IV Arroyo 2011-2012 Lecture on MS Word

Lecture 9

What is Microsoft Word?

Microsoft Word is an application program developed by Microsoft Word Corporation. It is powerful word processing application that automates the process of preparing text document. It is an electronic platform to do ones writing activity.
It is a general purpose word processing software. You can use this to create a simple document such as a letter and memos to producing a professional looking publication such as newsletter or books.

Starting Word for Windows

1. Click on the start button.
2. Point to programs.
3. Click on Microsoft Word.

Parts of the Screen

• Title bar – Displays the program name and the name of the document.
• Menu bar – Contains the main menu.
• Standard toolbar – Displays buttons that you can select to perform common editing tasks. You must have a mouse to use the toolbar.
• Formatting toolbar – Use to select character and paragraph-formatting commands. You must have a mouse to use this toolbar.
• Ruler – Controls margins, indents, and tab stops.
• Work area – This is where the text and graphics in your document appears.
• Status bar – Displays information about your document such as the page numbers, total number of pages in the document, and even line and column numbers.
• Cursor – This is the blinking insertion point. This shows you where the text you type appears.

The Toolbar – Contains buttons that you select with the mouse to perform common tasks.

Quitting Word for Windows
• Press Alt + F4 on the keyboard.
• Click the close button (the button with the X) at the right of the title bar.
• Select File, Exit.



Lecture 10


The keyboard contains the keys you use to type data and enter commands into the computer. The placement and position of keys may differ from one keyboard to another. A typical keyboard consists of the typewriter keypad, the numeric keypad, the function keys, the cursor movement keys, and the data entry control keys.

Typewriter keypad – It is composed of keys with alphanumeric characters – the letters, numbers, and symbols- which you will find on the typewriter. These are the keys used for typing and entering data.

Spacebar – This is used to enter a blank character or a space.

Shift key – This is pressed with a letter to capitalize it. It is pressed with a two- character key to enter the top character.

Capslock key – (Capital lock) This is a toggle or a switch. It is used to lock the letters A to Z to the uppercase (capital letter) mode. (Note: the capslock indicator is ON). Press Capslock again to “unlock” or return to the lowercase mode.

Tab key (Tabulator key) – Pressing this key moves the cursor to the next tab stop at the right of the cursor’s present position. Use the tab key to indent the first line in a paragraph of text or to move from one area of the screen to another.

Esc key (Escape key) – You can use this key in most programs to back out of the program or quit whatever you are currently doing.

Enter key – Use this key to end a paragraph in a word processing program, to go to the next line or to confirm or execute a command you have selected or typed.

Backspace key – this key deletes the character to the left of the cursor. It is also used to delete the character you have just typed.

Function keys – each of these keys starts with F and a number. They are typically used by application software to enter commands quickly.

Ctrl and Alt keys – the Ctrl (control) and Alt (Alternate) keys make the other keys on the keyboard act differently from the way they normally act.

Arrow keys – also known as the cursor movement keys, the arrow keys move the cursor (the blinking vertical line or box) around the screen.

Numeric keypad – the numeric keypad consists of a group of number keys arranged like the keys on an adding machine. This keypad includes a numlock key. With the Numlock key On, you can use the number keypad to type numbers.

Status lights – the status lights are ON to show whether the Numlock key, Capslock key, or the Scroll Lock key is on.


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Blinking Vertical line

Marks the insertion point, the location where text you type appears in the document and where certain editing occurs.

Entering Text

To enter text, simply type it. As you type, the text appears and the insertion point moves to the right. If the line reaches the right edge of the screen, then MS Word automatically moves to the start of the next line; this is word wrapping. Press Enter only when you want to start a new paragraph.

Deleting Text

1. To delete the character to the right of the insertion point, press Delete.
2. To delete the character to the left of the insertion point, press Backspace.

If you make a mistake, you can recover deleted text with the Edit, Undo command. You can also click the undo button or press the shortcut key, Ctrl + Z.

Zooming the Screen

The View, Zoom command lets you control the size of your document as displayed on the screen. You can enlarge it to facilitate reading small fonts or decrease the size to view an entire page at one time.

You can change the zoom setting by pulling down the Zoom control on the standard Toolbar and selecting the desired zoom setting.

Saving Documents

Saving a document for the first time.

1. Select File, Save for an unnamed document , Word displays the save As dialog box.
2. In the File Name text box, enter the name you want to assign to the document file.
3. Click Save.

Saving a named document

As you work on a document, save it periodically to minimize possible data loss in the event of a power failure or other system problem. Once you have assigned a name to a document, the File, Save command saves the current document version under its assigned name; no dialog boxes appear.
You can also click the Save button on the standard toolbar.

Retrieving a Document
This means to reopen a document from your disk into Word for Windows so you can work on it.



Lecture 12


Formatting Your document

Formatting refers to the changes you make in your documents appearance.

How is formatting applied?
1. To format an existing text, you first select the text and then issue the formatting command. The format change affects only the selected command.
2. To format new text, move the insertion point to the location where you want the text to appear; then issue the formatting command. The format change will affect new text that you type.

What is Character Formatting?
The term character formatting refers to attributes that apply to individual characters in a document.

What is Font?
The appearance of text is determined – in large – by its font. A font specifies both the style of text – that is, the appearance of individual characters – and its size.

Changing the Font of existing Text
1. Select the text to change.
2. To change the font, open the Font Name drop down box and select a different font.
3. To change font size with the mouse, open the Font size drop-down box on the formatting toolbar and select the desired font size.

Changing the Font of a New Text
1. Move the insertion point to the location where you will type in the new text.
2. To change the font, open the Font Name drop down box and select a different font.
3. To change font size with the mouse, open the Font size drop-down box on the formatting toolbar and select the desired font size.
4. Type the new text. It will appear in the newly specified font. Other text in your document will not be affected.

The Attributes boldface, italic and underline can be applied alone or in a combination to any text in your document. To toggle buttons on the formatting toolbar control attributes.

Toggle buttons are buttons that, when selected, turn the corresponding attribute on if it is off and off if it is on.

To apply the attributes, select the text and click the toolbar buttons for the desired formatting. To turn off the attributes, select the text and click the toggled button.


Lecture 13


Moving and Copying Text
Before you can move or copy text, you must select it.

Methods of Selecting Text

With the mouse

Any Amount Point at the start of the text; drag the highlight over the text.
One Word Double Click anywhere on the word.
One Sentence Press and Hold Ctrl and click anywhere in the sentence.

With the Keyboard
Move
Any Amount Move the insertion point to the start of the text, press and hold the
Shift, and move the insertion point to the end of the desired text.
Entire Amount Ctrl + A

To cancel the selection, click anywhere on the screen or use the keyboard to move the insertion point.

Copying Text

When you copy text, you place a duplicate of the selected text in a new location. After you copy , the text exists in both the original and new locations.

Steps in Copying Text
1. Select the text you want to copy. The selected text appears highlighted.
2. Select Edit, Copy. You can also click on the Copy button, or press Ctrl + C.
3. Move the insertion point to the new location for the text.
4. Select Edit, Copy. You can also select the Paste button or press Ctrl + V.

Moving Text

When you move text, Word deletes if from the original location and inserts it at the new location.

Steps Moving Text
1. Select the text to move.
2. Select edit, Cut, or click the cut button, or press Ctrl + X.
3. Move the insertion point to the new location.
4. Select edit, Paste, or click the paste button, or press Ctrl + V.


Lecture 14

Setting Up the page

By default, Word for Windows formats printer output for 8½ by 11 inch paper in portrait orientation. You ca n modify these settings if needed.

● Portrait Orientation – this is the default and prints lines parallel to the short edge of the paper.
● Landscape Orientation – prints lines parallel to the long edge of the paper.

To Change the Print Orientation and the paper size.
1. Select file, Page Setup. The page setup dialog box appears.
2. Click the Paper Size tab.
3. Open the Paper size drop-down box, which lists several common paper size.
4. Select the desired paper size.
5. If you select Custom Size from the list, use the Height and Width boxes to specify the actual paper size.
6. Under orientation, select Portrait or Landscape.
7. Select Ok. The new settings will be in effect for your document.



Justification – refers to the way in which lines on the page are aligned with the lines above and below them.

Justifying Text
● Left Justification – aligns the left ends of lines.
● Right Justification. – aligns the right ends of lines.
● Full Justification – aligns both the left and right ends of lines.
● Center Justification – centers lines between the left and right margins.


Creating Numbered and Bulleted lists

Numbered and bulleted lists are useful formatting tools for setting off lists of information in a document.
Use bulleted lists for items that consists of related information, but are in no particular order.
Use numbered lists for items with a specific order.