Microsoft Word 2013

Microsoft Word or MS Word (often called Word) is a graphical word processing

program that users can type with. It is made by the computer company Microsoft. Its
purpose is to allow users to type and save documents. Similar to other word
processors, it has helpful tools to make documents.
 Table of Contents
I. Launch Word ............................................................................................. 2
II. Window and Ribbon Features.................................................................... 3
III. File Tab ...................................................................................................... 5
IV. Templates .................................................................................................. 6
V. Window Options ......................................................................................... 6
VI. Customize Your Ribbon ............................................................................. 7
VII. Quick Access Toolbar ................................................................................ 8
VIII. Non-Printing Characters ............................................................................ 9
IX. Practice Document .................................................................................... 9
X. Save a Document ...................................................................................... 9
XI. Select Text ............................................................................................... 11
XII. Margins .................................................................................................... 12
XIII. Line Spacing ............................................................................................ 13
XIV. Format a Document ................................................................................. 13
XV. Additional Font Options............................................................................ 15
XVI. Text Alignment ......................................................................................... 17
XVII. View Modes ............................................................................................. 17
XVIII. Spelling and Grammar Checks ................................................................ 18
XIX. Page Breaks and Section Breaks ............................................................ 19
XX. Tables ...................................................................................................... 20
XXI. Edit a Table.............................................................................................. 23
 A. Move within a Table ................................................................................. 23
B. Adjust Column Width ................................................................................. 23
C. Insert Rows or Columns ............................................................................ 24
D. Merge Cells ............................................................................................... 26
E. Delete Cells, Rows, Columns and Table ................................................... 27
XXII. Format a Table ......................................................................................... 27
A. AutoFormat ............................................................................................... 27
B. Text Format and Alignment ....................................................................... 28
XXIII. Print a Document ..................................................................................... 28
XXIV. Illustrations Demonstration ....................................................................... 29
A. Instructor Led ........................................................................................... 29
XXV. Illustrations Quick Reference .................................................................. 30
A. Add a Picture ........................................................................................... 30
XXVI. Track Changes Quick Reference ............................................................. 33
A. Turning on Track Changes ........................................................................ 33
XXVII. Additional Quick References ..................................................................... 35
A. Cover Page ............................................................................................... 35
B. Working with an Image .............................................................................. 36
 I. Launch Word

To start Word 2013, click on the Start button, select All Programs, select
Microsoft Office, and then select Microsoft Word 2013 from the menu options.

A Microsoft Word Icon may also be available on your desktop for quick
access. Double click on the icon to start the application.

II. Window and Ribbon Features

The screen shot below displays the primary components of the Word 2013 interface.

Quick Access Toolbar Title bar

File tab

Ribbon

Ribbon Collapse

Insertion point
Horizontal ruler

Document window Scroll bar

Vertical ruler

Status bar View Options Zoom slider

 A. Terms

The table below consists of definitions for the Microsoft Office features.

Term Description
1 Quick Access Displays quick access to commonly used commands.
Toolbar
4 File Tab The File tab has replaced the Office button in 2007. This area is
called the Backstage which helps you to manage the Microsoft
application and provides access to its options such as Open, New,
Save As, Print, etc.
2 Ribbon Tab Title or name of the specific Ribbon.
3 Ribbon Displays groups of related commands within tabs. Each tab
Provides buttons for commands.
5 Group Contain category of command buttons.
6 Show Dialog Box Show additional options.

B. Use the Ribbon options to select and process your commands.

Microsoft Word 2013 uses Tabs instead of menus to organize various

functions. In addition, command buttons have been placed in a Group
within the Ribbon. The Dialog Box Launcher in a group shows additional
options.

Tabs

Dialog box launcher Group

III. File Tab

The File tab provides you with the Backstage that provides information
pertaining to your document and options to help setup your window defaults. The
Backstage also contains standard commands such as, Save, Save As, New,
Print, etc.
 IV. Templates

Microsoft Office has a variety of predesigned templates within specific categories.

A. Open Templates

1. Select the File tab, and then click on the New option.

2. The Available Templates window will appear.

V. Quick Access Toolbar

Microsoft Word 2013 has a Quick Access Toolbar, so you can have
quick access to your most used commands.

A. Add Commands
 1. To add your most used commands to the Quick Access Toolbar, click
on the drop-down arrow next to the Quick Access Toolbar.

2. The Customize Quick Access Toolbar option panel will appear.

3. Click on your desired command option to be placed on the

Quick Access Toolbar.

VI. Save a Document A. Save

1. Click on the File tab, then select the Save As option to save a new
copy document permanently to your hard drive or other storage
device.
If you pressed SAVE button then saved the current document
with current changes to your hard drive permanently.
2. The Save As window will appear.

3. In the Directory sections on the left side of the window, click on the
icon where you wish to save your document. In this exercise click on
the Desktop.

4. In the File Name box, type your desired document name, and
then click on the Save button.
VII. Select Text

You must select text before you can change the format. You can use the mouse
to select text in a variety of ways which is explained in the table below.

Select Action
any text Click at the beginning of the area and press the Shift key
As you click at the end of the area. You can also drag
Across the text you want to select.
a word Double click on the word.
a line Place the mouse pointer in the left margin. Position the
Mouse pointer next to the desired line and click once.
multiple lines Place the mouse pointer in the left margin next to the first
Desired line and click once. Then press the Ctrl key and
Click additional lines to select them.
a sentence Press the Ctrl key and click anywhere in the sentence.
a paragraph Place the mouse pointer in the left margin and double
click next to any line in the paragraph.
multiple Click at the beginning of the first paragraph then hold the
paragraphs mouse button down while dragging through your desired
paragraphs.
a document Press the Ctrl key then place the mouse pointer
anywhere in the left margin and click once.
VIII. Margins

Microsoft Word 2013 margins are defaulted to 1 inch for the top and bottom,
and 1 inch for the left and right. To change your margins, use the Margin button
found on the Page Layout ribbon.

A. Create Margins

1. Select the Page Layout tab.

2. Click on the Margins button.

3. The predesigned margins panel will appear.

5. Change the margin by selecting the top margin button (top and bottom
0.5” – Left and Right 0.5”).

Note: If you prefer a margin not listed, then click on Custom Margins at the
bottom of the panel to customize your margin. The Page Setup window
will appear, and then make your desired margin choices from the window
options.
IX. Line Spacing

Microsoft Word 2013 defaults the line spacing to double space (2.0). Line
spacing affects an entire paragraph or document. Use the Line Spacing button
on the Home Ribbon to change line spacing.

A. Add Spacing

1. Make sure the entire document is still selected.

2. Click on the Home tab. On the Paragraph group, click on the Line
Spacing button, and then select 1.5.

X. Format a Document

Formats can be applied to any text within your document. The formatting styles
are the most common way to change the appearance of text in a document.

A. Apply Format

1. Select text, and then click on your desired format from the Home
ribbon.
 Format Option Examples:
• Click on the Bold button to make text bold.
• Click on the Italic button to italicize text.
• Click on the Underline button to add an underline to text.
• Click on the Bullets button to add a bulleted list to text.
• Click on the Numbering button to add a numbered list to text.

Note: Microsoft Word Mini Toolbar feature gives you quick access to common
formatting commands. The mini toolbar appears faintly when you select text in
your document. If you want to use this mini toolbar, you can activate it by
hovering the mouse pointer on the toolbar and making your selections. If you
prefer not to use the toolbar, you can continue working within the document and
the toolbar will disappear.

XI. Additional Font Options

Additional font options are available, such as font effects, special styles and
previewing font changes. You can view additional options by clicking on the
Home tab, and then click on the Dialog box launcher on the Font group.

Dialog box launcher

The Font window will appear.

In the Effects area, click on the check box next to All caps, and then click on the
OK button.

Note: The Font window contains additional formats you can select from.

XII. Text Alignment

Microsoft Word 2013 aligns paragraphs four different ways relative to the left and
right margins: left, center, right and justified. The Word 2013 default paragraph
alignment is left. You can change paragraph alignment by clicking on an
Alignment button, located on the Home ribbon on the Paragraph group.

Alignment Option Examples:

• First button - Align Text Left
• Second button - Center Text
• Third button - Align Text Right
• Fourth button - Justify Text

XIII. View Modes

Microsoft Word 2013 has five view modes.

1. To select a view mode, click on the View tab.

2. In the Document Views group, select your desired view mode.

 View Name Description
Read Mode The best way to read a document, including some tools
designed for reading instead of writing.

Print Layout Check out how your document will look when it’s printed.

Web Layout See how your document will look as a webpage.

This layout is also great if you have wide tables in your
document.
Outline See your document in outline form where content is shown
as bulleted points.
This view is useful for creating headings and moving whole
paragraphs within the document.

Draft Switch your view to see just the text in your document.
This is useful for quick editing because headers/footers and
certain objects won’t show up, allowing you to focus on your
text.

XIV. Spelling and Grammar Checks

Microsoft Word 2013 automatically checks for incorrect spelling and grammar.
As you type the document, Word uses wavy red underlines to indicate possible
spelling errors and wavy green underlines to indicate possible grammatical
errors. To correct an error, right-click on a word with a wavy underline, and then
click on the correction from the option panel that you desire. You can also edit
the error directly in the document if no suggestions are applicable.

A. Make Error Corrections

1. In the first paragraph on the Garden practice document, place the

mouse pointer over the misspelled text (gardning), click on the right
mouse button, and then select the correction from the option panel.
 2. In the second paragraph, place the mouse pointer over the misspelled
text (envirnment), click on the right mouse button, and then select the
correction from the option panel.

3. In the third paragraph, place the mouse pointer over the grammatical
error text (is), click on the right mouse button, and then select the
correction from the option panel.

4. In the third paragraph, place the mouse pointer over the repeated text
(on), click on the right mouse button, and then select Delete Repeated
Word from the option panel.

Note: To use additional spelling and grammar options, select the Review tab. In
the Proofing group, click on the Spelling & Grammar button.

XV. Page Breaks and Section Breaks

Page Breaks and Section Breaks can be inserted anywhere within a document.

A. Insert Page Break

1. Select the Page Layout tab, and then click on the Breaks button.
 2. A Page Break panel will appear with the Page and Section Break
options.

3. Select the Page option. This will insert a page break that will place you
on a new page in the document.

XVI. Tables

Tables offer a convenient way to display information that might otherwise be

confusing and cluttered.

Microsoft Office Training

Seminar Time Location
Word Processing 9:00 – 10:30 Room A
Spreadsheet 9:00 – 10:00 Room B
Presentation 11:00 – 12:00 Room A
Database 10:45 – 11:45 Room B
A. Create a Table

The Table Tools tab only appears when a table is selected.

To create a table in Microsoft Word, click on the Insert ribbon. The

Table button is the only one option on the Tables group.

1. Click on the Insert ribbon, and then click on the Table button.

2. The Table panel will appear.

3. Select two rows and two columns as seen above. To insert a table
onto your document move the mouse pointer over the number of rows
and columns you desire. The cell selection will be highlighted as you
move the mouse. When the desired rows and columns are highlighted,
click on the last cell.
 Seminar Time

Word Processing 9:00 AM to 10:30 AM

4. Type the information in the table shown above. The insertion point will
appear in the first cell of the table. Type text in the first cell, and then
use the Tab key on the keyboard to move from one cell to the next.
5. After you type the information in the last cell, press the Tab key. Word
automatically inserts a new blank row.

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

Database 2:30 PM – 4:00 PM

6. Type the text seen above as you insert new rows.

XVII. Edit a Table

A. Move within a Table

Moving the insertion point and selecting text in a table is very similar to
the ways you do so for regular text in a document. However, there are
some procedures that are unique to tables as illustrated below.

Procedure Description
Tab and (Shift + Tab) Use the Tab key to move from left to right; use Shift+Tab to move from right to left.

Keyboard Arrow
Keys The up and down arrows will move up and down rows.

Move the insertion Use the Mouse to position the cursor as needed.
point

To select a single
cell Click three times inside the cell or drag over the cell's contents.

To select the entire Single click on the table move handle on the top left corner
table of table or press the Alt key and double click in any cell of the
table.

B. Adjust Column Width

Columns in a new table are always the same width. It is often

necessary to change the width of one or more columns in the table,
so that text or data can be seen.

1. Position the mouse pointer on the column boundary (right-side of

the column – seen below). The mouse pointer appears as a double
vertical line with left and right arrows. Hold down the left mouse
button, and then drag the mouse pointer either left or right to change
the width.
Release the mouse button when you are satisfied with the new width.

Spreadsheet 11:00 AM – 12:30 PM

Presentation 1:00 PM – 2:00 PM

Database 2:30 PM – 4:00 PM

XVIII. Format a Table

Table Format has numerous table formats that may be applied to your table.
These different Table Styles may affect the style of the lines or borders in the
table, the justification of text and font formats. If your Word document contains
more than one table, each table may have its own format.

Click on a Table Style of your choice.

Note: Shading and Borders can also be applied to one or more cells. The
Shading and Border buttons are located in the Table Styles group as well.

B. Text Format and Alignment

Text within a table can be formatted the same way you format text in other
areas of the document. Use the command buttons found on the Home
ribbon.

XIX. Print a Document

Click on the File tab and select the Print option to print your current document. This
will display the Print window options, along with a preview of the document to the
right, such as the range of pages to print and the number of copies to print.

The default printer is the printer that your applications will use unless you specify
otherwise. To change printers, click on the drop-down arrow next to Printer
Name. This will display a list of installed printers and allow you to select another
printer.
 1. Select your desired options in the Print window.

2. Click on the Print button to print your document.

XX. Illustrations Demonstration

Original document: Festival.docx Finished document

XX. Illustrations Quick Reference

The instructions in this section are a quick reference that will help you add
illustrations onto your document as demonstrated in the previous section.

The Microsoft Illustrations group allows you to insert pictures, shapes, smart
art, and charts into your document. These options will enhance the layout and
appearance of your documents.

Drawing Tools and Picture Tools tabs only appear when a graphic image is
selected.

A. Add a Picture

Microsoft Office is equipped with a Picture folder with several photo

selections. You can also save additional photos to the Picture folder or
create a new folder for your pictures. From the Insert ribbon, you can add
a picture to your document:

1. Click on the Picture button, from

the Illustrations group.

2. Navigate to your desired Picture folder.

3. Select a photo.

4. Click on the Insert button.

B. Online Pictures

Within Microsoft Office there are numerous online pictures (clip art and
stock photographs) to illustrate a specific topic. From the Insert ribbon,
add a graphic to your document:

1. Click on the Online Pictures button, from the Illustration group.

2. The Insert Picture window will appear.

3. In the Search box, type your desire graphic topic,

and then press the Enter key.

4. Select your desired Picture, and then click on

the Insert button.

B. Shapes

The Shapes option allows you to insert a variety of shapes on to your

document, such as rectangles, circles, arrows, lines, flowchart symbols,
and callouts. From the Insert ribbon, add a shape to your document from
the multiple selections:

1. Click on the Shapes button, from the

Illustration group.

2. The Shape panel will appear, select your desired

shape.

3. The mouse pointer will change into a plus  sign.

4. Hold the left mouse button down, and while dragging

your desired shape will appear.

Note: Continuing to drag the mouse will enlarge the shape.

C. SmartArt
SmartArt allows you to change graphic images into visual
communication information including graphical lists, process diagrams,
organizational charts, etc. From the Insert ribbon, incorporate SmartArt
onto your document:

1. Click on the SmartArt button, from

the Illustration group.

2. The SmartArt panel will appear.

3. Select your desired graphic image,

and then click on the OK button.

Note: Depending on your selection, text and/or photos can be added.

D. Chart

To illustrate and compare data you are able to utilize the chart option.
This is similar to the Excel chart feature. From the Insert ribbon, add a
chart onto your document:

1. Click on the Chart button, from the Illustration

group.

2. The Chart panel will appear.

3. Select your desired chart type, and then click

on the OK button.

4. Your selected chart type will appear next to a

spreadsheet.

5. Enter your desired data onto the spreadsheet

and the chart will reflect your data.

6. On the spreadsheet window, click on the Close window button,

and then your chart will appear on your document.
XXI. Quick References
A. Cover Page

Microsoft Word enables you to insert a variety of predesigned cover pages

into your document automatically.

1. Click on the Insert tab, and then go to the Pages group.

2. Click on the Cover Page button.
3. The Built-In window will appear with predesign cover pages.
4. Select a cover page of your choice.
5. On the Pages group you can insert a Blank Page or Page Break as well.
B. Working with an Image

Images that appear on your document can be moved, resized, rotated,

modified, or deleted. To change an image, click once on the image to
select it. The following items will appear on the image: circle handles
on each of the four corners, box handles on each of the four sides, and
a green dot handle on the top of the graphic.

1. Move an image to another location on the document. Select the image

and place the mouse pointer on the image. When the pointer changes
to a double arrow cross, left-click the image and drag it to a new
location on the document.

2. Resize an image to make it smaller or larger. Select the image and

place the mouse pointer on one of the sizing handles (circles/boxes).
When the pointer changes to a double-sided directional arrow, left-click
the image and drag it until the desired size is achieved. Use a corner
circle handle for the best results in resizing an image.
 3. Rotate an image to a different angle. Select the image and place the
mouse pointer on the curved arrow handle. When the pointer changes
to a curved arrow, left-click the image and drag it in the direction you
want to rotate the image.

4. Modify an image by changing its color scheme, style, location, and

cropping. Select the image and then the Picture Tools ribbon will
appear. Click on the Format tab and your image can be modified by
clicking on the appropriate button within the Adjust, Picture Styles,
Arrange, and Size groups.

Note: Before moving an image, you can change the way text wraps
around the image. Select the image, click on the Format tab on the
Picture Tools ribbon, and then click on Wrap Text button to select
your wrapping option.