AL - FARABI UNIVERSITY COLLEGE

COMPUTER BASICS
(Practical)

Microsoft Office
First Year Students

Assist . Lec. Mahdi Salah

2023-2024

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Microsoft Office 2010
programs are very helpful for performing lots of various tasks. Microsoft Word is
one of them, and it is very popular worldwide, where its main function is to handle
with text files, where it offers a wide range of properties to meet the needs of all
users.

When creating a new Microsoft Word file, we’ll get a result window similar to the
following:

Status bar

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The title bar at the top of the program window, the status bar at the bottom of the
program window, and the ribbon all have benefits to the user who is typing a certain
amount of information in the file.

The ribbon is the one that most users need since it contains the tabs at which the user
will be utilizing in order to perform various operations in the Microsoft Word
program.

The functions of (Home) tab will be explained first

The Clipboard related functions:

The 1st one to the left is the section of the Clipboard functions, where it includes
functions such as copy, cut, paste, format painter, and paste options

Copy:

This one is used when you want to make a part of your text gets repeated in
somewhere else in the document, where it is very helpful to use this function instead
of having to retype something again and again.
- Hotkey for Copy is CTRL + C

The copy function is responsible for making a second copy of the selected text into
the clipboard, but it cannot determine where to place the second copy.
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 Paste:

The paste function is the one that specifies the location is our file that the copied text
will be placed into, so it cannot be used before a copy operation, where it looks for
the contents of the clipboard first, and then it places those contents where required.
- Hotkey for Paste is CTRL + V

Paste options:

This function is most useful when the format of the text in Clipboard is important to
the user.

For example, assume that you have copied some text that was colored in red, and
you wanted to paste it in the middle of a text that is colored in green. The paste
options will allow you to choose whether to keep the original color of the copied
text, or to replace it with the new color. This is done by using a dropdown menu.

Cut:

This one is used when you want to make the location of a part of your text gets
replaced somewhere else in the document, where it is very helpful to use this
function instead of having to erase and delete the text and then retype it again
somewhere else.
- Hotkey for Cut is CTRL + X

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Similarly, to the copy function, the cut function requires the use of the paste function
in order to place the required text where it is needed.

Format painter:

This option is very helpful when it is required to change the properties of a selected
text into the exact same of a different text.

For example assume, that there is a text that is colored with a certain degree of the
red color, and you wanted to change the color of a different text into the exact same
degree of red of the previous text, then you can select the first text, then select
(format painter), then select the other text.

The previous method is much easier than having to color and recolor the text
multiple times until we get the degree of red that we need in order to have a matching
text.

The Font related functions:

The 2nd one to the left is the section of the font functions, where it includes functions
such as style, size, format, cases, and other options

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 Font style:

The font style changes the shape of the text with respect to each letter, where it is
usually preferred to change the font style and choosing one before changing the other
properties of the font.
It can be done by using the dropdown menu that appears after clicking on the arrow
that points down direction.
One of the most popular font styles is (Times New Roman), where it’s the font this
lecture is written by

Font Size:

There are many ways to change the size of a text, where four of them are listed here:
1- Clicking on the number that represents the font size and then pressing the
keyboard number buttons that represent the font size we need.
2- Clicking on the arrow that point down, and then getting a dropdown menu in order
to choose a suitable font size.
3- In order to increase the size of the selected font, one can click on the symbol that
has the letter A with an arrow pointing up.
4- In order to decrease the size of the selected font, one can click on the symbol that
has the letter A with an arrow pointing down.

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 Change case:

The case of the latter means the state in which it is written, is it capital? Or is it
small?
Many options are available from this dropdown menu, such as:

Sentence case: This means that only the first letter of the first word in the sentence
will be capital (Uppercase), while the rest will be small (lowercase)

lowercase: This means that all of the letters will be converted to small (lowercase).

UPPERCASE: This means that all of the letter will be converted to capital
(Uppercase)

Capitalize Each Word: This means that only the first letter of each word in the
sentence will be capital (Uppercase), while the rest will be small (lowercase)

toggle case: This one inverts the state of each letter in the selected text, where the
small (lowercase) letter will be converted to a capital (Uppercase) letter, and the
capital (uppercase) letter will be converted to a small (lowercase) letter

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 Clear all formatting:

This function is used when it is required to restore the default setting of the text,
where it restores the style, the size, and other properties.

Bold, Italic, and underline

These three functions are used to make a part of your text stand out from the rest,
where Bold makes it look thicker, and its hotkey is CTRL + B

While italic makes it look leaning in an angle and not straight, and its hotkey is
CTRL + I

While underline draws a line underneath the text, and its hotkey is CTRL + U

Note that these three features work in two ways, where you can either enable them
first, then start typing text
Or you can select a pre-typed text, and then enable one or more of these three features
to apply it on the text
Also note that the underline feature is the only one that has an arrow pointing
downwards next to it, and that’s because there are multiple types of underlines, such
as double underline, thick underline, dotted underline, and others.

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 Strike through:

You need a line to go through the text and not underneath it? Well, you have the
strike through feature, where it is mostly used with prices to show a discount, or
when someone recommends that you delete certain words from a text file you sent
him.

Subscript and superscript:

As both their name and icon imply, these two are mostly used in representing math
numbers and operations

Text effect:

Various effects can be used from this function, such as applying a shadow to the text,
or a reflection, or others. There are too many options to be covered in these lectures.

Text Highlight color:

This function allows you to highlight a certain part of the text to indicate its
importance with respect to the rest of the text. It is exactly the same as using a marker
on a paper. The color of the highlight can be chosen from the dropdown menu.

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 Font color:

As the name implies, this function allows you to change the color of the text, which
is usually set to black color by default. The color of the font can be chosen from the
dropdown menu.

We’ll continue to explain the functions of (Home) tab:

The paragraph related functions:

The 3rd one to the left is the section of the (Paragraph) functions, where it includes
functions such as alignment, numbering, and other options.

Numbering:

This feature is useful when there are multiple points in the text that all belong to a
single subject, such as a list, where this feature has three options. Either to have
symbols before the elements in the list or have letters or numbers before the elements
in the list, or to have a mixed numbering style before the elements in this list.

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 Alignment:

This feature is useful when it is required to change the place at which the text appears
on the screen, left, centered, or right. Left alignment is usually used with text written
in English. Right alignment is usually used with text written in Arabic. Middle
alignment is usually used with titles.

Justify:

This option is used when it is required that all lines of a paragraph end at a unified
line, which makes the paragraph look organized compared to a paragraph that has
different ending spaces for different points within the paragraph.
There are four levels of the (justify) feature, where each one of them increases the
space between the words horizontally to the specified degree.

Line spacing:

This feature is used to change the vertical distance between the lines in the
paragraph.

Paragraph Indentation:

These two options are used to change the horizontal empty distance from the edge
of the paper to the beginning of the paragraph, where one of them increases it, while
the other decreases it.
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 Show/Hide symbols:

This feature allows you to see some of the commonly used actions in Microsoft
Word, where it changes each space to a dot, and changes each tab to a horizontal
arrow, and others.

Sort:

This feature allows you to change the vertical order of which certain lines are typed
into the Word file, where the order can be changed either in an ascending order, or
a descending order, and for both alphabetical elements, and numerical elements.

Shading:

This feature is used to put a shade behind the text, where it is used to make a part of
the text stand out compared to a different part. It is different from the highlight
feature in two major things.

The first is that it changes the color of the text in case it became unseen because of
the shading, while the second difference is that it can change the background color
of an entire cell in an inserted table, not just its text.

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 Borders:

This feature is used mostly when there is an inserted table into the Word file, where
it can change the settings of each particular cell in that table, where the options of
the feature is chosen from the dropdown menu.

The Styles related functions:

The 4th one to the left is the section of the (Styles) functions, where it is rather simple
to use compared to the previous features, where this feature is used to change many
properties of the style of a text in just one click.

The Editing related functions:

The 5th one to the left is the section of the (editing) functions, where it contains three
functions, that are:

Find:

This feature is used when there is a lot of typed text in the Word file, and it is required
to search for the location of a specific word, where this feature can be enabled by
the left click of the mouse for example, and then the desired word that needs to be

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located can be typed in the text field that appears. All copies of the typed text will
appear in the result.

Replace:

This feature is also used when there is a lot of typed text in the Word file, but its
main use appears when it is required to search for the location of a specific word and
all copies of that word and replace all of them by another word.

This feature can be enabled by the left click of the mouse for example, and then the
desired word that needs to be replaced can be typed in the first text field that appears,
while the new word that will replace the old word must be typed in the second text
field. All copies of the typed text will appear in the result.

Select:

This feature is used when there are multiple graph objects in the Word file, and they
all need to be selected together to apply a certain feature, where this feature is
enabled by left clicking on it with a mouse for example, and then drawing a rectangle
that encloses the graph objects that need to be selected.

The rectangle drawing process can be done for example by moving the mouse
pointer to an edge of the objects to be selected, such as the top left edge for example,
and then left clicking the mouse button and holding it while moving the mouse

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pointer to the opposite edge of the objects to be selected, such as the bottom right
for example. Then the left mouse button must be released.

In this lecture, we’ll begin to explain the functions of (Insert) tab that is shown
below:

Inserting a cover page and / or a blank page:

Both these operations can be done through the use of the feature shown in the picture
above, where the cover page is a page that automatically gets inserted as the first
page in the document, and it has a special appearance compared to other pages in the
document.

While the blank page can be inserted multiple times in same document, and it’s
basically an empty page that contains nothing, which is similar to a page that the
user keeps on using the (enter) key on from start to end.

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 Inserting a table:

Inserting a table in Microsoft Word is rather easy, where there are a number of
predefined number of rows and columns that can be chosen to the inserted table. The
selection of the number of rows and number of columns can be done by choosing
the table option, then hovering the mouse over the shape of required table.

The following is a 3 x 3 table that was inserted, let’s say that after the insert process
is complete, we discovered that we need an additional row or a column.

Inserting a row can be done by putting the cursor at any cell of the row that we need
to insert a row above or below, and then going to (layout) tab at the top of the screen,
then choosing (insert above) or (insert below) based on the required position.

Sometimes it is required that one cell of the table takes the whole row or the whole
column, where that can be achieved by selecting the whole row or the whole column,
then going to the (layout) tab, then choosing (merge cells). We’ll get a result similar
to the table below if we performed this operation on the first row in the table.

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 Inserting a shape:

Various shapes such as circles, rectangles, triangles, and other shapes can be inserted
into the Word document by using this option. The drawing process is rather simple,
where drawing a rectangle for example requires selecting it from the shapes, then
moving the mouse pointer to the body of a certain page, where the shape of the
mouse pointer will change to a black plus sign ( + ).
Then the left click of the mouse should be pressed and held from the starting point
of the drawing, then moving the mouse pointer to the end point of the rectangle,
we’ll see the rectangle being created.

Once we are satisfied with the results, we can release the left mouse button in order
for the rectangle to be inserted in the document.

When clicking on any shape in the document, we’ll get a new tab at the top called
(Shape Format), which allows us to perform various operations on the selected
shape, such as changing the fill color of the shape, for example, it can be changed to
(no fill) color at all as shown below:
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The border of the shape can be changed in color and width as well, where it can be
done from an option called (Shape Outline) that is also available in the (Shape
Format) tab as shown below:

In some cases, there are some words that are getting behind the shape and cannot be
seen, in order for the text to be in front of the shape, then the inserted shape must be
put behind text, and that can be done from the (wrap text) option available in the
(Shape Format) tab.

The position and size of the inserted shape can be changed in multiple ways, one of
them is done by selecting the shape, and then dragging and dropping it from its
border in order to change its position, or dragging and dropping one of the anchor
points in order to resize it.

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 Inserting a header and/or a footer:

The header is a text that can be inserted in the top of a page that will be repeated
automatically in the top of every page of the document, and similarly, the footer is a
text that can be inserted in the bottom of a page that will be repeated automatically
in the bottom of every page of the document.

One of the ways that a header can be inserted into the document is by double clicking
the left mouse button twice in the top of the page, where the header will be enabled,
and the body will be disabled.

After completing the editing in the header, we must double click the left mouse
button on the body of the page for the header to be disabled, and the body to be
enabled.

Same method applies to the footer of the page, bust the double clicking must be done
in the bottom of the page instead of the top.

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 Inserting a page number:

As the name implies, the page number indicates the number of the page that is
currently being worked on, where the options of place of appearance are chosen from
the dropdown menu.

The page numbers will be inserted automatically at each page based on the order of
the appearance of the page, but the starting point can be adjusted to start at any
required number by the user.
Inserting a text box:

A text box is basically a container that can contains a group of texts within its
borders, its main use is to insert text wherever needed in the document, and it has
the same properties as the inserted shape, where it can have an outline. Its size and
position can be changed similarly to the those of the shape.
Multiple text boxes can be inserted in the same page in order to perform a specific
task, such as writing a page in a similar method to a newspaper by inserting two text
adjacent boxes that extend from the top of the page to the bottom of the page.
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 Insert Tab - Inserting Objects) supplement)

Symbols & Equations

Symbols that aren’t found on a normal keyboard can be added to Microsoft Word
documents by selecting Symbol from the Symbols group. A list of commonly used
symbols will display. Click on one of the symbols in the list or click More Symbols
to pick from a larger list.
Equations can be added to a Microsoft Word document by selecting Equation from
the Symbols group and then selecting from the list of pre-defined equations or
clicking Insert New Equation and entering your own equation.
Pictures
Place your cursor where the picture is to be inserted and then select Picture from
the Illustrations group. Navigate to the directory where the picture is located, click
the file name and then click the Insert button. See the Picture Tools Format Tab
section below for information on working with pictures within a Word document.

Links
Links to websites or other locations within a Word document can be created by using
the Links group.
To include a link to a website, select Hyperlink from the Links group. Enter the text
that should be displayed in the document in the Text to display: text box and the
website address in the Address: text box and then click OK.

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 Page Layout Tab - Document Layout

This tab can be used to set layout options for a Word document.

Page Setup

The Page Setup group contains the options to specify the layout of a page,
such as margins, orientation, and page size.
To set the margin for your document, click on
Margins and then select from the list of pre-
defined margins or click Custom Margins to enter
your own margins.

To change the page orientation of your document, click on Orientation and then
select Portrait or Landscape.

To change the paper size, click on Size and then select from the list of pre-

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defined paper sizes or click More Paper Sizes to enter a customized size.
To create columns within your document, click on Columns and then select from
the list of pre-defined column types or click More Columns to enter a customized
column style.

Page Background

To include a watermark on the page, such as ‘Confidential’ or ‘Draft’, select

Watermark from the Page Background group and then select one of the pre-
defined watermarks or Custom Watermark to specify the text you would like to
see appear as a watermark on the page.

To set a page color, click Page Color and select a color from the list of Theme
Colors or click More Colors to pick a color not available from the list.

To add a border to the page, click Page Borders to bring up the Borders and
Shading window. From here, you can specify how you want your border to appear,
including style, color, width, and pictures.

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 Paragraph

The Paragraph group will allow you to set

indentations and line spacing for your
document.
Additionally, you can click the Show
Paragraph Dialog Box icon for additional
paragraph formatting options. to trim
unwanted parts and resize the picture.

References Tab

This tab can be used to add a table of contents, footnotes/endnotes, citations,

captions, an index, and a table of authorities.

Footnotes & Endnotes

Footnotes and endnotes are often used for comments and citations at the bottom
of a page or document. Inserting a footnote will put the note at the bottom of the
current page while an endnote will be placed at the end of the document.

To insert a footnote, place your cursor at the end of a sentence and click Insert
Footnote from the Footnotes group. A superscript number will appear at the end
of the sentence and the corresponding number will appear at the bottom of the
page in which you can place your comment or citation.
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Insert an endnote by placing your cursor at the end of a sentence and click Insert
Endnote. The corresponding number will appear on the last page of your
document.
To change the styling of footnotes and endnotes, click on the
Show Footnote and Endnote Dialog Box icon.

Mailings Tab

This tab is used for tasks related to mailings, including creating envelopes, labels,
and mail merges.

Review Tab

This tab is used to review your document, including proofing the document,
adding comments, tracking changes, and comparing a document against a
previous version.

Proofing
The proofing group assists with proofing your document after it is finished.

Click the Spelling & Grammar icon to check for spelling and grammar
problems within the document. Click the Thesaurus icon to open the
Microsoft Word Thesaurus. If you highlight a word and then click the
Thesaurus icon, the thesaurus will automatically look up the highlighted
word.
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Click the Translate icon to translate your document from one language to another.
The Word Count icon will provide you with statistics for your document,
including the number of words, characters, pages, paragraphs, and lines.

Comments
To insert a comment in a document, highlight the text you want commented and
then click New Comment under the Comments group. A comment box will
appear to the right of your document where you can enter the comment.

To remove the comment, click the comment box and then click Delete under the
Comments group.

View Tab

This tab is used to set how you want your document to be viewed while you are
working on it.

Document Views
The default view in Microsoft Word 2010 is Print Layout, displaying the
document as it would be printed. The document view can be changed by
selecting one of the other Layout options from the Document Views group.

Show/Hide
The Show/Hide group allows different components of Word to be displayed,
including the ruler, gridlines, and document map

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 Zoom
With the Zoom group, the zoom level of the document can be set.
To change your zoom level, click the Zoom icon under the Zoom group.

Window
If you are working with multiple Word documents, you can switch between
them by clicking the Switch Windows icon under the Window group or set
them to be viewed side by side with the View Side by Side icon under the
Window group.

File Ribbon Tab

The File tab on the ribbon in Microsoft Office word 2010 Clicking on File will
open a full screen menu that allows Word documents to be created, saved, deleted,
moved, and printed.

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Selecting the File tab when a saved document (Word file) is open will default to
the Info view
{1}. This view displays the properties of the file, such as the file size and the
creation, modification, and printing dates of the file.

When the File tab is selected upon opening Word, it will default to the Recent
view
{2}. The view displays recently opened documents
{3} along with recently used file locations
{4}.Selecting Options
{5} opens the Word Options menu where the settings of Microsoft Word 2010
can be configured. Settings include configurations with the proofing options,
ribbon customization, and the Quick Access toolbar.

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 Creating a New Document

To begin a new document, click on File and then click New. The New Document
window will appear, giving you various options to create a new document.
You can start from a blank document by selecting Blank Document (this is
selected by default) and then clicking Create.

You can also create a new document from a pre-existing template in one of the
categories under the Office.com Templates section.

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 Opening a Document

To open an existing document, click the File tab and then click Open. The Open
window will appear. Select the location where you saved the file, then click
the file name from the list and click the Open button. You can also double click
on the file from the list to open the document.

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 Saving a Document

To save a document, click the File tab and then click Save. If this is a
new document that you are saving for the first time, the Save As dialog
box will open up. Select the location where you would like the file to
be saved, enter a File name and then click the Save button. The default
file format is the Word Document (*.docx) file format. This file format
ensures that all document formatting is saved and will be available the
next time the file is open. Note that .docx files are unable to be opened
within Word 2003 and earlier. If the workbook needs to be shared with
a computer with Word 2003 or earlier, change the ‘Save as type’ to
Word 97-2003 Document (*.doc). Note that the .doc file type removes
certain types of formatting (such as certain color options).

If you have previously saved the document, clicking

Save under the Microsoft Office Button will save changes to the existing
file.

If you prefer to have your changes saved to a different file, click the
Microsoft Office Button and then click Save As.

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In addition to saving as a .doc and .docx, Word 2010 has the ability to
save directly to a PDF file. To save a Word document as a PDF, click the
File tab, and then click Save & Send. Click on Create PDF/XPS
Document and then click Create PDF/XPS. Select the location where
you would like the file to be saved, enter a File name, ensure ‘Save as
type’ is set to PDF (*.pdf) and then click the Publish button. Note: You
should also save the document as a Word file as you won’t be able to
edit the PDF document that you create from within Microsoft Word.
Closing the Program:
When you are finished,
Click on the File Menu 􀀀 then click Exit.
OR
Click on the X in the top right corner of the computer screen.
It’s that easy! If you don’t save before attempting to close the
program, Word
will prompt you to save the file. Make sure you save if you don’t want
to lose
any changes!!

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 Helpful shortcuts
Formatting
Bold Ctrl + B
Copy Ctrl + C
Cut Ctrl + X
Italicize Ctrl + I
Paste Ctrl + V
Redo Ctrl + Y
Select All Ctrl + A
Thesaurus Shift + F7
Underline Ctrl + U
Undo Ctrl + Z
Center the text Ctrl + E
Align the text to the left. Ctrl + L
Align the text to the right. Ctrl + R

Saving
Save Ctrl + S
Save As F12

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