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Microsoft Word



Definition of terms

Microsoft word – is word processing software programmed designed to make the creation of professional documents fast and easy.

Templates – a special kind of document that provides the basic tools and text for creating adocument.

Starting Ms Word

i.)    Click on the start button

ii.)  Point on all Programes (winxp)

iii.)  Select Microsoft office

iv.) Click on Microsoft word 2007

Exploring the word window (parts of the window)

–     Microsoft office button

–     Quick access toolbar

–     Title bar

–     Ribbon

–     Ruler

–     Text area

–     Vertical and horizontal scroll bars

–     Status bar

Getting help and assistance

i.)    Click the help button on the far right side of the ribbon or press F1

ii.)  Type your question on the word help

iii.)  Click search

iv.) Select from the topic from the options

Creating a new blank document

i.)    Click on the office button

ii.)  Select New

iii.)  On the New document dialogue box select Blank and recent iv.) Select Blank document

v.)  Click Create

Creating a new document from a template

i.)    Click on the office button

ii.)  Select New

iii.)  On the New Document dialogue box select Installed Templates iv.) Under Installed Templates select a template e.g. Equity Fax

v.)  Click Create

vi.) Replace the text in the template with your preferred details

Saving   a document

i.)    Click on the office button

ii.)  Select the Save command

iii.)  Type the name of the file

iv.) Choose a location to save the file e.g. in my desktop

v.)  Click Save

Opening a document

i.)    Click on the office button

ii.)  Select  the Open command

iii.)  Select the source of the document e.g. desktop

iv.) Click on the document

v.)  Click the Open command button
Exiting from the ms word program

i.)   Click on the office button

ii.)  Select the Close command



Definition of terms

Format – the way text appears on a page

Font – a name given to a collection of text characters at a certain weight, size and style. Font is also referred to as typeface. Examples include;   Times New Romans, Arial, Bookman Old Style, Comic Sans Ms

Font style – refers to whether text appear s as Bold, Italized or underlined.

Clip board– a temporary storage area for cut or copied text and graphics.
Cut– to remove selected text or a graphic from a document to the clipboard so that it may be reinserted elsewhere in the document or in another document.

Copy– copies selected text or graphic into the clipboard.

Paste– to insert cut or copied text into a document from the clipboard

Alignment– the horizontal position of text within a line or between tab stops. Words alignment option are right, left, centered

Formatting text

i.)  Select the text to be formatted

ii.)  Click the home tab

iii.) On font group select the style, size , color, underline style e.t.c

Using the format painter tool

i.)  Select the text containing the preferred style

ii.)  Click on home tab

iii.) On clipboard group select format painter tool

iv.) The pointer turns into a brush

v.)  Drag it over another potion of the text to transfer the style

Cutting information into the clipboard

i.)  Select the information

ii.)  Click the  home tab

iii.) Go to clipboard group select cut

iv.) Click on a different section of your document

v.)  Select paste

Text alignment

i.)  Select the paragraph or text to be aligned

ii.)  Click the home tab

iii.) On paragraph group select alignment options e.g. left, right,center, justify

Line spacing

i.)  Select the paragraph or text to be spaced

ii.)  Click the home tab

iii.) On paragraph group click line spacing

iv.) On the drop down menu select the preferred spacing and justified.

Line spacing- the height of line of text often measured in lines or points.



Definition of terms

Automatic save– a feature that automatically saves document changes in a temporary file at specified intervals. If power to the printer is interrupted the changes in effect from last saved are retained.

Undo– it reverses the last command.

Redo– reverses the action of the undo command.

Style– a group of formatting instructions that you name and store and are able to modify. When you apply a style to a selected character and paragraphs all the formatting instructions of that style are applied at once.

Setting The Automatic Save Features

i.)    Click on the office button

ii.)  Select the Save As command

iii.)  Click on tool command on the bottom side of the Save As dialogue box

iv.) Select Save options

v.)  Under the save auto recovery info area, type a time interval vi.) Click Ok

Undo an action

i.)    On the quick access toolbar click on undo (Ctrl + Z)

Redo an action

i.)    On the quick access toolbar click on redo (Ctrl + Y)

Changing a document background

i.)    Click on the page layout tab

ii.)  On the Page Background group

iii.)  choose page color and select a color

iv.) You can get other fill effects by clicking on the fill effects options, e.g. gradient, patterns, patterns or picture.

Applying different styles

i.)    Select text

ii.)  On the Home tab Styles group,  select a style from the group



Thesaurus – a feature that replaces a word or phrase in the document with a synonym, antonym or related word.

Moving text by dragging

i.)    Select text

ii.)  Position the pointer in the selected text

iii.)  Drag and drop in different location N/B: You can hold down the Ctlr key to copy by dragging.

Using the right mouse key to check spelling

i.)    Red zigzag underline indicates possible spelling mistakes

ii.)  While green ones indicate possible grammar mistakes
iii.)  Position the pointer in the zigzag underlined word
iv.) Right click and choose a suggestion e.g. the correct word, Add to

dictionary, the Ignore e.t.c

Using the spelling and grammar tool

i.)    Click on the Review tab

ii.)  On the Proofing group select Spelling and Grammar (F7)

iii.)  Choose a suggested word then click change button

iv.) Click Add to Dictionary to add a word to the custom dictionary
ignore to ignore the rule e.t.c

N/B: after the correction a message appears indicating that spelling has been completed.

Using the thesaurus feature

i.)   Select a word in the document
ii.)  Click on the Review tab

iii.)  On the Proofing group select Thesaurus (Shift + F7)
iv.) On the right side choose a synonym or antonym

v.)  Click replace



Moving around a word document using the mouse

i.)   Click on the scroll buttons to move up and down the document one line at a time.

ii.)  Drag the scroll box to move to a desired location.

iii.)  Click a blank area within the scroll bar to move up and down one page at a time.

iv.) Click on the twin arrows to move to the next or previous page.

v.)  Turn the scroll wheel to move up and down the document

Moving around a document using the keyboard

i.)   Press the home key to move the cursor to the start of the current line and end key to move the cursor to the end of the line.

ii.)  Press page up to scroll up one screen at a time and page down to scroll down one key at a time.

iii.)  Press Ctrl + Home to move at the beginning of the document and Ctrl +End to move at the end of the document
iv.) Press Ctrl + left or right mouse button to move one word at a time.

v.)  Press up and down arrow keys to move the cursor up one line and down one line at a time.

Using the F5 key (Ctrl + G)

i.)   Press F5 key

ii.)  Type the page you  want to go to iii.)  Click Go To

Selecting text using the mouse

i.)   Drag across text on a document to select

ii.)  Click on the left margin to select an entire line
iii.)  Double click within a word to select it
iv.) Triple click within a paragraph to select it
Selecting text using the keyboard

i.)   Hold down the shift key

ii.)  Press the cursor movement keys to select text

iii.)  You can also press Ctrl + A to select the entire document

Moving between open word documents

i.)   Click on View tab

ii.)  On Window group select Switch Windows

iii.)  Click on the document of interest

Arranging open word documents

i.)   Click  on the View tab

ii.)  On Windows group select Arrange All



Definition of terms

Sentence case -capitalizes the first letter of the first word in the selected sentences.

Lower case – changes all selected text to lowercase letters.

Upper case – changes all selected text to capital letters

Title case – capitalizes the first letter of each word in the selection

Toggle case – capitalizes all uppercase letters to lower case and vice versa.

Changing cases

i.)    Select text

ii.)  Click on the Home tab

iii.)  On the Font group select Change Case

iv.) Select an appropriate case

Applying drop cap

i.)    Click on the Insert tab

ii.)  On the Text group select drop cap

iii.)  Click on an appropriate drop cap

iv.) Go to Drop Cap Options to change font types, number of lines to

drop, distance from the text e.t.c

Applying bullets and numbering

i.)    Select a list of items

ii.)  On the Home tab on the Paragraph group select Bullets
iii.)  To apply numbers select Numbering, then select appropriate number

Paragraph formatting and indenting

i.)    Select the paragraph

ii.)  On Home tab paragraph group click on the paragraph activator tool

iii.)  Choose an option under the indentation  e.g. first line under the special indentation

iv.) Choose the spacing between the paragraphs

v.)  You can also change the spacing between line by choosing a line spacing

vi.) Click Ok to save the changes

Applying shadows and borders

i.)    Select text or paragraph

ii.)  On Home tab the Paragraph group click on Bottom Border iii.)  Select Borders And Shadings option

iv.) Click Borders tab to apply borders around text

v.)  Click on Page Border tab to apply a border around the page
vi.) Click Shadings tab to apply a shading or pattern around the selected text

vii.) Click Ok to save the changes



Header – the contents of the header will appear at the top of each printed page

Footer – the contents of the footer will appear at the bottom of each printed page

Inserting headers and footers

i.)    Open a document

ii.)  Click on Insert tab

iii.)  On the Header & Footer group click on header for header and footer for footer

iv.) select edit header

Inserting date and time

i.)    Click on the Insert tab

ii.)  On the Text group Select date and time

iii.)  Choose an appropriate date

iv.) Click Ok to save the changes

Inserting AutoText

i.)   Click on the Insert tab

ii.)  On Text group select Quick Parts iii.)  Select the Field option

iv.) Select a field name e.g. author under field names

v.)  Click Ok

Inserting symbols

i.)   Click on the Insert menu

ii.)  On the Symbols group select Symbol
iii.)  Select an appropriate symbol
 Inserting a comment

i.)   Select a word

ii.)  Click on the Review tab

iii.)  On the Comments group select New Comments iv.) Type your comment

Inserting Footnotes and End notes

i.)   Select a word

ii.)  Click on the Reference tab

iii.)  On Footnotes group click either a Footnote or End Note option

Inserting clipart pictures

i.)   Position the cursor where you want to insert the picture

ii.)  Click on the Insert tab

iii.)  On the illustrations group click Clip Art iv.) Click Go

v.)  Select the picture vi.) Click Insert

Inserting word art

i.)   Position the cursor where you want the word art to appear

ii.)  Click the Insert tab

iii.)  On the Text group select Word Art

iv.) Select an appropriate word art style then click Ok

v.)  Type appropriate words

vi.) Click Ok

Drawing in Ms Word

i.)   Click the Insert tab

ii.)  On Illustrations group select shapes

iii.)  On shapes click on a tool and drag the mouse to draw

iv.) Select an object then on Format tab shapes styles select shape   fill

v.)  Select shape outline to shape the outline color

vi.) To apply 3D effect click the object then Format tab, on 3D  Effects group choose an appropriate 3D effect

vii.) To apply shadows click on the object then Format tab on Shadow Effects group click on Shadows then choose an appropriate shadow

viii.)T o rotate an object click the object then Format tab, on Arrange group click rotate then select an appropriate degree to rotate the object



Password to open – the document will open when a user types the correct password. If you forget or lose the password you cannot open a document.
Password to modify – if you type a password to modify in the document the document opens for editing. If you forget or lose the password the document will open as read only.

Using the find and replace feature

i.)    Click on Home tab

ii.)  On editing group select Replace option (Ctrl + H)
iii.)  Under the Find What area type the word to be replaced
iv.) Under the Replace With area type the word to replace with
v.)  Click Replace button or Replace All to replace all such words in the document.

Using the word count feature

i.)    Ensure the document is open

ii.)  Click on Review tab

iii.)  On Proofing group select Word Count

iv.) A message box appears displaying the statistics of your document.

v.)  Click Close

Applying newspaper columns

i.)    Select text

ii.)  On the Page Layout select Columns

iii.)  Select the number of columns

Protecting a document using password

i.)    Click the Office button

ii.)  Select Save Us

iii.)  Click the Tools command at the bottom of the Save Us dialogue box

iv.) Select General Options

v.)  Enter password to open and to modify

vi.) Re-enter password to confirm

vii.) Note that passwords are case sensitive

viii.)C lick Ok then save the document

Unprotecting a document

i.)    Click the Office button

ii.)  Select Save Us

iii.)  Click the Tools command at the bottom of the Save Us dialogue box

iv.) Select General Options

v.)  Click on the password area and press backspace to delete vi.) Click Ok to save the changes



Inserting tables

i.)    Position the cursor where you want to insert the table

ii.)  Click on Insert tab

iii.)  Click Table

iv.) Select Insert Table

v.)  Under the table size option indicate the number of required columns and rows

vi.) Click Ok

vii.) Enter details on the table

Splitting cell

i.)    Click on a cell

ii.)  Click on the Layout tab

iii.)  On Merge group click Split Cell

iv.) In the dialogue box that appears indicate the number of columns and rows

v.)  Click Ok to split the cell Merging cells

i.)   Select multiple cells in a table
ii.)  Click on the Layout tab

iii.) On Merge group click Merge Cells

iv.) Cells are merged into a single cell
 Distributing rows and columns evenly

i.)   Select rows and columns in the table
ii.)  Click the Layout tab

iii.)  On Cell Size group select Distribute Columns evenly for even

sized columns, select Distribute Rows evenly for even sized rows Changing text direction in a table

i.)   Select the row or column that contain the text

ii.)  Click the Layout tab

iii.)  On Alignment group click on Text Direction

Sorting entries in a table

i.)   Select the cells containing the data
ii.)  Click on the Layout tab

iii.)  On Data group Click on Sort

Automatically formatting your table

i.)   Select your table

ii.)  Click on the Design tab

iii.)  On Table Styles group click on the styles of the table
iv.) Scroll up and down to find a suitable format
 Adding numbers in the table

i.)   Select the cell to contain the answer preferably the cell under a the numbers to be added

ii.)  Click on the Layout tab

iii.)  On Data group select formula

iv.) Click Ok to add



Envelopes and labels

i.)   Click on Mailings tab

ii.)  On Create group Select Envelopes
iii.)  Click on the Envelopes tab
iv.) Enter the address of the recipient

v.)  Enter details of the delivery address and the return address

vi.) Set appropriate envelope options e.g. size then click print button vii.) To print labels click the Labels tab

viii.)E nter details of the labels

ix.) Set label option such as type of label and size

x.)  Click Print to print the labels

Using the mail merge features

i.)   Open a new document

ii.)  Type the common contents of the letter leaving out the detailS of the recipient

iii.)  Click on Mailings tab

iv.) On start Mail Merge click select recipients

v.)  select Type A New List

vi.) fill in the blank entries of interest the click New Entry to go to  the next entry

vii.) click Ok button

viii.)type an appropriate name then click Save

ix.) on Write& Insert Fields group click the Address Block

x.)  on the Preview Results group click Preview Results use the next
and previous buttons to scroll through  your recipient addresses