Introduction to Word
In this lesson you will encounter the industry-standard word processing program,
Microsoft Word.
Objectives
1. Become familiar with the Word window
2. Use menus
3. Use Cut, Copy, and Paste
4. Edit a document in two practice training exercises
5. Use toolbar buttons to format characters and words
6. Save a document that has been edited and Print a document
Turn on the computer
Turn it On The Monitor or Screen is dark or off
1. The desktop model of the computer is turned on by a ”Button” in the ”Center” the of the CPU (Central Processing Unit).
2. Push the button to power up the computer. With a laptop, you first open it up, find the ”Power Button” and then press it to start the computer. The computer will make itself ready to use and stop at the desktop screen.
3. If you are familiar with older versions of Word, click the Help Tab and look for the "Find commands from Office 2003". This exercise will compare the location of functions on Word 2007 with prior versions of the Word program. This exercise will be a review of function locations, if you are new to Word.
4. Click on “Start the Guide” and left click the Start button. You can select any function from the older version and where it is located in Word 2007 will appear as a pop up. Left click on “File” and then on “New” and the exact location of that function shows on your screen. Do this for any function that is not obvious. Click the “X”to close the window.
Introduction to Word Processing
A word processor is a software application program that allows you to type and edit letters, stories, reports, newsletters and other documents. Word processing programs permit you to type without pressing a return key when you come to the end of a line. You can also edit text, change the format or appearance of the document, check for spelling errors, insert graphic illustrations and print the document. More features are being added to word processors all the time.
Word processing is the most popular use of computers and a good place to start learning what a computer can do for you. You will learn to use some basic features of Microsoft Word during this course that will enable you to “Create, Edit, Format and Print” documents.
Double click on the “Word 2007 Icon” to open the Word program.
The Word Window
The “Word” window contains many of the elements that you will see in other software programs.
Here is what you find under the "Home Tab"
1.Title bar –The title bar is at the very top of the window. It displays the name of the document (Document 1 in this case, since it is a new, unnamed document) and the name of the program you are using (Microsoft Word).
2. Ribbon Menu bar –The bar below the title bar is called the Ribbon. When you click on the name of a menu, the box below it changes to a list of the things you can do from that menu. The first folder on the menu bar is the called “Home”. This toolbar displays buttons for commands that you might want to use frequently. Its buttons can be used to change formats and how text in the document looks.
3. The other ”Ribbon” items on the menu bar are: “Insert, Page Layout, References, Mailings, Review, and View”.(These toolbars will be useful for special work)
Here is what you find under the "Insert Tab"
Here is what you find under the "Page Layout Tab"
Here is what you find under the "Review Tab"
Here is what you find under the "Help Tab"
4.Workspace –The main part of the window is called the “Workspace”. This is where,
for example, you can write a letter or make a drawing.
5.Ruler –Word processing programs usually have a ruler at the top of the workspace that can help you set margins and tabs. To make the ruler appear if it is not showing, click the View menu and click Ruler. (Sometimes, depending on the circumstances, a second ruler is visible at the left side of the workspace.)
6.Scroll bars –Word has “Scroll Bars”on the right and along the bottom of the workspace to allow you to see parts of the workspace area that don’t fit on the screen. At the right side of the window, you click the up-or down-arrow (at the top and bottom of the vertical scroll bar) to move the visible area up or down. There’s a similar, horizontal
scroll bar at the bottom of the workspace, which enables you to shift the viewable region to the left or right. To move faster, click ’n drag the scroll box (the small rectangular box) in either scroll bar.
7.Status bar –Many software programs have a status bar at the bottom of the window that contains information about the current state of the program. In the case of Word, that status bar shows the current page number, the current section number, and so on. For example, , the status bar shows that the current page number is Page 1.
You will now use the buttons on the title bar.
Minimize the window (Upper Right Corner)
The Minimize (Minus) button is used when you want to move an active window off your screen for the moment, but you do not want to close the window completely.
1 Click the “Minimize” button.
The Word window shrinks from view and only the button on the taskbar at the bottom of your screen indicates that it is open. Word is off your screen until you make it active.
2 Click the “Document 1-Microsoft Word” button on the taskbar.
The window is again visible on your screen.
Title bar buttons
The three buttons on the right of the title bar may be used to change the window’s size, or to close it. The middle button changes between the Maximize (single box) and Restore button (double box) when you click it This is in the upper right corner
of your screen.
Note: Every open program or document will have a button on the taskbar. You can click the buttons to activate or minimize a program.
Maximize the window
If the window is not the full screen, click the “Maximize”(middle) button to make the window fill the computer screen. The Maximize button changes to become the “Restore” button.
Note: If the window is already maximized and the Restore button is showing you will need to “restore the window” first; see below. Just be sure to practice maximizing and restoring.
Restore the window
Click the “Restore” button.
The window returns to its previous size.
Close button (Exit Word Program)
The Close button is represented by an “X“ on the right end of the title bar. When you click it the program is removed from active use and its button disappears from the taskbar. Do not click it yet or you will have to open the program again .
The Ribbon Menus
You will open two of the “Word”menus just to see what is there.
Word Icon menu (Office Button) It is the round Icon in the upper left corner of your title bar screen)
During this course, you will be using the “Open, Save, Save As, Print and Close” using this menu. Don’t be concerned about any of the other items.
Click the “Word Icon” menu. The listing of menu choices opens.
You can pick the function that you want to do.
Home Menu
During this course you will use the “Cut, Copy, Paste and Select All commands”
In the Edit menu.
Click the “Home menu”.
A list of menu items appears.
Here is where you can: “Cut & Paste”. Other options: “Fonts, Paragraphs, Styles and Editing”.
Note: In order to cut, copy or pastea word or picture, the word or picture must be selected in the document. Because nothing is selected in the blank document, the Cut, Copy and Paste commands appear faded, or “grayed out”. Other commands also are grayed out, for the same reason: they don’t make sense if there’s no active document with words.
Insertion point
The insertion point is a blinking vertical line that marks the location where new typed or pasted text will appear. Its purpose, and the way it works, is different from the mouse pointer.
Word 2007 Training Video
There is a good Training video for you to do at home at your leisure. You will be asked to double click on the Practice 1 and Practice 2 Icons at the appropriate times.
Note:
If you make a mistake and type a wrong letter, press the “Backspace” key to delete it, and then continue typing. Press the Backspace key once for each letter you want to delete.
The “Cut” command removes the selected item from the document and stores it for later use in a part of the computer’s memory known as the “Clipboard”.
The “Paste” command inserts the stored item into the document at the insertion point.
This is also where the characters you type on the keyboard will appear—i.e., at the insertion point.
Practice Exercise 3
Open a New File
You can open an new Word document by using the “Word Icon”
menu and select :
“New, Blank Document, Create”. (Document2 will appear on the
lower task bar).
Type your “Name, Address and City State and Zip Code” on the first 3 lines.
Hit enter 2 times to create spaces down and the enter “Today’s date”.
Hit enter 2 more times to create spaces down and the enter
“Dear (Name of person)”.
Hit enter 2 more times to create spaces down and the enter “Three paragraphs of text”.
Hit enter 2 more times to create spaces down and the enter “Sincerely, (Your Name)”.
Highlight the fist 3 lines. “(Your Name and Address)”.
Click on “Home”, select “Arial”, font size “14”. Select “B” (Bold), “I”(Italic) Select the color change with the large “A” and pick the “dark blue color”.
Your heading is complete.
Highlight the text of the document. “(From the Date to Sincerely)”.
Click on “Home”, select “Arial”, font size “12”. Your text is complete.
Click “Review, ABC Spelling & Grammar” to check the spelling. A dialog box will show any errors and you can select “Ignore”or “Replace” the word.
Click “Word Icon, Print, Print Preview” and review how your documents will print.
If you are satisfied with the document Click “Print”. To continue editing click on “Print Preview” on the toolbar and “Close Print Review”.
To save your document, Click on “Word Icon, Save As, Word Document”.
The computer will show the current file name in the “File name section”
of your document folder. Change it to “Letter to (Name)”.
The computer will show the location to save the file name as: “Documents”.
Click on the “Scroll bar” and select the (C:) Drive to save it in the Documents Folder on the Hard Drive. Click the “Save” button.
You can now “Close” the file and “Exit Word”.
Next is a listing of commonly used “Shortcuts” that are used by many people.
Practice Exercise 4
Open an Existing File
You can open an existing “Word”document by using the “Word Icon” menu. It is helpful to realize that when opening a file in Word, the computer needs to know where the file is, and what its name is. Ok, here goes with the details…
When you clicked the Open button in step 1 above, an “Open” dialog box appeared where you specify the location and name of the existing file (document) you want to open. This Open dialog box has a “Look in:” list box near the top.
To open a file using the Open dialog box, the idea is to first use the Look-in list box to select a storage area, such as the Desktop, where the file is located. (Don’t select a storage area or file yet;
Please note that the computer displays a list of the items on the Desktop.
(Remember that what’s on your desktop may be quite different from
what’s on mine!)
The instructions for opening “Letter to (Name)” follows:
Click the “Word Icon” menu. The File menu opens.
Pick the function that you want to do.
Choose “Open”
Look in: (C:\) and the “DocumentsFolder”.
Select: “Letter (You saved in Practice 3)”
Mouse pointer and insertion point
1 Move your mouse pointer around the document window. Notice that when the pointer is in the upper margin or left margin of the document, it appears as an arrow. When it is in the text area of the workspace it appears as an I-bar.
2 Move the pointer into an area where there is text and click the mouse button. A blinking insertion point is activated where you click.
Note: Typing and text-selection occur at the insertion point. Once you have
positioned the pointer by clicking the mouse button, you can move the mouse pointer out of the way by sliding it away, without clicking it.
You will use the document you opened to practice some of the steps in the next sections. In the last steps you will learn how to save a copy of the document with changes you have made, without affecting the original file.
Select and deselect text
It is necessary to “Select” (highlight) text prior to making changes to it.
These changes can be edits “Replace, Copy, or Delete text”, as well as formatting changes “Boldface, Underline, and Change fonts or sizes”.
Position the pointer to the left of the text you want to edit. Click and hold down the mouse button and drag through the character, word or words and release the mouse button when you have selected the text. The text is highlighted.
Some shortcuts for selecting text follow.
Double-click “a word”to select the entire word
Move the mouse pointer to the left margin of a line, and click when it has an arrow shape to select “an entire line”.
Triple-click in a paragraph (or double-click in the left margin) to select an “entire Paragraph”.
Position the insertion point just left of the first character in the text you want to select. Press and “Hold” down the “Shift key”then click just right of the last character you want to select.
The area between the first click and the last click will be “Highlighted”.
To deselect text, just click in a “neutral” location in the document.
Select and replace text
Keep in mind that any time text in a document is selected, that text will be
replaced by the function of any key you press, including the spacebar or
the Enter key.
1 Double-click a word in the letter to select it. The text is highlighted.
2 Press the “K” key. The selected text is replaced by the “K” you typed.
Undo (Top left corner circle arrow to the left)
If you make a mistake you can “undo” it and start again.
Click the “Undo” button on the toolbar. The last action you took will be undone.
In this case, replacing the word selected by the letter “K” will be “undone”.
The word is still highlighted. Click in a “neutral” area to deselect it.
Use Home toolbar buttons to format characters
You can use buttons on the formatting toolbar to change the appearance of words.
1 Move the mouse pointer to the left margin next to the first line of the first paragraph. When the pointer takes the shape of an arrow, click to select the first line. The line becomes highlighted.
2 Click the “Bold” button on the formatting toolbar shown below. Click anywhere in your document to deselect the line and turn off the highlighting; that will help you see the bold text better.
3 Double-click any word to select it.
4 Click the “Italic” button on the formatting toolbar. The selected word is now in italics.
5 While the word is still selected, click the “Underline” button. The word is now in italics and underlined. Click somewhere else in the document to
de-select the word.
Remove formatting
1 Double-click the word that is underlined and italicized to select it.
2 Click the “Italic” button and click the “Underline” button. Both formats are now removed and the words appear in regular format.
(Thus, these two buttons behave like toggles.)
Change fonts
You can change the way the text looks in your document by changing the font and the font size.
1 Select a word in the first sentence. Place the mouse pointer just left
of the first letter and press and hold down the mouse button and drag the mouse pointer to the right over the two words. Release the mouse button. The word should be highlighted.
2 Look in the “Font” list box on the formatting toolbar to see that the font for the selected text is “Times New Roman”.
3 While the phrase is still selected, click the arrow on the Font list box then move the pointer up to click “Arial”. The highlighted font for the text changes from “Times New Roman” to “Arial”.Notice that it looks different from the Times-Roman text around it.
4 While the phrase is still selected, click the arrow on the “Font Size” list box and click “18” to change the font size from “12” to “18”.
5 Click anywhere in the document to turn the highlighting off to see the result of your font changes. It’s still in the “Arial” font, but is “larger” than before.
Delete text
You can delete text in several ways, including the following:
Click to place the insertion point to the rightof the letter(s) you want to delete and press the “Backspace Key” to delete character(s) to the left of the insertion point.
Click to place the insertion point to the leftof the letter(s) you want to delete and press the “Delete key” to delete characters to the right of the insertion point.
To delete a section of text, highlight the text you want to delete and press the “Delete key”.
You can delete text to the left or the right of where you place the insertion point.
1 Click at the end of the text on the page and press the “Enter” key to move to the next line.
2 Type the word computertwice with a space between the words.
3 Press the “Backspace” key to delete the “r” and the “e” at the end of the second word.
4 Click to the left of the “c” in the second “computer” and press the “Delete” key twice
to delete the “c” and the “o.”
5 Double-click the “mput” to select it and press the “Delete” key
Copy and paste
When you have a document that contains more text than will fit in the window, you need to use the scroll bar to see the rest of the text. Next you will make the document longer so you can practice using the scroll bar. You will copy the text and paste the copy below the current text. You will use the copy and paste buttons.
1 Click after the word “computer” at the bottom of the page and press the “Enter” key.
The insertion point is on a new line.
2 Click the “Edit” menu and click Select “All”. Everything on the page is highlighted.
3 Click the “Copy” button on the toolbar to put a copy of the selected text on the clipboard.
Use a scroll bar
1 Click the Up arrow on the vertical scroll bar to move up the page.
2 Click the Down arrow repeatedly to move down the page.
3 Use the roll wheel on the mouse.
Save a file
Once it has been saved on your computer or on a removable disk, a document is usually referred to as a file. The first time you save a file, a dialog box appears in which you type the name of the file. The file name can have up to 256 characters and may contain spaces. Pick a name that you will recognize easily in the future.
Word automatically adds a 4-letter extension (.docx) that may or may not appear at the end of the file name of all “Word” files.
The file you’ve been using was saved with the name “Letter to (Name)”. You may save a copy of the new changed file by using “Save As” and giving it a new name, and then “Save” the copy.
Double-click the “Documents” folder. The folder opens displaying the list of files it contains. Now the computer knows where you want to save the file.
Click the “Save” button (The Floppy Disk picture next to the “Word Icon” is a shortcut to “Save”)
Close a document
When you have completed a document or wish to stop working on it, close
the document.
Click the “Word Icon”, and “Close” to close the document.
Note:If you made any changes since you last saved the document you will be asked if you want to save the file. Click the “Yes” button if you wish to “Save” your changes.
The Keyboard
Shortcuts
The Desktop keyboard
You use a keyboard similar to the one shown above to type instructions that tell your computer what to do and to type the information you want it to process. Notebooks and Laptops are set up differently because of space.
Delete key
The Delete key erases characters to the right of the insertion point. It will also delete whatever has been selected or highlighted on the screen including icons on the desktop, groups of files and folders, etc.
Enter key
The Enter key is used to move to the next line and to create a new paragraph in Word. It can also be used instead of pressing a selected button to activate a command. In other words, it can act as a Yes or OK command.
The movement keys
The movement, or direction, keys let you move the insertion point around on the screen. Some keyboards have separate movement keys and on some keyboards they are on the numeric keypad.
Arrow keys -They move the insertion point in the direction of the arrows shown on the keys: left, right, up or down.
End-A key that moves the insertion point to the end of a line. It will move the insertion point to the end of the document if pressed in combination with the Ctrl key (Ctrl+End).
Home -A control key that moves the insertion point to the beginning of a line. It will move the insertion point to the start of the document if pressed in combination with the Ctrl key
(Ctrl + Home).
Keyboard Shortcuts Word (Most commonly used)
Move around One screen down-Page Down
One screen up-Page Up
Beginning of a line or row-Home
End of a line of row-End
Beginning of a document-Ctrl+Home
End of a document-Ctrl+End
Editing Select the whole documentCtrl+A
Copy Ctrl+C
Paste Ctrl+V
Cut Ctrl+X
Find Ctrl+F
Repeat the last format Ctrl+Y
Undo the last change Ctrl+Z
Printing Print Preview Alt+P then V
Print Ctrl+P
Save a document Save a document Ctrl+S
Now you can…
Start the Word program
1. Open an existing document
2. Minimize, restore, and maximize a window
3. Select, cut, copy, and paste text
4. Scroll up and down a document
5. Select text in a word processing document
6. Insert and delete text
7. Format selected text
8. Use Undo
9. Close a document
10. Open a new document
11. Save a document with a new name
12. Exit (close) a program
13. Log off the computer
