to the center of the
2. Right click and cell(s). The bottom row options
click the arrow will align the contents of the cell
to the bottom of the cell(s).
next to the Cell
Alignment option
on the menu
 For our framework table, we want the heading cells for the columns
to be aligned in the center of the cell, so we will highlight the heading
cells for the columns, right click, click the arrow on Cell Alignment,
and select the option that will align the text in the middle center.

The framework table will now display as below: (notice the column
headings are centered)
Deleting Tables, Cells, Rows and Columns

Once you have created a table, it may be necessary to delete parts of the table, or
the entire table. The following instructions will lead you through deleting tables,
cells, rows or columns.

To delete a table:

1. Place the cursor in a cell of the table you want to

delete.
2. In the Windows menu bar, click Table > Delete > Table.
 To delete a cell:

1. Place the cursor in the cell you want to delete.

2. In the Windows menu bar, click Table > Delete > Cells.

Use the Shift cells left option if you are

deleting a cell from a column and want the
other rows to move to the left to fill the empty
cell.

Use the Shift cells up option if you are

deleting a cell from a row and want the other
rows to move up to fill the empty cell.

Use the Delete entire column option Use the Delete entire row option if you want
if you want to delete the whole to delete the whole row.
column.
 To delete a row:
1. Place the cursor inside any cell of the row you want
to delete.
2. In the Windows menu bar, click Table > Delete >
Rows.

To delete a column:
1. Place the cursor inside any cell of the column you
want to delete.
2. In the Windows menu bar, click Table > Delete >
Column.
For the final step in making our framework table into the sample table, we want
to delete the bottom row of the table. To do this, we place the cursor in any cell
of the bottom row. Click Table > Delete > Rows. Our framework table is now
finished and should look like the following