word 2013-2007- introductory - teachucomp, inc

A Presentation of TeachUcomp Incorporated.

Copyright © TeachUcomp, Inc. 2012

TeachUcomp, Inc.…it’s all about you

Introductory

Word

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2Introductory Word©TeachUcomp, Inc.

Introductory Word

TeachUcomp, Inc.Phone: (877) 925-8080

Web: http://www.teachucomp.com

Copyright:

Copyright © 2012 by TeachUcomp, Inc. All rights reserved. This publication, or any part thereof,

may not be reproduced or stored in a retrieval system, or transmitted in any form or by any means,

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Trademark Acknowledgements:

Windows, Windows XP, Windows Vista, Windows 7, Windows 8, Microsoft Word 2003, Microsoft

Word 2007, Microsoft Word 2010, Microsoft Word 2013, Microsoft Excel 2003, Microsoft Excel 2007,

Microsoft Excel 2010, Microsoft Excel 2013, Microsoft Access 2003, Microsoft Access 2007, Microsoft

Access 2010, Microsoft Access 2013, Microsoft PowerPoint 2003, Microsoft PowerPoint 2007, Microsoft

PowerPoint 2010, Microsoft PowerPoint 2013, Microsoft Project 2007, Microsoft Project 2010, Microsoft

Project 2013, Microsoft Outlook 2003, Microsoft Outlook 2007, Microsoft Outlook 2010, Microsoft Outlook

2013, Microsoft Publisher 2003, Microsoft Publisher 2007, Microsoft Publisher 2010, Microsoft Publisher

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Disclaimer:

While every precaution has been made in the production of this book, TeachUcomp, Inc. assumes

no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of

the information contained herein. These training materials are provided without any warranty whatsoever,

including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. All

names of persons or companies in this manual are fictional, unless otherwise noted.

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Welcome to Teachucomp, Inc.’s Introductory Word

course. This class introduces the student to Microsoft

Word, one of the most popular word processing programs

available today. This class is designed to give the student

with little or no knowledge of this program a firm skills base

in Word.

Word is an excellent first program to learn, as the skills

that we learn in Word apply to many other programs as

well. It is the recommended starting point for learning

Microsoft Office.

Word is a multi-featured word processing program in

which you can create documents like memos, letters,

faxes, and labels. It is a very powerful program, and has

many advanced features that can automate and simplify

your work. Whether you want it to create charts and

reports, envelopes and labels, or create a mail merge,

Word can assist you in accomplishing your tasks quickly

and easily.

This class will focus giving you, the student, the basic

working foundation of the Word program. You will learn

how to create and format your own documents, change

views of your document, use the Spelling & Grammar

checking functions, insert headers and footers, and print

your documents.

Introduction and OverviewSa

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Chapters/Lessons: Page(s):Introduction and Overview 3

CHAPTER 1- Getting Acquainted with Word 5

1.1- About Word 6

1.2- The Word Environment- 2013:2010 7

1.3- The Word Environment- 2007 8

1.4- The Title Bar 9

1.5- The Ribbon 9

1.6- The “File” Tab and Backstage View- 2013:2010 10

1.7- The Microsoft Office Button- 2007 Only 10

1.8- The Quick Access Toolbar 11

1.9- Touch Mode- 2013 11

1.10- The Ruler 12

1.11- The Scroll Bars 12

1.12- The Document View Buttons 12-13

1.13- The Zoom Slider 13

1.14- The Status Bar 13-14

1.15- The Mini Toolbar 14

1.16- Keyboard Shortcuts 14

Getting Acquainted with Word- Actions 15-19

Getting Acquainted with Word- Exercises 20

CHAPTER 2- Creating Basic Documents 21

2.1- Opening Documents- 2013 Only 22

2.2- Opening Documents- 2010 Only 23

2.3- Opening Documents- 2007 Only 23-24

2.4- Closing Documents 24

2.5- Creating New Documents- 2013:2010 24

2.6- Creating New Documents- 2007 Only 24

2.7- Saving Documents- 2013 Only 25

2.8- Saving Documents- 2010 Only 25-26

2.9- Saving Documents- 2007 Only 26

2.10- Recovering Unsaved Documents- 2013 Only 26

2.11- Entering Text 27

2.12- Moving through Text 27

2.13- Selecting Text 27

2.14- Non-Printing Characters 28

2.15- Managing Multiple Documents 28

2.16- Working with Word File Formats 29

Creating Basic Documents- Actions 30-35

Creating Basic Documents- Exercises 36-37

CHAPTER 3- Basic Editing Skills 38

3.1- Deleting Text 39

3.2- Cutting, Copying, and Pasting 39

3.3- Undoing and Redoing Actions 39-40

3.4- Finding and Replacing Text 40-41

Basic Editing Skills- Actions 42-44

Basic Editing Skills- Exercises 45

CHAPTER 4- Basic Proofing Tools 46

4.1- The Spelling and Grammar Tool 47

4.2- Setting Default Proofing Options 47-48

Basic Proofing Tools- Actions 49-50

Basic Proofing Tools- Exercises 51-52

CHAPTER 5- Font Formatting 53

5.1- Formatting Fonts 54

5.2- The Font Dialog Box 54

5.3- The Format Painter 55

Font Formatting- Actions 56

Font Formatting- Exercises 57

Table of Contents

Chapters/Lessons: Page(s):

CHAPTER 6- Formatting Paragraphs 58

6.1- Aligning Paragraphs 59

6.2- Indenting Paragraphs 59

6.3- Line Spacing and Paragraph Spacing 60

Formatting Paragraphs- Actions 61-62

Formatting Paragraphs- Exercises 63

CHAPTER 7- Setting Page Layout 64

7.1- Setting Page and Section Breaks 65

7.2- Using Headers and Footers 66-67

7.3- Using Page Setup 67

Setting Page Layout- Actions 68-69

Setting Page Layout- Exercises 70

CHAPTER 8- Using Templates 71

8.1- Using Templates- 2013:2010 72

8.2- Using Templates- 2007 Only 73

Using Templates- Actions 74

Using Templates- Exercises 75-76

CHAPTER 9- Printing Documents 77

9.1- Previewing and Printing Documents- 2013:2010 78

9.2- Using Print Preview- 2007 Only 79

9.3- Printing Documents- 2007 Only 79

Printing Documents- Actions 80-81

Printing Documents- Exercises 82-83

CHAPTER 10- Helping Yourself 84

10.1- Using Word Help 85

Helping Yourself- Actions 86

Helping Yourself- Exercises 87

Word Keyboard Shortcuts 88-91

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CHAPTER 1-

Getting Acquainted with Word

1.1- About Word

1.2- The Word Environment- 2013:2010

1.3- The Word Environment- 2007

1.4- The Title Bar

1.5- The Ribbon

1.6- The “File” Tab and Backstage View- 2013:2010

1.7- The Microsoft Office Button- 2007 Only

1.8- The Quick Access Toolbar

1.9- Touch Mode- 2013

1.10- The Ruler

1.11- The Scroll Bars

1.12- The Document View Buttons

1.13- The Zoom Slider

1.14- The Status Bar

1.15- The Mini Toolbar

1.16- Keyboard ShortcutsSample

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1.1- About Word:

Microsoft Word is a word processing program that you can use to create various types of

documents. You can create standard letters, memos, faxes, envelopes, labels, and many other types of

documents. You can also create your own custom documents, as you have complete control over the

appearance of your documents. For example, you control the size, style, and color of your font. You also

can modify the document by changing the margins, tabs, and alignment of the pages. If you are

knowledgeable of how the Word program functions, then you can quickly and easily create almost any type

of document you can imagine.

Word also has the ability to create its own charts and tables for use in your documents. Also, as part

of the Microsoft Office, you can import data from other Microsoft Office applications into your Word

documents. For example, you could display data from an Excel spreadsheet in your document easily, if you

prefer. You could also use Word directly to create a table in which to store information and perform

mathematical operations. You can also take advantage of other tools in Word that assist you in proofing

your documents. The “Spelling & Grammar” checker exemplifies the ingenuity of this program’s design.

Whatever your situation, Word has tools that can help you to accomplish your word processing goals.

If you need further assistance as you learn and enhance your skill set, Word provides you with

several intuitive help features. It offers advice and guidance on setting up your documents, and it works as a

search engine within the program to help you find information. You can also find additional assistance

material by browsing through the help information by subject.

You may start Word by double-clicking the Word icon, or by using the Windows Start Menu. Once

the application has started, you are ready to begin creating documents. As when learning any new program,

you should first take a moment to become familiar with the general operating environment of the Word

program. To become a fast and efficient Word user, you will have to know where things are at in the

program and what they are called.

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1.2- The Word Environment- 2013:2010:

If you are an experienced Word user, you will notice that the interface in Word 2013 is similar to the

interface used in Word 2010. For new users of the program, as with any program, you should begin by

familiarizing yourself with your working environment. You should start by learning the names and locations

of the tools you will need to create Word documents. The first object to examine is the Ribbon at the top of

the application window. This tool is where you can find all of the tabs, groups, and commands available for

your use within the Word program. Note that we will examine using this tool, and other tools within the

interface, within separate lessons in this chapter.

You will also need to familiarize yourself with the “File” tab that is located in the upper-left corner of

the Ribbon. Clicking this tab within the Ribbon opens the “backstage view” of your document, which allows

you to access the most common file functions, such as creating a new document, saving documents, and

printing.

Above the Ribbon is the Quick Access Toolbar. You can easily add buttons to this toolbar for the

commands that you use most frequently and wish to always have available. This is the only toolbar

available for use in Word 2013:2010. You will notice several important buttons are already set here: “Save,”

“Undo,” and “Redo” You can also easily remove buttons that you have added to this toolbar, as well. At the

top of the window, you will see the name of the current document that you have open. This will appear to

the right of the Quick Access Toolbar in an area known as the Title Bar.

Below all of the tools, the current document is displayed. This is where you create the actual content

of the document. Most of the actual work in Word will be done in the document window.

At the right side of the document you will see a vertical scroll bar. You may also see a horizontal

scroll bar at the bottom of your document if your document is wide, or if you zoom in on the document. You

can use the vertical scroll bar to scroll up and down through your document. You can use the horizontal

scroll bar, if shown, to scroll left and right across the document.

Speaking of zooming the document, you can easily zoom in to increase the document’s

magnification or zoom out to decrease the magnification using the “Zoom” slider that appears in the lower

right corner of the window.

Also, to the left of that, you can see the various Document View Buttons that allow you to switch the

view of your document, as needed.

Now that we have an overview of the major onscreen elements, where they are located by default,

and what they are called, we can now look at the general use and functionality of the various onscreen

elements within the Word application.

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1.3- The Word Environment- 2007:

If you are an experienced Word user, you will notice that the interface in Word 2007 is vastly

different than the interface in previous releases. So this time, unlike recent previous releases of this

program, even veteran Word users will need to take some time to reacquaint themselves with the interface

and the objects within it. For new users of the program, as with any program, you should begin by

familiarizing yourself with your working environment. This is where we will begin exploring Word 2007.

If this is the first time that you have used Word, then the first thing to notice is that the Word screen

consists of two windows: the application window and the document window. The document window opens

up within the application window. The document window is where you create and modify documents. You

may close the document window without closing the Word application. This allows you to open and close

different documents without having to restart the program.

When you close the application window, Word will close. It will also prompt you to save any open

documents that you were working on before closing. The document window is inside of the application

window. It contains the actual document that you are creating. You may have several documents open at

the same time in Word.

Now we will point out the names and locations of several tools that you will need in order to create

your Word documents. The first object that we will point out is the new Ribbon at the top of the application

window. This tool is where you can find all of the tabs, groups, and commands available for your use within

the Word program. For upgrading users, you will find that the new Ribbon both replaces and combines the

older Menu Bar and the various toolbars (like the Standard Toolbar and the Formatting Toolbar) that you

have been used to using. We will discuss this and other tools in separate lessons within this chapter.

You will also need to familiarize yourself with the new Microsoft Office Button that is located in the

upper-left corner of the application window. Clicking this button allows you access to the most common file

functions, such as creating a new document, saving documents, and printing.

To the right of the Microsoft Office Button, and above the Ribbon is the new Quick Access Toolbar.

You can easily add buttons to this toolbar for the commands that you use most frequently and wish to

always have available. You will notice several important buttons are already set here: “Save,” “Undo,”

“Redo,” and “Print.” You can also easily remove buttons that you have added to this toolbar, as well. Of

course, at the top of the window, you will see the name of the current document that you have open. This

will appear to the right of the Quick Access Toolbar in an area known as the Title Bar.

Below all of the tools, the current document is displayed. This is where you create the actual content

of the document. Most of the actual work in Word will be done in the document window.

At the right side of the document you will see a vertical scroll bar. You may also see a horizontal

scroll bar at the bottom of your document if your document is wide, or if you zoom in on the document. You

can use the vertical scroll bar to scroll up and down through your document. You can use the horizontal

scroll bar, if shown, to scroll left and right across the document.

Speaking of zooming the document, you can now easily zoom in to increase the document’s

magnification or zoom out to decrease the magnification using the new “Zoom” slider that appears in the

lower right corner of the window.

Also, to the left of that, you can see the various Document View Buttons that allow you to switch the

view of your document, as needed.

Now that we have an overview of the major onscreen elements, where they are located by default,

and what they are called, we can now look at the general use and functionality of the various onscreen

elements within the Word application.

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1.4- The Title Bar:

The Title Bar is the bar that runs across the top of the application window. The name of the

document that you are working on will be displayed in the center of this bar. At the right end of the Title Bar

is a button group. There are five buttons in this group in Word 2013 and three in Word 2010 and 2007. They

are, from left to right, “Microsoft Word Help,” “Ribbon Display Options,” “Minimize,” “Maximize/Restore

Down,” and “Close.” In Word 2010 and 2007, only the last three buttons mentioned are displayed. Other

than the “Microsoft Word Help” button, these buttons affect the display of the application window.

In Word 2013, you can click the “Microsoft Word Help” button to open a separate window where you

can search for help topics within Word. Clicking the “Ribbon Display Options” button will show you options

for changing the display of the Ribbon in a drop-down menu. You can click on the choice of Ribbon display

that you prefer within this drop-down menu to set the appearance of the Ribbon within Word 2013.

Clicking the “Minimize” button will send the application window down to the Windows Taskbar where

you can view it again later by clicking on its entry within the Windows Taskbar.

Clicking the “Maximize” button will enlarge your application window to fill the entire display. It will

also toggle the function of the same button to the “Restore Down” command. Clicking the “Restore Down”

button will change the size of the window, allowing you to size and position it onscreen as you wish using

your mouse. When you click the “Restore Down” button, it will toggle back into the “Maximize” button.

Clicking the “Close” button will simply close the Word application. If you have unsaved changes in

any open documents, you will be prompted to save those changes before the program closes.

1.5- The Ribbon:

The primary tool that is available for you to use in Word is the Ribbon. This object allows you to

perform all of the commands available in the program. The Ribbon is divided into tabs. Within these tabs are

different groups of commands. The commands in each group can be accessed either through the use of

buttons, boxes, or menus that are available within the group.

Also note that for advanced options, or for users more familiar with the old “dialog box” functionality

of Word, you can click the Dialog Box launcher button that appears in the lower right corner of some groups

on the currently displayed, or “active,” tab within the Ribbon in order to open a dialog box of options that are

available for the group.

You should also notice that you can double-click on the active tab within the Ribbon to both hide and

show the contents of the Ribbon. This can be a handy way to gain additional workspace while composing

the text of the active document.

You can simply click on the main tabs shown in the Ribbon to switch the groups displayed. The

default tabs shown in the Ribbon are: “File” (in 2010 and later), “Home,” “Insert,” “Design” (in 2013), “Page

Layout,” “References,” “Mailings,” “Review,” “View,” and (possibly) “Add-Ins.” You can also enable the

“Developer” tab, if using macros or code within a document.

In addition to the primary tabs available for you to use in Word, you will also see special “contextual”

tabs that will appear within the Ribbon when you have a particular type of object selected in your document.

You will see contextual tabs appear, for example, when you have either a picture, table, diagram, drawing,

or chart selected within your document. The groups that then appear on the contextual tabs will be directly

related to the type of object selected. You can make the contextual tabs disappear by clicking away from the

selected object within the document.

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1.7- The Microsoft Office Button- 2007 Only:

The Microsoft Office button gives you access to your basic file management functions within Word

2007. For upgrading users, you will find that this button replaces the functionality previously found under the

“File” command in the old Menu Bar.

When you click this button, you will see a panel of commands appear. At the left side of the panel is

a listing the most basic and fundamental file management commands. You can find the following commands

in the upper section of the command menu: “New,” “Open,” “Save,” and “Save As.” In the section below that,

you will find commands for the most common tasks performed with a finished document: “Print,” “Prepare,”

“Send,” and “Publish.” At the bottom of the command list is the “Close” command, which you can use to

close the current document.

To the right of the command menu is a listing of the most recently opened documents. Microsoft

Word still maintains a default listing of the nine most recently opened documents in the “Recent Documents”

section. You can click on the name of a document listed here to quickly reopen a recently accessed

document. As before, you can increase or decrease the number of recently opened documents shown in

this section by changing Microsoft Word’s default options. We will cover these options much later, but it is

useful to note that they can be accessed by clicking the “Word Options” button in the lower right corner of

this panel. For upgrading users, note that this replaces the options that used to be found by selecting the

“Tools| Options..” command from the old Menu Bar.

You can also click the “Exit Word” button that is located in the lower right corner of this panel to exit

the Word application. You will be prompted to save any unsaved changes to any open documents before

Word closes.

1.6- The “File” Tab and Backstage View- 2013:2010:

Starting in Word 2010, the “File” tab within the Ribbon replaces the functionality of the older

“Microsoft Office” button that appeared in Word 2007. You can click the “File” tab in the Ribbon to open a

view of the file called the “Backstage View.” In this view, you can perform all of your file management. This

includes performing functions such as saving your file, opening an existing file, or creating a new file.

The “File” tab is shown in a different color so that you can easily locate it. When you click the “File”

tab within the Ribbon, you will no longer see the contents of the file that you were working on, but rather you

will see the “Backstage View” of your file. The commands that are shown at the left side of the view are the

file management commands that are available for your program.

When you click on a command in this section of commands at the far left side of the backstage view,

you will then see additional options for the selected command appear to the right within the Backstage

View. You can then make additional selections in the new section, as needed. For example, to create a new

document, you click the “New” command and then select the desired document template to use from the

listing shown to the right in the Backstage View.

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1.8- The Quick Access Toolbar:

The Quick Access toolbar is located above the Ribbon, by default. However, you can also place it

below the Ribbon, if desired, by clicking the “Customize Quick Access Toolbar” button at the right end of the

toolbar and then selecting the “Show Below the Ribbon” command. You can reset it to its default location by

clicking the same “Customize Quick Access Toolbar” button and then choosing the “Show Above the

Ribbon” command.

This is the only toolbar available for use in Word. By default, you have buttons for quick access to

the following commands: “Save,” “Undo,” “Redo (Repeat).” However, you can easily add buttons to this

toolbar for the functions that you use most. One way to add a button to the Quick Access toolbar is to right-

click on any command button or function within the Ribbon which you want to add, and then choose the

“Add to Quick Access Toolbar” command. The function will then be added to the Quick Access toolbar. You

can easily remove a button that you have added to the Quick Access toolbar by right-clicking on the button

that you wish to remove, and then choosing the “Remove from Quick Access Toolbar” command.

Note that you can more thoroughly customize the Quick Access toolbar by clicking the “Customize

Quick Access Toolbar” button, and then choosing the “More Commands…” command. This opens the

“Word Options” window. At the right side of the panel are two sets of command button listings. The listing at

the far right of the panel is the set of button commands that are currently shown in the Quick Access toolbar.

The order in which the commands appear in this list from top to bottom is the order in which they will display

from left to right within the Quick Access toolbar. To the left of this panel is a listing of commands that you

can add to the Quick Access toolbar. You can select which functions are shown in this list by selecting a

command grouping to display from the “Choose commands from:” drop-down that is located above the list.

To add a command to the Quick Access toolbar from this list, click on the command that you wish to

add from the choices available in the left list. Then click the “Add>>” button to move the selected command

into the Quick Access toolbar list to the right.

You can remove a command from the Quick Access toolbar list at the right by clicking on it to select

it, first. Then just click the “Remove” button to remove it from the list.

Also, you can change the order in which the buttons appear in the Quick Access toolbar by selecting

a command in the list, and then clicking either the “Up” or “Down” arrow buttons to the right of this list. When

you have finished customizing the content of the Quick Access Toolbar, click the “OK” button in the lower

right corner of the “Word Options” window to save and apply your changes.

1.9- Touch Mode- 2013:

Because of the increased use of tablets, Word 2013 has been redesigned with a new mode to allow

for easier access to the buttons and other commands within the Ribbon and Quick Access toolbar. This

mode is called touch mode. When you enter touch mode within the Word 2013 interface, the Ribbon and

Quick Access toolbar are enlarged and extra space is added around the buttons and commands within the

Ribbon and Quick Access toolbar so that you can more easily access them on your touch-based tablet.

To enable touch mode within Word 2013, click the small drop-down arrow at the right end of the

Quick Access toolbar to display a listing of the most commonly used commands. Then click or tap the

“Touch/Mouse Mode” command in the drop-down menu to add that button to the Quick Access toolbar.

You can then enable or disable touch mode in Word 2013 by clicking or tapping the “Touch/Mouse

Mode” button within the Quick Access toolbar. From the drop-down menu that then appears, you can select

the mode you prefer to use: “Mouse” or “Touch.” When “Touch” mode is enabled the buttons within the

Ribbon and Quick Access toolbar will appear larger and with more space surrounding them onscreen. You

can select the “Mouse” choice to toggle touch mode off, restoring the default size of the buttons onscreen.Sample

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1.10- The Ruler:

Microsoft Word provides you with a ruler that you can use to set tabs within a document and assist

in the placement and positioning of document text and document objects. Depending upon which document

view you are using, the ruler may appear differently. The ruler appears both horizontally and vertically in the

“Print Layout” view, but only appears horizontally in the “Draft” view.

While the ruler is useful in many ways, it will be covered in the context of its use in the program

within this tutorial. For now, you should learn where it appears and how to turn it on and off.

You can turn the ruler on and off by simply clicking the “View Ruler” button that appears above the

vertical scroll bar at the right edge of the document window. Alternately, you can also toggle the display of

the ruler by selecting the “View” tab in the Ribbon. You can then check or uncheck the “Ruler” checkbox in

the “Show” group (“Show/Hide” group in 2007) to turn the display of the ruler on and off.

1.11- The Scroll Bars:

The scroll bars can appear both vertically and horizontally along the right and bottom sides of your

document window. They have arrows at the each end that point in the direction in which they will scroll the

document when you click them.

Of course, as the name implies, you simply use the scroll bars to scroll through your document’s

content. You may click the arrows at the ends of the scroll bars to move through the document, or you may

click and drag the box inside of the scroll bars to move through the document more rapidly.

If you have a mouse with a scrolling wheel, you can simply roll the scroll wheel on your mouse up or

down to vertically scroll through your document, as the scroll wheel on your mouse is typically set to work

with the vertical scroll bar in Microsoft Word.

1.12- The Document View Buttons:

The document view buttons are a group of buttons located in the lower right corner of the

application. They are also located in the Ribbon under the “View” tab. You can click these buttons to

change the working view of your document. By default, Word will open in “Print Layout” view, which is the

view most commonly used for standard document creation. Unless otherwise specified by the lesson, you

can assume that the document view referenced in the lessons of this tutorial will refer to the “Print Layout”

view. This view allows you to see the document in the manner in which it will appear when printed. This

view shows margins, page breaks, and header and footer information.

However, you can switch between the different views of a document as needed. Each has its own

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1.12- The Document View Buttons- (cont’d.):

use within the program. The different document views are: “Print Layout,” “Full Screen Reading,” “Web

Layout,” “Outline,” and “Draft.” As with any document, you should select the view that works best for the

document that you are trying to execute. For example, if you are trying to use Microsoft Word to create a

blog entry, then you may want to view it in the “Web Layout” View. Since we have already discussed the

function of the “Print Layout” view, let’s review the purpose of the various other document views that are

available. “Full Screen Reading” view is used to maximize the amount of space available for reading the

document. This view is useful for electronically reading and reviewing a document. “Web Layout” view is

used when creating documents that are intended to be published to the web. “Outline” view can help you

organize the hierarchy of ideas in a master document, such as an outline or agenda. The “Draft” view

focuses on the body of text that comprises the majority of most documents. You will not see any other

additional information, such as the margins, or the header and footer data, when working in the “Draft”

mode.

1.13- The Zoom Slider:

In the lower right corner of the application window, you can see the Zoom slider. You can use this to

change the magnification level of the document. This does not modify the document in any way, but rather

changes your perception of how close or far away the document appears onscreen.

You can easily change the magnification level by using the Zoom slider. You can click and drag the

slider left towards the minus symbol to shrink the magnification level, which appears as a percentage to the

right of the zoom slider. You can also click and drag the slider to the right, or towards the plus sign, to

increase the magnification level. Note that if you increase the document magnification to the point that it can

no longer be fully displayed horizontally, the horizontal scroll bar will appear at the bottom of the document

to allow you to scroll left and right to fully inspect the document at your desired magnification level.

You can also change the magnification using the settings available in the “Zoom” dialog box. You

can access this dialog box by clicking the actual zoom magnification level shown in the Status Bar, or by

clicking the “View” tab in the Ribbon, and then clicking the “Zoom” button in the “Zoom” group. Also note

that you have a few other common zoom magnification levels shown in the “Zoom” group in the Ribbon that

you can click in order to change the magnification.

In the “Zoom” dialog box, you can select the desired zoom level by choosing an option from the

“Zoom to” section, or by entering a value into the “Percent:” spinner. You can also choose to display

multiple pages at a time by clicking dragging out the number of pages you wish to see from the “Many

pages:” button. Once you have set your desired magnification level, you can then click the “OK” button to

apply the changes to the document.

1.14- The Status Bar:

At the bottom of the application window is a long, thin, horizontal bar in which you find objects such

as the “Zoom Slider” and the “Document Views” buttons. The bar within which these tools appear is called

the Status Bar. Here you can see various statuses that are capable of being monitored in Word. You can

choose which statuses you wish to show or hide in the Status Bar. You can see what statuses are currently

shown or hidden in this bar by simply right-clicking your mouse anywhere in the Status Bar to view the

“Customize Status Bar” panel. This panel shows a listing of the available tools and statuses that you canSample

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1.14- The Status Bar- (cont’d.):

show or hide in the Status Bar. Any listed objects that appear with a check to the left of their names are

already being shown in the Status Bar. Objects that do not have a check to the left of their names in this list

are not currently being displayed in the Status Bar. You can click on the name of any object in this list to

toggle the display from on to off, or vice versa.

1.15- The Mini Toolbar:

Another feature in Microsoft Word is the Mini toolbar. When you select text within the document and

hold your mouse pointer over it, you will see a small dimmed-out toolbar appear next to the selection. You

can roll your mouse pointer over the faded-out toolbar to make it appear solid. You can then select from the

many buttons that appear in the Mini toolbar to apply quick formatting to the selection.

1.16- Keyboard Shortcuts:

The changes to the visual interface that were implemented in Word 2007 changed the use of

keyboard shortcuts within the application. First off, you should know that all of the “Ctrl” key keyboard

shortcuts remain intact. So, for example, you can still enter shortcuts like “Ctrl” plus the “S” key to quickly

save changes as you type. The major change has occurred in using the “Alt” key keyboard shortcuts. If

upgrading from Word 2003, note that you can still use any of the “Alt” keyboard shortcuts from Word 2003.

However, there is no longer any visual way to remember what they were due to the removal of the Menu

Bar. So if you use the old “Alt” keyboard shortcuts, then you must enter them strictly from memory.

If you are new to Word, then you may be wondering what a “keyboard shortcut” is. A keyboard

shortcut simply allows you to press a combination of keyboard characters in order to execute a command

function instead of clicking a button in the Ribbon or the Quick Access toolbar. While you may never really

use them, many users who type significant amounts of text find it tiresome to always have to reach for their

mouse. These users may favor the use of keyboard shortcuts, instead, as it allows them to perform many

command functions while keeping their hands on the keyboard.

Keyboard shortcuts typically involve holding down either the “Ctrl” or “Alt” key on your keyboard and

then entering another keystroke or set of keystrokes. You then release the “Ctrl” or “Alt” key. In previous

releases, you could see the “Ctrl” key keyboard shortcuts listed next to their corresponding command.

Starting in Word 2007, you will see them listed in the small pop-up windows that appear when you hold your

mouse pointer over any command function shown in the Ribbon. Note that not every command function has

a corresponding “Ctrl” key keyboard shortcut. In these cases, you can use the “Alt” key to enable the new

key badge system in Word. You can then use the key badge system to enter a sequence of key strokes.

This replaces the older “Alt” key keyboard shortcuts. Let’s look at using the new key badge system in Word.

First, press the “Alt” key on your keyboard to display a set of key badges next to the various objects

in the Ribbon and the Quick Access toolbar. You then press the key on your keyboard that corresponds to

the command function that you wish to show. You continue pressing the corresponding key badges until

you press the key badge for the command function that you want to execute.

If you happen upon a drop-down menu as you are entering your key badges, or your key badge

work simply opens up a dialog box, don’t worry. You can execute a command shown in a dialog box or in a

drop-down by looking to see if the command function that you want to execute has an underlined letter in its

name. If it does, you simply press the key on your keyboard that corresponds to the underlined letter. That

is the same thing as pressing a corresponding keyboard key when you see a key badge.Sample

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ACTIONS-


USING THE TITLE BAR:

1. The Title Bar is the bar that runs across the top of the application window. The name of the document

that you are working on will be displayed in the center of this bar.

2. At the right end of the Title Bar is a button group. There are five buttons in this group in Word 2013 and

three in Word 2010 and 2007. They are, from left to right, “Microsoft Word Help,” “Ribbon Display

Options,” “Minimize,” “Maximize/Restore Down,” and “Close.” In Word 2010 and 2007, only the last

three buttons mentioned are displayed.

3. In Word 2013, you can click the “Microsoft Word Help” button to open a separate window where you can

search for help topics within Word.

4. Clicking the “Ribbon Display Options” button will show you options for changing the display of the

Ribbon in a drop-down menu. You can click on the choice of Ribbon display that you prefer within this

drop-down menu to set the appearance of the Ribbon within Word 2013.

5. Clicking the “Minimize” button will send the application window down to the Windows Taskbar where

you can view it again later by clicking on its entry within the Windows Taskbar.

6. Clicking the “Maximize” button will enlarge your application window to fill the entire display. It will also

toggle the function of the same button to the “Restore Down” command.

7. Clicking the “Restore Down” button will change the size of the window, allowing you to size and position

it onscreen as you wish using your mouse. When you click the “Restore Down” button, it will toggle back

into the “Maximize” button.

8. Clicking the “Close” button will simply close the Word application. If you have unsaved changes in any

open documents, you will be prompted to save those changes before the program closes.

USING THE RIBBON:

1. Double-click on the active tab within the Ribbon to both hide and show the contents of the Ribbon. This

can be a handy way to gain additional workspace while composing the text of the active document.

2. Click on the main tabs shown in the Ribbon to switch the groups displayed. The default tabs shown in

the Ribbon are: “File” (in 2010 and later), “Home,” “Insert,” “Design” (in 2013), “Page Layout,”

“References,” “Mailings,” “Review,” “View,” and (possibly) “Add-Ins.” You can also enable the

“Developer” tab, if using macros or code within a document.

3. In addition to the primary tabs available for you to use in Word, you will also see special “contextual”

tabs that will appear within the Ribbon when you have a particular type of object selected in your

document. You can make the contextual tabs disappear by clicking away from the selected object.

4. Within the selected, or “active,” tab are different groups of commands. The commands in each group

can be accessed either through the use of buttons, boxes, or menus that are available within the group.

5. Also note that in order to access advanced options, or for users more familiar with the old “dialog box”

functionality of Word, you can click the Dialog Box launcher button that appears in the lower right corner

of some groups on the currently displayed, or “active,” tab within the Ribbon in order to open a dialog

box of options that are available for the group.

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ACTIONS-


USING THE MICROSOFT OFFICE BUTTON- 2007 ONLY:

1. Click this button to see a command panel appear.

2. At the left side of the panel is a listing the most basic and fundamental file management commands from

which you can choose.

3. To the right of the command menu is a listing of the most recently opened documents. You can click on

the name of a document listed here to quickly reopen a recently accessed document.

4. You can access the default options in Word by clicking the “Word Options” button in the lower right

corner of this panel.

5. You can click the “Exit Word” button that is located in the lower right corner of this panel to exit the Word

application.

USING THE “FILE” TAB AND BACKSTAGE VIEW- 2013:2010:

1. You can click the “File” tab in the Ribbon to open a view of the file called the “Backstage View.” In this

view, you can perform all of your file management. When you click the “File” tab within the Ribbon, you

will no longer see the contents of the file that you were working on, but rather you will see the

“Backstage View” of your file.

2. The commands that are shown at the left side of the view are the file management commands that are

available for your program.

3. You can click on a command in this section of commands at the far left side of the backstage view to

see additional options for the selected command appear to the right within the Backstage View.

4. You can then make additional selections in the new section, as needed.

USING THE QUICK ACCESS TOOLBAR:

1. To place the Quick Access Toolbar below the Ribbon, click the “Customize Quick Access Toolbar”

button at the right end of the toolbar and then select the “Show Below the Ribbon” command.

2. You can reset it to its default location by clicking the same “Customize Quick Access Toolbar” button

and then choosing the “Show Above the Ribbon” command.

3. To add a button to the Quick Access toolbar, right-click on any command button or function within the

Ribbon which you want to add and then choose the “Add to Quick Access Toolbar” command.

4. You can easily remove a button that you have added to the Quick Access toolbar by right-clicking on the

button that you wish to remove, and then choosing the “Remove from Quick Access Toolbar” command.

5. Also note that you can more thoroughly customize the Quick Access toolbar by clicking the “Customize

Quick Access Toolbar” button, and then choosing the “More Commands…” command. This opens the

“Word Options” window.

6. At the right side of the panel are two sets of command button listings. The listing at the far right is the set

of button commands that are currently shown in the Quick Access toolbar. To the left of this panel is a

listing of commands that you can add to the Quick Access toolbar. You can select which functions are

shown in this list by selecting a command grouping to display from the “Choose commands from:” drop-

down that is located above the list.

7. To add a command to the Quick Access toolbar from this list, click on the command that you wish to add

from the choices available in the left list. Then click the “Add>>” button to move the selected command

into the Quick Access toolbar list to the right.

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USING THE QUICK ACCESS TOOLBAR- (CONT’D.):

8. You can remove a command from the Quick Access toolbar list at the right by clicking on it to select it,

first. Then just click the “Remove” button to remove it from the list.

9. You can change the order in which the buttons appear in the Quick Access toolbar by selecting a

command in the list, and then clicking either the “Up” or “Down” arrow buttons to the right of this list.

10. When you have finished customizing the content of the Quick Access Toolbar, click the “OK” button in

the lower right corner of the “Word Options” window to save and apply your changes.

TURNING THE RULER ON AND OFF:

1. You must ensure that you are currently using either the “Draft” or “Print Layout” document view.

2. You can turn the ruler on and off by simply clicking the “View Ruler” button that appears above the

vertical scroll bar at the right edge of the document window.

3. Alternately, you can also toggle the display of the ruler by selecting the “View” tab in the Ribbon. You

can then check or uncheck the “Ruler” checkbox in the “Show/Hide” group to turn the ruler on and off.

USING TOUCH MODE- 2013:

1. To enable touch mode within Word 2013, click the small drop-down arrow at the right end of the Quick

Access toolbar to display a listing of the most commonly used commands.

2. Then click or tap the “Touch/Mouse Mode” command in the drop-down menu to add that button to the

Quick Access toolbar.

3. You can then enable or disable touch mode in Word 2013 by clicking or tapping the “Touch/Mouse

Mode” button within the Quick Access toolbar. From the drop-down menu that then appears, you can

select the mode you prefer to use: “Mouse” or “Touch.”

4. When “Touch” mode is enabled the buttons within the Ribbon and Quick Access toolbar will appear

larger and with more space surrounding them onscreen.

5. You can select the “Mouse” choice to toggle touch mode off, restoring the default size of the buttons

onscreen.

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ACTIONS-


USING THE SCROLL BARS:

1. The scroll bars can appear both vertically and horizontally along the right and bottom sides of your

document window. They have arrows at the each end that point in the direction in which they will scroll

the document when you click them.

2. You may click the arrows at the ends of the scroll bars to move through the document, or you may click

and drag the box inside of the scroll bars to move through the document more rapidly.

3. If you have a mouse with a scrolling wheel, you can simply roll the scroll wheel on your mouse up or

down to vertically scroll through your document, as the scroll wheel on your mouse is typically set to

work with the vertical scroll bar in Microsoft Word.

USING THE DOCUMENT VIEW BUTTONS:

1. The document view buttons are a group of buttons located in the lower right corner of the application.

You can click these buttons to change the working view of your document. The different document

views are: “Print Layout,” “Read Mode,” “Web Layout”.

2. Also note that you can select the “View” tab in the Ribbon, and then click the command buttons that

appear within the “Document Views” group to switch between the views of a document. This is simply

another way of switching between the document views.

USING THE ZOOM SLIDER:

1. You can change the magnification level by using the Zoom slider. You click and drag the slider left to

decrease the magnification level, or click and drag the slider to the right to increase the magnification

level.

2. You can also change the magnification using the settings available in the “Zoom” dialog box. You can

access this dialog box by clicking the actual zoom magnification level shown in the Status Bar, or by

clicking the “View” tab in the Ribbon, and then clicking the “Zoom” button in the “Zoom” group. Also note

that you have a few other common zoom magnification levels shown in the “Zoom” group in the Ribbon

that you can click in order to change the magnification.

3. In the “Zoom” dialog box, you can select the desired zoom level by choosing an option from the “Zoom

to” section, or by entering a value into the “Percent:” spinner. You can choose to display multiple pages

at a time by clicking dragging out the number of pages you wish to see from the “Many pages:” button.

4. Once you have set your desired magnification level, you can then click the “OK” button to apply the

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USING THE STATUS BAR:

1. At the bottom of the application window is a long, thin, horizontal bar called the Status Bar. Here you

can see various statuses that are capable of being monitored in Word, such as the magnification level,

the current page number and total count of pages, and the word count.

2. You can choose which statuses you wish to show or hide in the Status Bar by simply right-clicking your

mouse anywhere in the Status Bar to view the “Customize Status Bar” panel.

3. This panel shows a listing of the available tools and statuses that you can show or hide in the Status

Bar. Any listed objects that appear with a check to the left of their names are already being shown in the

Status Bar. Objects that do not have a check to the left of their names in this list are not currently being

displayed in the Status Bar.

4. You can click on the name of any object in this list to toggle the display from on to off, or vice versa.

USING THE MINI TOOLBAR:

1. Another feature in Microsoft Word is the Mini toolbar. When you select text within a document and hold

your mouse pointer over it, you will see a small dimmed-out toolbar appear next to the selection.

2. You can roll your mouse pointer over the faded-out toolbar to make it appear solid.

3. You can then select from the many buttons that appear in the Mini toolbar to apply quick formatting to

the selection.

USING “CTRL” KEY KEYBOARD SHORTCUTS:

1. If you are entering a keyboard shortcut that begins with the “Ctrl” key, then simply press and hold down

the “Ctrl” key.

2. Then simultaneously press any other keys listed in the “Ctrl” key shortcut once.

3. Then release the “Ctrl” key.

USING “ALT” KEY KEYBOARD SHORTCUTS:

1. Press the “Alt” key to enable the key tip badges.

2. Press the key on your keyboard that corresponds to the key tip badge that you wish to follow.

3. Continue to press the corresponding key tip badge until you reach the command that you wish to

execute. Note that if you see a command that has an underlined letter in its name, you can press the

corresponding key on your keyboard to execute it, just as if the underlined letter were a key tip badge.

4. Press the key on your keyboard that corresponds to the key tip badge or underlined letter in the

command function that you wish to execute.

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EXERCISES-

Getting Acquainted with WordPurpose:

1. To be able to find the basic tools in the Word application.

Exercises:

1. Open your Word application.

2. Find the Zoom slider.

3. Find the Quick Access toolbar.

4. Find the Ribbon.

5. Locate the Status Bar at the bottom of the screen.

6. Exit the Word application.

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CHAPTER 2-

Creating Basic Documents

2.1- Opening Documents- 2013 Only



2.4- Closing Documents

2.5- Creating New Documents- 2013:2010

2.6- Creating New Documents- 2007 Only

2.7- Saving Documents- 2013 Only



2.10- Recovering Unsaved Documents- 2013 Only

2.11- Entering Text

2.12- Moving through Text

2.13- Selecting Text

2.14- Non-Printing Characters

2.15- Managing Multiple Documents

2.16- Working with Word File FormatsSample

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2.1- Opening Documents- 2013 Only:

To open a document, you must first know where the document you want to open is located. When

you initially open Word, you can see a listing of recently opened documents shown in the panel at the left

side of the startup screen, under the “Recent” section. You can open one of these listed documents by

clicking on its name within the panel to reopen it. However, if the document you want to open is not shown

in the listing, then you can click the “Open Other Documents” command within the panel reveal the “Open”

category within the backstage view. If you are already working within Word and wish to open another

document, you can also display the “Open” category within the backstage view by clicking the “File” tab

within the Ribbon and then clicking the “Open” command at the left side of the backstage view.

At that point, you can see the locations within which you can look for the file to open displayed within

the “Places” section to the right of the command panel in the backstage view. If the file that you wish to

open is saved within your SkyDrive, then click the “SkyDrive” choice within the “Places” section. If the file

that you want to open is located on your computer, then click the “Computer” command within the “Places”

section. You will then see any recently accessed folders within your selected place listed within the “Recent

Folders” section. You can click one of these folders to open the location within the “Open” dialog box. If

there are no folders listed within these sections, or if the folder you want to open is not listed, then you can

click the “Browse” button to launch the “Open” dialog box where you can select a folder to view.

In the “Open” dialog box that appears, you can navigate to the folder location you want to view if

needed. Within the selected folder you should see an icon for the file that displays the document file’s name

within the files and folders shown in the “Open” dialog box.

To open a file from the selected location, click the icon for the file that you want to open and then

click the “Open” button in the lower right corner of the “Open” dialog box. Alternately, you could also just

double-click on the icon of the file shown in the “Open” dialog box in order to open the file.

You can also use this dialog box to simultaneously open multiple documents within the same folder.

To do this you hold down the “Ctrl” key on your keyboard and then click on each file that you want to open if

they are non-adjacent (not next to each other) files within the selected folder. If the files are adjacent (next

to each other), you can click the first file, hold down “Shift” (instead of “Ctrl”) and click the last file in the list

that you want to select. Everything between the two files will be selected. Once you have selected your

files, release any keyboard keys that you are holding down and then click the “Open” button in the lower

right corner of the “Open” dialog box. This will open all of the highlighted, or selected, documents.

Also notice that if you are simply trying to open a recently accessed document, you can select the

“Recent Documents” command within the “Places” section in the “Open” category of the backstage view.

You can then click on the name of any recently opened files that appear in the list to the right of the

command panel to reopen them. This replicates the “Recent” category shown in the startup screen in Word.

Another new improvement in Word 2013 is that when you open a document that you were

previously working on, Word remembers the place within the document that you were last at, and displays a

handy tag at the right side of the document window that you can click to quickly return to the last place

within the document. This can save you having find the place you were last at within a document so that

you can continue editing or creating the content. Note that you do need to click the tag immediately upon

opening the document as it will disappear if you begin to manually scroll through the document content.

Creating Basic DocumentsSa

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In this chapter, we will explore the fundamental skills that you must acquire to create basic

documents within the Word program. You will learn to create new documents, open previously created

documents, save document changes, and then close those documents.

This particular lesson will acquaint you with the process of opening a document. To open a

document, you must first know where the document you want to open is located. Once you know where the

file is located, you open it by using the “Open” dialog box.

You can access this dialog box by clicking the “File” tab in the Ribbon and then clicking the “Open”

command button. In the “Open” dialog box that appears, you navigate to the location of the file you want to

open. You should see an icon for the document file along with the document’s file name in the files and

folders shown in the “Open” dialog box.

To open a file from the location that you’ve selected, you can click the icon for the file that you want

to open, and then click the “Open” button in the lower right corner of the “Open” dialog box. Alternately, you

could also just double-click on the icon of the file shown in the “Open” dialog box in order to open the file.

You can also use this dialog box to simultaneously open multiple documents from the same location.

To do this, follow the steps above, but this time when selecting the files from the listing shown in the “Open”

dialog box, you hold down the “Ctrl” key on your keyboard and then click on each file that you want to open

if they are non-adjacent (not next to each other) files. If the files are adjacent (next to each other), you can

hold down “Shift” (instead of “Ctrl”) and click the first and the last documents in the list. Everything in

between the two will be selected. Once you have selected your files, release any keyboard keys that you

are holding down and then click the “Open” button in the lower right corner of the “Open” dialog box. This

will open all of the highlighted, or selected, documents.

Also notice that if you are simply trying to open a recently accessed document, you can click the

“File” tab in the Ribbon and then click the “Recent” command. You can then click on the name of the

recently opened file that appears in the listing in the center of the backstage view.



In this chapter, we will explore the fundamental skills that you must acquire to create basic

documents within the Word program. You will learn to create new documents, open previously created

documents, save document changes, and then close those documents.

This particular lesson will acquaint you with the process of opening a document. To open a

document, you must first know where the document you want to open is located. This location could be

within a folder on your computer, a network folder, a CD-ROM, or perhaps located on some other type of

removable media. Once you know where the file is located, you open it by using the “Open” dialog box.

You can access this dialog box by clicking the Microsoft Office button and then choosing the

“Open…” command. In the “Open” dialog box that appears, you navigate to the location of the file you want

to open. You should see an icon for the document file along with the document’s file name in the files and

folders shown in the “Open” dialog box.

To open a file from the location that you’ve selected, you can click the icon for the file that you want

to open, and then click the “Open” button in the lower right corner of the “Open” dialog box. Alternately, you

could also just double-click on the icon of the file shown in the “Open” dialog box in order to open the file.

You can also use this dialog box to simultaneously open multiple documents from the same location.

To do this, follow the steps above, but this time when selecting the files from the listing shown in the “Open”

dialog box, you hold down the “Ctrl” key on your keyboard and then click on each file that you want to open

if they are non-adjacent (not next to each other) files. If the files are adjacent (next to each other), you canSample

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2.6- Creating New Documents- 2007 Only:

To create a new document, click the Microsoft Office button and then select the “New” command.

This will launch the “New Document” window. Here you can choose to start a new document from one of

the many templates available, or you can choose to simply create a new blank document.

In the “New Document” window, you can select a category at the left side of this window to have the

content for the selected category appear at the right side of this window. For whichever category is

selected, you will see several common items that you can create in the area to the right. If you want to

create a new, blank document, select the “Blank and recent” category. Then select the “Blank document”

choice in the section at the right. Then click the “Create” button in the lower right corner of this window.

2.3- Opening Documents- 2007 Only (cont.):

hold down “Shift” (instead of “Ctrl”) and click the first and the last documents in the list. Everything in

between the two will be selected. Once you have selected your files, release any keyboard keys that you

are holding down and then click the “Open” button in the lower right corner of the “Open” dialog box. This

will open all of the highlighted, or selected, documents.

Also notice that if you are simply trying to open a recently accessed document, then you may be

able to simply click the Microsoft Office button and then click on the name of the recently opened file that

appears in the list at the right side of the command panel.

2.4- Closing Documents:

If you have multiple documents open, then to close a document you can just click the “x” in the

upper right corner of the application window to close the current document. Clicking the “x” is equivalent to

executing the “Close” command. If you only have a single document open, and you want to leave the Word

application open, then click the “File” tab in the Ribbon or click the Microsoft Office button and then click the

“Close” command to close the file and leave the program open. If you click the “x” in the upper-right corner

of the application window with only one document open, you will close the document and also exit the

application.

2.5- Creating New Documents- 2013:2010:

When you first open Word 2013, you will see a startup screen that allows you to create a new

document. Simply click the type of document that you want to create within the listing of available templates

that appears at the right side of the startup screen.

If you already have opened a document in Word 2013 or Word 2010, you can view a similar screen

by clicking the “File” tab within the Ribbon and then selecting the “New” command at the left side of the

backstage view.

In the listing of available templates that appears to the right in the backstage view, you can choose

to start a new document from one of the many templates available or you can choose to simply create a

new blank document by clicking the desired template choice. You can then click either the “Create” or

“Download” buttons that appear to create a new document based on the selected template.

If you want to create a new blank document in Word 2013, click the “Blank Document” choice in the

section at the right. If using Word 2010, then click the “Create” button in the lower right corner.

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2.7- Saving Documents- 2013 Only:

When you save a document for the first time, you must use the “Save As” command so that you can

choose where to save the file and what to name it. To do this, click the “File” tab within the Ribbon. Then

click the “Save As” command in the command panel shown at the left side of the backstage view. To the

right of the command panel, under the “Places” section, you will see the places that are available for you to

save the file. These include your “SkyDrive” folder for Microsoft user accounts and your “Computer.” When

you save to your SkyDrive folder, the documents will be saved on an online computer that you can access

from any computer that you can access with your Microsoft user account. If you select the “Computer”

choice, the file will be saved locally on the computer at which you are working.

If you are signed into your computer and Microsoft Office 2013 by using a Microsoft user account,

then you can click the “SkyDrive” choice under the “Places” section to save to your online SkyDrive folders.

After selecting this choice, you will see any recently selected SkyDrive folders shown to the right under the

“Recent Folders” section. You can click on a recently accessed folder to select it as the save location. At

that point a “Save As” dialog box will appear. If you have no folders listed in the “Recent Folders” section,

then instead click the “Browse” button to open a “Save As” dialog box where you can then select the

desired folder within the SkyDrive to use for the save operation.

Alternately, you can choose to save the file to your computer versus the SkyDrive. You may choose

to do this if you are not signed into Microsoft Office 2013 using a Microsoft user account, or if you know that

you will not need to access the file on any other computers. If this is the case, then you can select the

“Computer” choice under the “Places” section. Just as when saving to the SkyDrive, you can select a

recently used folder on your computer from the “Recent Folders” section or click the “Browse” button in

order to open the “Save As” dialog box.

After selecting a location to save the document file, the “Save As” dialog box appears. In this dialog

box, enter a file name into the “File name” field. File names should be short and descriptive. Word will not

let you use the following symbols in a file name: the colon [:], the forward slash [/], the back slash [\], the

greater than sign [>], the less than sign [<], the asterisk [*], double quotes [“”], or the pipe symbol [|]. Give it

a name that you will remember, and be sure to remember to which folder you saved it. This latter step is

often more crucial. People will often remember what they called a file, but can’t remember into which folder

they saved it. Once you have entered the file name and noted the save location, click the “Save” button

within the “Save As” dialog box to finish saving the file.

Once you’ve named the file and saved it, its name will appear in the title bar. After that, when you

make changes in the future that you want to save, you can just click the “Save” button in the Quick Access

toolbar, or click the “File” tab in the Ribbon and then click the “Save” command. You will not have to re-enter

the file name and select a location. Word will save the changes automatically to the existing file.


After you have made any change to a document that you want to keep, you should save the

document. Learning to save your work frequently is one of the most important computer skills you can have.

When you save a document for the first time, you must use the “Save As” dialog box. To open this

dialog box, click the “File” tab in the Ribbon, and then click the “Save As” command from the command

panel to open the “Save As” dialog box.

In the “Save As” dialog box you need to give Word both a location where the document will be saved

and a file name. Give it a name that you will remember, and be sure to remember where you saved it. File

names may be up to 255 characters in length, but should probably be short and descriptive. Word will not

let you use the following symbols in a file name: the colon [:], the forward slash [/], the back slash [\], theSample

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2.8- Saving Documents- 2010 Only (cont’d.):

greater than sign [>], the less than sign [<], the asterisk [*], double quotes [“”], or the pipe [|].

When you are ready to save the document, click the “Save” button in the lower right corner of the

“Save As” dialog box. Once you have named and saved the file, its name will appear in the document’s Title

Bar.

When you save your changes in the future, you will not have to re-enter the name and location. To

save changes to a document you have saved once before, you can either click “File” tab in the Ribbon and

then click the “Save” command, or you can click the “Save” button in the Quick Access toolbar to let Word

automatically save the changes to the document to the same place with the same name.


After you have made any change to a document that you want to keep, you should save the

document. Learning to save your work frequently is one of the most important computer skills you can have.

When you save a document for the first time, you must use the “Save As” dialog box. To open this

dialog box, click the Microsoft Office button and then select the “Save As” command from the command

panel.

In the “Save As” dialog box you need to give Word both a location where document will be saved

and a file name. Give it a name that you will remember, and be sure to remember where you saved it. File

names may be up to 255 characters in length, but should probably be short and descriptive. Word will not

let you use the following symbols in a file name: the colon [:], the forward slash [/], the back slash [\], the

greater than sign [>], the less than sign [<], the asterisk [*], double quotes [“”], or the pipe [|].

When you are ready to save the document, click the “Save” button in the lower right corner of the

“Save As” dialog box. Once you have named and saved the file, its name will appear in the document’s Title

Bar.

When you save your changes in the future, you will not have to re-enter the name and location. To

save changes to a document you have saved once before, you can either click the Microsoft Office button

and then click the “Save” command, or you can click the “Save” button in the Quick Access toolbar to let

Word automatically save the changes to the document to the same place with the same name.

2.10- Recovering Unsaved Documents- 2013 Only:

A new feature in Word 2013 allows you to attempt to recover unsaved document files. If you want to

see if Word has automatically saved a copy of an unsaved document that you were working on, then select

the “File” tab within the Ribbon and click the “Open” command at the left side of the backstage view. In the

area to the right of the command panel, select the “Recent Documents” command. Then look at the bottom

of the pane that appears to the right. You should see a button far at the bottom of the “Recent Documents”

section. Click this “Recover Unsaved Documents” button to launch an “Open” dialog box that displays any

copies of unsaved documents that Word has recovered. Note that it may be helpful to sort the files shown

by the “Date modified” column in order to display the listing of recoverable files by date, as the file names

will not be of very much use in determining their content. You can then choose the copy that you wish to

recover from the list and then click the “Open” button within the “Open” dialog box to reopen the recovered

copy. If you successfully retrieve the contents of the file, you should then save the file that you recovered.Sample

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2.12- Moving through Text:

To move the insertion point cursor you must have characters on the page, even if they are non-

printing (invisible) characters like the ones that the “Spacebar,” “Tab,” and “Enter” keys create when you

press them. If you double-click into the blank document area while using the “Print Layout” view, Word will

fill-in the blank area with these invisible characters to position your insertion point where you clicked.

Once you do have characters on the page, then there are many different ways to move the cursor

around in Word. Using the mouse is a fairly simple way- just click where you want the cursor to appear. You

can also use the keyboard. Look in the “Actions” section at the end of this chapter to see a listing of the

different ways that you can move the insertion point through the body of the document using various

keyboard shortcuts.

2.13- Selecting Text:

After you have learned how to enter text, you will next need to learn how to select it. When you

select text, changes that you then make will only affect the selected text. This includes formatting, replacing,

or deleting the selected text. To format text, which you will learn to do in a later chapter, you simply select

text and then execute your desired formatting commands. Selecting text is a large part of what you do in

Word, other than the text entry. Please see the “Actions” section at the end of this chapter for a thorough

listing of the many ways that you can use your mouse and your keyboard to select text.

For many users, selecting text is fastest and easiest using the mouse. You can click and drag over

text that you want to select. The text will appear highlighted, indicating that it is selected. Remember that

non-printing characters can be selected as well. It is important you select only the characters that you really

need to select. Try not to mistakenly select any non-printing characters unless you really mean to.

You can also select text with the keyboard and the mouse. One way is to place the cursor at the

beginning of the text that you want to select, hold down the “Shift” key on your keyboard, and then click your

mouse pointer the end of the text that you want to select. Release the “Shift” key when you are done. The

text between the two places where you clicked will be selected.

You can also make multiple non-adjacent text selections in Word. To do this, simply make your first

selection using whichever method you prefer. Then hold down the “Ctrl” key on your keyboard while you

make your other selections. Note that the selections do not have to be next to each other. When you have

finished making your selections, release the “Ctrl” key.

It is also important to note that if you click into the blank area of the page, or move the insertion point

cursor, you will deselect your current text selection.

2.11- Entering Text:

When you open a new document, the insertion point cursor appears in the upper left corner of the

document. This insertion point cursor identifies where any text that you type with your keyboard will appear.

When you want to insert a new line or end a paragraph, press “Enter” on your keyboard. “Backspace” on

your keyboard will delete the previous characters behind the cursor. “Delete” or “Del” on your keyboard will

delete characters in front of your cursor. “Tab” will indent lines. In Word, text will wrap automatically when it

comes to the end of a line. You do not need to press “Enter;” only press “Enter” to finish a paragraph.

If you see a red wavy line under your text as you type, Word is alerting you that it believes that words

are misspelled. If you see a green wavy line under your text as you type, Word is indicating to you that it

believes the sentence or phrase is grammatically incorrect. Don’t worry, as these wavy lines don’t print. This

is simply the Spelling & Grammar checker at work. You will learn more about this feature later.

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2.14- Non-Printing Characters:

In Word, the “Spacebar,” “Tab,” and “Enter” keys all create characters within your document- just like

any other key on your keyboard does. Normally you cannot see these characters, but they can sometimes

be problematic when they are accidentally selected. For example accidentally selecting a “Tab” character

could be a problem when copying and pasting text from one location to another in a document. Sometimes,

you may want to see the non-printing characters that are in your document. In Word, you can view the non-

printing characters in your document by clicking the “Home” tab in the Ribbon, and then clicking the “¶”

button within the “Paragraph” group.

After you click this button, the button appears highlighted to let you know that the function is still

turned on. To hide the non-printing characters in your document again, just click the same button again to

turn the display of the non-printing characters back off.


2.15- Managing Multiple Documents:

Word provides you with tools that assist you in managing your workspace when you have multiple

documents open. In Word, you can have many documents open at a time in order to perform functions like

copying and pasting text between them, for example.

To see your options for managing multiple documents, click the “View” tab. At the right end of this

tab is the “Window” group. This group contains the commands that allow you to manage your open

windows. Let’s examine the commands that can be found within this group.

Starting at the left end of the group, you can see the “New Window” button. You can click this button

to open your current document in a new window. This can be useful when you want to use two different

views of your document simultaneously in two separate windows. Changes made in one window will appear

in the other. You can click the “Arrange All” button to arrange all open document windows side-by-side

onscreen. This can be handy for quick editing between documents. When working with longer documents,

you can click the “Split” button to split the current document window into two panes. You can then click into

the document at the location where you want the split to be placed. This allows you to scroll each pane in

two independent sections of the document. This can also be handy when making editing changes inside of

a longer document. You can click the “Remove Split” button to remove the split when finished.

The next section of commands in the “Window” group assist you in comparing multiple open

documents. You can click the “View Side by Side” button to compare multiple open documents side by side,

with each open document taking an equal portion of the screen display. You can use the “Synchronous

Scrolling” button to toggle the ability to simultaneously scroll multiple documents that are being compared

side by side on or off, as desired. Note that you must first have the documents opened and have already

clicked the “View Side by Side” button before you can use the “Synchronous Scrolling” button function. Also

note that if you have the “View Side by Side” feature enabled, and then resize or reposition either of the

open document windows, you can click the “Reset Window Position” button to reset the placement of the

open windows.

At the far right end of the “Window” group is the “Switch Windows” button. You can click this button

to view a drop-down menu that shows all of the documents that are currently opened in Word. You can

select the name of a document shown in this list to switch to the selected document.

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2.16- Working with Document File Formats:

Word 2013:2007 save their documents using a new file format that provides a smaller file size and

better security than the format used in prior versions of Word. However, you should be aware of the file

format issue if you will be sharing your document collaboratively with others who may need to use and edit

the document with an older version of Word. Some features of Word 2013:2007 aren’t supported by older

versions of Word. Also, if you save a Word 2013:2007 document using the new Word file format, it will not

be able to be opened in previous versions of Word by default.

First off, there are now four different basic file types available in Word starting with Word 2007. In

previous versions, you had two basic file types. You can recognize what type of file you are using by

examining the file extension of the document, which we will examine momentarily. In versions of Word prior

to 2007, you had “.doc” files, which were the documents, and you had “.dot” files, which were document

templates. Starting in Word 2007, you still have the basic distinction between documents and templates, but

you now also have another distinction- whether or not the document or template can contain macros or

code. This is simply noted by an additional letter in the file extensions used by the documents and

templates in Word 2013:2007.

Starting in Word 2007, you have the “.docx” file type. This is the default Word file format. It is a basic

Word document that does not contain macros or code. When you use the “Save As” dialog box to save your

document, if the file type shows “Word Document,” then you know this is the file type you will be using when

you save the document. In addition to this, you can also save a document using the “.docm” extension. This

is a Word document that could potentially contain macros or code. This also applies to document templates.

A document template that does not have any macros or code uses the “.dotx” file extension. A document

template that does allow for the execution of macros or code uses the “.dotm” file format.

Now, if you are creating a document in Word 2013:2007 that will need to be opened or edited on a

machine that doesn’t have Word 2013:2007, then you should simply use the old “.doc” file extension. This

should be compatible with Word 97 through Word 2003. As always, you can choose what type of file to

save your document as by using the “File type:” drop-down in the “Save As” dialog box.

Now let’s look at what happens when you open a document in Word 2013:2007 that was created in

a previous version of Word. In this case, Word opens the document in compatibility mode. You will see the

words “Compatibility Mode” shown in the title bar of the document, if this is the case. In compatibility mode,

Word 2013:2007 disables any features that are not supported by the older versions of Word. That way you

can edit the document safely in Word 2013:2007, and save your changes in the original file format. This

allows the creator, or other editors using older versions of Word, to use the document after you have made

changes.

In contrast to this, you can open documents created in older versions of Word and save them into

the new Word file format, if you know that they will no longer need to be opened and edited in an older

version of Word.

If you are interested, Microsoft has a backwards-compatible file converter that you can download

from their website that allows your version of Microsoft Office 2000, XP, or 2003 to open and edit the new

Word 2013:2007 files.

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OPENING DOCUMENTS- 2013 ONLY:

1. When you initially open Word, you can see a listing of recently opened documents shown in the panel at

the left side of the startup screen, under the “Recent” section.

2. You can open one of these listed documents by clicking on its name within the panel to reopen it.

3. To open a document not shown in the listing, click the “Open Other Documents” command within the

panel reveal the “Open” category within the backstage view.

4. If you are already working within Word and wish to open another document, you can also display the

“Open” category within the backstage view by clicking the “File” tab within the Ribbon and then clicking

the “Open” command at the left side of the backstage view.

5. At that point, you can see the locations within which you can look for the file to open displayed within the

“Places” section to the right of the command panel in the backstage view.

6. To open a file saved to your SkyDrive, click the “SkyDrive” choice within the “Places” section.

7. To open a file saved on your computer, click the “Computer” command within the “Places” section.

8. You will see any recently accessed folders within the selected place listed within the “Recent Folders”

section.

9. You can click one of these folders to open the location within the “Open” dialog box.

10. If there are no folders listed within these sections, or if the folder you want to open is not listed, then you

can click the “Browse” button to launch the “Open” dialog box where you can select a folder to view.

11. In the “Open” dialog box that appears, you can navigate to the folder location you want to view if

needed.

12. Within the selected folder you should see an icon for the file that displays the document file’s name

within the files and folders shown in the “Open” dialog box.

13. To open a file from the selected location, click the icon for the file that you want to open and then click

the “Open” button in the lower right corner of the “Open” dialog box.

14. Alternately, you could also just double-click on the icon of the file shown in the “Open” dialog box in

order to open the file.

15. To simultaneously open multiple non-adjacent documents within the same folder shown in this dialog

box, hold down the “Ctrl” key on your keyboard and then click on each file that you want to open within

the selected folder to individually select them.

16. To simultaneously open multiple adjacent documents within the same folder shown in this dialog box,

click the first file to select it, hold down the “Shift” key on your keyboard, and then click the last file to

select in the list. Everything between the two files will be selected.

17. After selecting your files, release any keyboard keys that you are holding down and then click the

“Open” button in the lower right corner of the “Open” dialog box to open all of the highlighted, or

selected, documents.

18. If you are simply trying to open a recently accessed document, you can select the “Recent Documents”

command within the “Places” section in the “Open” category of the backstage view and then click on the

name of any recently opened files that appear in the list to the right of the command panel to reopen

them. This replicates the “Recent” category shown in the startup screen in Word.

19. Another new improvement in Word 2013 is that when you open a document that you were previously

working on, Word remembers the place within the document that you were last at, and displays a handy

tag at the right side of the document window that you can click to quickly return to the last place within

the document. Note that you do need to click the tag immediately upon opening the document as it will

disappear if you begin to manually scroll through the document content.

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1. Click the “File” tab in the Ribbon and then click the “Open” command button in the command panel.

2. In the “Open” dialog box that appears, you navigate to the location of the file you want to open. You

should see an icon for the document file along with the document’s file name in the files and folders

shown in the “Open” dialog box.

3. To open a file from the location that you’ve selected, click the icon for the file that you want to open, and

then click the “Open” button in the lower right corner of the “Open” dialog box. Alternately, you could

also just double-click on the icon of the file shown in the “Open” dialog box in order to open the file.

4. You can also use this dialog box to simultaneously open multiple documents from the same location. To

do this, follow the steps above, but this time when selecting the files from the listing shown in the “Open”

dialog box, you hold down the “Ctrl” key on your keyboard and then click on each file that you want to

open if they are non-adjacent (not next to each other) files. If the files are adjacent (next to each other),

you can hold down “Shift” (instead of “Ctrl”) and click the first and the last documents in the list.

Everything between and including the two files clicked will be selected. Once you have selected your



5. If you are simply trying to open a recently accessed document, you can click the “File” tab in the Ribbon

and then click the “Recent” command. You can then click on the name of the recently opened file that

appears in the listing in the center of the backstage view.


1. Click the Microsoft Office button and choose the “Open…” command.

2. In the “Open” dialog box that appears, you navigate to the location of the file you want to open. You

should see an icon for the document file along with the document’s file name in the files and folders

shown in the “Open” dialog box.

3. To open a file from the location that you’ve selected, you can click the icon for the file that you want to

open, and then click the “Open” button in the lower right corner of the “Open” dialog box. Alternately,

you could also just double-click on the icon of the file shown in the “Open” dialog box in order to open

the file.

4. You can also use this dialog box to simultaneously open multiple documents from the same location. To

do this, follow the steps above, but this time when selecting the files from the listing shown in the “Open”

dialog box, you hold down the “Ctrl” key on your keyboard and then click on each file that you want to

open if they are non-adjacent (not next to each other) files. If the files are adjacent (next to each other),

you can hold down “Shift” (instead of “Ctrl”) and click the first and the last documents in the list.

Everything between and including the two files clicked will be selected. Once you have selected your



5. If you are simply trying to open a recently accessed document, then you may be able to simply click the

Microsoft Office button and then click on the name of the recently opened file that appears in the list at

the right side of the command panel.

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CREATING NEW DOCUMENTS- 2007 ONLY:

1. Click the Microsoft Office button and then select the “New” command.

2. In the “New Document” window, you can select a category at the left side of this window to display the

content for the selected category at the right side of this window.

3. If you want to create a new, blank document then select the “Blank and recent” category.

4. Then select the “Blank document” choice in the section at the right.

5. Then click the “Create” button in the lower right corner of this window.

CLOSING DOCUMENTS:

1. If you have multiple documents open, then to close a document you can just click the “x” in the upper

right corner of the application window to close the current document.

2. If you only have a single document open and you want to leave the Word application open, then click

the “File” tab in the Ribbon or click the Microsoft Office button and then click the “Close” command to

close the file and leave the program open.

3. If you click the “x” in the upper-right corner of the application window with only one document open, you

will close the document and also exit the application.

CREATING NEW DOCUMENTS- 2013:2010:

1. When you first open Word 2013, you will see a startup screen that allows you to create a new

document. Simply click the type of document that you want to create within the listing of available

templates that appears at the right side of the startup screen.

2. If you already have opened a document in Word 2013 or Word 2010, you can view a similar screen by

clicking the “File” tab within the Ribbon and then selecting the “New” command at the left side of the

backstage view.

3. In the listing of available templates that appears to the right in the backstage view, you can choose to

start a new document from one of the many templates available or you can choose to simply create a

new blank document by clicking the desired template choice.

4. You can then click either the “Create” or “Download” buttons that appear to create a new document

based on the selected template.

5. If you want to create a new blank document in Word 2013, click the “Blank Document” choice in the

section at the right. If using Word 2010, then click the “Create” button in the lower right corner.

SAVING DOCUMENTS- 2013 ONLY:

1. To save a document for the first time, click the “File” tab within the Ribbon.

2. Click the “Save As” command in the command panel shown at the left side of the backstage view.

3. To the right of the command panel, under the “Places” section, you will see the places that are available

for you to save the file. These include your “SkyDrive” folder for Microsoft user accounts and your

“Computer.” If you save to your SkyDrive folder, the documents will be saved on an online computer that

you can access from any computer that you can access with your Microsoft user account. If you select

the “Computer” choice, the file will be saved locally on the computer at which you are working.

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SAVING DOCUMENTS- 2013 ONLY (CONT’D.):

4. If you are signed into your computer and Microsoft Office 2013 by using a Microsoft user account, then

you can click the “SkyDrive” choice under the “Places” section to save to your online SkyDrive folders.

5. After selecting this choice, you will see any recently selected SkyDrive folders shown to the right under

the “Recent Folders” section. You can click on a recently accessed folder to select it as the save

location.

6. At that point a “Save As” dialog box will appear.

7. If you have no folders listed in the “Recent Folders” section, then instead click the “Browse” button to

open a “Save As” dialog box where you can then select the desired folder within the SkyDrive to use for

the save operation.

8. Alternately, you can choose to save the file to your computer versus the SkyDrive. You may choose to

do this if you are not signed into Microsoft Office 2013 using a Microsoft user account, or if you know

that you will not need to access the file on any other computers. If this is the case, then you can select

the “Computer” choice under the “Places” section.

9. You can select a recently used folder on your computer from the “Recent Folders” section or click the

“Browse” button in order to open the “Save As” dialog box.

10. After selecting a location to save the document file, the “Save As” dialog box appears.

11. In the “Save As” dialog box, enter a file name into the “File name” field. Give it a name that you will

remember, and be sure to remember to which folder you saved it. This latter step is often more crucial.

People will often remember what they called a file, but can’t remember into which folder they saved it.

12. Once you have entered the file name and noted the save location, click the “Save” button within the

“Save As” dialog box to finish saving the file.

13. When you make changes in the future that you want to save, you can just click the “Save” button in the

Quick Access toolbar, or click the “File” tab in the Ribbon and then click the “Save” command. You will

not have to re-enter the file name and select a location. Word will save the changes automatically to the

existing file.


1. To save a document for the first time, click the “File” tab in the Ribbon and then select the “Save As”

command from the command panel.

2. In the “Save As” dialog box, select the location where document will be saved and enter a file name.

3. Click the “Save” button in the lower right corner of the “Save As” dialog box.

4. To save changes to a document, either click the “File” tab in the Ribbon and then click the “Save”

command in the command panel, or click the “Save” button in the Quick Access toolbar.


1. To save a document for the first time, click the Microsoft Office button, and then select the “Save As”

command from the command panel.

2. In the “Save As” dialog box, select the location where document will be saved and enter a file name.


4. To save changes to a document, either click the Microsoft Office button and then click the “Save”

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RECOVERING UNSAVED DOCUMENTS- 2013 ONLY:

1. Select the “File” tab in the Ribbon and click the “Open” command at the left side of the backstage view.

2. In the area to the right of the command panel, select the “Recent Documents” command.

3. Click the “Recover Unsaved Documents” button at the bottom of the “Recent Documents” section in the

far right panel to launch an “Open” dialog box that displays any copies of unsaved documents that Word

has recovered. It may be helpful to sort the files shown by the “Date modified” column to display the

listing of recoverable files by date, as the file names will not be of much use in determining their content.

4. You can choose the copy to recover from the list and then click the “Open” button within the “Open”

dialog box to reopen the recovered copy.

5. If you successfully retrieve the contents of the file, you should save the file you recovered.

ENTERING TEXT:

1. When you open a new document, the insertion point cursor appears in the upper left corner of the

document. This insertion point cursor identifies where text that you type with your keyboard will appear.

2. When you want to insert a new line or end a paragraph, press “Enter” on your keyboard.

3. Pressing “Backspace” on your keyboard will delete the previous characters behind the cursor.

4. Pressing “Delete” or “Del” on your keyboard will delete characters in front of your cursor.

5. Pressing “Tab” will indent lines.

6. In Word, text will wrap automatically when it comes to the end of a line. You do not need to press

“Enter;” only press “Enter” to finish a paragraph.

7. If you see a red wavy line under your text as you type, Word is alerting you that it believes that words

are misspelled. If you see a green wavy line under your text as you type, Word is indicating to you that it

believes the sentence or phrase is grammatically incorrect. Don’t worry, as these wavy lines don’t print.

These lines are simply the default proofing tools at work, alerting you to things you may want to review.

MOVING THROUGH THE DOCUMENT WITH THE KEYBOARD:

1. Press the “Up Arrow” on your keyboard to move the cursor up a line.

2. Press the “Down Arrow” on your keyboard to move the cursor down a line.

3. Press the “Left Arrow” on your keyboard to move the cursor left one character.

4. Press the “Right Arrow” on your keyboard to move the cursor right one character.

5. Press “Ctrl”+“Right Arrow” on your keyboard to move the cursor to the beginning of the word to the right

of the cursor.

6. Press “Ctrl”+“Left Arrow” on your keyboard to move the cursor to the beginning of the word to the left of

the cursor.

7. Press “Home” to move the cursor to the beginning of a line.

8. Press “End” to move the cursor to the end of a line.

9. Press “Page Up” to move the cursor up a page.

10. Press “Page Down” to move the cursor down a page.

11. Press “Ctrl”+“Page Up” to move the cursor to the top of the previous page.

12. Press “Ctrl’+“Page Down” to move the cursor to the top of the next page.

13. Press “Ctrl”+“Home” to move the cursor to the beginning of the document.

14. Press “Ctrl”+“End” to move the cursor to the end of the document.Sample

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ACTIONS-


SELECTING TEXT:

1. You can use your mouse to click and drag over text that you want to select. The text will appear

highlighted, indicating that it is selected.

2. To select a word, just double-click the word.

3. To select a sentence, hold down the “Ctrl” key on your keyboard and then click anywhere within the

sentence that you want to select.

4. To select a paragraph, just triple-click anywhere within the paragraph.

5. To select a passage of your choosing, click at the point at which you want the selection to start. Then

hold down the “Shift” key on your keyboard, and move the insertion marker (using almost any technique

you want) to the end of the selection that you wish to make. Then release the “Shift” key.

6. To select all of the text in a document, press “Ctrl”+“A” on your keyboard.

7. To make multiple non-adjacent text selections, simply make your first selection using whichever method

you prefer. Then hold down the “Ctrl” key on your keyboard while you make your other selections. When

you have finished making your selections, release the “Ctrl” key.

8. To deselect a selection you have made, click away from the selection area.

VIEWING NON-PRINTING CHARACTERS:

1. In Word you can toggle the display of the non-printing characters both on and off in your document by

clicking the “Home” tab in the Ribbon and then clicking the “¶” button within the “Paragraph” group.

MANAGING MULTIPLE DOCUMENTS:

1. To see your options for managing multiple documents, click the “View” tab. At the right end of this tab is

the “Window” group. This group contains the commands that allow you to manage your open windows.

Let’s examine the commands that can be found within this group.

2. You can click the “New Window” button to open your current document in a new window.

3. You can click the “Arrange All” button to arrange all open document windows side-by-side onscreen.

4. You can click the “Split” button to split the current document window into two panes. You can then click

into the document at the location where you want the split to be placed. You can click the “Remove

Split” button to remove the split when finished.

5. The next section of commands in the “Window” group assist you in comparing multiple open documents.

You can click the “Compare Side by Side” button to compare multiple open documents side by side,

with each open document taking an equal portion of the screen display.

6. You can use the “Synchronous Scrolling” button to toggle the ability to simultaneously scroll multiple

documents that are being compared side by side on or off, as desired. Note that you must first have the

documents opened and have already clicked the “Compare Side by Side” button before you can use the

“Synchronous Scrolling” button function.

7. Also note that if you have the “Compare Side by Side” feature enabled, and then resize or reposition

either of the open document windows, you can click the “Reset Window Position” button to reset the

placement of the open windows.

8. At the far right end of the “Window” group is the “Switch Windows” button. You can click this button to

view a drop-down menu that shows all of the documents that are currently opened in Word. You can

select the name of a document shown in this list to switch to the selected document.Sample

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EXERCISES-

Creating Basic DocumentsPurpose:

1. To be able to create a basic document in Word 2013:2010.

Exercises:


2. Click the “File” tab in the Ribbon.

3. Click the “New” command in order to display the available templates in the Backstage View.

4. Click the “Blank document” icon from the listing shown at the right side of the Backstage View.

5. If using Word 2010, click the “Create” button in the lower right corner of Backstage View to create a

new, blank document.

6. Type the following text into the document:

“In this lesson, we will explore the skill set that you must acquire to create basic documents with

the Word program. We will explore creating new documents, opening previously created

documents, saving document changes, and closing documents. We will also learn how to open

multiple documents, zoom to view documents, and perform basic text entry.”

7. Click the “File” tab in the Ribbon, and then click the “Save As” command button within the command

panel.

8. If using Word 2013, click the “Computer” choice in the pane that appears to the right, and then click

the “Browse” button that appears to the right of that.

9. In the “Save As” dialog box that appears, navigate to the “Documents” folder (Windows only). If

using another OS, simply choose another default folder on your computer to use for saving your

practice files.

10. Type “Sample” into the “File name:” text box at the bottom of the “Save As” dialog box.


12. Click the “File” tab within the Ribbon, and then select the “Close” command button from the

command panel.

13. Click the “File” tab within the Ribbon, and then select the “Open” command button from the

command panel.

14. If using Word 2013, click the “Computer” choice in the pane that appears to the right, and then click

the “Browse” button that appears to the right of that.

15. Use the “Open” dialog box to select the folder into which you just saved your document.

16. Click the “Sample” document in the list of files and folders that appears in the large white window.

17. Click “Open” in the lower right corner of the “Open” dialog box to open the “Sample” document.

18. Click the “X” in the upper-right corner of the Word application window to close the document and the

program.

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EXERCISES-

Creating Basic DocumentsPurpose:

1. To be able to create a basic document in Word 2007.

Exercises:


2. Click the Microsoft Office Button.

3. Click the “New” command in order to open the “New Document” dialog box.

4. Click the “Blank and recent” category from the listing shown at the left side of the dialog box.

5. Click the “Blank document” choice in the section displayed at the right side of the dialog box.

6. Click the “Create” button in the lower right corner of the “New Document” dialog box to create a new,

blank document.

7. Type the following into the document:

“In this lesson, we will explore the skill set that you must acquire to create basic documents with

the Word program. We will explore creating new documents, opening previously created

documents, saving document changes, and closing documents. We will also learn how to open

multiple documents, zoom to view documents, and perform basic text entry.”

8. Click the Microsoft Office button, and then select the “Save As…” command from the command

panel.

9. In the “Save As” dialog box that appears, use the drop-down at the top of the dialog box to select the

“My Documents” folder (Windows only). If using another OS, simply choose another default folder on

your computer to use for saving your practice files.

10. Type “Sample” into the “File name:” text box at the bottom of the dialog box.

11. Click “Save” in the lower right corner of the “Save As” dialog box.

12. Click the “View” tab in the Ribbon, and then choose the “Print Layout” command in the “Document

Views” group.

13. Click the Microsoft Office button, and then select the “Close” command from the command panel.

14. Click the Microsoft Office button, and then select the “Open…” command from the command panel.

15. Use the drop-down at the top of this dialog box to select the folder into which you just saved your

document.

16. Click the “Sample” document in the list of files and folders that appears in the large white window.

17. Click “Open” in the lower right corner of the “Open” dialog box to open the “Sample” document.

18. Click the Microsoft Office button, and then select the “Close” command from the command panel.

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CHAPTER 3-

Basic Editing Skills

3.1- Deleting Text

3.2- Cutting, Copying, and Pasting

3.3- Undoing and Redoing Actions

3.4- Finding and Replacing Text

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3.1- Deleting Text:

In Word, you can delete characters, words, paragraphs, or all of the text in your document quickly

and easily. You can use the “Backspace” and “Delete” keys on your keyboard to remove text while typing.

You can also select any text that you want to delete, and then press the “Delete” key to remove it, as well.

You can also easily replace any selected text in your document. To do this, you simply select the text

that you want to replace, and then immediately type over it with the new text. This saves you the extra step

of deleting the old text before typing the new text.

3.2- Cutting, Copying, and Pasting:

When working with documents, you will often want to move or copy text, or other selected document

elements, from one place to another. Word makes this frequent occurrence easy to manage through the

use of the Clipboard feature. If you click the “Home” tab in the Ribbon, you will see the “Clipboard” group at

the left end. In this group, you will see the “Cut,” “Copy,” and “Paste” command buttons that allow you to

move or copy text in your document. Note that these same buttons are also used to move or copy other

selectable document elements, like Clip Art, for example.

In addition to using the command buttons, there are also other ways to copy and paste selected text

and objects in your documents. You can use your mouse or keyboard to cut, copy, and paste selected

document elements. These functions are so important in Word that there are multiple ways of performing

these tasks. Therefore, there is no single right way to do it- you simply use the method that you prefer.

If your goal is to move a selection (either selected text or a selected document element) from one

location to another within the document, then you will use the “cut” function before you paste the data. If

your goal is to copy a selection and then paste the copy to one or more locations elsewhere within the

document, then you want to use the “copy” function before you paste the data.

There are a few tips you should know about “cutting and pasting” (moving) text and “copying and

pasting” (copying) text. First, you should know that if you display the Office Clipboard, then you may cut or

copy multiple objects before pasting them by using the Office Clipboard as temporary storage for the items

that you cut or copied. If you do not use the Clipboard, then if you cut or copy an object or text and then cut

or copy another element without pasting the first one, you will lose the first item that you selected to cut or

copy. This makes using the Office Clipboard a wise choice. You can display the Clipboard by clicking the

“Clipboard” pane launcher button in the lower right corner of the “Clipboard” group on the “Home” tab in the

Ribbon. Also, when using the Clipboard, you will find that when you paste content from the Clipboard, it will

not be immediately cleared from the Office Clipboard. The Office Clipboard will hold that object until you

close the program or clear the Clipboard. Therefore, once you copy an object, you can paste it over and

over again. You can even paste document elements into other Microsoft Office applications, like Microsoft

Excel or Microsoft PowerPoint, for example.

Second, remember that the “Undo” button can fix most mistakes that you make. As you learn to cut,

copy, and paste text and objects, make sure that you keep this fact in mind.

3.3- Undoing and Redoing Actions:

The “Undo” command, located in the Quick Access toolbar by default, is one of the most useful

functions ever created. It allows you to reverse the last command, or last few commands, that you

performed. The drop-down arrow next to the “Undo” button contains a list of your last few previous actions.

You may reverse anything that is on this list by simply clicking it. Note, however, that you must reverseSample

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3.3- Undoing and Redoing Actions (cont.):

actions in the order that they were executed. This means that if you wanted to undo an action that you did

five actions ago, you must also undo the four actions that followed it. If you hold your mouse pointer over

the “Undo” button, a screen tip will appear to tell you which action you would be undoing. Also note that

some actions cannot be undone. For example, closing the document without saving your changes is an

irreversible mistake.

Next to the “Undo” button is the “Redo” button. The “Redo” command is the inverse of the “Undo”

command. It will redo an action that was undone. This is valuable if you accidentally click the “Undo” button

too many times.

3.4- Finding and Replacing Text:

You can use the commands in the “Editing” group on the “Home” tab in the Ribbon to execute

several commands that can assist you in editing Word documents. You can use the functions in this section

to quickly find and replace document content. This can be extremely useful for quickly revising standard

documents that need minor, repetitive changes to the text.

To perform a basic search for text in your document, you can click the “Find” button to open the

“Navigation” pane at the left side of the document window and display the “Search Document” search box at

the top of the window. You can then type the word or phrase for which you want to search within your

document into the search box. Word will automatically find and highlight the text that you enter within the

document and also display the matching result locations within the results pane below the search box. You

can click on any result shown in the pane to jump to that selected section within the document. When you

are finished, you can click the small “x” button at the right end of the search box to clear your search results.

You can also search for text within your document and then replace the text with another text entry

of your choosing. To do this, click the “Replace” button within the “Editing” group on the “Home” tab in the

Ribbon. Doing this will open the “Find and Replace” dialog box and display the “Replace” tab. This tab

allows you to replace the text that you find with other text that you enter. To use this feature, enter the text

that you want to find into the “Find what:” text box. Then enter the text that you want to replace the found

text with into the “Replace with:” text box. You can then click the “Find Next” button to move to the next

occurrence of the text found within the document. The text will be selected. To then replace it with the text

you entered, click the “Replace” button. You can then continue to click the “Find Next” button and the

“Replace” button to move through the document, replacing the text. You could also simply click the

“Replace All” button to replace all instances of the found text with the replacement text that you entered

throughout the document at once, if desired.

If you would like to perform an advanced find of information within your document, note that you can

also click the “Find” tab within the “Find and Replace” dialog box. You could also access this tab by clicking

the drop-down arrow that appears to the right of the “Find” button in the “Editing” group on the “Home” tab in

the Ribbon and then selecting the “Advanced Find…” command from the button’s drop-down menu.

On this tab, you can enter the text for which you would like to search into the “Find what:” text box.

You can then click the “Find Next” button to find the next occurrence of the selected text within the

document. Also note that if you need more specialized options for either the “Find” or “Replace” tabs, you

can click the “More>>” button at the bottom of either tab to display more advanced search options at the

bottom of the dialog box. You can check any of the options shown by the checkboxes in the “Search

Options” section to enable or disable those parameters when performing your search.

The last tab in the “Find and Replace” dialog box is the “Go To” tab. You could also access this tab

by clicking the drop-down arrow that appears to the right of the “Find” button in the “Editing” group on theSample

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3.4- Finding and Replacing Text (cont.):

“Home” tab in the Ribbon and then selecting the “Go To…” command from the button’s drop-down menu

You can use this tab to quickly move through the document. In the “Go to what:” list, you select the object

by which you want to move through the document. You then enter a search reference to the object to which

you wish to move in the adjacent field. The specific directions for each selected object from the “Go to

what:” list are shown next to the text box to assist you. You can then click the “Previous” and “Next” buttons

to browse through the document by the selected object using the increments that you entered.

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ACTIONS-


DELETING SELECTED CHARACTERS:

1. You can use the “Backspace” and “Delete” keys on your keyboard to remove text while typing.

2. You can select any text that you want to delete, and then press the “Delete” key to remove it.

REPLACING SELECTED CHARACTERS:

1. Select the text in your document that you want to replace with new text, and then type the new text.

CUTTING AND PASTING:

1. Select the document element that you want to move.

2. Press the “Cut” button in the “Clipboard” group on the “Home” tab of the Ribbon.

3. Click to place the insertion mark within the document at the position that you want to insert the selection.

4. Click the “Paste” button in the “Clipboard” group on the “Home” tab of the Ribbon.

OR


2. Press “Ctrl”+“X” on your keyboard to cut the text.

3. Click to place the insertion mark within the document at the position that you want to insert the selection.

4. Press “Ctrl”+“V” on your keyboard to paste the text.

OR


2. Click and drag on the selection, and release it when the insertion mark appears in the correct location.

COPYING AND PASTING:

1. Select the document element that you want to copy.

2. Press the “Copy” button in the “Clipboard” group on the “Home” tab of the Ribbon.

3. Click to place the insertion mark within the document at the position that you want to insert the copy.

4. Click the “Paste” button in the “Clipboard” group on the “Home” tab of the Ribbon.

OR

1. Select the document element that you want to copy.

2. Press “Ctrl”+“C” on your keyboard to cut the text.

3. Click to place the insertion mark within the document at the position that you want to insert the copy.

4. Press “Ctrl”+“V” on your keyboard to paste the text.

OR

1. Select the document element you want to copy, and then hold down the “Ctrl” key on your keyboard.

2. Click and drag the selection, and release it when the insertion mark appears in the correct location.Sample

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ACTIONS-


UNDOING ACTIONS:

1. To undo your last action, click the “Undo” button in the Quick Access toolbar.

OR

1. To undo the last few commands, click the drop-down arrow next to the “Undo” button in the Quick

Access toolbar.

2. Select the command that you wish to undo.

REDOING ACTIONS:

1. To redo your last undone action, click the “Redo” button in the Quick Access toolbar.

FINDING AND REPLACING TEXT:

1. You can use the commands in the “Editing” group on the “Home” tab in the Ribbon to execute several

commands that can assist you in editing Word documents. You can use the functions in this section to

quickly find and replace document content. This can be extremely useful for quickly revising standard

documents that need minor, repetitive changes to the text.

2. To perform a basic search for text in your document, you can click the “Find” button to open the

“Navigation” pane at the left side of the document window and display the “Search Document” search

box at the top of the window.

3. You can then type the word or phrase for which you want to search within your document into the

search box. Word will automatically find and highlight the text that you enter within the document and

also display the matching result locations within the results pane below the search box.

4. You can click on any result shown in the pane to jump to that selected section within the document.

5. When you are finished, you can click the small “x” button at the right end of the search box to clear your

search results.

6. You can also search for text within your document and then replace the text with another text entry of

your choosing. To do this, click the “Replace” button within the “Editing” group on the “Home” tab in the

Ribbon. Doing this will open the “Find and Replace” dialog box and display the “Replace” tab. This tab

allows you to replace the text that you find with other text that you enter.

7. To use this feature, enter the text that you want to find into the “Find what:” text box.

8. Then enter the text that you want to replace the found text with into the “Replace with:” text box.

9. You can then click the “Find Next” button to move to the next occurrence of the text found within the

document. The text will be selected.

10. To then replace it with the text you entered, click the “Replace” button.

11. You can then continue to click the “Find Next” button and the “Replace” button to move through the

document, replacing the text.

12. You could also simply click the “Replace All” button to replace all instances of the found text with the

replacement text that you entered throughout the document at once, if desired.

(cont.)

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ACTIONS-

Basic Editing SkillsFINDING AND REPLACING TEXT (CONT.):

13. If you would like to perform an advanced find of information within your document, note that you can

also click the “Find” tab within the “Find and Replace” dialog box. You could also access this tab by

clicking the drop-down arrow that appears to the right of the “Find” button in the “Editing” group on the

“Home” tab in the Ribbon and then selecting the “Advanced Find…” command from the button’s drop-

down menu.

14. On this tab, you can enter the text for which you would like to search into the “Find what:” text box.

15. You can then click the “Find Next” button to find the next occurrence of the selected text within the

document.

16. Also note that if you need more specialized options for either the “Find” or “Replace” tabs, you can click

the “More>>” button at the bottom of either tab to display more advanced search options at the bottom of

the dialog box. You can check any of the options shown by the checkboxes in the “Search Options”

section to enable or disable those parameters when performing your search.

17. The last tab in the “Find and Replace” dialog box is the “Go To” tab. You could also access this tab by

clicking the drop-down arrow that appears to the right of the “Find” button in the “Editing” group on the

“Home” tab in the Ribbon and then selecting the “Go To…” command from the button’s drop-down

menu. You can use this tab to quickly move through the document.

18. In the “Go to what:” list, you select the object by which you want to move through the document.

19. You then enter a search reference to the object to which you wish to move in the adjacent field. The

specific directions for each selected object from the “Go to what:” list are shown next to the text box to

assist you.

20. You can then click the “Previous” and “Next” buttons to browse through the document by the selected

object using the increments that you entered

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EXERCISES-

Basic Editing SkillsPurpose:

1. To be able to edit a basic Word document.

Exercises:

1. Open the “Sample” document created in the exercise at the end of Chapter 1.

2. Replace the word “view” in the final sentence of the document with the word “magnify.”

3. Triple-click on the paragraph to select it.

4. Click the “Copy” button in the Ribbon.

5. Click at the end of the paragraph.

6. Press “Enter” on your keyboard to create a paragraph break.

7. Click the “Paste” button in the Ribbon.

8. Click the “Undo” button in the Quick Access toolbar to undo the pasting.

9. Click the “Redo” button on the Quick Access toolbar to re-paste the paragraph.

10. Triple-click on the pasted paragraph to select it.

11. Press “Delete” on your keyboard to delete the selected paragraph.

12. Click the “Save” button in the QuickAccess toolbar to save your changes.

13. Click the “x” in the upper right corner of the document window to close the “Sample” document.

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CHAPTER 4-

Basic Proofing Tools

4.1- The Spelling and Grammar Tool

4.2- Setting Default Proofing Options

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4.1- The Spelling and Grammar Tool:

Word provides you with a tool that helps you to quickly identify and correct misspelled words and

grammatical errors in your documents. It is the “Spelling & Grammar” tool. As its name clearly states, this

tool identifies and corrects both spelling and grammar errors in your document.

The nature of the “Spelling & Grammar” tool is twofold. First, it identifies words and phrases in the

document that it thinks are misspelled by comparing the words within the document to an internal dictionary.

As you type, you may notice that a red wavy line appears under some words in your document. These are

words that Microsoft Word thinks may be misspelled. You may also see a green wavy line that appears

under some phrases or sentences that you type. In this case, Word has identified passages that it believes

may be grammatically incorrect. These wavy lines will not print.

The second function allows you to invoke the “Spelling and Grammar” dialog box. You can do this by

clicking the “Spelling & Grammar” button in the “Proofing” group on the “Review” tab in the Ribbon. You will

then step through your document, from your insertion mark downward through the document, identifying

misspelled words and grammatically incorrect phrases.

Word will the display the errors in the “Spelling & Grammar” dialog box with a selection of words that

it thinks you meant to type in the “Suggestion” list box. You may click one of these words to select it and

then click the “Change” button to change it. If it is a word that occurs repeatedly in the document and is

misspelled frequently, click “Change All” to tell Word to change all instances of this word, exactly as it

appears, in your document. If the word you wanted was not available as a choice, you can simply type in

your own correction in the document.

If the word that Word thinks is misspelled is truly spelled correctly, as will happen with some proper

names and technical terms, you can select to ignore the word by clicking the “Ignore Once” button in the

“Spelling & Grammar” dialog box. If it is a word that occurs repeatedly in the document, click the “Ignore All”

button to tell Word to ignore all instances of this word, exactly as it appears, in your document.

If Word misidentifies a word as misspelled when it is not, and you use the word frequently, such as a

company name, you can click the “Add to Dictionary” button in the “Spelling & Grammar” dialog box to add

the selected word to Microsoft Word’s internal dictionary. In the future, Microsoft Word will not identify the

added word as a misspelling in any of your documents again.

Word not only identifies misspelled words, but also identifies oddly capitalized words (lIKE tHIS, oR

ThIs) and repeated words. However, it is only a tool to assist you in editing and proofreading your

documents. It is not a substitute for your own editing skills. You should always manually proofread your

documents. Do not rely on Microsoft Word’s “Spelling & Grammar” tool exclusively.

4.2- Setting Default Proofing Options:

You can customize many features of the “Spelling & Grammar” tool. You can view the “Proofing”

options for Microsoft Word by clicking the “Options…” button when using the “Spelling & Grammar” dialog

box. If using Word 2013:2010, you can access the “Proofing” options by clicking the “File” tab in the Ribbon

and then clicking the “Options” button. If using Word 2007, you can access the “Proofing” options by clicking

the Microsoft Office button and then clicking the “Word Options” button. If you choose the latter method in

any version of Word, you will also need to then select the “Proofing” category from the option category list at

the left side of the window.

In the “When correcting spelling in Microsoft Office programs” section, click the check boxes next to

the displayed options in order to turn them on or off. A check in the box indicates that an option is selected,

or enabled. Following this section, there are two other sections for options that apply to Word only- the

“When correcting spelling and grammar in Word” section and the “Exceptions for:” section. You can checkSample

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4.2- Setting Default Proofing Options (cont.):

or uncheck the options here to set additional default spelling and grammar options for Word.

Notice the “Recheck Document” button. Normally, Word accepts that you have properly corrected

the document once you have finished your spelling check and does not spell check the document twice. If

you have checked your current document once, but made mistakes with the replacements, then you must

reset Word’s “Spelling and Grammar” tool by clicking this button to prompt Word to recheck the document

and re-check words that it previously checked but that you chose to ignore.

Another useful feature of Microsoft Word is the AutoCorrect feature. All users mistype or misspell

words. There may be words that you seem to mistype frequently. Word provides the AutoCorrect feature to

help you automatically correct common misspellings of words. For example, if you commonly mistype the

word “the” as “teh,” AutoCorrect can automatically replace the misspelling as you type.

To view the AutoCorrect feature, click the “AutoCorrect Options…” button at the top of the “Proofing”

options shown in “Word Options” dialog box. This will bring up the “AutoCorrect” dialog box. Click the

“AutoCorrect” tab to set or change the AutoCorrect options for Word.

Here you can add either a “plain text” or “formatted text” entry for your AutoCorrect entry. So, if your

company’s name is always in 16 point, Tahoma font and bolded, you can create a formatted entry so that

when it is inserted it will always retain all formatting. To create a formatted entry, type the phrase or word in

your document as you want it to appear with all necessary formatting. Highlight the word or phrase, and

then open the “AutoCorrect” dialog box. The selection should appear in the “With:” text box. Click into the

“Replace:” text box and type the shortcut entry for the longer phrase. Then click the radio button above the

longer entry that says “Formatted text” to save it as a formatted text entry. Once it appears the way that you

want it to appear, click the “Add” button to add the AutoCorrect entry to the list.

To delete an AutoCorrect entry from the list shown on the “AutoCorrect” tab, you simply select the

entry that you want to delete. Then press the “Delete” button in the lower right corner of the “AutoCorrect”

tab. Once you have finished setting your AutoCorrect options, you can click the “OK” button to close the

dialog box and save your changes. You can then click the “OK” button in the “Word Options” dialog box to

close and save the default proofing options.

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ACTIONS-

Basic Proofing ToolsTO CHECK SPELLING AND GRAMMAR IN A DOCUMENT:

1. Make sure that you have set the default proofing options for the “Spelling & Grammar tool as you like.

2. Place your insertion point at the beginning of the document.

3. Click the “Spelling & Grammar” button in the “Proofing” group on the “Review” tab in the Ribbon.

4. Word will now use the “Spelling & Grammar” dialog box to move through the document looking for

spelling and grammar errors.

5. Click “Ignore Once” if the word is spelled correctly.

6. Click “Ignore All” if the word is spelled correctly, and occurs multiple times in your document.

7. If the word is misspelled, correct it and click “Change.”

8. If the word is misspelled frequently in your document, correct it and click “Change All.”

9. When the grammar check is complete, a pop-up window will let you know that it is finished.

CHANGING THE DEFAULT PROOFING OPTIONS:

1. If using Word 2013:2010, click the “File” tab in the Ribbon and then click the “Options” button in the

command panel at the left side of the window. If using Word 2007, click the Microsoft Office button, and

then click the “Word Options” button in the lower right corner.

2. Click the “Proofing” category at the left side of the “Word Options” window.

3. Check or uncheck any spelling and grammar options in the categories that appear at the right side of

the “Word Options” window.

4. Click the “OK” button to set and save your changes.

SETTING THE DEFAULT AUTOCORRECT OPTIONS:





3. Click the “AutoCorrect Options…” button at the top right side of the “Word Options” window to open the

“AutoCorrect” dialog box.

4. Click the “AutoCorrect” tab to view the default AutoCorrect options, and the list of current AutoCorrect

entries.

5. Check or uncheck any AutoCorrect options you want to apply or disable in the top portion of this tab.

6. Click “OK” when you are finished setting your default AutoCorrect options to return to the “Word

Options” window.

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ACTIONS-


DELETING AN AUTOCORRECT ENTRY







4. Click the “AutoCorrect” tab to view the list of current AutoCorrect entries.

5. Click on the entry that you want to delete from the list of AutoCorrect entries.

6. Click the “Delete” button in the “AutoCorrect” dialog box.

7. Press “OK” to save the changes, and return to the “Word Options” window.

ADDING AN AUTOCORRECT ENTRY FOR A MISSPELLING:

1. Select the misspelled word in your document for which you want to add an AutoCorrect entry.








6. Click into the text box under “With:.” and type the correct spelling of the word that you selected.

7. Make sure that the phrase you originally selected appears in the “Replace:” text box.

8. Click “Add” at the bottom of the “Replace” section.

9. Click “OK” to save the entry and return to the “Word Options” window.

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EXERCISES-

Basic Proofing ToolsPurpose:

1. To be able to perform a spelling and grammar check, and add and delete AutoCorrect entries.

Exercises:

1. Create a new, blank Word document.

2. Type the following passage exactly as it is misspelled:

“Jane Dough

111 High St.

Lancing, MI 41256

Dear John,

I are really great at tiping now. Verrrry soon I shal b the vedy best typer in the holw werld. I hope that

you are happi at yur new job with Hypo-globul-mecca-mart. I miss you much. Take car and not not

ferget to water the dowgs.

Sincerely,

Janey”

3. When you are finished, click to place the insertion marker at the top of the document.

4. Click the “Spelling & Grammar” button in the “Proofing” group of the “Review” tab in the Ribbon.

5. Replace the misspelling of “tiping” with the suggestion of “typing.”

6. Replace “are” with “am.”

7. Manually correct the misspelling of “Verrrry” by clicking back into the document and deleting the

extra letters. Click the “Resume” button in the “Spelling and Grammar” dialog box when you are

ready to continue.

8. Replace “shal” with the suggestion of “shall.”

9. Replace “vedy” with the suggestion of “very.”

10. Manually correct the misspelling of “typer” by clicking back into the document and replacing the word

with the word “typist.” Click the “Resume” button in the “Spelling and Grammar” dialog box when you

are ready to continue.

11. Manually correct the misspelling of “holw” by clicking back into the document and replacing the word

with the word “whole” instead. Click the “Resume” button in the “Spelling and Grammar” dialog box

when you are ready to continue.

12. Replace “werld” with the suggestion of “world.”

13. Replace “happi” with the suggestion of “happy.”

14. Replace “yur” with the suggestion of “your.”

15. Click “Ignore Once” to ignore any words found in the company name of “Hypo-globul-mecca-mart.”

16. Click “Delete” to delete the repeated word “not.”

17. Replace “ferget” with the suggestion of “forget.”

18. Replace “dowgs” with the suggestion of “dogs.”

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EXERCISES-

Basic Proofing ToolsExercises (cont.):

20. Now proofread the document. Notice all of the mistakes that Word didn’t correct! You’ll have to fix

those manually.

21. Now press “Ctrl”+“End” on your keyboard to jump to the end of the document.

22. Press “Enter” on your keyboard.

23. Type the misspelled word “clik” and press the “Spacebar” key once to place the red wavy underline

below it.

24. Double-click the misspelled word to select it.


command panel at the left side of the window. If using Word 2007, click the Microsoft Office button,

and then click the “Word Options” button in the lower right corner.


27. Click the “AutoCorrect Options…” button at the top right side of the “Word Options” window to open

the “AutoCorrect” dialog box.


29. Click into the “With:” text box on the “AutoCorrect” tab, and type the word “click.”

30. Click “Add” at the bottom of the “Replace” section.

31. Click “OK” at the bottom of the dialog box.

32. It should have fixed the misspelling automatically. Notice that now when you type the word “clik” and

then press the “Spacebar” key, Word will automatically correct the typo.

33. Close the document and do not save it (unless you wish to).

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CHAPTER 5-

Font Formatting

5.1- Formatting Fonts

5.2- The Font Dialog Box

5.3- The Format Painter

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Font Formatting

5.1- Formatting Fonts:

Formatting the font (or “text”) within your document can give your document a finished and polished

appearance. You can add bolding or italics to emphasize selected text, change the color of the text, or add

many other stylistic options. It is very easy to apply font formatting. One way is to simply select the text to

which you want to apply formatting, and then use the buttons in the “Font” group of the “Home” tab in the

Ribbon to apply whatever formatting you desire. Alternately, you can simply hold your mouse pointer over

selected text, and wait for the Mini toolbar to appear. You can use the formatting buttons in the Mini toolbar

to apply many common formatting options. For advanced users, you can even set advanced font formatting

options by clicking the “Font” dialog box button in the lower right corner of the “Font” group in the “Home”

tab of the Ribbon.

Note that you can also set the font formatting properties for text before you type it. Most people have

a font that they prefer to work with, like “Tahoma,” for example. If you make your font formatting choices

prior to typing the text, the text that you then type will appear with the formatting that you have specified.

Let’s look at the default buttons that appear in the “Font” group of the “Home” tab in the Ribbon.

Note that you can hold your mouse pointer over any button shown in this group to see a screen tip that

shows the name and function of each button shown. Also note that some buttons shown, such as the

“Change Case” button and the “Font Color” button, have small drop-down arrows on them that will allow you

to select a choice from a drop-down menu that appears. Other buttons, such as “Bold” and “Italic,” are

simply toggle buttons that either apply or remove the formatting specified by the button.

5.2- The Font Dialog Box:

Advanced font formatting options are available through use of the “Font” dialog box. You can access

this dialog box by clicking the “Font” dialog box button in the lower right corner of the “Font” group in the

“Home” tab of the Ribbon. In this dialog box there are two tabs- the “Font” tab and the “Advanced” tab. On

the “Font” tab you can access many lesser-used text effects available. Use the various drop-down selectors

and check boxes to apply the formatting you desire. You can view your changes in the “Preview” area at the

bottom of the “Font” dialog box. On the “Character Spacing” tab, you can set options for the amount of

spacing that occurs between characters in a font. This is not to be confused with line spacing, which is an

attribute of paragraph formatting- not font formatting.

One interesting and useful point to note is that once you have set the formatting options for a font

that you would like to set as your default font, you can click the “Set As Default” (“Default…” in Word 2007)

button in the lower left corner of the “Font” dialog box to set the currently displayed font formatting as the

new default font used for new documents that are created in the future on that computer. Otherwise, once

you have the selected text formatted to your liking in this dialog box, press the “OK” button to apply your

changes.

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Font Formatting

5.3- The Format Painter:

When you are formatting text, you may want to simply copy the formatting from one text selection

and then paste only the formatting onto other text selections. This can save you a lot of time when

formatting documents that have a standard appearance for many sections. Word provides you with the

“Format Painter” button in the “Clipboard” group of the “Home” tab in the Ribbon. This button allows you to

copy and paste the formatting, but not the content, from one selection of text to multiple other selections.

For example, if you were creating a document that had a 17 point, Arial, red font used for section titles, you

could simply format the first title and then copy the formatting onto the other titles.

To copy the text formatting from a selection, you first select the text that has the formatting that you

want to copy. If you only want to copy the selected formatting to one other location, you can then click the

“Format Painter” button in the “Clipboard” group of the “Home” tab in the Ribbon. If you want to copy the

selected formatting to multiple other locations, then you will double-click the “Format Painter” button,

instead. After that, you can simply click and drag over the other text areas to which you want to apply the

formatting that you just copied.

Note that if you double-clicked the “Format Painter” button in order to paste the selected format to

multiple locations, you will need to click the button once more to turn the feature off when you have finished

pasting the formatting to the desired areas.

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ACTIONS-

Font FormattingTO CHANGE THE FONT FORMATTING OPTIONS:

1. Select the text whose appearance you wish to change.

2. Use the buttons in the “Font” group of the “Home” tab in the Ribbon to apply whatever formatting you

desire.

OR


2. Hold your mouse pointer over selected text, and wait for the Mini toolbar to appear.

3. Use the buttons in the Mini toolbar to apply whatever formatting you desire.

USING THE FONT DIALOG BOX:


2. Click the “Font Dialog” button in the lower right corner of the “Font” group in the “Home” tab of the

Ribbon.

3. Use the options shown in the “Font” dialog box to apply whatever formatting you desire.

SETTING A DEFAULT FONT:

1. Click the “Font Dialog” button in the lower right corner of the “Font” group in the “Home” tab of the

Ribbon.

2. Use the options shown in the “Font” dialog box to apply whatever formatting you desire.

3. Click the “Set As Default” (“Default…” in Word 2007) button in the lower left corner of the “Font” dialog

box to set the currently displayed font formatting as the new default font used for new documents that

are created in the future on that computer.

4. Click the “OK” button to apply your changes.

USING THE FORMAT PAINTER:

1. Select the text that has the formatting that you want to copy.

2. If you only want to copy the selected formatting to one other location, you click the “Format Painter”

button in the “Clipboard” group of the “Home” tab in the Ribbon. If you want to copy the selected

formatting to multiple other locations, then you will double-click the “Format Painter” button, instead.

3. Click and drag over the other text areas to which you want to apply the formatting that you just copied.

4. If you double-clicked the “Format Painter” button in order to paste the selected format to multiple

locations, you will need to click the button once more to turn the feature off when you have finished

pasting the formatting to the desired areas.

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EXERCISES-

Font FormattingPurpose:

1. To be able to apply font formatting to document text.

Exercises:

1. Open the “Sample” document created in the exercise at the end of Chapter 1.

2. Press “Ctrl”+“A” on your keyboard to select all of the text.

3. Use the “Font” drop-down button in the “Font” group of the “Home” tab in the Ribbon to select the

font face of “Tahoma.”

4. Use the “Font Size” drop-down button in the “Font” group of the “Home” tab in the Ribbon to select a

font size of “12.”

5. Use the “Font Color” drop-down button in the “Font” group of the “Home” tab in the Ribbon to select

a font color of “Blue.”

6. Click into the document’s text to see the changes applied.



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CHAPTER 6-

Formatting Paragraphs

6.1- Aligning Paragraphs

6.2- Indenting Paragraphs

6.3- Line Spacing and Paragraph Spacing

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6.1- Aligning Paragraphs:

In Word, you have several choices on how you would like to align your paragraphs. Alignment refers

to the appearance of the left and right sides of the paragraph. By default, Word aligns paragraphs to the left.

You can change this alignment so that the right sides are symmetrical (right alignment), or that the lines are

centered with even space on both sides (center alignment), or justified (both left and right sides are

aligned). With justified paragraphs, the last line is never truly justified by default, as it tends to look odd. To

force the last line to be truly justified, put the cursor at the end of the last line in the justified paragraph and

then press “Shift”+“Enter” on your keyboard.

You can apply paragraph alignment by either selecting the entire paragraph, or by simply clicking

into the paragraph that you want to align. If you examine the “Home” tab on the Ribbon, you will notice the

“Paragraph” group that contains the paragraph alignment buttons, among other paragraph options. If you

hold your mouse pointer over any of the alignment buttons, its name will appear in a screen tip to aid you in

identifying which type of alignment corresponds to which button. They are, from left to right: “Left,” “Center,”

“Right,” and “Justify.”

Alignment is like other formatting techniques in that you may set it prior to writing the text, or you can

apply it after your text is written. So you may either click the button to set your alignment and then type the

text or you may type the paragraph, select it or click into it, and then press the button corresponding to the

alignment you want to apply to your text.

6.2- Indenting Paragraphs:

With Word, you have many choices as to how you would like to add indentation to your documents.

Hitting the “Tab” key on your keyboard will add a tab of a half-inch. You can also increase or decrease the

indentation of the entire left side of your paragraphs by using the “Increase Indent” or “Decrease Indent”

buttons located in the “Paragraph” group on the “Home” tab in the Ribbon.

To use these buttons, simply put the cursor in the paragraph that you want to increase or decrease

the indentation of and then click either the “Increase Indent” or “Decrease Indent” button, as appropriate.

This will increase or decrease the indentation of the entire left edge of the paragraph by increments of a

half-inch.

Another way of adding paragraph indentation is to use the four indentation markers shown on the

horizontal ruler. Display the horizontal ruler, and look for the “Left Indent,” “First Line Indent,” “Hanging

Indent,” and “Right Indent” markers. You click the indent marker that you want to set, and drag it to the

location on the horizontal ruler at which you want the indentation to occur.

You can drag the “Left Indent” marker in to indent the left side of the paragraph. You can do the

same thing with the “Right Indent” marker, which will indent the right side of the paragraph. Next is the “First

Line Indent,” which is what you probably think of when you think of paragraph indentation. This marker will

set the indentation of the first line of a paragraph. When you press the “Tab” key on your keyboard, the first

line of the paragraph will move out to your “First Line Indent” marker’s location on the horizontal ruler. A

less frequently used indentation is the “Hanging Indent.” This is used mainly for bibliographies. With a

hanging indent, all of the lines except the first one will be indented to the position at which you set the

horizontal ruler. You must make sure that the first line indent is at the left margin of the page for the hanging

indent to be effective. When you set the hanging indent, make sure that you click and drag the upward-

pointing marker that looks like a “home plate” in baseball. The small square markers below that is actually

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6.3- Line Spacing and Paragraph Spacing:

Like most word processing programs, you can modify the line and paragraph spacing in your

document. Line spacing is the amount of space allotted to go between each line in your paragraph.

Paragraph spacing is the amount of space to be inserted before and after the paragraphs in your document.

You can adjust the default settings in the “Indents and Spacing” tab of the “Paragraph” dialog box. You can

access this area by clicking the “Paragraph” dialog box button in the lower right corner of the “Paragraph”

group on the “Home” tab in the Ribbon. Make sure that you select the “Indents and Spacing” tab to view and

change these settings.

You can set all of the properties of the paragraph using this dialog box. The “General” section deals

with paragraph alignment. The “Indentation” section is for indentation of the paragraph and you can

manually set the indentation in this section. The “Spacing” section allows you to set the line and paragraph

spacing. The “Before” and “After” boxes determine the amount (in points) of spacing between paragraphs.

Set both the amount of spacing before and after each paragraph by using the spinner arrows next to each

box. Also, there is a drop-down box that allows you to set the actual line spacing for your paragraph.

Notice that any changes you make to the spacing, alignment, and indentation will appear in the

“Preview” window at the bottom of the “Paragraph” dialog box. When you have set up your paragraph

properties, press “OK” on the bottom of the “Paragraph” dialog box in order to apply your changes.

Note that if you want to quickly change your line spacing for a selected paragraph in Word, you can

use the “Line Spacing” button in the “Paragraph” group to select from a list of frequently used line spacing

sizes. The line spacing you select from the drop-down menu of choices will then be applied to the selected

paragraph.

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ACTIONS-


TO LEFT ALIGN PARAGRAPHS:

1. Select the paragraph that you want to left align.

2. Click the “Left Align” button in the “Paragraph” group of the “Home” tab in the Ribbon.

TO CENTER ALIGN PARAGRAPHS:

1. Select the paragraph that you want to center align.

2. Click the “Center Align” button in the “Paragraph” group of the “Home” tab in the Ribbon.

TO RIGHT ALIGN PARAGRAPHS:

1. Select the paragraph that you want to right align.

2. Click the “Right Align” button in the “Paragraph” group of the “Home” tab in the Ribbon.

TO JUSTIFY PARAGRAPHS:

1. Select the paragraph that you want to justify.

2. Click the “Justify” button in the “Paragraph” group of the “Home” tab in the Ribbon.

TO MODIFY THE INDENTATION OF PARAGRAPHS:

1. Select the paragraph for which you want to increase the left indentation.

2. Click the “Increase Indent” button in the “Paragraph” group of the “Home” tab in the Ribbon.

OR

1. Select the paragraph for which you want to decrease the left indentation.

2. Click the “Decrease Indent” button in the “Paragraph” group of the “Home” tab in the Ribbon.

TO CHANGE ALL PROPERTIES FOR A PARAGRAPH:

1. Select the paragraph with the properties that you want to set.

2. Click the “Paragraph” dialog box button in the lower right corner of the “Paragraph” group in the “Home”

tab on the Ribbon to view the “Paragraph” dialog box.

3. Click the “Indents and Spacing” tab to set your preferences.

4. Select your paragraph alignment from the “Alignment” section on the “Indents and Spacing” tab.

5. Select your paragraph indentation from the “Indentation” section on the “Indents and Spacing” tab.

6. Select your paragraph spacing from the “Spacing” section on the “Indents and Spacing” tab.

7. A preview of the changes will appear in the “Preview” window.

8. When it looks as you want it to, click “OK” at the bottom of the “Paragraph” dialog box.

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ACTIONS-


USING THE HORIZONTAL RULER FOR INDENTATION:

1. Make sure you have the ruler enabled.

2. Select the paragraph or paragraphs that you wish to indent.

3. Drag the “First-line Indent” icon to the position on the horizontal ruler at which you want to set the first

line of the paragraph.

OR



3. Drag the “Hanging Indent” icon to the position on the horizontal ruler at which you want to set all lines

but the first line in the paragraph.

OR



3. Drag the “Right Indent” icon to the position on the horizontal ruler at which you want to set the right side

of the paragraph.

OR



3. Drag the “Left Indent” icon to the position on the horizontal ruler at which you want to set the left side of

the paragraph.

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EXERCISES-

Formatting ParagraphsPurpose:

1. To be able to set paragraph alignment for our sample document.

Exercises:

1. Open your “Sample” document.

2. Triple-click the paragraph that you typed to select it.

3. Click the “Paragraph” dialog box button in the lower right corner of the “Paragraph” group on the

“Home” tab of the Ribbon.

4. Use the “Alignment:” drop-down to select “Justified.”

5. In the “Indentation” section, use the “Special:” drop-down to select “First Line.”

6. In the “Spacing” section use the “Line spacing:” drop-down to select “1.5 lines.”

7. Click “OK.”



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CHAPTER 7-

Setting Page Layout

7.1- Setting Page and Section Breaks

7.2- Using Headers and Footers

7.3- Using Page Setup

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7.1- Setting Page and Section Breaks:

When you create a document, you set a paper size such as 8.5” by 11.” When you reach the end of

the specified page size in Word, it will insert an automatic page break. Sometimes these automatic page

breaks occur in places where you would rather not have them occur. For example, an automatic page break

may leave one sentence on a second page, orphaned from the rest of the paragraph. You cannot delete

automatic page breaks in Word. Instead, you must insert a manual page break at a point in the page prior to

the occurrence of the automatic page break.

Inserting manual page breaks is not difficult. Just click into the document at the place where you

want the page break to occur. This should, of course, be before the automatic page break. Then press

“Ctrl”+“Enter” on your keyboard or click the “Breaks” button in the “Page Setup” group on the “Page Layout”

tab of the Ribbon and then choose the “Page” option from the drop-down menu.

Note that while the page break may be the most commonly used type of document break that

occurs, it is by no means the only type of document break available. When you click the “Breaks” button in

the “Page Setup” group on the “Page Layout” tab of the Ribbon, you will see many of the other types of

document breaks that are available for use in Microsoft Word. You can also select these types of breaks for

your document, if the need arises. We will now examine the other types of document breaks that you can

insert into your Word documents and their uses within the program.

A section break is much like a page break, but it breaks the sections of your document. When you

insert a section break, you can then set the page layout independently for each section. For example, using

a “Next Page” section break, each section could change the page layouts, like switching from a “Portrait”

page orientation to a “Landscape” page orientation within a single document. There are four different types

of section breaks that you can insert. They are “Next Page,” “Continuous,” “Odd Page,” and “Even Page.” A

“Next Page” section break inserts a page break, but also creates two separate sections of the document so

that each section can have its own unique page layout. A “Continuous” section break inserts a break, but

continues the next section on the same page. The “Odd Page” or “Even Page” section break will place a

break, and then continue the next section on the next odd or even numbered page. This is helpful for

inserting section breaks into documents that are intended for double-sided, bound printing.

If you select to view the non-printing characters in a document that contains a page break, you will

see that a manual page break is identifiable by the words “Page Break” in the center of a dashed line within

the document. You can easily delete these breaks just as you would any other character. You simply click

into the line containing the “Page Break” character, and then press the “Delete” key on your keyboard.

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Setting Page Layout

7.2- Using Headers and Footers:

All documents based on the “Normal” template contain space for header and footer information. In

order to view and edit the content of the headers and footers while working in the document, however, you

will need to be using the “Print Layout” view of the document. To view and edit header and footer

information in your document, you can select either the “Header” or “Footer” buttons, as needed, from within

the “Header & Footer” group on the “Insert” tab in the Ribbon. In the drop-down menu for each button, you

can then choose either the “Edit Header” or “Edit Footer” command to place the insertion marker into either

the header or footer sections, depending on your selection. Alternately, you can simply double-click into

either the header or footer areas in the document to place the insertion marker into the header or footer.

Once you have entered either the header or footer sections, you will also see a new tab in the

Ribbon that you can use to assist you in editing information in the headers and footers. Also note that when

you have entered into the header or footer, you cannot edit the content of the body of the document until

you switch back to the normal editing mode. You can do this by either clicking the “Close Header and

Footer” button in the “Close” group on the “Design” tab of the “Header & Footer Tools” contextual tab in the

Ribbon, or by simply double-clicking back into the body of the document.

When editing the headers and footers, you can move between the headers and the footers using the

buttons provided in the “Navigation” group on the “Design” tab of the “Header & Footer Tools” contextual tab

in the Ribbon. Note that you can also press the “Up” and “Down” arrows on your keyboard to move between

the headers and the footers, as well.

Within the header and footer sections, you can type or insert whatever information you want to

appear. Common content includes information such as the company name, page numbering fields, or

business logos. For much of the commonly inserted content, you can use the buttons available in the

“Insert” group on the “Design” tab in the “Header & Footer Tools” contextual tab within the Ribbon. You can

click the “Date & Time” button to open the “Date and Time” dialog box, where you can select the format for

the date and time stamp that you want to have appear. If you want the date and time to automatically

update when the document is opened, then check the “Update automatically” checkbox within this dialog

box before clicking the “OK” button. Note that when you insert the date and time in this manner, Word

inserts a data field to represent the information, instead of inserting simple, static (unchanging) text. The

advantage to using a data field in a document is that it is dynamic, which means that it automatically

updates itself when the document is opened. Much of the content that you want to have appear in a header

or footer is best inserted using data fields. If using Word 2013, you can click the “Document Info” button to

then insert common document information fields from the drop-down menu that appears. Word contains

many standard fields of information that you can insert into a document, such as the page number, the total

number of pages, the date the document was last modified, and the author, for example. To view a listing of

the various data fields that you can insert into a document, you can click the “Quick Parts” button in the

“Insert” group in the “Header & Footer Tools” context tab. From the drop-down menu, select the “Field…”

command to view the listing of data fields available in the “Field” dialog box. To view all available fields,

ensure that the “(All)” choice is selected from the “Categories:” drop-down. Below that, then, you will see a

listing of all of the available data fields shown in the “Field names:” scroll box. Select the name of the field

that you would like to insert from the list, and set any additional options for the selected field to the right of

the list. Then click the “OK” button to insert the field. Back in the “Insert” group on the “Design” tab of the

“Header & Footer Tools” contextual tab, you can also click the “Pictures” button to insert a picture from your

computer’s file system. If you wish to insert clip art from your Office collection or from the Internet, then you

can click the “Online Pictures” (“Clip Art” in Word 2010:2007) button to open a panel where you can browse

for pictures to insert.

Some documents need more than a single header and footer. For example, you may want the firstSample

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7.2- Using Headers and Footers (cont.):

page of a document to not show any header or footer information, but then show header and footer

information beginning on page two of the document. You can use the “Options” group on the “Design” tab in

the “Header & Footer Tools” contextual tab to create a different set of headers and footers for the odd and

even pages in your document or for the first page of your document. To do this, just check the desired

checkboxes in this group. Note that the “Show Document Text” checkbox simply toggles the display of the

text within the body of the document on or off. It doesn’t impact the headers or footers in any way. Once you

have selected the type of headers and footers that you want to have appear in your document using these

checkbox, you will then need to enter the specific header and footer information that you want to have

appear within each header and footer you chose to include.

Setting Page Layout

7.3- Using Page Setup:

The “Page Setup” group on the “Page Layout” tab of the Ribbon contains buttons that allow you to

make changes to the fundamental setup of the document. In addition to these buttons, you can also click

the “Page Setup” dialog box button in the lower right corner of the “Page Setup” group to open the “Page

Setup” dialog box. Here you can change any aspect of the document setup that you choose. This dialog

box consists of three tabs: “Margins,” “Paper," and “Layout.” Let’s examine the aspects that you can set in

this dialog box.

On the “Margins” tab, you can set the margins for the document. Simply set the top, bottom, left, and

right margins to the length or width that you desire by either typing the measurement units into the boxes

provided or by using the spinner arrows at the right end of each spinner box. You can also set the “Gutter”

margin, which is the amount of wasted space allotted for binding (if you are printing a document that you

wish to bind). You can also use the “Gutter position:” drop-down to select the side of the document where

you want the gutter margin to appear.

In the “Orientation” section you can select either a portrait or landscape page orientation for your

document or document section. In the “Pages” section, you can select the method for printing multiple

pages from the “Multiple pages:” drop-down.

On the “Paper” tab in the “Page Setup” dialog box, you select the size of the paper onto which you

will be printing this document. In the “Paper Source” section, you can set to which tray of your printer (if you

have a multi-tray printer) you will print the first page of your document, and then make a tray choice for the

subsequent pages.

On the “Layout” tab, you can set section break behavior in the “Section” area, if desired. You can

also set some of the options for headers and footers in the “Headers and footers” section. This replicates

the functionality shown in the “Headers & Footers” context tab. However, you can set your options here, if

you prefer. In the “Page” section, you can set the vertical alignment of the page using the drop-down

available. This allows you to change the vertical alignment of the text that is on the page to the center, top,

or bottom of the page. You can also set line numbers and page borders here, if desired, by clicking either of

the two buttons for those options at the bottom of the page and then making the settings you desire.

At the bottom of this dialog box, on all of the tabs, is the “Apply to” drop-down where you can choose

to which part of the document you want the page properties that you just set to affect. You can apply your

changes to the entire document, just the section that you are working on (if you used a section break), or

everything in the document from this section forward. Once you have the settings that you want for your

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ACTIONS-

Setting Page LayoutINSERTING BREAKS:

1. Click into the line in the document where you want to insert a break.

2. Click the “Breaks” button in the “Page Setup” group of the “Page Layout” tab in the Ribbon.

3. Select the desired type of break to insert from the drop-down listing of break types.

USING HEADERS AND FOOTERS:

1. To view and edit header and footer information in your document, select either the “Header” or “Footer”

buttons, as needed, from within the “Header & Footer” group on the “Insert” tab in the Ribbon. In the

drop-down menu for each button, you can then choose either the “Edit Header” or “Edit Footer”

command to place the insertion marker into either the header or footer sections, depending on your

selection. Alternately, you can simply double-click into either the header or footer areas in the document

to place the insertion marker into the header or footer.

2. To switch back to the normal document editing mode, either click the “Close Header and Footer” button

in the “Close” group on the “Design” tab of the “Header & Footer Tools” context tab in the Ribbon, or

simply double-click into the body of the document.

3. When editing headers and footers, you can move between the headers and the footers using the

buttons provided in the “Navigation” group on the “Design” tab of the “Header & Footer Tools” contextual

tab in the Ribbon. Note that you can also press the “Up” and “Down” arrows on your keyboard to move

between the headers and the footers, as well.

4. Within the header and footer sections, you can type or insert whatever information you want to appear.

For some content, you can use the buttons available in the “Insert” group on the “Design” tab of the

“Header & Footer Tools” contextual tab in the Ribbon.

5. You can click the “Date & Time” button to open the “Date and Time” dialog box, where you can select

the format for the date and time stamp that you want to have appear. If you want the date and time to

automatically update when the document is opened, then check the “Update automatically” checkbox

within this dialog box before clicking the “OK” button.

6. If using Word 2013, you can click the “Document Info” button to then insert common document

information fields from the drop-down menu that appears.

7. To view a listing of the various data fields that you can insert into a document, you can click the “Quick

Parts” button in the “Insert” group on the “Design” tab of the “Header & Footer Tools” contextual tab in

the Ribbon. From the button’s drop-down menu, select the “Field…” command to view the listing of data

fields available in the “Field” dialog box. To view all available fields in this dialog box, ensure that the

“(All)” choice is selected from the “Categories:” drop-down. Below that, then, you will see a listing of all

of the available data fields shown in the “Field names:” scroll box. Select the name of the field that you

would like to insert from the list, and set any additional options for the selected field to the right of the

list. Then click the “OK” button to insert the field.

8. You can click the “Pictures” button to insert a picture from your computer’s file system.

9. To insert clip art from your Office collection or from the Internet, then click the “Online Pictures” (“Clip

Art” in Word 2010:2007) button to open a panel where you can browse for pictures to insert.

10. You can check the checkboxes in the “Options” group on the “Design” tab of the “Header & Footer

Tools” contextual tab in the Ribbon to create a different set of headers and footers for the odd and even

pages in your document or for the first page of your document.

11. The “Show Document Text” checkbox simply toggles the display of the text within the body of the

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ACTIONS-

Setting Page LayoutUSING PAGE SETUP:

1. The “Page Setup” group on the “Page Layout” tab of the Ribbon contains buttons that allow you to make

changes to the fundamental setup of the document.

2. In addition to these buttons, you can also click the “Page Setup” dialog box button in the lower right

corner of the “Page Setup” group to open the “Page Setup” dialog box. Here you can change any aspect

of the document setup that you choose. This dialog box consists of three tabs: “Margins,” “Paper," and

“Layout.” Let’s examine the aspects that you can set in this dialog box.

3. On the “Margins” tab, you can set the margins for the document. Simply set the top, bottom, left, and

right margins to the length or width that you desire by either typing the measurement units into the

boxes provided or by using the spinner arrows at the right end of each spinner box.

4. You can also set the “Gutter” margin, which is the amount of wasted space allotted for binding (if you

are printing a document that you wish to bind). You can also use the “Gutter position:” drop-down to

select the side of the document where you want the gutter margin to appear.

5. In the “Orientation” section you can select either a portrait or landscape page orientation for your

document or document section.

6. In the “Pages” section, you can select the method for printing multiple pages from the “Multiple pages:”

drop-down.

7. On the “Paper” tab in the “Page Setup” dialog box, you select the size of the paper onto which you will

be printing this document.

8. In the “Paper Source” section, you can set to which tray of your printer (if you have a multi-tray printer)

you will print the first page of your document, and then make a tray choice for the subsequent pages.

9. On the “Layout” tab, you can set section break behavior in the “Section” area, if desired. You can also

set some of the options for headers and footers in the “Headers and footers” section. This replicates the

functionality shown in the “Headers & Footers” context tab. However, you can set your options here, if

you prefer.

10. In the “Page” section, you can set the vertical alignment of the page using the drop-down available. This

allows you to change the vertical alignment of the text that is on the page to the center, top, or bottom of

the page.

11. You can also set line numbers and page borders here, if desired, by clicking either of the two buttons for

those options at the bottom of the page and then making the settings you desire.

12. At the bottom of this dialog box, on all of the tabs, is the “Apply to” drop-down where you can choose to

which part of the document you want the page properties that you just set to affect. You can apply your

changes to the entire document, just the section that you are working on (if you used a section break),

or everything in the document from this section forward.

13. Once you have the settings that you want for your document, click “OK.”

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EXERCISES-

Setting Page LayoutPurpose:

1. To be able to set up a basic document for printing.

Exercises:


2. Click the Insert tab in the Ribbon.

3. Click the “Header” button in the “Header & Footer” group on the Insert tab.

4. Select the “Edit Header” command from the button’s drop-down menu of choices.

5. This will place your insertion marker into the header of the document. Start by typing the word

“Page” followed by a literal space.

6. Click the “Quick Parts” button in the “Insert” group of the “Design” tab on the “Header& Footer Tools”

contextual tab.

7. Select the “Field…” command from the button’s drop-down menu of choices.

8. In the “Field” dialog box, ensure that the “Categories:” drop-down is set to “(All).”

9. Select the “Page” choice from the “Field names:” list. Note that you will probably need to scroll down

through the list of fields to find it.

10. Select the “1, 2, 3, …” choice from the “Format:” list in the middle of this dialog box

11. Click the “OK” button.

12. Click the “Close Header and Footer” button on the “Design” tab of the “Header & Footer Tools”

contextual tab.

13. Click the Page Layout tab in the Ribbon.

14. Click the dialog box button in the lower right corner of the “Page Setup” group on the Page Layout

tab.

15. In the “Page Setup” dialog box that appears, click the “Margins” tab.

16. Set the “Left:,” “Right:,” “Top:,” and “Bottom:” margins to 1” each.

17. Click the “OK” button to apply your changes.



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CHAPTER 8-

Using Templates

8.1- Using Templates- 2013:2010

8.2- Using Templates- 2007 Only

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Using Templates

8.1- Using Templates- 2013:2010:

A template is a “master” document, from which you create the copies of the documents that you

actually work on. For example, when you create a new blank document in Word, it is actually a copy of the

“Normal” template that is created anytime that you create a new standard document. Word provides you

access to hundreds of document templates through Office Online. These are helpful to create quick forms

that contain a different fundamental format than that of a standard blank document. There are templates for

various styles of agendas, calendars, faxes, memos, blog postings, resumes, reports, and many other types

of specialized documents. All you have to do is customize the template by editing the default content in

order to quickly have a very professional-looking document!

You access the templates whenever you create a new document. So you can click the “File” tab in

the Ribbon and then click the “New” command in order to display the available templates to the right. Here

you can see the various types of templates that are available.

If you are using Word 2010, then in the panel in the center of this window are two sections:

“Available Templates” and “Office.com Templates.” There are then several subcategories within each

section. In the “Available Templates” section you will see the choices of Word templates that are available

for you to use on your computer. The templates that are shown in the “Office.com Templates” section are

available, but must first be downloaded to your computer from Microsoft Office Online using your computer’s

internet connection.

To use a template in Word 2013:2010, you can click on a template category that you want to browse,

or type a term for which to search through the templates into the search bar at the top of the window and

then click the “Start searching” button to the right. A listing of the available templates that fit the selected

category or search term will be displayed. Click to select the template that you want to use as the basis for

your new document from the choices available. If you are using Word 2013, you can then see a preview of

the template in a separate window, within which you can click the “Create” button to create a new document

from the selected template.

If you are using Word 2010 and need to download the template from Microsoft Office Online, then

just click the “Download” button that appears in the far right section of the backstage view after selecting the

desired template to download. If the template that you selected is one that is already installed on your

computer, then just select it and then click the “Create” button in the far right section of the backstage view

to create a new document from the selected template.

After creating a document from a template, you can then edit the document. This typically involves

having to replace the default content within the document with your own content. This can be a great way to

quickly and easily give your basic documents a polished appearance.

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Using Templates

8.2- Using Templates- 2007 Only:

A template is a “master” document, from which you create the copies of the documents that you

actually work on. For example, when you create a new blank document in Word, it is actually a copy of the

“Normal” template that is created anytime that you create a new standard document. Word provides you

access to hundreds of document templates through Office Online. These are helpful to create quick forms

that contain a different fundamental format than that of a standard blank document. There are templates for

various styles of agendas, calendars, faxes, memos, blog postings, resumes, reports, and many other types

of specialized documents. All you have to do is customize the template by editing the default content in

order to quickly have a very professional-looking document!

You access the templates whenever you create a new document. So you can click the Microsoft

Office button and then choose the “New” command in order to open the “New Document” window. Here you

can see the various types of templates that are available.

In the panel at the left side of this window are two sections: “Templates” and “Microsoft Office

Online.” there are then several subcategories within each section. In the “Templates” section are the

choices of Word templates that are available for you to use on your computer. The templates that are shown

in the “Microsoft Office Online” section are available, but must first be downloaded to your computer from

Microsoft Office Online using your computer’s internet connection.

To use a template, you can just click on the template category that you want to browse. A listing of

the available templates that fit the selected category will be shown in the window to the right. Next, select

the template that you want to use as the basis for your new document from the choices available in the right

side of the window.

If you need to download the template from Microsoft Office Online, then just click the “Download”

button. If the template that you selected is one that is already installed on your computer, then just select it

and then click the “Create” button to create a new document from the selected template. You can then edit

the document, typically having to replace the default content with your own. This can be a great way to

quickly and easily give your basic documents a polished appearance.

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ACTIONS-

Using Templates

USING A DOCUMENT TEMPLATE- 2010 ONLY:

1. Click the “File” tab in the Ribbon and then click the “New” command in order to display the available

templates to the right.

2. If you are using Word 2010, then in the panel in the center of this window are two sections: “Available

Templates” and “Office.com Templates.” There are then several subcategories within each section. In

the “Available Templates” section you will see the choices of Word templates that are available for you

to use on your computer. The templates that are shown in the “Office.com Templates” section are

available, but must first be downloaded to your computer from Microsoft Office Online using your

computer’s internet connection.

3. To use a template in Word 2013:2010, you can click on a template category that you want to browse, or

type a term for which to search through the templates into the search bar at the top of the window and

then click the “Start searching” button to the right.

4. A listing of the available templates that fit the selected category or search term will be displayed.

5. Click to select the template that you want to use as the basis for your new document from the choices

available.

6. If you are using Word 2013, you can then see a preview of the template in a separate window, within

which you can click the “Create” button to create a new document from the selected template.

7. If you are using Word 2010 and need to download the template from Microsoft Office Online, then just

click the “Download” button that appears in the far right section of the backstage view after selecting the

desired template to download. If the template that you selected is one that is already installed on your

computer, then just select it and then click the “Create” button in the far right section of the backstage

view to create a new document from the selected template.

8. After creating a document from a template, you can then edit the document. This typically involves

having to replace the default content within the document with your own content.

USING A DOCUMENT TEMPLATE- 2007 ONLY:

1. Click the Microsoft Office button and then choose the “New” command in order to open the “New

Document” window. Here you can see the various types of templates that are available.

2. In the panel at the left side of this window are two sections: “Templates” and “Microsoft Office Online.”

there are then several subcategories within each section. In the “Templates” section are the choices of

Word templates that are available for you to use on your computer. The templates that are shown in the

“Microsoft Office Online” section are available, but must first be downloaded to your computer from

Microsoft Office Online using your computer’s internet connection.

3. To use a template, you can just click on the template category that you want to browse. A listing of the

available templates that fit the selected category will be shown in the window to the right.

4. Select the template that you want to use as the basis for your new document from the choices available

in the right side of the window.

5. If you need to download the template from Microsoft Office Online, then just click the “Download” button.

If the template that you selected is one that is already installed on your computer, then just select it and

then click the “Create” button to create a new document from the selected template.

6. You can then edit the document, typically having to replace the default content with your own. This can

be a great way to quickly and easily give your basic documents a polished appearance.

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EXERCISES-

Using TemplatesPurpose:

1. Use Word 2013:2010 to create documents using the templates provided by Microsoft Office Online.

Internet connection required.

Exercises:

1. Open the Word 2013 or Word 2010 application and ensure that you are connected to the Internet.

2. Click the “File” tab in the Ribbon.

3. Click the “New” command button to open the “Available Templates” section.

4. If using Word 2013, click the “Fax” category under the “Search” bar to display fax templates.

5. If using Word 2010, click the “Faxes” category under the “Office.com Templates” category.

6. Click the “Fax cover sheet (Professional design)” icon from the list of templates shown.

7. If suing Word 2013, click the “Create” button within the preview window that appears.

8. If using Word 2010, click the “Download” button, and then click “Continue,” if necessary.

9. Follow the instructions listed in the text boxes and fill-in the document with whatever information you

would like.

10. Close the document. You do not need to save it.

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EXERCISES-

Using TemplatesPurpose:

1. Use Word 2007 to create documents using the templates provided by Microsoft Office Online.

Internet connection required.

Exercises:

1. Open the Word 2007 application and ensure that you are connected to the Internet.

2. Click the Microsoft Office button.

3. Click the “New” command to open the “New Document” window.

4. Click the “Faxes” category under the Microsoft Office Online category set at the left side of the “New

Document” window.

5. Click the “Fax cover sheet (Professional design)” icon from the list of templates shown at the right

side of the “New Document” window.

6. Click the “Download” button.

7. Click “Continue,” if necessary.

8. Follow the instructions listed in the text boxes and fill-in the document with whatever information you

would like.

9. Close the document. You do not need to save it.

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CHAPTER 9-

Printing Documents

9.1- Previewing and Printing Documents- 2013:2010

9.2- Using Print Preview- 2007 Only

9.3- Printing Documents- 2007 Only

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Printing Documents

9.1- Previewing and Printing Documents- 2013:2010:

Before you print your documents, make sure that you have the document properly setup using the

“Page Setup” dialog box. Once this is accomplished, you will want to check the way that your document will

print without having to waste paper by actually printing several copies until it is correct. Word provides

another view of your document called “Print Preview” to assist you in this. In print preview, you can see how

your document will actually print on paper, according to the specifications that you’ve set in the “Page

Setup” dialog box.

To view your currently open document in print preview, click the “File” tab in the Ribbon, and then

click the “Print” command. In the section to the right in the Backstage View, you will see various printing

options that you have already set within the “Page Setup” dialog box. To the right of those options, you will

see the “print preview” of your document.

Note that in the far lower right corner of the Backstage View, you can click and drag the slider icon

shown in the “Zoom” slider to increase or decrease the magnification of the print preview page display. You

can also click the “Zoom to Page” button to display one full page of the document.

Also note that if you are printing multiple pages, you can click the small left and right arrows that

appear at the bottom of the print preview in order to scroll through the pages that you will print. You can also

click directly into the number box and type the page number of the page that you would like to display in the

print preview and then press the “Enter” key on your keyboard in order to show it onscreen.

After you have previewed your document, you can then set any additional printing settings in the

same area within the Backstage View.

In the “Print” section, enter the number of copies that you would like to print into the “Copies:”

spinner box, or simply click the small up and down arrows to enter the total number of copies to print.

In the “Printer” section, use the drop-down to select the name of the printer to which you want to

print the document.

In the “Settings” section, use the first drop-down to select what you want to print within your

document. You can select either “Print All Pages,” “Print Selection,” “Print Current Page,” “Print Custom

Range,” or “Document Properties.” Note that you would need to select which document properties you wish

to print by making the desired choice from the drop-down. Also note that you can enter the number of pages

to print into the “Pages:” text box if you select the “Print Custom Range” choice. Page ranges can be

sequential (1-10), or non-sequential (1, 5, 10), or a combination (1-5, 10). Separate sequential page ranges

with the hyphen and non-sequential pages with a comma. If you hold your mouse pointer over the small

icon at the right of the text box, you can see examples of how you can enter custom page range references.

The last few drop-downs shown in this area allow you to change any settings that you could also

change through the “Page Setup” dialog box, such as your page orientation, paper type, margins, and

scaling.

When you are done choosing your printing options, just click the large “Print” button at the top of the

“Print” section to begin printing.

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Printing Documents

9.2- Using Print Preview- 2007 Only:

Before you print your documents, you need to make sure that you have the document properly setup

using the “Page Setup” dialog box. You will then want to review how your document will print without having

to waste the paper by actually printing several copies until it is correct. Word provides another view of your

document called “print preview” to assist you in this. Using print preview, you can see how your document

will actually look when printed on paper, according to the specifications that you have set in the “Page

Setup” dialog box.

To view your currently open document in “Print Preview” mode, click the Microsoft Office button and

roll your cursor over the “Print” command. To the right of the command, click the “Print Preview” option. You

will see the current page of your document in “Print Preview” mode. Your mouse pointer should look like a

magnifying glass. If you put it over the document area you want to zoom in on, and click your mouse, that

part of the document will zoom into view. To zoom back out, just click it again.

If you examine the Ribbon, you will see that there is only one tab: the Print Preview tab. You can use

the “Close Print Preview” button at the far right end of this tab to return to the normal view of your document

without closing the document.

Another button that you may want to use in this tab is the “Zoom” button in the “Zoom” group. You

can click this button to open the “Zoom” dialog box. If you want to view multiple pages in the Print Preview

instead of viewing them one at a time, you can click the “Many pages:” option. Then click and drag the

button below the option that you just selected out by the number of pages you would like to display

simultaneously. You can then click “OK” to view many pages at once.

9.3- Printing Documents- 2007 Only:

If you want to quickly print one copy of your entire document as is, click the Microsoft Office button,

roll over the “Print” command, and then select the “Quick Print” option to the right. To print multiple copies,

collated copies, or to print only a section of your document, you must instead click the Microsoft Office

button, roll over the “Print” command, and then select the “Print” option to the right. Doing this will open the

“Print” dialog box, where you can set your printing options prior to printing the document.

In the “Page Range” section, you can select whether to print your entire document, a selection, or a

page range. In the “Copies” section, you can enter the number of copies you would like to print. Click the

check box next to the word “Collate” to have them print collated. When you are done selecting your printing

options, just click the “OK” button at the bottom of the “Print” dialog box in order to begin printing.

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ACTIONS-

Printing Documents

PREVIEWING AND PRINTING DOCUMENT- 2013:2010:

1. To view your currently open document in print preview, click the “File” tab in the Ribbon, and then click

the “Print” command. In the section to the right in the Backstage View, you will see various printing

options that you have already set within the “Page Setup” dialog box. To the right of those options, you

will see the “print preview” of your document.

2. Note that in the far lower right corner of the Backstage View, you can click and drag the slider icon

shown in the “Zoom” slider to increase or decrease the magnification of the print preview page display.

You can also click the “Zoom to Page” button to display one full page of the document.

3. Also note that if you are printing multiple pages, you can click the small left and right arrows that appear

at the bottom of the print preview in order to scroll through the pages that you will print. You can also

click directly into the number box and type the page number of the page that you would like to display in

the print preview and then press the “Enter” key on your keyboard in order to show it onscreen.

4. After you have previewed your document, you can then set any additional printing settings in the same

area within the Backstage View.

5. In the “Print” section, enter the number of copies that you would like to print into the “Copies:” spinner

box, or simply click the small up and down arrows to enter the total number of copies to print.

6. In the “Printer” section, use the drop-down to select the name of the printer to which you want to print

the document.

7. In the “Settings” section, use the first drop-down to select what you want to print within your document.

You can select either “Print All Pages,” “Print Selection,” “Print Current Page,” “Print Custom Range,” or

“Document Properties.” Note that you would need to select which document properties you wish to print

by making the desired choice from the drop-down. Also note that you can enter the number of pages to

print into the “Pages:” text box if you select the “Print Custom Range” choice. Page ranges can be

sequential (1-10), or non-sequential (1, 5, 10), or a combination (1-5, 10). Separate sequential page

ranges with the hyphen and non-sequential pages with a comma. If you hold your mouse pointer over

the small icon at the right of the text box, you can see examples of how you can enter custom page

range references.

8. The last few drop-downs allow you to change any settings that you could also change through the “Page

Setup” dialog box, such as your page orientation, paper type, margins, and scaling.

9. When you are done choosing your printing options, just click the large “Print” button at the top of the

“Print” section to begin printing.

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ACTIONS-

Printing Documents

USING PRINT PREVIEW- 2007 ONLY:

1. Open the document that you want to preview.

2. Click the Microsoft Office button and roll your cursor over the “Print” command. To the right of the

command, click the “Print Preview” option.

3. You will see the current page of your document in “Print Preview” mode. Your mouse pointer should

look like a magnifying glass. If you put it over the document area you want to zoom in on, and click your

mouse, that part of the document will zoom into view. To zoom back out, just click it again.

4. If you examine the Ribbon, you will see that there is only one tab: the Print Preview tab. You can use

the “Close Print Preview” button at the far right end of this tab to return to the normal view of your

document without closing the document.

5. Another button that you may want to use in this tab is the “Zoom” button in the “Zoom” group. You can

click this button to open the “Zoom” dialog box. If you want to view multiple pages in the Print Preview

instead of viewing them one at a time, you can click the “Many pages:” option. Then click and drag the

button below the option that you just selected out by the number of pages you would like to display

simultaneously. You can then click “OK” to view many pages at once.

PRINTING ONE COPY OF YOUR ENTIRE DOCUMENT- 2007 ONLY:

1. Click the Microsoft Office button, roll over the “Print” command, and then select the “Quick Print” option

to the right.

PRINTING YOUR DOCUMENT- 2007 ONLY:

1. Click the Microsoft Office button, roll over the “Print” command, and then select the “Print” option to the

right. Doing this will open the “Print” dialog box, where you can set your printing options prior to printing

the document.

2. In the “Page Range” section, you can select whether to print your entire document, a selection, or a

page range.

3. In the “Copies” section, you can enter the number of copies you would like to print.

4. If you want to collate the copies, click the check box next to the word “Collate” to have them print

collated.

5. When you are done selecting your printing options, just click the “OK” button at the bottom of the “Print”

dialog box in order to begin printing.

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EXERCISES-

Printing DocumentsPurpose:

1. To be able to preview documents in Word 2013:2010.

Exercises:

1. Open your “Sample” document in Word 2013 or Word 2010.

2. Click the “File” tab within the Ribbon and then click the “Print” command button.

3. Use the “Zoom” slider in the lower right corner of the print preview section to change the

magnification to “100%”.

4. Click the “Zoom to Page” button in the lower right corner to fit the print preview to fit the entire page.

5. Close the document.

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EXERCISES-

Printing DocumentsPurpose:

1. To be able to preview documents in Word 2007.

Exercises:


2. Click the Microsoft Office button and roll your cursor over the “Print” command. To the right of the

command, click the “Print Preview” option.

3. Click on the document to zoom in on it.

4. Click it again to zoom out.

5. Click the “Close Print Preview” button in the “Print Preview” tab of the Ribbon to toggle back out to

the document view.

6. Close the document.

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CHAPTER 10-

Helping Yourself

10.1- Using Word Help

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Helping Yourself

10.1- Using Word Help:

You can access the help in Word by clicking the “Microsoft Word Help” button. This will open the

“Word Help” window. Notice that this window can be closed by simply clicking the “x” in the upper right

corner of the window when you are finished using the help files.

If you wish to search through the help files for a topic, you can easily type the words for which you

wish to look into the long white text box in the toolbar at the top of this window. You can then decide where

you wish to search for the information by clicking the drop-down button next to the “Word Help” title in Word

2013 or the “Search” button in Word 2010:2007, and then selecting a choice from the drop-down menu.

Once you have selected where to search, just click the “Search” button to let Word search for the words or

phrases that you entered.

Any matching help topics are then displayed in the “Word Help” window as a listing of hyperlinks.

You can click on the name of a help topic to view its content in the “Word Help” window. To go back to the

main listing of help topics, just click the “Back” button in the toolbar at the top of the window to return to the

list. You can then continue reading other topics, perform another search, or simply close the window if you

are finished.

Should you want to print any topic that is displayed in the “Word Help” window, you can do so by just

clicking the “Print” button in the toolbar at the top of the “Word Help” window.

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ACTIONS-

Helping Yourself

USING WORD HELP:

1. You can access the help in Word by clicking the “Microsoft Word Help” button to open the “Word Help”

window.

2. Notice that this window can be closed by simply clicking the “x” in the upper right corner of the window

when you are finished using the help files.

3. If you wish to search through the help files for a topic, you can easily type the words for which you wish

to look into the long white text box in the toolbar at the top of this window.

4. You can then decide where you wish to search for the information by clicking the drop-down button next

to the “Word Help” title in Word 2013 or the “Search” button in Word 2010:2007, and then selecting a

choice from the drop-down menu.

5. Once you have selected where to search, just click the “Search” button to let Word search for the words

or phrases that you entered.

6. Any matching help topics are then displayed in the “Word Help” window as a listing of hyperlinks.

7. You can click on the name of a help topic to view its content in the “Word Help” window.

8. To go back to the main listing of help topics, just click the “Back” button in the toolbar at the top of the

window to return to the list.

9. You can then continue reading other topics, perform another search, or simply close the window if you

are finished.

10. Should you want to print any topic that is displayed in the “Word Help” window, you can do so by just

clicking the “Print” button in the toolbar at the top of the “Word Help” window.

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EXERCISES-

Helping YourselfPurpose:

1. There are no exercises for this chapter.

Exercises:

1. None.

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Word Keyboard Shortcuts

Category: Using Windows

Command Key

Switch to the next window Alt + Tab

Switch to previous window Alt + Shift + Tab

Close window Ctrl + W or Ctrl + F4

Restore window after

maximizing it

Alt + F5

Move clockwise to task pane F6

Move counterclockwise to

next task pane

Shift + F6

Switching windows when

multiple windows are open

Ctrl + F6

Switch to previous window Ctrl + Shift + F6

Maximize/Restore window Ctrl + F10

Copy screen to clipboard Print Screen

Copy window to clipboard Alt + Print Screen

Category: Using Dialog Boxes

Command Key

Switch between screen and

dialog box (if possible)

Alt + F6

Move to next option Tab

Move to previous option Alt + Tab

Move to next tab Ctrl + Tab

Move to previous tab Ctrl + Shift + Tab

Move between options in a

drop-down menu or option

group

Arrow keys

Perform button action or

select/clear a checkbox

Spacebar

Select an option or

select/clear a checkbox

Alt + underlined letter in option

Open a drop-down menu Alt + Down Arrow

Select drop-down option First letter of option

Close list/ Cancel Esc

Run command Enter

Category: Text

Command Key

Move to start of text Home

Move to end of text End

Move left one character Left Arrow

Move right one character Right Arrow

Move one word to left Ctrl + Left Arrow

Move right one word Ctrl + Right Arrow

Select/Deselect to left Shift + Left Arrow

Select/Deselect to right Shift + Right Arrow

Select/Deselect word left Ctrl + Shift + Left Arrow

Select/Deselect word right Ctrl + Shift + Right Arrow

Select to beginning Shift + Home

Select to end Shift + End

Category: Using the “Open” and “Save As” Dialog Boxes

Command Key

Show “Open” dialog box Ctrl + O or Ctrl + F12

Show “Save As” dialog box F12

Move to previous folder Alt + 1

Move up one level Alt + 2

Delete selected folder/file Del or Delete

Create new folder Alt + 4

Switch folder view Alt + 5

Show shortcut menu Shift + F10

Move between options Tab

Open the “Look in” list F4 or Alt + I

Category: Undoing and Redoing Actions

Command Key

Cancel action Esc

Undo Action Ctrl + Z

Redo/Repeat Action Ctrl + YSample

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Category: Working with Text

Command Key

Non-breaking space Ctrl + Shift + Spacebar

Non-breaking hyphen Ctrl + Hyphen

Bold Ctrl + B

Italic Ctrl + I

Underline Ctrl + U

Decrease font by one value Ctrl + Shift + <

Increase font by one value Ctrl + Shift + >

Decrease font by one point Ctrl + [

Increase font by one point Ctrl + ]

Remove formatting Ctrl + Spacebar

Copy Ctrl + C

Paste Ctrl + V

Cut Ctrl + X

Paste special Ctrl + Alt + V

Paste formatting only Ctrl + Shift + V

Show Word Count Ctrl + Shift + G

Find Ctrl + F

Find again Alt + Ctrl + Y

Replace Ctrl + H

Go To Ctrl + G

Category: Working with Documents

Command Key

New document Ctrl + N

Open document Ctrl + O

Close document Ctrl + W

Split window Alt + Ctrl + S

Remove split Alt + Shift + C

Save document changes Ctrl + S

Print document Ctrl + P

Category: Using Document Views

Command Key

Print Layout View Alt + Ctrl + P

Outline View Alt + Ctrl + O

Draft View Alt + Ctrl + N

Category: Inserting Special Characters

Command Key

Insert field Ctrl + F9

Insert line break Shift + Enter

Insert page break Ctrl + Enter

Insert column break Ctrl + Shift + Enter

Insert em dash Alt + Ctrl + Minus sign

Insert en dash Ctrl + Minus sign

Optional hyphen Ctrl + Hyphen

Insert copyright symbol Alt + Ctrl + C

Insert registered trademark Alt + Ctrl + R

Insert ellipsis Alt + Ctrl + period

Category: Using Tables

Command Key

Move to next cell Tab

Move to previous cell Shift + Tab

Move to first cell in row Alt + Home

Move to last cell in row Alt + End

Move to first cell in column Alt + Page Up

Move to last cell in column Alt + Page Down

Move up one row Up arrow

Move down one row Down arrow

Insert tab character in cell Ctrl + Tab

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Category: Moving through Text

Command Key

Move one paragraph up Ctrl + Up Arrow

Move one paragraph down Ctrl + Down Arrow

Move to top of window Alt + Ctrl + Page Up

Move to bottom of window Alt + Ctrl + Page Down

Scroll up one screen Page Up

Scroll down one screen Page Down

Top of previous page Ctrl + Page Up

Top of next page Ctrl + Page Down

Go to start of document Home

Go to end of document End

Last know editing location Shift + F5

Category: Text Formatting

Command Key

Open “Font” dialog box Ctrl + D

Change case Shift + F3

All capital letters Ctrl + Shift + A

Underline words, not spaces Ctrl + Shift + W

Double underlined text Ctrl + Shift + D

All small capital letters Ctrl + Shift + K

Subscript Ctrl + Equal sign

Superscript Ctrl + Shift + Plus sign

Show nonprinting characters Ctrl + Shift + asterisk (Note: do not

use the one on your number pad!)

Single-space lines Ctrl + 1

Double-space lines Ctrl + 2

1.5-space lines Ctrl + 5

Add/remove one line space

before paragraph

Ctrl + 0 (zero)

Toggle Center/Left Align Ctrl + E

Toggle Justify/Left Align Ctrl + J

Toggle Right/Left Align Ctrl + R

Left Align Ctrl + L

Indent from left Ctrl + M

Remove left indent Ctrl + Shift + M

Hanging Indent Ctrl + T

Remove hanging indent Ctrl + Shift + T

Remove paragraph

formatting

Ctrl + Q

Apply Normal style Ctrl + Shift + N

Apply Heading 1 style Alt + Ctrl + 1



Category: Mail Merge (“Mailings” Tab in Ribbon Only!)

Command Key

Preview merge Alt + Shift + K

Merge document Alt + Shift + N

Print merged document Alt + Shift + M

Edit merge data document Alt + Shift + E

Insert merge field Alt + Shift + F

Category: Fields

Command Key

Insert Date Alt + Shift + D

Insert Time Alt + Shift + T

Update Fields F9

Toggle Field Codes Alt + F9

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Category: Function Keys

Command Key

Help F1

Move text/graphics F2

Repeat action F4

Go To F5

Next pane/frame F6

Spelling F7

Extend selection F8

Update Fields F9

Show Key Tips in Ribbon F10

Do to next field F11

“Save As” command F12

Contextual Help/Show

Formatting

Shift + F1

Copy Text Shift + F2

Change Case Shift + F3

Repeat Find/Go To Shift + F4

Move to last change Shift + F5

Go to previous frame Shift + F6

Thesaurus Shift + F7

Shrink selection Shift + F8

Toggle field code/result Shift + F9

Display shortcut menu Shift + F10

Go To previous field Shift + F11

Choose “Save” command Shift + F12

“Print Preview” command Ctrl + F2

Cut to the Spike Ctrl + F3

Close window Ctrl + F4

Go to next window Ctrl + F6

Insert empty field Ctrl + F9

Maximize window Ctrl + F10

Lock a field Ctrl + F11

“Open” command Ctrl + F12

Insert Spike contents Ctrl + Shift + F3

Edit bookmark Ctrl + Shift + F5

Go to previous window Ctrl + Shift + F6

Extend selection block Ctrl + Shift + F8, then arrow key

Unlink field Ctrl + Shift + F11

Unlock field Ctrl + Shift + F12

Go to next field Alt + F1

Create Building Block Alt + F3

Exit Word 2007 Alt + F4

Restore window size Alt + F5

Switch back to document Alt + F6

Find next spelling/grammar

error

Alt + F7

Run Macro Alt + F8

Toggle all field codes Alt + F9

Maximize window Alt + F10

Display VB code Alt + F11

Go to previous field Alt + Shift + F1

“Save” command Alt + Shift + F2

Show Research Pane Alt + Shift + F7

Display menu or message

for a smart tag

Alt + Shift + F10

Show Microsoft System

Information

Ctrl + Alt + F1

“Open” command Ctrl + Alt +F2

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