ICT151

Computing Skills
Fundamentals

Lecture 4 - Introduction to Word

Processing
 Outline
 Software
 Word Processing
 Microsoft Word
 Microsoft Word Features

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 Software
 Major categories
◦ System software
 For managing and control of h/w components
and allow for interaction between the h/w and
s/w.
 E.g.
 Operating System
 Utility software: Helps maintain and protect
the computer system. E.g. anti-virus software
& firewalls.
◦ Application software
 Programs designed for performing specific
end- user tasks. E.g. Ms Word

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 Word processing
• Involves using suitable software to create, edit,
format, store, retrieve, and print text documents.
• One of the most common PC activity
• Word processor:
• an electronic application software, that performs …
composition, editing, formatting, and sometimes
printing of documents.
• E.g.: letters, CV, reports, books, newsletters, etc.
• Many word processors
• Examples
• Microsoft Word, WordPerfect, AbiWord, etc

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 Microsoft Office Word
• Word processing software used with text and
graphics to create, edit, and format documents.
• One of the most commonly used word processors
• Part of the Microsoft Office Suite
• It features ribbons
• Tabs with commands
• Related commands have been grouped together
tabs
• E.g. File tab, Home tab, Page Layout tab, etc
• Has a lot of useful word processing features.

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Opening MS Word
1. Click on the "Windows" button (usually located
in the bottom left corner of your screen).
2. Type "Microsoft Word" in the search bar and
click on the "Microsoft Word" application that
appears in the search results.
3. Another way to open MS Word is to locate it
in the list of installed applications on your
computer. Click on the "Window" button
and scroll through the list of applications
until you find "Microsoft Word".
If you have a shortcut icon for MS Word on
your desktop, you can simply double-click on
the icon to open the application.
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Microsoft Office interface

Figure 10.3
Explore Microsoft Office
The File Tab

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The Ribbon

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 Microsoft Office Screen Elements
Screen Element Description

AutoSave Saves your document every few seconds so you don’t have to.

Comments Displays a short menu from which you can add a comment to your document or
view other comments already in the document.

File tab Displays Microsoft Office Backstage view, which is a centralized space for all your file
management tasks such as opening, saving, printing, publishing, or sharing a file—all
the things you can do with a file.

Group names Indicate the name of the groups of related commands on the displayed ribbon tab.

Quick Access Displays buttons to perform frequently used commands and resources with a single
Toolbar click. The default commands include Save, Undo, and Redo.

Ribbon Displays a group of task-oriented tabs that contain the commands, styles, and
resources you need to work in Microsoft Office desktop apps.

Ribbon Display Displays three ways you can display the ribbon: Auto-hide Ribbon, Show Tabs, or
Options Show Tabs and Commands.
 Microsoft Office Screen Elements
Screen Element Description
Ribbon tabs Display the names of the task-oriented tabs relevant to the open document.

Share Opens the Share dialog box from which you can save your file to the cloud and then
share it with others so you can collaborate. Here you can also email the Office file or a
PDF of the file directly from Outlook if you are using Outlook to view and send email.

Signed-in user Identifies the user who is signed in to Office.

Status bar Displays file information on the left; on the right displays buttons for Read Mode, Print
Layout, and Web Layout views; on the far right edge, displays Zoom controls.

Tell me what you Provides a search feature for Microsoft Office commands that you activate by typing
want to do what you are looking for. As you type, every keystroke refines the results so that you
can click the command as soon as it displays.

Title bar Displays the name of the file and the name of the program; the window control
buttons are grouped on the right side of the title bar.
Windows control Displays buttons for commands to Minimize, Restore Down, or Close the window.
buttons
 Saving a Document
• Saving your work to a file ensures that any text, graphics, or
other elements in your document, are written to a disk.
• A document can be saved in many formats. Some commonly
used formats are:
.DOC: is a document format used by Microsoft Word, while
DOCX is its successor.
.pdf: widely used for distributing documents over the Internet.
.txt: save a document as an unformatted text file.
.htm or .html: save a Word document as a Web page.
You can save a document by using any of the following options:
• Save As
• Save

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Saving VS Save As

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Save-As Dialogue Box

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 Closing a Document

• To close a document, click its close box in the upper

right of the title bar (box with the small X on it (black
x)) or select Close from the File menu.

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 Closing the Application

• To close Word Application, click its close box in the

upper right of the title bar (box with the large X on it
(red X)) or select Close from the File menu. The
keyboard shortcut is <Ctrl + W>.

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 Opening an Existing Document
• To open a file, select Open... from the File menu. In
the dialog box, click on the filename and then on the
Open Opening
button. an Existing Document
• If your file is not in the opened folder, click on the
down arrow (next to folder name) to see a directory
listing.
• The Up One Level button icon on the right enables
you to move up one level.
• You can then switch to the location where the
appropriate file or folder is located.
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Opening an Existing Document

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 Writing and editing features
• Text Insertion point
• cursor
• Use usual keyboard characters for text entry

• Other useful keys:

• Spacebar: space character
• Enter: NewLine character
• Backspace: Delete previous character
• Delete: Delete next character

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 Useful Keyboard Keys
 For time-saving
Key Effect on insertion point
Home Beginning of current line
End End of current line
Pg Dn Moves to next page
Pg Up Moves to previous page
Left arrow Moves 1 character to the left
Right arrow Moves 1 character to the left
Down arrow Moves 1 line down
Up arrow Moves 1 line up

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 Relocating Text
■ Office Clipboard—area of memory reserved to temporarily
hold selections that have been cut or copied
■ Cut—removes a selection from the original location and
places it in the Office Clipboard. Press Ctrl + X
■ Copy—duplicates a selection from the original location and
places a copy in the Office Clipboard. Press Ctrl + C
■ Paste—places a cut or copied selection into another
location in a document. Press Ctrl + V
Relocating Text
 Undo/Redo

Undo/Redo

 Undo: Enables recovery from mistakes

 Redo: for reversing undo

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 Find/Replace

◦ For searching for specific words

and even replacing them by new
words.

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 Spell /grammar checking
◦ Use Change, Ignore or Add To Dictionary
◦ WARNING: Be careful ➔ Not smart enough!
◦ How does MS Word flag possible errors?
 Grammar: green wavy line

 Automatic spell checking: red wavy line

Thesaurus
◦ For displaying synonyms & sometimes antonyms
◦ E.g. after: afterwards, next, later, before (Antonym)
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 Formatting Features

 Allows us to change document appearance

 There are many formatting tools in Ms Word
◦ Mostly under Home, Insert & Page Layout menus

a) Cover page:
◦ Under Insert tab
◦ Introduces the document & gives it a
professional finish
◦ Many templates available in Ms Word

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 Some useful formatting features
b) Font type:
◦ Many font types available
◦ Most commonly used: Times New Roman & Arial

c) Font sizes
◦ Text size in points e.g. 28 pt, 40 pt.
◦ Most commonly used sizes: 10pt and 12pt

d) Typefaces
◦ Bold, Italics, Underlined, regular
◦ Used to highlight certain parts of text
 Do not overuse
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 Indentation

Determines how part of a

paragraph is distanced
from the margin Decrease level
Increase level

Lists

Bulleted list Numbered list

• ICT121 i. ICT121
• ICT122 ii. ICT122
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 Text alignment

Justified. Starts at the left margin

and ends at the right margin.
Spaces adjusted to enable this.

Right justified

This text is centred.

Left justified (all lines start at the same horizontal

distance from the left margin)
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 Formatting a Paragraph
h) Page Orientation
◦ By default, new documents are displayed in portrait
◦ But you can change between Portrait and Landscape
◦ Can also have both orientations in a document
◦ How: Insert a section break before
and another after the affected
page(s)
 Then apply the preferred orientation

i) Columns
◦ Can have multiple columns
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 Inserting other features

j) Headers and Footers

◦ Header: placed at the top of every page
◦ Footer: at the bottom of every page

k) Page numbering
◦ MS Word can automatically insert page numbers
 To ensure pages have correct page numbers

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 Tables
l) Tables
◦ Under Insert tab

ID Name Test 1 Test 2

201510349 Segale, K 84 76

201515342 Kgole, J 69 58

◦ Select rows/columns
◦ Set/change height/width or use Autofit

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 More features

m) Wrap-around/word wrap
◦ MS Word automatically moves to the next line
when a line of text is filled
 Text is read just when margins change

n) Paper size
◦ Usually A4 (in US it is US letter)

o) Help is available.

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 Drawings

◦ Under Insert tab

◦ Various options available:

i. Shapes INPUT PROCESSING

ii. ClipArt

iii. WordArt (fancy text)

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 Equations and Templates

q) Equation Editor
◦ For equations
◦ Under Insert tab

r) Template
◦ A document that creates a copy of itself when
opened (.dotx or .dotm).
◦ E.g. Business plan with predefined page layout,
fonts, margins, styles, etc.
◦ Template can be protected e.g. a disclaimer
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 Tracking changes

◦ For tracking changes when reviewing document

◦ To activate: Click Track Changes

 Make changes: delete, insert, move, format, etc.

◦ (To deactivate: Click Track Changes again)
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 Adding Comments

◦ You can also add comments to changes

◦ Adding a comment:
 Place cursor where you want the comment
 Click New Comment

◦ Deleting a comment
 Right click on the comment
 Then select Delete Comment
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More on Comments
 Reviewing changes

t) Reviewing changes
 Accept changes:
document is
modified to reflect
new changes
 Reject changes:
document not
◦ For navigating
updated
through suggested
changes

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Computing Skills 41