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Introduction to Computer Applications

Computer- is an electronic machine, programmable, capable of accepting data through an input

device.
Characteristic of Computer
❖ Computer is electronic in nature
❖ It is fast and reliable
❖ It is versatile and flexible
❖ It processes, stores and permits retrieval of information for editing and updating in the
future.
❖ Computer processes your data based on sets of instructions called program
❖ It is durable and portable
History of Computer
The Abacus- a calculation tool used by sliding counters along rods or grooves, used to perform
mathematical functions.
• It is made by Chinese.
Table of Logarithm- Used to find the value of the logarithm function. The simplest way to find the
value of the given logarithm function is by using the log table.
• It is invented by John Napier.
Slide Rule- a ruler with a sliding central strips, marked with logarithm scales and used for making
rapid calculations.
• It is invented by William Oughtred (1574-1760)
Digital Calculating Machine- devices designed to add, subtract, multiply and divide through the
motion of their parts.
• It is invented by Blaise Pascal
The Weaving Loom- a device used to weave cloth and tapestry.
• It is invented by Charles Babbage(1791-1871)
Difference machine- designed to calculate and tabulate polynomial function.
• It is invented by Charles Babbage
Analytical Engines- is considered the first steam powered computer.
Charles Babbage- is today known as the father of modern computers.

Computer Classification by Generation

First Generation (1945-1949)- they are made-up of electronic valves (vacuum tubes) for the
circuits.
• It has memory
• It occupies a large space
• It is slow
• It generates a lot of heat
Second Generation (1950- 1960)- were made to use transistors. They were smaller, faster, less
expensive and emitted less heat than vacuum tubes.
• It was developed using transistors as the memory.
• It makes use high level languages.

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• It has high speed of operation than the first generation of computer.
Third Generation (late 1960s and early 1970)- integrated circuit replacing transistors. It has the
following features:
• It was developed with integrated circuit ( ICs)
• It gives rise to more developments in hardware technology
• It is durable and faster than firs generation.
Fourth Generation (1975-1990)- this was the era of micro processors and the evolution of the
Micro Computers. The fourth generations of computers are roughly hundred times smaller than
those other generations.

Classification of Computer by Size

Super Computers- is a computer with a high level of performance compared to a general purpose
computer.
Mainframe Computers- High-performance computers with a large amounts of memory and data
processors.
Mini Computers- computer that was smaller, less powerful than a mainframe or supercomputer
but more expensive and more powerful than personal computer.
Micro Computers- a complete on a small scale, designed for use by one person at a time.
Types of Micro Computer:
• Desktop
• Laptop
• Palmtop

Classification of Computer by Purpose

Special Purpose Computer- they are computers designed for a particular job or to solve the
problems restricted nature.
Examples:
Air-traffic control, Road traffic
Key characteristic of special- purpose of computers:
1. Specific functionality
2. Optimized design
3. Cost-effectiveness
4. Real-time operation
5. Reduced complexity
6. Embedded systems
Examples of Special purpose Computer
Point-of-sale (POS)System- these system are used in retail environments for processing
transactions and managing inventory.
Medical Imaging Equipment- instrument capable of recording, storing, viewing or transmitting
visual image.
Gaming Console- console like the PlayStation, Xbox, are optimized for gaming providing high-
quality graphics and interactive experiences.
Traffic Light Controllers- Provides safe and smooth road traffic by conducting road traffic control
in accordance with the time of the day and the road traffic conditions.
Elevator Controllers- Operates through various computer function and is also known as a logic
device.

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Aircraft Avionics- Avionics system in aircraft manage navigations, communication, and flight
controls, relying on specialized computers to ensure flight safety.
Digital Signage Display- Digital billboards and displays use to specialized computer to manage
content.
Home Automation System- The automatic and electronic control of household features, activity
and appliances.
General purpose of Computer- these are computer design to solve wide variety of problems.
Examples: Desktop, notebooks, smartphones and tablets.

Key Characteristics of a General-purpose Computer:

• Versatility
• Programmability
• Turing completeness
• Operating system
• Memory and storage
• Input and output
• Networking capabilities
• Upgradability
• Generic hardware

Classification base on Data (DEVICE) preparation

Analogue computer- these are used in scientific and engineering works and it is use to measure
physical quantity that is proportional to, such as temperature.
Digital Computers- any of a class of devices capable of solving problems by processing
information in discrete form.
Example: calculators, handsets, and microphones.
Hybrid Computers- is a computer intended to provide functions and features in both analog and
digital computers.
Example: is a Robot used in an industrial environment.

Physical parts of computer:

Monitor- is an electronic output device used to display information being entered and processed
on a computer. It is also called screen or VDU (Visual Display Unit).
Two Types of monitor:
Monochrome monitors (black & white)- these type of monitors displays text, pictures and imagesin
black and white only.
Multi-Media (colour) monitor- these monitor displays pictures in both colour,black and white.
They are always divided into the following:
• CGA (Colour Graphic Array)
• EGA (Enhanced Graphic Array)
• SVGA (Super Video Graphic Array)
Physical parts of Computer:
Central Processing Unit (CPU)- it is known as the brain of the computer system. Other name of
cpu are processor, central processor, brain box or a system box.
Classification of CPU:
MU (Memory Unit)- it provides very fast access to the operation.

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CU (Control Unit)- it locates and retrieves instructions from memory.
ALU(Arithmetic Logical Unit)- it carries out all arithmetic calculation on keyboard.
Keyboard- this is a hardware and a rectangular-shape object which contains different types of keys,
numbers, letters, symbols and instructions.
Mouse- this is a piece of hardware looking like a box which can be connected to the computer by
a cable.
Basic Mouse Movements:
• Pointing/location
• Clicking
• Right clicking
• Double clicking
• Dragging
Computer Application Areas:
Office purpose- computer is used in offices for typing memos, letters, records.
Businesses- in business houses like bank, insurances companies, accounting firms.
Law profession- Records of past cases are stored in the computer for easy and fast access and
reference.
Medicine- computers are used for diagnosing patients, operations and keeping records of patients
Engineering- computers are used for design and measurement of various kinds, measurements can
easily be done and results are seen on the screen.
Education- computer is applied as learning tools and keeping of academic records of students.
Research- when researches are being conducted, the process of analysis, the obtained data can be
cumbersome and time consuming.
Government- the Government applied computer operation in the field of census.
Computer Virus- a type of malicious software, or malware, that spreads between computers and
causes damage to data and software.

CONTROL COMMANDS
COMP 101

I. Introduction:
Control commands are a set of keys that can be used to perform various actions in MS Word,
such as selecting text, cutting, copying, pasting, and moving around the document. Learning these
commands can save time and increase efficiency, as they can be used to quickly perform tasks that
would otherwise require multiple mouse clicks and keystrokes.

• IMPORTANCE:
Increase efficiency: Control commands can save time and increase efficiency by allowing the
user to perform multiple tasks with a single keystroke.

Improved workflow: Control commands can improve workflow by allowing the user to move
quickly between different tasks and documents, reducing the need to manually navigate through menus
and windows.

Improved accuracy: Control commands can improve accuracy by allowing the user to select and
manipulate text more precisely than with a mouse.

Better customization: Control commands can be customized to match the user's specific needs,
allowing them to optimize the user interface to match their preferred workflow pattern.

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Increased productivity: Control commands can increase productivity by allowing the user to
perform more tasks in a shorter amount of time, leading to improved overall performance and
productivity levels.

II. Accessing Control Commands in Microsoft Word:

To access control commands in Microsoft Word, the user needs to know the specific
combination of keys that need to be pressed to perform a particular action. The most common way to
access these commands is to use the keyboard shortcuts. For example, to select the entire paragraph of
text, the user can press the "Shift" key and the "down arrow" key simultaneously. This will select the
entire paragraph of text. Alternatively, the user can use the "Ctrl+A" command to select all the text in a
document. Knowing how to access control commands in Microsoft Word can greatly improve
productivity and speed up workflow.

I. Control commands to select, copy, and cut text

• CTRL + A (select all text)

• CTRL + C (copy selected text)
• CTRL + X (cut selected text)

II. Control commands for searching and finding text

• CTRL + F (open the Find and Replace dialog box)

• CTRL + H (open the advanced search and replace dialog box)

III. Control commands for editing, deleting, and inserting text

• CTRL + Z (undo last action)

• CTRL + Y (redo last action)
• CTRL + C (copy text)
• CTRL + V (paste copied text)
• CTRL + X (cut selected text)
• CTRL + D (move cursor to next selected item)
• CTRL + Shift + Left arrow (select text to left of cursor)
• CTRL + Shift + Right arrow (select text to right of cursor)
• Delete key (delete selected text)
• Backspace key (delete character to left of cursor)

IV. Control commands for moving and formatting text

• CTRL + Left arrow (move cursor to beginning of line)

• CTRL + Right arrow (move cursor to end of line)
• CTRL + Up arrow (move cursor to beginning of previous paragraph)
• CTRL + Down arrow (move cursor to end of next paragraph)
• Enter key (move to next line)
• Shift + Enter (create new paragraph)
• Enter key (apply formatting to selected text)

V. Control commands for navigating and controlling Word

• CTRL + Tab (move between open documents)

• CTRL + Shift + Tab (move backward through open documents)
• ALT + Tab (switch windows)
• F12 (open the Save dialog box)
• F10 (open the View menu)
• F1 (open the File menu)
• F2 (open the Tools men

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ROBOTS

UniTask/Unimate: One of the first robots ever made was made by George Devol in the 1960s. This robot,
called the Uni-Tasker, was the first of its kind, and it was able to perform the same tasks over and over
again, much faster and more accurately than humans.

Pepper: Pepper was developed by Softbank Robotics in 2014. The company aimed to create a robot to
provide assistance and emotional support to people in their daily lives, particularly in Japan, where the
aging population presents unique social and economic challenges.

Paro: Paro was designed by Japanese scientist Tetsu Sugaya in 2003 as a therapeutic robot to provide
emotional support to people who are isolated, lonely, or experiencing anxiety or depression. The robot is
programmed to respond to human feelings and touch, and has been used in nursing homes and
hospitals to alleviate stress and promote better physical and mental health outcomes.

Asimo: Asimo was developed by Honda Motors in 2000. The robot was designed to assist people in
various tasks in their daily lives, such as serving food, delivering packages, and assisting visitors in
museums. The robot uses a combination of cameras, sensors, and AI to navigate and interact with its
environment.

Sophia: Sophia was designed by Hanson Robotics in 2016. The humanoid robot is programmed to
respond to voice commands and engage in basic conversations. The robot was created as a platform for
research and development of future applications of AI and robotics in industry, including for customer
service, health care, and education.

310 SUGV: The small, portable robot SUGV (Small Unmanned Ground Vehicle) was developed by the US
military in the 2000s to provide surveillance and reconnaissance capabilities. The robot is designed to
navigate through complex environments and perform tasks such as surveillance, target acquisition, and
reconnaissance on land and in water.

Atlas: Atlas is a humanoid robot designed by Boston Dynamics, a US robotics company owned by the
Korea-based Hanwha Group. The robot is designed to navigate through complex environments,
performing tasks such as opening doors, lifting objects, and moving boxes. The robot is also programmed
to react to unexpected events in its environment and adapt to changes in its task.

Agricultural robots: are a variety of robots that have been designed to assist with tasks such as sowing,
irrigation, and harvesting. The development of agricultural robots has been driven by the need to reduce
the labor intensity and costs associated with farming, improve crop yields, and reduce the use of harmful
chemical pesticides and fertilizers. One company that is developing agricultural robots is John Deere.

Slugbot: Slugbot is a small, autonomous robot designed to move along the ground using a combination
of traction wheels and legs. The robot is designed to perform tasks such as environmental monitoring
and inspection. The robot is equipped with sensors and cameras that can detect and analyze
environmental conditions in real-time.

Roomba Vacuum Cleaner Robot: Roomba is a robotic vacuum cleaner developed by iRobot. The robot is
designed to clean floors automatically by moving around the room and sucking up dust, dirt, and
crumbs. The robot navigates through the room using sensors and a camera, avoiding obstacles and
avoiding falling down stairs. The robot also has a docking station that the robot automatically returns to
when its battery is low.

Amega/ameca: Amega/ameca is a humanoid robot designed by Engineered Arts, a UK-based company.

The robot is capable of performing a wide range of tasks, including serving as a hospitality robot in hotels
and restaurants. Amega/ameca is equipped with sensors and cameras that allow it to understand its
environment and interact with humans in a natural way. The robot is also programmed to provide
information and assistance to customers in hotels, restaurants, and other public spaces.

Rovidoc: Rovidoc is a small, autonomous robot designed to move through water. The robot is designed
to perform tasks such as underwater surveillance or search and rescue. The robot is equipped with
sensors and cameras.

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Aquanaut: developed by the National Oceanic and Atmospheric Administration's Ocean Exploration and
Research Lab, is a small, autonomous underwater robot that can explore and map the underwater
world, providing live video and other data to the surface, and is designed to operate in depths up to 100
meters, and can be equipped with different sensor suites for specific missions, and is ideal for
oceanographic research, disaster response, and search and rescue operations.

Viruses:
1. 1986 - Computer Virus
A self-replicating program that spreads across computer systems, typically by modifying or
infecting host programs to include copies of itself

2. 1991 - Warez Virus

A virus that spreads through the sharing of pirated software. It often encrypts files on an
infected system, demanding payment to decrypt them.

3. 1997 - Love Bug Virus

A virus that spreads through e-mail, typically on Valentine's Day, and deletes or damages files on
an infected system.

4. 1998 - Melissa Virus

A virus that spreads through e-mail and is named after a woman from Florida who first reported
it. It contains a script that automatically resends copies of the virus to all of the users' address book
contacts.

5. 1998 - I Love You Virus/Love Letter Virus

A virus shared through e-mail as a Microsoft Excel attachment. It includes a message reading "I
LOVE YOU" with a corrupted file attachment.

6. 2001 - Code Red Virus

A virus that targets a specific vulnerability in the Windows operating system and spreads through
e-mail. It can delete files, create pop-up messages, and cause the system to crash.

7. 2003 - SoBig Virus

A virus that spreads through e-mail and targets a vulnerability in the Outlook email program. It
can corrupt files, delete system files, and cause the system to crash.

8. 2005 - MyDoom Virus

A virus that spread through e-mail and targets a vulnerability in Outlook Express. It can delete
files, create pop-up messages, and can spread to other systems on the network.

9. 2006 - Zues Virus

A virus that spreads through infected websites, often through drive-by downloads or zero-day
exploits.

10. 2019 - Emotet Virus

A highly advanced, adaptive and modular malware which is designed to steal information and
install other malware

Antiviruses:
1. 1983 - McAfee Antivirus
A comprehensive anti-virus solution that provides real-time protection against viruses, spyware,
ransomware, and other malicious software.
2. 1989 - Anti-VIRUS.Com
A cloud-based antivirus solution that provides real-time protection against spyware, and other
types of online threats.
3. 1991 - Norton Anti-Virus tella
An anti-virus solution that provides real-time protection, monitors file activity, and scans e-mail
and websites.

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4. 1994 - Kaspersky Anti-Virus
A comprehensive anti-virus solution that provides real-time protection against viruses, spyware,
and other types of malicious software.
5. 1995 – VirusBuster
A cloud-based antivirus solution that provides real-time protection against viruses, spyware, and
other types of online threats.
6. 1998 - BitDefender Anti-Virus
A cloud-based antivirus solution that provides real-time protection against viruses, spyware, and
other types of online threats.
7. 2002 - Avast AntiVirus
A cloud-based antivirus solution that provides real-time protection against viruses, spyware, and
other types of online threats.
8. 2006 - ESET NOD32 AntiVirus
A cloud-based antivirus solution that provides real-time protection against viruses, spyware, and
other types of online threats.
9. 2012 - Malwarebytes Anti-Malware
A cloud-based solution that provides real-time protection against a wide range of malware,
including viruses, ransomware, spyware, and other types of online threats. It also includes a malicious
website blocker, anti-exploit technology, and other advanced features to protect against the latest online
threats.
10. 2013 - Sophos Anti-Virus.
A cloud-based solution that provides real-time protection against a wide range of malware,
including viruses, ransomware, spyware, and other types of online threats. It also includes a malicious
website blocker, anti-exploit technology, and other advanced features to protect against the latest online
threats.

MS Word Basics
We will discuss how to get started with MS Word . We will understand how to start a MS Word
application in simple steps. Assuming you have Microsoft Office installed in your PC, to start the Word
application, follow these steps:

Step 1: Click the Start button.

Step 2: Click the All Programs option from the menu.

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Step 3: Search for Microsoft Office from the submenu and click it.

Step 4: Search for Microsoft Word from the submenu and click it.

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This will launch the Microsoft Word 2010 application and you will see the following window.

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Word ─ Explore Window

In this chapter, we will understand how to explore Window in Word 2010. Following is the basic
window which you get when you start the Word application. Let us understand the various important
parts of this window.

File Tab
The File tab replaces the Office button from Word 2007. You can click it to check the Backstage
view. This is where you come when you need to open or save files, create new documents, print a
document, and do other file-related operations.

Quick Access Toolbar

This you will find just above the File tab. This is a convenient resting place for the most frequently
used commands in Word. You can customize this toolbar based on your comfort.

Ribbon

Ribbon contains commands organized in three components:

• Tabs: These appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are examples of ribbon tabs.

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Word ─ Backstage View

• Groups: They organize related commands; each group name appears below the group on the
Ribbon. For example, group of commands related to fonts or group of commands related to
alignment, etc.

• Commands: Commands appear within each group as mentioned above.

Title bar
This lies in the middle and at the top of the window. Title bar shows the program and document titles.

Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath
the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left edge of the
Word window and is used to gauge the vertical position of elements on the page.

Help
The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on
various subjects related to word.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that
you can slide left or right to zoom in or out; you can click the + buttons to increase or decrease the
zoom factor.

View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets
you switch through the Word's various document views.

• Print Layout view: This displays pages exactly as they will appear when printed.

Full Screen Reading view: This gives a full screen view of the document.

• Web Layout view: This shows how a document appears when viewed by a Web browser,
such as Internet Explorer.
• Outline view: This lets you work with outlines established using Word’s standard heading
styles.

• Draft view: This formats text as it appears on the printed page with a few exceptions. For
example, headers and footers aren't shown. Most people prefer this mode.

Document Area
This is the area where you type. The flashing vertical bar is called the insertion point and it represents
the location where text will appear when you type.

Status Bar
This displays the document information as well as the insertion point location. From left to right, this
bar contains the total number of pages and words in the document, language, etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting
options from the provided list.

Dialog Box Launcher

This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this
button opens a dialog box or task pane that provides more options about the group.

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In this chapter, we will discuss the Backstage View in Word 2010. The Backstage view was
introduced in Word 2010. This acts as the central place for managing your documents. The backstage
view helps in creating new documents, saving and opening documents, printing and sharing
documents, and so on.

Getting to the Backstage View is easy: Just click the File tab, located in the upper-left corner of the
Word Ribbon. If you already do not have any opened document, then you will see a window listing
down all the recently opened documents as follows:

If you already have an opened document, then it will display a window showing detail about the
opened document as shown below. Backstage view shows three columns when you select most of the
available options in the first column.

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The first column of the backstage view will have following options:

Option Description

Save

If an existing document is opened, it will be saved as is, otherwise it will display a

dialogue box asking for the document name.

Save As A dialogue box will be displayed asking for document name and document type, by
default it will save in word 2010 format with extension .docx.

Open This option is used to open an existing word document.

Close This option is used to close an open document.

Info This option displays information about the opened document.

Recent This option lists down all the recently opened documents

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Word ─ Entering Text

New This option is used to open a new document.

Print This option is used to print an open document.

Save & Send This option will save an open document and will display options to send the
document using email, etc.

Help This option is used to get the required help about Word 2010.

Options This option is used to set various option related to Word 2010.

Exit Use this option to close the document and exit.

Document Information Document Properties

When you click the Info option available in the first column, it displays various properties in the third
column of the backstage view. These properties include the document size, the number of pages in the
document, the total number of words in the document, the name of the author etc.

You can also edit various properties by clicking on the property value and if the property is editable,
then it will display a text box where you can add your text like title, tags, comments, Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the Esc
button on the keyboard to go back to the working mode of Word.

In this chapter, let us discuss how to enter text with Microsoft Word. Let us see how easy it is to enter
text in a Word document. We assume you know that when you start Word, it displays a new document
by default as shown below:

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Document area is the area where you type your text. The flashing vertical bar is called the insertion
point and it represents the location where the text will appear when you type. keep the cursor at the
text insertion point and start typing the text. We typed only two words "Hello Word" as shown below.
The text appears to the left of the insertion point as you type:

The following are the two important points that will help you while typing:

• You do not need to press Enter to start a new line. As the insertion point reaches the end of the
line, Word automatically starts a new one. You will need to press Enter, to add a new paragraph.

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Word 2010 ─ Move Around

• When you want to add more than one space between words, use the Tab key instead of the
spacebar. This way you can properly align text by using the proportional fonts.

In this chapter, we will discuss how to move around in Word 2010. Word provides a number of ways to
move around a document using the mouse and the keyboard.

To begin with, let us create some sample text. To create a sample text, there is a short cut available.
Open a new document and type =rand() and press Enter. Word will create the following content for
you:

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Moving with Mouse

You can easily move the insertion point by clicking in your text anywhere on the screen. There may be
instances when a document is big and you cannot see a place where you want to move. Here, you will
have to use the scroll bars, as shown in the following screenshot:

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You can scroll through your document by rolling your mouse wheel, which is equivalent to clicking the
up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screenshot, there are two scroll bars: one for moving vertically within the
document, and one for moving horizontally. Using the vertical scroll bar, you may:

• Move upward by one line by clicking the upward-pointing scroll arrow.

• Move downward by one line by clicking the downward-pointing scroll arrow.

• Move one next page, using the next page button (footnote).

• Move one previous page, using the previous page button (footnote).

• Use the Browse Object button to move through the document, going from one chosen
object to the next.

Moving with Keyboard

The following keyboard commands, used for moving around your document, also move the insertion
point:

Keystroke Where the Insertion Point Moves

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Forward one character

Back one character

Up one line

Down one line

PageUp To the previous screen

PageDown To the next screen

Home To the beginning of the current line

End To the end of the current line

You can move word by word or paragraph by paragraph. You would have to hold down the Ctrl key
while pressing an arrow key, which moves the insertion point as described here:

Key
Combination Where the Insertion Point Moves

Ctrl + To the next word

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Ctrl + To the previous word

To the start of the previous paragraph

Ctrl +

To the start of the next paragraph

Ctrl +

Ctrl + PageUp To the previous browse object

Ctrl +
PageDown To the next browse object

Ctrl + Home To the beginning of the document

Ctrl + End To the end of the document

Shift + F5 To the last place you changed in your document.

Moving with Go To Command

Press the F5 key to use the Go To command. This will display a dialogue box where you will have
various options to reach to a particular page.

Normally, we use the page number, the line number or the section number to go directly to a
particular page and finally press the Go To button.

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Word 2010 ─ Save Document

In this chapter, we will discuss how to save a document in Word.

Saving New Document

Once you are done with typing in your new Word document, it is time to save your document to avoid
losing work you have done on a Word document. Following are the steps to save an edited Word
document:

Step 1: Click the File tab and select the Save As option.

Step 2: Select a folder where you will like to save the document, Enter the file name which you want
to give to your document and Select the Save As option, by default it is the .docx format.

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Step 3: Finally, click on the Save button and your document will be saved with the entered name
in the selected folder.

Saving New Changes

There may be an instance when you open an existing document and edit it partially or completely, or
an instance where you may like to save the changes in between editing of the document. If you want
to save this document with the same name, then you can use either of the following simple options:

• Just press the Ctrl + S keys to save the changes.

• Optionally you can click on the floppy icon available at the top left corner and just above the
File tab. This option will also help you save the changes.

• You can also use the third method to save the changes, which is the Save option available just
above the Save As option as shown in the above screenshot.

If your document is new and it was never saved so far, then with either of the three options, Word will
display a dialogue box to let you select a folder, and enter the document name as explained in case of
saving new document.

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Word 2010 ─ Opening a Document

In this chapter, we will discuss how to open a document in Word 2010.

Opening New Document

A new, blank document always opens when you start Microsoft Word. Suppose you want to start
another new document while you are working on another document, or you closed an already opened
document and want to start a new document. Here are the steps to open a new document:

Step 1: Click the File tab and select the New option.

Step 2: When you select the New option from the first column, it will display a list of templates in
the second column. Double-click on the Blank document; this is the first option in the template
list. We will discuss the other templates available in the list in the following chapters.

You should have your blank document as shown below. The document is now ready for you to start
typing your text.

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You can use a shortcut to open a blank document anytime. Try using the Ctrl + N keys and you will
see a new blank document similar to the one in the above screenshot.

Opening Existing Document

There may be a situation when you open an existing document and edit it partially or completely.
Follow the steps given below to open an existing document:

Step 1: Click the File tab and select the Open option.

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Step 2: This will display the following file Open dialog box. This lets you navigate through
different folders and files, and also lets you select a file which you want to open.

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Step 3: Finally, locate and select a file which you want to open and click the small triangle available
on the Open button to open the file. You will have different options to open the file, but simply use
the Open option.

This will open your selected file. You can use the Open Read-Only option if you are willing just to
read the file and you have no intention to modify, i.e., edit the file. Other options can be used for
advanced usage.

Opening a New Document:

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• Open Microsoft Word (MW or Word) and navigate to the templates menu
• If you want to customize the layout, design, and formatting, select blank document
• If you want to use a premade template for a specific type of document, select from the given

options or choose more templates Navigating the Toolbar:

• There are four main sections of the toolbar: Clipboard, Font, Paragraph, and Styles.

Clipboard:

• The MW Clipboard is a tool that allows you to virtually copy or cut text, images, or other
content, and paste them elsewhere in the document.
• There are four tools in the clipboard section of the toolbar: Cut, Copy, Paste, and Format painter
o Cut: This action becomes available when content is selected/highlighted. Choose this option
to remove the content.

o Copy: This action becomes available when content is selected/highlighted. Choose this
option to duplicate the content. Note: after you click ‘copy’ the content does not
appear in the document; MW holds the copy virtually until you indicate where you
would like to place the copied content in the document.

o Paste: This action becomes available when you have cut or copied content from your
document or another application. Choose the default paste option to maintain the
original formatting of the content. If you want to paste content with formatting that is
different than the source, choose the drop-down menu, select paste special, and
choose the option that suits your need.

Format Painter: This action allows you to copy formatting from one part of your
document and replicate it elsewhere in the document. To use, select the text with the
formatting you would like to copy, select the format painter icon, and then highlight the
text that you would like to format.

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Font:

• The font section contains tools that format your text, including changing font and text size,
bold/italicize/underline text, strikethrough, sub- or superscript, highlighting or changing text
color, adding text effects, and changing case.
• Changing font and text size:
Click the left-hand drop-down menu to change the font. Scroll to view all available fonts
and click to select your choice. To change the font of existing text, highlight the text
first, then click the drop-down menu and select the desired font.

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o
o Click the right-hand drop-down menu to change the text size. Select the desired size, or
click in the text box to manually type a specific size. You can also use the icons to the

size (A ). To edit existing text, select the text before changing the size.

Type to enter
specific font size Increase (left) and
right of the text box to either increase text size (A^ ) or decrease text
value decrease (right) font size

• Bold, italicize, and underline text:

o Bold: select the B to type bolded text. To bold existing text, select the text first, then
select the B

o Italicize: select the I to type italicized text. To italicize existing text, select the text first,
then select the I

Underline: select the U to underline text as you type. To underline existing text, select
the text, then select the U. To change the style or color of the underline, select the
drop-down menu and choose the desired style.

• Other font tools:

o Strikethrough: Select the ab to strikethrough text as you type. To strikethrough existing
text, select the text first, then select the ab.

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o Subscriptexample: Select the x2 to type a subscript. To change existing text to a subscript,

select the text first, then select the x2

o Adding text effects: Select the drop-down menu by the and choose the desired effect .
To add effects on existing text, select the text first, then select the desired effect.

o Superscriptexample: Select the x2 to type a superscript. To change existing text to a

superscript, select the text first, then select the x2

Highlighting: Select the existing text that you wish to highlight and click the highlighter
icon. To change the color of the highlighter, click the drop-down menu and select the
desired color

o Changing text color: Select the drop-down menu by the text color icon and choose a
theme color, standard color, or customize the shade by clicking more colors. To change
the color of existing text, select the text first, then choose the color.
o Changing Text Case: To change text case, select the drop-down menu by the Aa icon and
choose from Sentence case, lowercase, UPPERCASE, Capitalize Each Word, or tOGGLE
cASE. To change the case of existing text, select the text first and then choose the
desired case.

Paragraph:
• The paragraph section contains tools for formatting the basic layout of your document,
including bulleted and numbered lists, indenting, alignment and spacing, and shading and
borders.
• Bulleted and numbered lists:
o To start a bulleted or numbered list, click the corresponding icon. Use the dropdown
menu to change the shape of the bullet or the style of numbering. To indent

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o
underneath one of the points in the list, hit ‘enter’ to create a new bullet and then hit
‘tab’. To create a list out of existing content, select all of the content and then click the
icon of the list you want to create.

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• Indenting o To change the indent of your paragraph, or how far it is from the edge of the paper, place your
cursor to the left of the text, then select either the ‘decrease indent’ or ‘increase indent’ icons

Decrease indent Increase indent

• Alignment and spacing o There are four alignment options in MW: left, center, right, and justify. Left- and
right-align will align content with their respective margins. The center alignment will center content on the
page. The justify alignment evenly distributes the text between the margins. To set alignment, click the
corresponding icon. To change alignment of existing content, select the content first, then click the icon
Center-align Right-align
o To change text spacing,
select the drop-down menu
Left - align
by the spacing icon. Then,
Justify choose the preset spacing
you want, or select ‘Line
Spacing Options…’ to customize the spacing. There is also the option to ‘add/remove space after
paragraph’. Selecting this option will change how much space is automatically added when
pressing the enter button to create a new line

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• Shading and borders o Shading: Shading is similar to highlighting, but offers a wider range of colors. To shade
your content, select the drop-down menu by the paint bucket icon and choose a color. To shade pre-existing
content, select the content first, then choose a color.

o Borders : Use the border feature to add an outline to your content. Select the dropdown menu
by the grid icon and choose which borders you want to apply to
your content. To add borders on pre-existing content, select the content first, then choose the
border you want. Select ‘Borders and Shading…’ from the drop-down
menu to change the , style color, or of the borders weight

Styles:
• The styles section contains preset formatting options that can be applied to your document overall. Open the
drop-down menu to view all available presets, or select ‘Create a Style’ to save your current formatting to the
Styles library.

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Inserting Content
• The inserting content menu can be accessed by selecting the ‘Insert’ tab on the toolbar. It is organized into a
number of sections, including pages, tables, illustrations, header & footer, text, and symbols Pages:
• The pages section allows you to insert a cover page, blank page, or page break

o Cover page: select the cover page drop-down menu and choose one of the cover page
templates. You can also view an extended library of templates by clicking on ‘More cover
pages from Office.com’

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o Blank page: select this to insert a new blank page below your cursor. MW will automatically
insert a blank page as you are typing when you reach the end of a page
o Page break: select page break to add a new page below the one you are working on and
move to that page.

Tables:
• The tables section allows you to create a table right in your document. Select the table drop-down menu and
choose the size of table that you want to insert. You can also select ‘Quick Tables’ to use any of the MW table
templates or ‘Draw Table’ to manually create the table by clicking
and dragging your cursor.

Once a table has been inserted, two

Table Design Layout
new formatting tabs will appear:

• Table Design:
o This tab offers design options for your table. Select one of the premade table styles from the drop-
down menu, or use the shading and border tools to customize your design.

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• Layout:
o This tab has several sections with formatting options for your table, including Draw, Rows
and Columns, Merge, Cell Size, and Alignment

o Draw: Includes tools to draw or erase parts of a table manually

o Rows and Columns: Insert rows above or below the current row, insert columns left or
right of the current column, and delete rows or columns

o Merge: Merge separate cells into one, split a single cell into multiple cells, and split the
table so that a row or column is separate from the rest

o Cell Size: Manually adjust the dimensions of individual cells using the arrow keys or typing
a value. Use the ‘Autofit’ drop-down menu to automatically fit the width of your table to
the width of either the whole page, or your content. Select
‘Distribute Rows/Columns’ to evenly distribute the height or width of selected cells.

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o Alignment: Use the icons to select the text alignment within table cells, click ‘Text
Direction’ to rotate the text, and select ‘Cell Margins’ to customize cell margins and
spacing between cells

Illustrations:
• The illustrations section has a variety of options for graphics that can be included in your document, including
pictures, shapes, icons, and charts. o Pictures: selecting pictures will open your computer’s file browser,
where you can select the image you wish to insert. Once you insert an image, a ‘picture format’ tab will be
added to the toolbar, which contains tools for cropping and resizing your photo, as well as adding effects and
changing its position on the page.

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o Shapes: click the drop-down menu by ‘shapes’ to view the menu of available shapes.
Choose the shape that you wish to insert, then click and drag on the page to create the
shape in the size that you want. Once the shape is inserted, a ‘shape
format’ tab will be added to the toolbar, with options for resizing the shape, changing color,
and changing position on the page.

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o Icons: opens a menu of premade icons that can be inserted into the document. After the
icon is inserted, a ‘graphics format’ tab will be added to the toolbar with options for
cropping, resizing, recoloring, or adding effects to the icon.

o Chart: opens a separate window where you can choose the category and type of chart to
insert. Once a chart is inserted, a corresponding MS Excel window will open for the
purpose of editing chart values. Chart titles, category labels and axis labels can be added
by clicking directly on the chart or by changing the corresponding label in the MS Excel
window. Two tabs, Chart Design and Format,
will also be added to the toolbar with options for changing color/design, cropping, and
repositioning the chart.

Header & Footer:

• The header and footer section lets you edit the header and/or footer on your document, as well as
inserting a page number.

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o Header: The header is text within the first inch of your document. It repeats on every
page and can be used to showcase information like title and author. To insert a header
click the drop-down menu by ‘Header’ and select a header template. You can also
manually format the header by choosing ‘Edit Header’ from the dropdown menu. After
you select the header to insert, a ‘Header & Footer’ tab will appear with formatting
options. Header text can be formatted using the ‘Font’ section on the ‘Home’ tab. To

remove an existing header, select ‘Remove Header’.

o Footer: The footer is text within the bottom inch of your document. It repeats on
every page and, like the header, can be used to showcase information like title and author.
To insert a footer, click the drop-down menu by ‘Footer’ and select a footer template. You
can also manually format the footer by choosing ‘Edit Footer’. After you select the footer
to insert, a ‘Header & Footer’ tab will appear with formatting options. Footer text can be
formatted using the ‘Font’ section on the ‘Home’ tab. To remove an existing footer, select
‘Remove Footer’.

o Page Number: To add a page number, select the drop-down menu by ‘Page Number’ and
select the ‘Top of Page’ or ‘Bottom of Page’ menu, depending on where you want to insert
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the page number. Then, choose a page number template. To remove an existing page
number, select ‘Remove Page Numbers’ from the first drop-down menu.

Text: • The text section has options for adding non-standard text to your document.

o Text Box: A text box can be used to draw attention to important content, such as headers
or quotes. To insert a text box, select the drop-down menu and choose a built-in text box
template. You can also manually create a text box by selecting ‘Draw Text Box’. After the
text box is inserted, a ‘Shape Format’ tab will open with formatting options.

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o Word Art: Use word art to add some artistic flair to your content. To insert word art, select
the drop-down menu by the word art icon and choose the style of word art that you want
to use. The colors displayed in the drop-down menu correspond to the preset theme
colors of your document and can be changed after the word art is inserted. Once the
word art is inserted, a ‘Shape Format’ tab will appear with options for formatting the size,
color, style, and position of the word art.

o Drop Caps: Drop caps are a large capital letter at the beginning of a paragraph. To add a
drop cap, select the drop-down menu by the drop cap icon and choose whether you want
the drop cap to be dropped, or in the margin.

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Dropped

In
Margin

o Signature Line: Add a signature line if you are creating a document requiring a signature,
such as a contract or a letter. Select the drop-down menu by the signature line icon and
click ‘Microsoft Office Signature Line’. A window will pop up where you can enter the
signer’s name and title.

X
John Doe
Signer

o Date and Time: To insert the current date and time, select the ‘Insert Date and
Time’ icon. Choose one of the built-in formats to insert. Check the ‘Update Automatically’ box
to have the date update to whatever the current date is automatically.

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Symbols
• The symbols section includes options for inserting text that is not present on the keyboard,
including foreign and mathematic characters.

o Equation: To insert an equation, select the drop-down menu and choose one of the built-in
equation templates. Once the equation is inserted, it can be edited directly.
More templates can be accessed by clicking ‘More Equations from Office.com’. You can also
manually build your equation by selecting ‘Insert New Equation’. Choosing this option will
open the ‘Equation’ tab, which includes symbols and structures for writing equations.

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−𝑏±√𝑏2−4𝑎𝑐 −4±√42−4(3)(5)
𝑥= 𝑥= 2𝑎 2(3)

o Symbol: To insert a symbol, select the drop-down menu and choose one of the available
symbols. If you want a symbol that is not pictured, click ‘More Symbols…’, choose a symbol or
special character, and select insert.

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Layout

• The layout tab contains options for formatting the actual pages that your content is on, including
adjusting the margins, changing orientation and page size, creating columns, and standardizing
the indent and spacing of your paragraphs

Page Setup
• Margins: To change the margins on your page, select the drop-down menu and choose one of the
built-in margin settings. To customize the margins, select ‘Custom Margins…’ and input the values
you want. You can also adjust the margins by clicking and dragging on the rulers at the top and left
of the page.
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• Orientation: MW supports two orientations, portrait or landscape. The default orientation when
you open Word is portrait. To change to landscape orientation, select the dropdown menu and
click on ‘Landscape’

• Size: The default page size in Word is US Letter, 8.5” x 11”. To change the page size, select the
drop-down menu and choose one of the built-in templates. To manually enter a custom page size,
click ‘More Paper Sizes…’
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• Columns: The default setting in MW is one column. To add more columns, select the drop-down
menu and choose a column preset. To customize the column settings, choose ‘More Columns…’

Paragraph
• Indent: Indent allows you to choose how far away to move the paragraph from either margin. To
set the values, click into either the ‘Left’ or ‘Right’ box (depending on which margin you want to
edit) and type distance you want. You can also manually change the value by clicking on the up or
down arrows to the right of the text boxes.

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• Spacing: Spacing allows you to change how much space appears before and after specific,
selected paragraphs. To set the values, click into either the ‘Before’ or ‘After’ box and type the
space you want before or after paragraphs. You can also manually change the value by clicking on
the up or down arrows to the right of the text boxes.

Reviewing Your Document

• The review tab contains tools for editing and revising your content with sections on proofing,
language, comments, tracking, and changes.

Proofing:
• Check Document: MW has a built-in editor that checks for spelling and grammar errors. Content
that MW labels as misspelled is underlined with red, while grammar errors are underlined with
green. To check all of the errors that MW identified in your document, click ‘Check Document’.
This will open the Editor panel. Click on ‘Spelling’, ‘Grammar’, or ‘Conciseness’ to view the errors
and recommendations for correcting them.

26

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• Thesaurus: Click on ‘Thesaurus’ to open Word’s built-in thesaurus, then type the word you want to
find synonyms for. You can also right-click on a word and click on
‘Synonyms’ to view a short list of similar words.

• Word Count: Word automatically counts the number of words, pages, characters (with and without
spaces), paragraphs, and lines in your document. To view this information, click on ‘Word Count’.
You can also quickly check the number of words and pages in your document in the lower left-
hand panel of MW.

Language
• Translate: The MW translate function allows you to translate a section of your document or to
create a translated copy of your document. Select the drop-down menu and choose
the appropriate option. This will open the Translator panel, where you can enter the language to
translate to/from.

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• Language: The default proofing language for MW is English (United States). This can be changed
by going to the drop-down Language menu and selecting ‘Set Proofing Language…’. You can also
change the display language for the MW application by going to the drop-down Language menu
and selecting ‘Language Preferences…’

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Comments

• The comments section is part of Word’s built-in collaboration system. Highlight the text you
want to leave a comment on and select ‘New Comment’. A comments panel will automatically
be added to the side of your document. If you share your document with others and they open
it in MW on their computer, their comments will appear under their name. Use the ‘Previous’
and ‘Next’ buttons to jump between comments on the document. To delete a comment, select
the comment and click ‘Delete’. Use the dropdown Delete menu to delete all comments in the
document. Use the ‘Reply’ feature to discuss the comment in the comments panel. You can
also mark a comment as completed without deleting it by selecting the comment and clicking
‘Resolve’. To revert a resolved comment, select the comment and choose ‘Reopen’

Tracking
• The tracking section is also part of the MW collaboration system. Click on ‘Track Changes’ to
keep track of any changes that are made to your document. Text will automatically be red and
any deletions will appear as strikethroughs. If another author is editing your document, the
changes will be noted under their name.

Changes

• The changes section works with the tracking section for revising your content. Use the
‘Accept’ or ‘Reject’ buttons to accept or reject changes that have been made using ‘Track
Changes’. Choosing ‘Accept’ automatically integrates the changes into your document, while
choosing ‘Reject’ will revert your content to what it was before the changes. Use the ‘Previous’ or
‘Next’ buttons to jump between tracked changes. You can also accept or reject all changes at once by
clicking the respective drop-down menus and selecting ‘Accept/Reject All Changes’

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MW Keyboard Shortcuts
Function: Windows: MacOS
Open a document Ctrl + O

Create a new document Ctrl + N

Save document Ctrl + S Cmd + Shift + S

Close document Ctrl + W Cmd + F4

Cut Ctrl + X Cmd + X Cmd +

Copy Ctrl + C C

Paste Ctrl + V Cmd + V Cmd +

Select all content Ctrl + A A

Bold Ctrl + B Cmd + B Cmd +

Italic Ctrl + I I

Underline Ctrl + U Cmd + U

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 Ctrl + Shift + C Ctrl + Ctrl + Shift + M
Function:
Shift + V Cmd + Shift + M
Decrease font size Cmd + 1
Ctrl + M
Increase font size Cmd + 2
Ctrl + Shift + M
Center text Cmd + Shift + A
Ctrl + 1
Align text left
Ctrl + 2
Align text right
Ctrl + Shift + A Cmd + =
Undo
Ctrl + Shift + H Cmd + Shift + Plus sign
Redo
Ctrl + = Ctrl + Shift + Plus Shift + Return
Print
sign (+) Cmd + Return
Print Preview
Shift + Enter Option + G
Copy selected formatting
Ctrl + Enter Ctrl + Option + 2
Paste selected formatting
Alt + C Option + R
Indent paragraph Remove
Ctrl + Alt + T Option + Semicolon (;)
paragraph indent Apply
Ctrl + Alt + R
single spacing
Ctrl + Alt + Period (.) Cmd + Option + A
Apply double spacing
Ctrl + K
All text upper case
Ctrl + Alt + M
Hide selected text
35
Subscript

Superscript MacOS:

Insert line break Cmd + Shift + <

Insert page break Cmd + Shift + >

Copyright symbol Cmd

Trademark symbol +E

Reg. trademark symbol Cmd

Ellipsis +L
Hyperlink Cmd
Insert comment Windows: +R
Ctrl + Shift + <
Cmd
Ctrl + Shift + >
+Z
Ctrl + E
Cmd
Ctrl + L Ctrl
+Y
+R
Cmd + P
Ctrl + Z

Ctrl + Y
Cmd + Shift +
Ctrl + P
C Cmd + Shift
Ctrl + Alt + I
+V
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Additional Resources
• MW in-application training o Access in training within the MW application by navigating to
the ‘Help’ tab, then clicking on ‘Show Training’

• Online Microsoft Word Help and Learning

o https://support.office.com/en-us/word
• “Welcome to Word” Document Template o MW has a built-in introductory document. To
open, first open MW, then click on the ‘Welcome to Word’ template under ‘New’

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