MICROSOFT WORD HANDOUT

INTRODUCTION TO MICROSOFT WORD

Microsoft word is a package designed and owned by Microsoft Cooperation. It is one of the word processing package used in creating a professional document.

It belongs to a big application known as Microsoft Office/Office Suite.

DEFINITION:-It can be defined as the most commonly used word processing package used in creating, editing and formatting a professional document. E.g letters, curriculum vitae, receipts, project, memos. Etc

METHODS OF STARTING MICROSOFT WORD

1.    Using the Desktop:

a.    Point at Ms Word icon on the desktop

b.    Double click on it or

c.    Right click and click on open.

2.    Using start button menu:

a.    Click on start button

b.    Click on Ms word

3.    Using All Program:

a.    Click on start button

b.    Click on All program

c.    Click on Microsoft Office

d.    Click on Microsoft Word

SCREEN ELEMENTS/PROPERTIES OF MICROSOFT WORD

1.    Title Bar:-This bar displays the name of the program and file a user is working with at a given time. It is also called the header bar.

2.    Menu Bar:-It is a bar that contains all the commands or instructions used to communicate with ms word.

3.    Standard Bar:- This is the most frequently used bar because it contains icons which serves as a shortcut or alternative to the  menu bar.

4.    Formatting Bar:-  It contains commands used to beautify a document. It is also called a shortcut bar.

5.    Drawing Bar:-It is a bar use to manipulate graphics in Ms Word.

6.    Horizontal & Vertical Ruler:-  These are used to adjust the margins of a document.

7.    Horizontal & Vertical Scroll Bar:-  These are used to move around in Ms Word.

8.    Editing Window:- This is the white rectangular environment used for data manipulation.

9.    Cursor:-  This is the small vertical line blinking in an editing window. It shows the position of an inserted data.

10.Status Bar:- This bar displays a detailed information concerning the document a user is working with.

11.Task Bar:-  It is the bar that displays the start  button with date and time. It also displays the name of the file and program a user is working with. In order words, it is referred to as the footer bar.

CREATING OF DOCUMENT:-This is the process of entering data from input devices into Microsoft word environment for processing.

EDITING OF DOCUMENT:-It is the act of making changes to wrong spellings and grammar in a document.

KEYS THAT ENHANCES EDITING OF DOCUMENT.

1.    Backspace Key:-  As the name implies, this key deletes text backwards. i.e when the text is at the back of the cursor.

2.    Delete Key:-This key deletes forward. i.e when the text is in front of the cursor.

Other means of editing includes:

1.    Undo:- It can be defined as a command used to reverse back to previews action taken in an environment.

2.    Redo:-  It is the opposite of undo.

STEPS TO UNDO OR REDO A COMMAND

1.    Click on edit menu

2.    Click on Undo or Redo (optional)

Note:-This can also be achieved through the standard bar, or by pressing Ctrl Z and Ctrl Y from the keyboard.

    

SAVING OF DOCUMENT:-This is the process of storing information for future references.

TYPES OF SAVING

1.    Initial Saving (Save As):-This is a command used to save a document with a file name in a specified file location.

2.    Continuous Saving (Save):- This is used to update the changes made in a document after observing the initial saving.

STEPS TO SAVE A DOCUMENT

1.    Click on file menu

2.    Click on Save As

3.    Under Save in, select the file location where you want to save the document

4.    Under file name, type the name for the document

5.    Click on save

OPENING OF DOCUMENT;-This is a process of opening an existing document. i.e document created and saved in MS word.

                 

STEPS TO OPEN A DOCUMENT

1.      Click on file  menu

2.      Click on open

3.      Under look in, select the file location where you saved the document

4.      Select the document

5.      Click on open.

Note: Save and Open can also be accessed via the standard bar or through the keyboard shortcut, ctrl S and ctrl O.

SELECTING/HIGHLIGHTING OF TEXT(S)

This is a process of covering a text or group of text with a shadow in order to apply a given command on it.

WAYS OF SELECTING A TEXT(S)

1.        Using the Edit menu:- This is used to select all the text in a document.

STEPS:

(a) Click on Edit menu

(b) Click on select all.

2.        Using the mouse:-This is used to select some text or the entire text in a document.

To do this:-Simply click and drag towards the direction of your selection.

3.        Using the keyboard:-The keyboard can also be used to select the entire text or some text in a document.

To select all the text in a document with the keyboard, simply press down ctrl and press A. i.e Ctrl+A while to select some group of text, press down the shift key and any of the arrow keys depending on the direction of your selection.

CUT, COPY AND PASTE.

Cut can be define as a command used to move a text or group of text from its original position to a different location.

Copy also moves an item to another position, but still maintain its \original position after pasting.

Paste  can be define as a command use to position cut and copied items to a particular location.

STEPS TO CUT OR COPY A TEXT(S)

1.        Select the text or group of text you want to cut or copy.

2.        Click on edit menu

3.        Click on cut or copy (optional)

This can also be achieved through the standard bar.

STEPS TO PASTE CUT AND COPIED ITEM

1.           Position your cursor where you want to drop the item

2.           Click on edit menu

3.           Click on paste

SYMBOLS:  These are characters that appear in form of text, pictures or objects.

STEPS TO INSERT SYMBOL

1.      Position your cursor where you want the symbol to display.

2.      Click on insert menu

3.      Click on symbol

4.      Select the symbol of your choice. If not found, change the font to another font. E.g Webdings

5.      Click on insert and close

DATE AND TIME:- These are commands used to insert automated date and time into a document.

STEPS TO INSERT DATE AND TIME

1.        Position your cursor where the date and time will display.

2.        Click on insert menu

3.        Click on date and time

4.        Select any date and time format of your choice

5.        Mark update automatically

6.        Click on ok.

PAGE NUMBER:  This is a command use to arrange pages in a document in series.

STEPS TO INSERT PAGE NUMBER

1.      Click on insert menu

2.      Click on page number

3.      Select the position and alignment of your choice

4.      Click on ok.

FIND AND REPLACE:  These are commands used to search for a given word in a document and automatically replace it with another. It is highly used in editing of document.

STEPS TO APPLY FIND AND REPLACE

1.      Click on edit menu

2.      Click on find

3.      Type the word you are searching for under find what

4.      Click on replace and type the word you want to replace it with.

5.      Click on replace, to replace it one after the other. Or Replace All

6.      Click on close.

HEADER AND FOOTER:  These are commands used to insert descriptive note on top and bottom of a page in a document.

STEPS TO APPLY HEADER AND FOOTER

1.      Click on view menu or insert menu

2.      Click on header or footer

3.      Position your cursor to your preferred location

4.      Type the title for the header and also for the footer.

Note: When this is done, the header and footer automatically displays.

COLUMNS:-  This can be defined as a command used to create document into different partitions.

STEPS TO APPLY COLUMN

1.        Click on format menu or page layout

2.        Click on column

3.        Select the numbers of columns you want

4.        Mark lines between if needed

5.        Under apply to, select whole document or this point forward

6.        Click on ok.

NOTE: To jump from one column to another when the previews is not filled, click on insert or page layout menu, click on column break and ok. This can also  be achieved through the keyboard shortcut ctrl+shift+enter keys at the same time.

STEPS TO REMOVE A COLUMN

1.        Click on format menu

2.        Click on column

3.        Click on none and ok.

STEPS TO PRINT PREVIEW

1.      Click on file menu

2.      Click on print preview

Note: after viewing from the print preview environment, click on close print preview in order to close it.

STEPS TO PRINT

1.    Click on file menu

2.    Click on print

3.    Observe the printing options or techniques

4.    Click on ok.