Microsoft Word
Microsoft Word is the word processor component of Microsoft Office that allows users the ability to create and save documents. A word document can be a letter, report, or even a web page.
Starting Microsoft Word
To Start Microsoft Word:Creating a Blank Document
1. Click on the Start button on the left side of the taskbar; then click Programs; then click Microsoft Word.
To Create a New Document:Using Tables
1. Select New from under the File Menu.
2. A Blank document should appear on screen. If not, choose Blank from under the Task Pane on the right side of the page.
Adding a New Table and/or rows to a Word document:Using Columns
CREATING TABLES (METHOD 1)
1. Select TABLE from the Menu bar.
2. Using the drop-down menu select Insert Table.
3. Fill in the Number of Columns field with the correct number for the table you want to create,
4. Fill in the Number of Rows field with the correct number for the table you want to create.
5. If you want each column to be a certain width, enter that width in the column width field. If you want the computer to determine how wide each column is, select AUTO in this field.
6. Click OK. A table should appear in your document and should be ready for you to complete with your information.
CREATING TABLES (METHOD 2)
1. Select the Insert Table icon on the toolbar (If your cursor is currently located with in a table you will not be able to locate the Insert Table icon. If this happens move your cursor outside the table in your document.).
2. Use you mouse to highlight the number of rows and columns you need in your table. The maximum table size is 5 columns by 4 rows. If you need a larger table use Method 1 above.
3. Press Enter.
Once you have created a table you can move among cells (blocks in a table) using either the Tab key (moves you left to right), the Shift+Tab key (moves you right to left) or the arrow keys. You may also use your mouse to click directly on a cell. You enter data in the table by typing just as you would in any document.
Adding, Changing and Deleting a New Column(s) or Row to a Word document:Using Spell Check
To add a row to the bottom of a table you have already created:
1. Select the cell located at the lower right corner of your table (the last column of the last row) and then press the Tab key.
If you want to add a row in the middle of a table you have already created:
1. Select any cell on the row just below where you want to add a new row.
2. Select Table from the menu bar.
3. Select Insert Rows from the drop-down menu and press enter.
To add a column to a table you have already created:
1. Place your cursor anywhere in the column immediately to the right of where you want to insert a column.
2. Choose Table from the menu bar.
3. Choose Select Column from the drop-down menu.
4. Press enter.
5. Select Table from the menu bar.
6. Choose Insert Columns from the drop-down menu.
7. Press enter.
8. A new column should appear in your table.
CHANGING WIDTHS OF COLUMNS
To change the width of columns in a table you have already created:
1. Select any cell in your table.
2. Select Table from the menu bar.
3. Choose Select Table from the drop-down menu.
4. Press enter.
5. Select Table from the menu bar again.
6. Choose Cell Height and Width from the drop-down menu.
7. Press enter.
8. Select the tab labeled Column.
9. Enter a number in the Width of Columns field.
10. Click on OK.
11. All of your columns will now be the same specified width (for example, if you enter 1, each column will be 1 inch wide).
If you want columns to be different widths:
1. Place your cursor anywhere in the column you want to change.
2. Select Table from the menu bar.
3. Choose Select Column from the drop-down menu.
4. Press enter.
5. Select Table from the menu bar.
6. Choose Cell Height and Width from the drop-down menu.
7. Press enter.
8. Select the tab labeled Column and enter the desired width in the Width of Column field.
9. Click OK.
CHANGING WIDTHS OF COLUMNS (METHOD 2)
You can also change the width of columns by placing your cursor on the line between two columns. Doing this will cause the width indicator to appear. You can then left-click and drag your mouse to change the width of columns.
SORTING
1. Click anywhere on your table.
2. Select Table from the menu bar.
3. Choose Sort from the drop-down menu.
4. Press enter.
5. Select the heading of the column you wish to use in sorting your table.
6. Choose whether you are sorting text or numbers.
7. Choose whether you wish to sort in ascending or descending order.
8. If you wish to sort by a second column choose that column heading in the Then By field. You then choose text or number and ascending or descending for this secondary sort.
9. If your table has heading in the first row you should select Header Row so that row will not be sorted.
10. Click OK.
DELETING ROWS/COLUMNS
1. Select any cell in the row or column you wish to delete.
2. Select Table from the menu bar.
3. Choose Select Row or Select Column from the drop-down menu.
4. Press enter.
5. Select Table from the menu bar again.
6. Choose Delete Row or Delete Column from the drop-down menu.
7. Press enter.
Checking for spelling and grammatical mistakes:Saving a Document
1. When you have typed your document, select Tools from the menu bar.
2. Choose Spelling and Grammar from the drop-down menu.
3. The computer will alert you to spelling or grammatical mistakes within your document. You may either Skip the reported problems or elect to Replace the reported problem with the computer's suggestion or with some other change by entering it in the suggestion field.
Saving a Word Document:Exiting Word
SAVING A DOCUMENT (METHOD 1)
1. To save a new document, select File from the menu bar.
2. Choose Save from the drop-down menu.
3. Select the location to which you wish to save the document from the drop-down menu at the top of the save box.
4. Enter the name of the document you are saving. This will be the way you identify the document on your computer or disk.
5. Select the type of file you are saving from the drop-down menu at the bottom of the save box. This will usually be Word Document.
6. Click Save.
7. Once your document has been saved, you may save changes and additions by selecting File from the menu bar, choosing Save from the drop-down menu and clicking Save (there is no need to rename the document every time you make changes unless you want to keep track of changes).
SAVING A DOCUMENT (METHOD 2)
1. Click on the diskette pictured on the toolbar.
2. Follow steps 2 through 6 above.
3. Once your document has been saved, you may save changes and additions by selecting the diskette from the toolbar. This will overwrite the old version with the new version.
Print Preview1. Select File from the menu bar.
2. Choose Exit from the drop-down menu.
3. If you have saved your document, click No when asked if you want to save changes to the document. If you have not saved your document, click Yes and follow the instructions above for saving the document.
To see how your document will look on a page before you print it:Printing
1. Select File from menu bar.
2. Choose Print Preview from the drop-down menu.
3. To print the page in its current format, click on the printer picture on the toolbar.
4. If you do not want to print the page in its current format, click Close.
Copy and Pasting1. Select File from the menu bar.
2. Choose Print from the drop-down menu.
3. Select the printer that you are printing to from the drop-down menu.
4. Select whether you want to print the entire document, only the current page,selected pages (ex. 3-9 or 3, 5, 9 will print pages 3 through 9 or pages 3, 5 and 9), or aportion of the text you have highlighted.
5. Select how many copies you want to print.
6. Click OK.
NOTE: If you want to print only 1 copy of the entire document you can simply click on the printer pictured on the toolbar.
To copy text that is in one portion of your document to another portion of your document:Cutting and Pasting
1. Select the portion of text that you want to copy. Do this by placing your cursor to the left of the first character of the first word you want to copy. Hold down the left mouse button and drag the mouse until the entire portion you want to copy is highlighted or press and hold the shift key and use the right arrow key to highlight the entire portion of text you want to copy.
2. Select Edit from the menu bar (or use the right button on your mouse to bring up a drop-down menu while your cursor is on the highlighted text).
3. Choose Copy from the drop-down menu.
4. Move your cursor to the new location for the text.
5. Select Edit from the menu bar (or right click on your mouse while the cursor is in the new location).
6. Choose Paste from the drop-down menu.
To move text from one part of a document to another:Deleting Text
1. Select the portion of text that you want to move. Do this by placing your cursor to the left of the first character of the first word you want to move. Hold down the left mouse button and drag the mouse until the entire portion you want to move is highlighted or press and hold the shift key and use the right arrow key to highlight the entire portion of text you want to move.
2. Select Edit from the menu bar (or use the right button on your mouse to bring up a drop-down menu while your cursor is on the highlighted text).
3. Choose Cut from the drop-down menu.
4. Move your cursor to the new location for the text.
5. Select Edit from the menu bar (or right click on your mouse while the cursor is in the new location).
6. Choose Paste from the drop-down menu.
How to delete text:Inserting Breaks
1. Text can be deleted using the backspace button (deletes text to the left of your cursor) or the delete button (deletes texts to the right of your cursor).
2. Text may also be deleted by selecting the portion of text you want to delete. Do this by placing your cursor to the left of the first character of the first word you want to delete. Hold down the left mouse button and drag the mouse until the entire portion you want to delete is highlighted or press and hold the shift key and use the right arrow key to highlight the entire portion of text you want to delete.
3. Press the delete key on your keyboard to delete the entire highlighted portion of text. Breaks are extremely helpful to users because they important in organizing documents. Breaks can be inserted within a document to divide it into pages, sections, or columns.
How to use breaks:Additional Formatting
Breaks are extremely helpful to users because they important in organizing documents. Breaks can be inserted within a document to divide it into pages, sections, or columns. Keeping lines and/or paragraphs together
Page breaks may be prevented from occurring within a paragraph or two paragraphs. Users can also force a page break before a specific paragraph. This is helpful if the user would like to keep the text on the same page.
1. Highlight the paragraph or paragraphs.
2. Click on Format on the menu and choose Paragraph.
3. Select the Line and Page Breaks tab, as shown below.
4. Click on OK.
- Users can keep lines together by selecting the Keep lines together check box.
- Users can also keep paragraphs together, by selecting the Keep with nextcheck box.
One might wonder, "What in the world is the Widow/Orphan control? It is best to leave this box checked because it prevents Word from leaving the last line of a paragraph at the top of a page (widow), and/or the first line of a paragraph at the bottom of a page (orphan).Inserting a Page Break
Manual page breaks can be added as well.
1. Place the insertion point at the beginning of the new page.
2. From the Insert menu, choose Break and Page break, OR press Ctrl + Enter. Word inserts a manual page break.Inserting Section Breaks
Section breaks can be useful because they allow the user to format part of a document differently than the rest.Here is how to insert a section break:1. Place the insertion point at the section to break.
2. Click on the Insert menu and then click on Break. The Break dialog box displays as shown below.
3. As you can see in the picture above, there is an additional Section break types menu. Please select the option that describes where you want the new section to begin by choosing either:
4. Choose OK.
- Next page - inserts a section break, breaks the page, and starts the new section on the next page.
- Continuous - inserts a section break and starts the new section on the same page.
- Odd page or Even page - inserts a section break and starts the new section on the next odd-numbered or even-numbered page.
Once the section break is inserted, that particular section can be formatted in whatever way the user likes. The user may also return to the previous format or create a new one. In order to do this another section break would need to be added.
Making changes easier:Moving and Resizing Objects
1. Microsoft Word 2002 allows the user to format a document while remembering all of the changes that have been made within the document. This allows the changes to be easily reapplied to another document without the user going through the time consuming process of trying to figure out what changes were made where. This feature also makes consistent looking documents which will look better and can save time..
2. Word saves the formatting information in the Styles and Formatting task pane on the right side of the page. If the Task pane showing the Styles and Formattingcommands does not come up by default, then go to the Menu bar, click on Format, and Styles and Formatting. If you don't want Word to keep track of formatting, you can turn this setting off. Go to the Tools menu, click Options, and then click on theEdit tab. Next, under Editing options, uncheck the Keep track of formatting check box.
3. To reapply formatting to other text, highlight the desired text and click the style description in the task pane.
4. Formatting information is displayed in the task pane on the right side of the screen. To reapply the formatting to new or additional text, just highlight the text and then click the formatting description in the task pane.
Text, clip, and object placeholders can be moved, copied, sized, and deleted. To do this, you must first display handles to put the placeholder into an edit mode. Click on the text to display the placeholder, then click on the placeholder border to display the handles. Click on the clip art or object to display the handles.Using Graphic Images from the Internet
When handles appear, you can size the placeholder or graphic by dragging a corner handle to resize proportionally. When you size a text placeholder, the text within it will adjust to the new borders.
You can move a placeholder and its contents by displaying the handles, then placing the pointer on the border (not a handle), clicking and holding the left mouse button while dragging the placeholder to a desired location.
If you don't find the image you want in the MS Clip Art Gallery, one good option is to take images off the World Wide Web. You can save these files and insert them into your documents and presentations. Make sure your Microsoft Word document is saved before you begin.
1. Open an Internet browser, such as Internet Explorer or Netscape and connect to the Internet.
2. Locate an image you want to download.
3. Using your mouse, right-click or alternate-click on the image. A pop-up menu with then appear.
4. Select the Save Picture As... menu item.
5. Save the image in a drive and folder where you can find it.
6. Close the browser.
7. Return to Microsoft Word and place the insertion point where you want to use the image.
8. Insert the image by going to Insert, then Picture, then From File. Find the image you downloaded and insert it into your document.
9. Adjust the size. (See Moving and Resizing Objects.)
- Millhollon, M., & Murray, K. (2001). Microsoft Word Version 2002 Inside Out. New York: Microsoft Press.
- Microsoft Word Help.
Tutorial composed by: J. Beedle and Beth Gibbs.
Original article an be found here.
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