SKY TECH COMPUTER COLLEGE

MICROSOFT WORD
Microsoft word is an application package under the class word processor or text editors. It is
a windows run program, ideal for production of documents such as newsletters, curriculum
vitae, letters, research papers, mail merging etc.
Examples of word processor
Word pad, word star, open office .org writer
Versions of ms word
Ms word 2003,2007,2010,2013

FEATURES OF MS WORD
 The Quick Access Toolbar
In the top left hand corner of the window is the Quick Access toolbar. The Quick Access
toolbar provides you with access to commands you frequently use. By default Save, Undo,
and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to
rollback an action you have taken, and Redo to reapply an action you have rolled back. The
Quick Access Toolbar can be customized to contain buttons of your choice for easy access.
 The Title Bar
Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the
document on which you are currently working. Word names the first new document you open
Document1. As you open additional new documents, Word
names them sequentially. When you save your document, you assign the document a new
name.
 The Ribbon
You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs;
clicking a tab displays several related command groups. Within each group are related
command buttons. You click buttons to issue commands or to access menus and dialog
boxes. You may also find a dialog box launcher in the bottom right
corner of a group. Clicking the dialog box launcher gives you access to additional commands
via a dialog box.
 Tabs
 Buttons
 Groups
 Dialogue Launcher
 The Text Area
Just below the ruler is a large area called the text area. You type your document in the text
area.
The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. As you type, your text displays at the cursor location. The horizontal line next
to the cursor marks the end of the document.
 The Vertical and Horizontal and Vertical Scroll Bars
The vertical and horizontal scroll bars enable you to move up, down, and across your window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along
the right side of the screen. The horizontal scroll bar is located just above the status bar. To
move up and down your document, click and drag the vertical
scroll bar up and down.

1 Compiled by Mr.
Davies Kiyaka
  The Status Bar
The Status bar appears at the very bottom of your window and provides such information as
the current page and the number of words in your document. You can change what displays
on the Status bar by right-clicking on the Status bar and selecting the options you want from
the Customize Status Bar menu. You click a menu item to select it. You click it again to
deselect it. A check mark next to an item means it is selected.
LOAD/OPEN MICROSOFT WORD
There are various ways in which we can load/ open Microsoft word.
Method 1
Click start button
Click all programs
Click Ms Office
Click Microsoft office word
Click
Method 2
 Click start button
 Type word on the search box
 Click word on the programs group
Method 3
 Identify an MS word file
 Open it
CREATE A NEW DOCUMENT
Method 1
 Click office button
 Click new
 Click blank document
 Click create
Method 2
 Press ctrl+ N
Method 3
 Click the new icon on the quick access tool bar

SAVE A DOCUMENT
Saving is transferring of data from the elusive RAM to a permanent memory location. The
saving can take place within the computer or even outside the computer. After clearing a
document, it is indivisible to save it in order to avoid losing the data. Saving also enable the
future retrieval of information.
Steps to save a document
Method 1
 Click office button
 Click save
 Type the file name
 Choose the location to save file
 Click save button
Method 2
 Click office button
 Click save as
 Type the file name

2 Compiled by Mr.
Davies Kiyaka
  Choose the location to save the file
 Click save button
Method 3
 Click the save icon at the quick access tool bar
 Type the file name
 Choose the location to save the file
 Click save button
Method 4
 Press ctrl+ s
 Type the file name
 Choose the location to save the file
 Click save button
Note: the save as command. These command is in three instances
a) To save a document for the first time
b) To save a file in different location
c) To save a file by different name
After a document or file has been saved additional working should be saved often to avoid
losing it. This is called saving the changes and remember save as command should not be
used
CLOSE A DOCUMENT
Method 1
 Click office button
 Click close
Method 2
 Click the (X) at the menu bar
Method 3
 Press alt + F4
OPEN EXISTING DOCUMENT OR FILE
Method 1
 Click office button
 Click open
 Indicate the location with the file
 Click the file in display
 Click open button
Method 2
 Click open icon on the quick access tool bar
 Indicate the location with the file
 Click the file in display
 Click open button
Method 3
 Press ctrl +O
 Indicate the location with the file
 Click the file in the display
 Click open button

SEARCH FOR FILES

In case the user cannot find files within the computer immediately, the search command can
be used to avoid time wasting
3 Compiled by Mr.
Davies Kiyaka
Steps to search for files
 Click start button
 Click search
 Type the file name or few details
 Click the file to open
PAGE SETUP IN MS WORD
This is coming up with a page that bears characteristic required for a particular document.
Steps to page setup
 Click page layout
 Select feature to apply on the page setup group
Features applied in a page setup
 Page margins
These are spaces left at the edges of the document. They are usually four: left, right, top and
bottom margins.
 Gutter
It is also space allowed just before the left margin or the top margin to facilitate binding or
filing of the document (paper)
 Header
It is the space allowed just below the top margin to facilitate header. Header is constant data
(text, graphic) that should appear automatically at the top of the page any moment a new page
is acquired. Letterheads, logos, dates, page numbers can make header.
 Footer
It is also a space allowed just below the bottom margin to the footer. Footer is the constant
data (text, graphic, or picture) that should appear automatically at the bottom of the page any
moment a new page is acquired. Mottos, dates, page number can make the office footer.
 Orientation
This is positioning of the paper when typing I. e either portrait (upright) or landscape
(oblong)
 Page size
Depending on the document being created paper size may chose. The size include A1, A2,
A3, A4, A5, B1, B2, and B3, legal, letter, envelop, etc.
 Layout
This would among other things involve line numbering either on even or odd pages or on
both.
 Zoom
This is a command that diminishes or enlarges the working area
Important of zoom
It enable creating of tiny or extremely large document. It also enables those with straining
eyes view details with much ease.
Steps to apply zoom
Method 1
 Click view menu
 Click on zoom
 Adjust to desired percentage
 Click ok
Method 2
Choose or type appropriate zoom percentage at the standard toolbar
HIGHLIGHT TEXTUAL DATA

4 Compiled by Mr.
Davies Kiyaka
When editing or formatting a document data must be highlighted. As seen earlier highlight
means selecting a particular portion of textual data for a particular aspect. These aspects may
include copying, cutting, deleting, different color, size of character, styles columns etc.
Steps to highlight text
Method 1
 Position cursor at the beginning of the text
 Press and hold down LMB
 Drag to the end of the text
 Apply the aspect required
Method 2
 Position the cursor at the start of the text
 Press and hold down shift key
 Click at the end of the text
 Apply the aspect required
Method 3
 Position the cursor at the start of the text
 Press and hold down shift key
 Press arrow keys appropriately
Method 4
 Position the cursor at the start of the text
 Press ctrl+ shift keys
 Press end key
 Apply the aspect required
Method 5
 Click the 1st line from the left margin
 Press and hold down the LMB
 Drag downwards
 Apply the aspect required
Method 6
 Triple click on the left margin
Method 7
 Click in the text
 Click edit menu
 Click select all
Method 8
 Click in the text
 Press ctrl+ A
 Apply the aspect required
Highlight a character or a word
 Double click the character or the word
Highlight the paragraph
 Triple click the paragraph
Highlight the line
Method 1
 Click on the line from the left margin
Method 2
 Position cursor at the start of the line

5 Compiled by Mr.
Davies Kiyaka
  Press and hold down shift key
 Press end key
Highlight the sentence
 Press and hold down ctrl key
 Click anywhere within the sentence

FORMATTING A DOCUMENT
Formatting is enhancing a document with decorative aspect so as to give it a facelift for better
presentation.
Formatting involves aspects such as the font, the paragraph, borders and shading, columns,
bullets and numbering auto format case, text effect etc.
Attributes of font
 Font type
 Font style
 Font size
 Font color
Font type/face
This is handwriting style in document. There are several font types e. g times new roman, aria
narrow etc.
Font size
This is smallness or bigness of the characters in a document.
Font style
This can be said to be the capturing appearance of the text e. g bold italic, underline etc.
Font colors
The user is given the variety of colors to choose for application on the document red, blue
etc.
Steps to apply font attributes
Highlight the text
Click home tab
Choose the attribute to apply from the font group
DROP CAP
These is usually an enlarged character in a certain document at the beginning of a lines
especially in newspaper, magazines and some books. Drop cap gives prominence and style to
a document.
Types of drop cap
 Dropped
 In margin
Steps to drop cap
 Highlight the character to drop
 Click insert tab
 Click drop cap
 Select the style
BULLETS & NUMBERING
Bullets are symbols or characters that order items in a document but not systematically.
Numbers will order items systematically.
Steps to bullets
 Highlight the item to bullet
 Click home tab
 Click Bullets on the paragraph group
6 Compiled by Mr.
Davies Kiyaka
  Select desired bullet style
 Click ok
Steps to numbering
 Highlight the item to number
 Click home tab
 Click numbering on the paragraph group
 Click numbered
 Click desire number style
 Click ok

BORDERS AND SHADING

Borders are line that surround text in a document. A border can be applied on a text line.
Paragraph or entire page.
Shading is decoration applied beneath the text. Shading can also be applied to text line or
paragraph.
Steps to borders and shading
 Highlight the text
 Click page layout
 Click page border
 Select borders, page borders or shading
 Indicate border setting style, color etc.
 Indicate shading color or pattern
 Click ok
CASE
Case in computer is naturalization of the alphabets in a document.
Types of cases
 Upper case (PETER AND NANCY ARE
FRIENDS)
 Lower case (peter and nancy are
friends)
 Sentence case (Peter and Nancy are
friends)
 Title case/ (Peter And Nancy Are
Capitalize Each Word Friends)
 Toggle case (pETER aND nANCY aRE
fRIENDS)
Steps to change case
 Highlight the text
 Click home tab
 Click change case
 Select case
BACKGROUND
Background is the space where texts lies on it can be applied with color or fill effect is
gradient, texture and pattern
Steps to background
 Click page layout
 Click page color
 Select color to apply or
7 Compiled by Mr.
Davies Kiyaka
  Click fill effects
 Choose appropriate effect
 Adjust accordingly
 Click ok
COLUMNS
Column are vertical subdivisions of text. Columns make a continuous long text readable
without coming. The newspapers always break their stories into columns. Also note this
manual has been sub divided into two columns.
Steps to apply columns
 Highlight the text
 Click page layout
 Click columns
 Select columns preset, width etc.
 Click ok
PARAGRAPH
Involve arranging text in document by applying different layouts of the page such as;
Alignment
Arranging text either at the left, right, center or justify
Tab
This is pushing first line or even group of text some distance away from margin in order to
maintain uniform paragraphing
Line spacing
It is creating space between the lines typing for a better presentation
Steps to paragraph
 Highlight the text
 Click home tab
 Click line spacing on the paragraph
 Click line spacing option
 Set alignment indent spacing tabs etc.
PAGE NUMBERING
This is ordering pages within a document if the document has more than one page
Steps to page numbering
 Open the document
 Click insert tab
 Click page numbers
 Indicate the position to place the number
 Indicate where to start page numbering
 Format the page number
 Click ok

EDITING A DOCUMENT
This is general manipulation of data in a document whereby unnecessary materials are
dropped and others added to the main text in order to come up with desired piece of
document. Editing involve copying of data cutting of data, pasting of data, spelling and
grammar etc.
COPYING OF DATA
Copying is duplicating of data whereby the original copy remains e. g
Steps to copy data
8 Compiled by Mr.
Davies Kiyaka
Method 1
 Highlight the text
 Click home tab
 Click copy on the clipboard group
 Position the cursor in the desired place
 Click home tab
 Click paste the clipboard group
Method 2
 Highlight the data to carry the copy
 Right click on the highlighted data
 Click copy
 Right click on the position to copy
 Click paste
Method 3
 Press ctrl+ A –to highlight
 Press ctrl+ C –to copy the data
 Press ctrl+ V –to paste
Cutting of data
Cutting is just like the process of copying data except that instead of copying we choose cut
and on the keyboard instead of C we press X. cut will also duplicate data just like copying but
the original data will not remain.
PASTING OF DATA
This is gluing or sticking what has already been copied or cut. Pasting must be applied so as
complete the copy or cut command.
UNDO COMMAND
The reverses any recently applied command. It may limit the reversing of some commands
depending on how previously they have been applied.
Steps to undo
Method 1
 Click undo icon on the quick access toolbar
Method 2
 Press ctrl+ Z keys
REDO COMMAND
Redo reverses the undo command
Steps to redo
Method 1
 Click redo icon on the quick access tool bar
Method 2
 Press ctrl+ Y keys

SPELLING AND GRAMMAR

This command involves going through the textual data to check any errors accidentally made
and spelling errors shall be underline in red wavy line. Grammatical errors shall be
underlined in green wavy lines.
Steps to spelling and grammars
Method 1
 Click review tab when document is open
 Click spelling and grammar

9 Compiled by Mr.
Davies Kiyaka
  Spell check the text accordingly
Method 2
 Press F7 key
 Spell check accordingly
Spell checking process
In the dialog box display the spelling errors should appear in red color while grammatical
error shall appear in green color.
Thus
 Select a suggestion from the list of them or
 Position the cursor and type the word correctly
 Click change button to effect the correction
 Do the same to the next displayed error
 Click ignore if the error should remain
 Click ok
THESAURUS
This is facility that gives synonyms and antonyms of the word
Synonyms – word having similar meaning
Antonyms – words opposites
Steps to thesaurus
Method1
 Highlight the word
 Click review tab
 Click thesaurus
 Right click suitable synonyms /antonyms
 Click insert
Method 2
 Highlight the word
 Press shift+ F7 keys
 Press enter key
 Right click suitable synonym antonym
 Click insert
FIND AND REPLACE
This command is used to locate a misplaced word then put a different one
Steps to find and replace
 Highlight the word
 Click home tab
 Click find/ replace
 Type the word to replace with
 Click replace all

INSERTING OBJECT IN MS WORD

This is getting items from other sources or programs so as to incorporate them into the main
document in MS word. The object include: pictures, tables, clip arts, word arts, auto shapes,
graphical chats, auto text, headers and footers etc.
General steps to insert objects
 Position the cursor where to place the object
 Click insert tab
 Select appropriate category/ source
10 Compiled by
Mr. Davies Kiyaka
  Click ok
 Edit and format accordingly
Steps to format an inserted object
 Select the object
 Click format
 Click (name of the object)
 Apply desired aspect e. g size, line, wrapping, color, fill etc.
 Click ok
Steps to insert an object from the file
 Position cursor on the document
 Click insert tab
 Point picture
 Click from file
 Indicate the location with the object
 Select the object
 Click insert button

AUTO –SHAPES
These are pre designed graphics which the user can automatically pick and draw in MS word
document. They include shapes as line, rectangle, squares, callouts, stars, arrows etc.
Steps to insert auto shapes
 Click insert tab
 Point picture
 Click auto shape
 Click the category of the auto shape
 Click the desired auto shape
 On the page drag to draw the shape
 Edit and format accordingly
WORDART
It is pre designed word feature to let a chosen piece of text acquire that style. Word art are
important especially when advertising or giving warning messages.
Steps insert word art
 Click insert tab
 Point picture
 Click word art
 Select the style of word art
 Click ok
 Type the desired text
 Format the word art
 Click ok
 Again edit and format appropriately

TABLE
Table is a combination of rows and columns where data can be entered into the cell. A table
can be acquired through drawing or automatically inserted.
Steps to draw a table
 Click insert tab

11 Compiled by
Mr. Davies Kiyaka
  Click table
 Click draw table
 Draw a rectangular frame
 Draw rows & columns into the frame
 Enter the data into the cell
 Edit and format appropriately
Steps to insert a table
 Click insert tab
 Click table
 Click insert table
 Indicate the no. of rows & columns etc.
 Click ok
 Enter data into cell
 Edit and format accordingly
Steps to format a table
 Select the table
 Choose the column, row or cells, etc
 Click design tab/layout
 .Apply desired aspects
 Click ok
TEXT BOX
Text box is a text editor feature that turns texts and graphics to movable, resizable and format
able object. It is very convenient to work with text boxes for they make it possible where an
object would be restricted.
Steps to insert a text box
 Click insert tab
 Click text box
 Drag to draw a frame
 Type the text inside
 Edit and format accordingly
WRAPPING
Wrapping is a feature used to enclose graphics with text. This aspect is applied during
formatting of graphic or object
Steps to wrapping
 Select the graphic
 Click format tab
 Click text wrapping on the arrange group
 Click wrapping style

HEADERS AND FOOTERS

Header is a constant data set to automatically appear at the top of each page while footer is
the constant data auto appearing at bottom of page. The header could be a letter head, page
number, time etc. while footer could be a school motto, page number, date etc.
Steps to insert header and footer
 Click insert tab
 Click header / footer
 Select a style

12 Compiled by
Mr. Davies Kiyaka
  Enter data for the header / footer
 Edit and format accordingly
 Click design tab
 Click close header/footer
 Work on the document
MAIL MERGING
This is a process of creating one main document intended to be sent to many recipient
Two parts
 Main document-details explaining more of the document
 Data source-these are the contacts of the recipients
STEP FOR MAIL MERGING
 Type the letter/document to merge
 Click mailings tab
 Click start mail merge
 Click letters
 Click select recipient
 Click type new list/use existing list
 Create list to use
 Click insert merge fields
 Insert fields to their required positions
 Click Preview results
 Click finish & merge

PRINT PREVIEW
This is a window whereby a document can be viewed to check any error associated with
printing. These errors arise from the margins, paragraph, layout etc.
Steps to print preview
Method 1
 Open the document to preview
 Click office button
 Point print
 Click print preview
 Observe to check any errors
 Click close when satisfied or go back for adjustment
Method 2
 Open the document
 Click the print preview icon on quick access tool bar
 Observe to check any

PRINTING THE DOCUMENT

Printing is transferring a created piece of document from the computer to the paper using
printer. I. e soft copy to hard copy
Steps to print a document
 Open the document to print
 Click office button
 Click print
 Select the name of printer to be used
 Indicate the range of pages to be printed
13 Compiled by
Mr. Davies Kiyaka
  Indicate the no. of copies for each page
 Indicate whether collate or non-collate
 Click ok
Microsoft Word shortcut keys
Below is a listing of all the major shortcut keys in Microsoft Word.
1. Ctrl + A Select all contents of the page.
2. Ctrl + B Bold highlighted selection.
3. Ctrl + C Copy selected text.
4. Ctrl + X Cut selected text.
5. Ctrl + P Open the print window.
6. Ctrl + F Open find box.
7. Ctrl + I Italic highlighted selection.
8. Ctrl + K Insert link.
9. Ctrl + S Save document
10. Ctrl + V Paste.
11. Ctrl + Y Redo the last action performed.
12. Ctrl + Z Undo last action.
13. Ctrl + L Aligns the line or selected text to the left of the screen.
14. Ctrl + E Aligns the line or selected text to the center of the screen.
15. Ctrl + R Aligns the line or selected text to the right of the screen.
16. Ctrl + M indent the paragraph.
17. Ctrl + Shift + F Change the font.
18. Ctrl + Shift + >Increase selected font +1pts up to 12pt and then increases font +2pts.
19. Ctrl +] Increase selected font +1pts.
20. Ctrl + Shift + < Decrease selected font -1pts if 12pt or lower, if above 12 decreases
font by +2pt.
21. Ctrl + [Decrease selected font -1pts.
22. Ctrl + Shift + * View or hide non printing characters.
23. Ctrl + <left arrow> Moves one word to the left.
24. Ctrl + <right arrow> Moves one word to the right.
25. Ctrl + <up arrow> Moves to the beginning of the line or paragraph.
26. Ctrl + <down arrow> Moves to the end of the paragraph.
27. Ctrl + U Underline highlighted selection
28. Ctrl + Del Deletes word to right of cursor.
29. Ctrl + Backspace Deletes word to left of cursor.
30. Ctrl + End Moves the cursor to the end of the document.
31. Ctrl + Home Moves the cursor to the beginning of the document.
32. Ctrl + Spacebar Reset highlighted text to the default font.
33. Ctrl + 1 Single-space lines.
34. Ctrl + 2 Double-space lines.
35. Ctrl + 5 1.5-line spacing.
36. Ctrl + Alt + 1 Changes text to heading 1.
37. Ctrl + Alt + 2 Changes text to heading 2.
38. Ctrl + Alt + 3 Changes text to heading 3.
39. Ctrl + F1 Open the Task Pane.
40. F1 Open Help.
41. Alt + Ctrl + F2 Open new document.
42. Ctrl + F2 Display the print preview.

14 Compiled by
Mr. Davies Kiyaka
 43. Shift + F3 Change the text in Microsoft Word from upper to lower case or a capital
letter at the beginning of every word.
44. Shift + Insert Paste.
45. F5 Open the find, replace, and go to window in Microsoft Word.
46. Ctrl + Shift + F6 Opens to another open Microsoft Word document.
47. F7 Spell and grammar check selected text and/or document.
48. Shift + F7 Runs a Thesaurus check on the word highlighted.
49. F12 Save as.
50. Shift + F12 Save.
51. Ctrl + Shift + F12 Prints the document.
52. Alt + Shift + D Insert the current date.
53. Alt + Shift + T insert the current time.

15 Compiled by
Mr. Davies Kiyaka