Introduction to MS Word Lesson 1 What is MS Word? Oojectives MS Word is a word processing program used to create, format “eect window save and print letters, manuals, contracts, proposals, reports and screen newsletters, cards, flyers, invitations, certificates, forme elements envelopes, blog posts, webpages, signs, ‘manuscripts, ‘or boys Identify the with table of contents and other documents. Ribbon, File menu, Quick Resets Toolbar ‘Microsoft Word is a word processing program created by ‘and various tabs ‘Microsoft Corporation. It is the most widely used Word * Demonstrate the Processor today and is used in most desktop and. laptoy use of Galleries. computers. It is available in both Windows and Macintosh and Lists versions. Microsoft Word today is part of the Microsoft Office *Utiize command Suite, icons and dialog boxes # Identity mini toolbar and How to Start the Word Processing Program ‘context menu e © Customize the 1. Click the Start © button Quick Access 2. Point to All Programs > All Programs Toolbar and the Ribbon 3. Point to Microsoft Office | Microsoft Office, 4. Click on Word 2016 oo Beinn emPART ._| DESCRIPTION Filemenu | It provides access to the only menu in Office 2016. When you click this button it shows the following menus: Info, New, Open, Save, Save As, Save as Adobe PDF, Print, Share, Export, Close, Account, Feedback, and Options. Quick Access | It provides access to the most common Word Toolbar commands including Save, Undo, Repeat, and Copy. You can customize, add or delete buttons on this toolbar. Title Bar —_| It shows the open program and the name of __| the open file, Ribbon Tt contains the commands organized in three components: (a) Tabs — represent the activities you | perform and contain related groups (b) Groups — organize related commands. Group name appears below the group ribbon kk _____ | (© Commands - appear within each group. Dialog Box _| It opens a dialog box or task pane that Launcher _| provides more options. i: [Scroll Bar __| It moves the document vertically. eS iSome of the templates which can be useful in your daily activities or business are as follows: Polished Resume ‘Seasonal Event Flyer ‘Student Report | Title a is Personal Letterhead Business Letter Blog PostWhen you reopen a document, MS Word will show you the location where you left off. Welcome back! ments created in an earlier version of MS Wo) Conpatiity mode in MS Word 2016. ‘The new Read Mode icon at the bottom of the Word window Edorattne view tab LI will allow you to view the document in full window. Arrows on the sides of the window will allow you to flip through the pages. Fd Will open ig The Ribbon The Ribbon is the panel at the top portion of the document, jt has nine tabs which are Home, Insert, Draw, Design, Layout, References, Mailings, Review and View. These tabs contain commands and tools which are grouped according to thei function, Additional tabs such as Format and Design will show when you are working on pictures, ClipArt, WordArt, text boxes, and shapes. When you launch MS Word, the ribbon is displayed, You can hide or display the ribbon by clicking Collapse the Ribbon “ or click the Ribbon Display Options E&I button. To display the full ribbon, click the tab or press Ctrl+F1. You can also minimize the displayed ribbon by double clicking the tab. The appearance of the commands on the Ribbon may change depending on its width. A command may appear as a large button or a small button, When you move the mouse pointer over each command or tool, ‘twill display the pop-up name and function of the command. i ane, | 2 7 Tool name and] 4 function - aFile Menu The File menu containg menu such as Info, New, Open, Save, Save AS, Save as Adobe POF, Print, Share, Export, Close, ‘Account, Feedback, ang options. Click the arrow to close the File menu. Home Tab The Home tab displays the related commands which are grouped as Clipboard, Font, Paragraph, Styles, and Editing. _| FUNCTION Pastes the contents of the Clipboard Cuts the selection from the document and puts it on the Clipboard J] Copies the selection and pap. it | on the clipboard | Copies formatting from one —~ Painter___| place_and applies it on ay rae Font ‘Changes the font style j 195 font style 14 _| Font size ‘Changes the font ao | [-B [bo Changes font style to bold —~ | T_{ttalic Changes font style to italic ~ | Places underline on selected ~ | | WU |underine | Bar abe | Strike Draws a line through the Font & through middle of the selected text | Creates small letters below the | X2_| Subscript | text baseline 2 Creates small letters above the” X__| Superscript _| line of text ‘A_| Grow Font | Increases the font size | A__| Shrink Font | Decreases the font size | Clear Clears all the formatting from _ | Po ati the selection, leaving only the matting | plaintext | Text i | a Makes text look like it was | = Cignliahting | marked with a highlighter pen Changes the color of the oo Ae Changes all the selected text t0 Aa | Change case | uppercase, lowercase, or other : _| common capitalization | ‘Applies a visual effect to a AY | Text Effects | selected text such as shadow, | glow, or reflection | Bullets _| Creates bulleted lists Numbering _| Creates numbered list Multilevel List_| Creates a multilevel list Paragraph Decrease Decreases the indent level of Indent the paragraph Increase Increases the indent level of [Indent _ the paragraph 4 41 | sot Alphabetizes the selected text a or sorts numerical data ‘Shows paragraph and other Show/Hide | {| mn hidden formatting symbols_ Customizes the borders of the Border : selected cells ortext_ Colors the background behind Shad ae the selected text or paragraph _, b eaeUne and Changes the spacing between | Paragraph lines of texts and paragraphs —TRiigns text to both the right _{ and left margins _ | Align text — | aligns text to the right { Right Cente [aligns text to the center] Shows various styles Finds text in the document s text in the document | Selects text or objects in the | document Insert Tab The Insert tab displays the related commands which are grouped as Pages, Tabjes, Illustrations, Add-ins, Media, Links, Comments, Header & Footer, Text, Symbols, and Flash. Reed GROUP FUNCTION Inserts a fully- formatted cover a Inserts a new blank page at the Cursor position Starts the next page at the current position Inserts or draws a table into the document _ Pages Tables Inserts a picture from a file Finds and inserts pictures and clip | arts from a variety of online sources Tilus- Insert ready-made shapes, such as trations Shapes rectangles and circles, arrows, lines, “|__| flowchart symbols, and callouts_ Icons __| Inserts an icon to visually |" __| communicate using symbols |Online Video Inserts a Smart Art oraphic is _ visually communicate inf for Inserts a chart to Ne foray Compare data _ i Finds add-in in the Office Stor Inserts an add-in and use the wa> | to enhance your work = | Helps to quickly access Wikiped~ pedia content from Office Finds and inserts video from a ~ variety of online sources Links Link Creates a link to Web page, a picture, an e-mail address, or a [|__| programm Creates a bookmark to create a | name to a specific point in a jocument | Refers to items such as headings, figures, and tables. _ Adds a note about this part of the | document Header and | Footer ‘Adds information at the top of ever, page like page number, title, or author ‘Adds information at the bottom of | every page like page number, tite, or author | Inserts page numbers in the Text | Drop Cap | signature Line | Inserts preformatted text, auto-text document properties, and fields ~T Creates a large capital letter at the “Tinserts a signature line that specifies the individual who must _| sign_ sa T Inserts the current date or time ‘nto document om | Inserts preformatted text boxes __ anywhere in the document | Inserts a decorative text in you + | document ___ | beginning of a paragraph __ | the current document seySeed ery a ey rrr vemes, Style Set, ors, Fonts, ona ders, a. - > Yrs: [inserts an embedded object “Finserts common mathematical equations or builds up your own 56 | Symbol | equations using a library of math ‘Symbols. | symbo cr | | Inserts symbols that are not on ur keyboard. Draw Tah ‘The Draw tab contains scriptint tools that will allow you to draw, write math equations, sign, Just like using a regular pen, If the Draw tab is not vsiple, you can make it visible by following the steps, 1. Go to File and choose Options. 2. Select the Customize Ribbon “ustemize Ribbon! ang check the Draw: iD check box. Cae GROUP FUNCTION | Erases ink that has been drawn ‘Shows different pen styles and tip sizes. Tos ‘Adds a pen or a highlighter. ‘Automatically converts ink | Shape drawings to shapes. a ape | Convert mn Ink to Math | Converts handwritten | a | mathematical expressions pe to text. Ink Replay | Automatically replays the Creations of visible ink strokes.~ [St Inking] Close the nk oars | inking on the page. Se Close pene 2 Design Tab The Design tab iS a new tab in MS Word 2016. a related commands which are grouped as cone at dpa : and Page Background. orate ——| FUNCTION Creates a theme to give your document instant style Style set | Changes the look of your document by choosing a new style set ‘colers Changes the colors used in your Docu- _| document ment ‘Changes the text used in your Format- || A} [Fonts | document ting - fa 2 sy pa Changes the line and paragraph gph | sPacing used in your document i ] Changes the general appearance (©) _| Frfects | objects in your document a Set as n oO [Deraue_| US this lock for all new documents S| Water. | Adds ghost text such as confidential Wate'” | or urgent behind the content on the Page ane | page ee eae ie Back- Ay | Page Z ground [ > Color Adds a splash of color to ae pang Page __| Adds a border or color around the | Borders | pageLayout Tab The Page Layout tab displays grouped as Page Setup, paragral .e related commands which are ph, and Arrange. sn PAGE LAYOUT CON | NAME elects the margin sizes for the | [ii | Page entire document or the current | Page ‘| Marains | section eeieUnseanee| eee 2 | Page | switches the pages between ) | Orienta- | portrait and landscape layouts [tion | __________ | | Chooses a paper size for the | Page Size | current section Splits texts into two or more columns ‘Adds page, section, or column Breaks | breaks to the document T Adds line numbers in the margins Columns spy | tine iD along the left side of each line of Numbers | the document a Hyphe- Allows word to break lines between a bc | nation _| the syllables of words Left Moves in the left side of the Indent paragraph by a certain amount Right | Moves in the right side of the wee Indent paragraph by a certain amount oan Spacing _| Changes the spacing between Before _| Paragraph by adding space above us the selected paragraphs Spacing _| Changes the spacing between After paragraph by adding space below |_| the selected paragraphs | Positions the selected object on jo thepage Aligns the edges of multiple | selected objects Rotates or flips the selected object_} ArrangeGroups objects together roup _| they can be treated as a <0, | object. eae Changes the way texts wraps a | Wrap T ® Text | around the selected object Bring Brings the selected object j _| Forward _| of all other objects fr Send ‘Sends the selected object bay _ |_| Backward _| ail other objects a) “Selection | Shows the selection pane to ha> select individual objects References Tab The References tab displays the related commands which ay grouped as Table of Contents, Footnotes, Research, Citations, Bibliography, Captions, Index, and Table of Authorities, Ca GROUP ICON | NAME FUNCTIO =" | Table of ‘Adds a ontents to | =. | contents | the document _ ‘Adds the current paragraph t in the Tat aren Add text as an etry inthe ble of Cee re eee aaa | Updates the Table of ‘4 Conter that all the 1 Contents so t P| Veco ttle entries refer to the correct i _| | | page number 4 7 | Insert Adds a footnote to the | [AB | Footnote __| document j insert Endnote | A005 20 endnote to the Sas | document | Footnotes : ‘Navigates to the next | A | Next Footnote | format in the document Scrolls the document to Show Notes | show where the footnotes | | or endnotes are located Searches for definition, Research Smart Lookup | images and other results from various online sources.“| Helps find quotes, citable] _| sources, and images _ Cites a book, journal article | or other periodical as the cy | Insert source for the piece of Gitations | information in the | document | | a Tae iews the list of all sources | | Soiree [ootey, | Senege cited in the document | Ste eee ‘Chooses the style of @ citation to use in the | Le | style ‘ina | | ‘Adds a bibliography, which | € ‘i lists all the sources cited in | ' ibliography | oe the document | wT ‘Adds a caption to a picture |_| Insert Caption | oF other image | ‘Tnsert Table of | Inserts a Table of Figures Insert | _| Figures __| into the document. Cuptone Updates the Table of . TAL | Update Table | Figures to include al the entries in the document a Refers to items such as poe headings, figures and reference ese mE Includes the selected text | “) | Markentry | in the index of the = document | rts an i | Index EE) | insert ndex | Inserts an index fo the | | ~__ | Updates the index so that [IP | Update tndex | all entries refer to the | record page number | ‘Adds the selected text as Mark Ctation | an entry in the Table of | | Authorities | f2_| Insert Table of | Inserts a Table of | SEI_| Authorities | Authorities in the document rable or Updates the Table of ‘Authorities [ap | UPtte Table | Authortes to include all of | of Authorities | the citations in the document,Mailings Tab The Mailings tab displays the related commands which are rouped as Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish. cS: NAME | FUNCTION __ ~ See ee and 6 oe Envelopes _| Creates and prints envelopes Labels Creates and prints labels = Creates a form letter which you~ Start Mall” intend to print or ema mle we times ssoaeee Start Mail Select ‘Chooses the list of people you 1 Merge Recipients _| intend to send the letter to Edit ‘Makes changes to the list of 2 Recipient recipients and decides which of - List them should receive your letter_ Highiaht | sighlights the felds you have pas inserted ino the document = | address oe ‘Adds an address to your letter Greeting Line Adds a greetings line og Gris and Insert | Ads any fed from your recent Insert Tab Field list to the document ae Specifies rules to add decision - making ability to the mail merge __ hes ‘Allows you to tell Word the ee meaning of different fields in your | recipient lists a Update Updates all the labels in the Labels document to use information from i ts the recipient st Preview | Replaces the merge fields in Roa document with actual data from Preview your recipients list _ S Resins K Previews the frst recordin the S recipients lst edness) 4 | Previous | Previews the previous record in _| Record __| the recipients list__Oe cd Se Sena err) ager requires Ppt Pao wil be greyed out ee hed fee aod | Finish | Finish & | Completes the mail merge Cc ee F 4] Previews the next record in the | recipients lst + Previews the last record in the recipients list Finds and previews specific recor¢ Bal in the recipient lst Specifies how to handle errors that | R | Check for | occur when completing the mail = | | | Merge | —— Review Tab The Review tab displays the related commands which are grouped as Proofing, accessibility, Language, Comments, Tracking, Changes, Compare, and Protect GROUP | ICON | NAME | FUNCTION Be | Speling | checks the Spelling and Grammar of aM- | text in the document | |. mar ~~] Suggests other words with a similar Proofing | [| | TE. | meaning to the word you have uurus | selected Word | Finds out the number of words, Count | characters, paragraphs and line in the document | Check oo Acces- | Checks accessibility sibility cn 3 Trans- | Translates the selected text into a late___| different language pi Lang. _| Sets the language used to check the | tage | Stelling and grammar of the selected | a9? | texts | new | Adds a comment about the selection =| Delete | Deletes the selected comment Previous | | Navigates to the previous comment _| in the documentNext | Navigates to the next com; the document ea Show ‘Shows all comments along si document ice Track Changes Tracks all changes made to the document, including insertions, deletions, and formatting changes =| Simple SE _| Markup ‘Chooses how to view the propo changes to the document Tracking Show =) | Markup ‘Chooses what kind of mark-up to show in the document Review- ing Pane ‘Shows revisions in a separate window r ‘Accept » | and Move to Next Accepts the current change and move to the next proposed changed Reject and Move to Ca Next hy Rejects the current changed and move to the next proposed Previous Change Navigates to the previous revision in the document so that you can accept or reject it Next Change | to Navigates to the next revision in the | document so that you can accept or reject it bis cans ‘Com- ‘Com- [pare pare ‘Compares or combines multiple versions of a document Block ‘Authors Blocks other authors from editing the selected text a Prater: Restrict, Lt Editing Restricts how people can access the document ae 4 View Tab The View tab displays the related commands which are grouped as Views, Show, Page Movement, Zoom, Window, and Macros. foa Font Group Com The commands in the Font Group allow you to set and change the font type, style, fone clot, fill color and border of the fonts LTT NAME FUNCTION | eee re Changes the font face Changes the font size Changes font style to bold —_ [Changes font style to italic — | Places underline on selected text Draws a line through the middle of | Strikethrough | the selected text Creates small letters below the text. | Subscript baseline. i Creates small letters above the line Superscript | Crean me Grow Font Increases the font size = Shrink Font reases the font size _ | wm, _| Clear Clears all the formatting from the | : Formatting _| selection, leaving only the plain text Text i Makes text look lke it was marked = a with a highlighter pen | A | Font Color | Changes the text color : Changes all the selected text to ‘Aa | Change case | uppercase, lowercase or other | common capitalization : Applies a visual effect to a selected Text Effects | text such as shadow, glow or ——refiectioncal Document is where you type your text. The ~ ea insertion point represents the location wig ___ your text will appear. : ° Status Bar —_It displays the document information such the number of the page on which the inseg’ | | point appears, the total number of pages, 4.” L ___ Proofing errors indicator and the view button @ View Buttons (Display the buttons such as Read Mode, Pig ____ Layout & Web Layout. Windows It contains three commands: SS Control (8) Minimize Button - minimizes the window, Buttons (b) Maximize / Restore Button - | Maximizes/restores the window. L (c) Close Button - closes the window. | Zoom Level | Opens the Zoom dialog box and and Zoom maximizes/minimizes the view by sliding the Slider zoom slider When you launch MS Word, the window will show wide choices of new templates and search for more templates online so you can get started easily. It will also show the recent documents you have opened to easily locate the files you are working on. There are many new templates that have been added in MS Word 2016 and in addition, you can still search for online templates. You can also see the custom templates you created using an earlier version of Office by going to the Personal tab. = 3a