ICT SKILLS - Ms Word

Microsoft Word
Microsoft Word is a sophisticated word processing

program that helps you quickly and efficiently
author and format all the business and personal
documents you are ever likely to need. You can
use Word to:
Create professional-looking documents using
graphics, styles, themes, font, size, color, effects of
text, page background, format, tables of contents,
mailing-lists, indexes , and bibliographies.
Microsoft Office Ribbon
 Microsoft Word uses a visual tool called

the ribbon to display all of the commands
that are used to edit a document. The
ribbon uses two different visual elements:
tabs and command groups.
Microsoft Office Ribbon (Cont.)
 Each tab contains a set of groups that share a theme in

common. The Home tab, for example, contains all of the
commands that are used most often by most people.
 2. Within each tab are groups of command icons that
share a common design element. The Font group, for
instance, contains all of the commands that change the
way that text looks while the Paragraph group contains
commands that change the way a paragraph is
displayed in Word.
 3. Finally, within each group are visual representations of
the commands themselves.
Opening Documents
New Document
Click the File tab
Click New
Click Blank Document
Or
Press CTRL+N
Existing Document
Click the File tab
Click Open
Click Blank Document
Or
Press CTRL+O
Navigating
Navigating (Cont.)
Selecting Text
In general, click at the beginning of the text to be
selected. While holding the left mouse button
down, drag the mouse over all the text to be
selected, then release the mouse button.
To select a… Do this…
Word Double-click it
Line Click in the selection area to the
left of the line
Paragraph Double-click in the selection area
to the left of the Paragraph
Selecting Text
Paragraph Triple-click inside a paragraph
Sentence Click in the sentence while holding

down the Ctrl key
Block Click to the left of the first word,

hold down the Shift key, and then
click immediately to the right of
the last word or punctuation mark
Selecting Text (Cont.)
Select All Triple-click in the selection
area to the left of the
Paragraph
Select All Edit >Select All
Select All Ctrl + A
In general, click at the beginning of the text to
be selected. While holding Ctrl key down, use
direction keys to move over all the text to be
selected, then release the keys
Formatting Text
 Format includes font typefaces, font size,
effects (bold, italics, underline, etc.), colors
and more. You will notice that on the
Home Tab of the Ribbon, that you have
several areas that will control the style of
your document: Font, Paragraph, and
Styles.
Formatting Text (Cont.)
In the Font dialog box, you can
make changes to the type, style,
size, and color of font used in
the document.
Formatting Text (Cont.)
Font Size Color
Many of these text

options can also be
found on your Home
Ribbon in the Font
Group.
Saving
 To save the document, click the Save
button on the Quick Access Toolbar or
click on the Office Button to choose how to
save the file.
 Press CTRL+S
Printing Your File
 To print out your

document click on the
Office Button, and then
click Print.
 This prints one copy of

your file using the default
settings.
 When you need to, you

can modify the settings of
your print job in the Print
dialog box.
Editing Text
Edit text means make modifications to your text:
cut, copy, and paste text; undo and redo
actions; justify or re-align text; change font
parameters; change paragraph spacing; Etc.
To delete text
Select the text, and then press Delete key or
Backspace key.
To copy or cut and paste text
 Select the text, and then on the Home tab,
in the Clipboard group, click the Copy or
Cut button
 Or press Ctrl + C or Ctrl + X
 Click where you want to paste the text,
and then in the Clipboard group, click the
Paste button.
 Or press Ctrl + V
To copy or cut and paste text
(Cont.)
 Select the text, and then right-click the
selection and select Copy or Cut option
from the optional menu
 Click where you want to paste the text,
and then right-click select Paste from the
optional menu
To find text
 On the Home tab, in the Editing group,

click the Find button.
 On the Find tab of the Find and Replace
dialog box, specify the text you want to
find, and then click Find Next.
To replace text
 On the Home tab, in the Editing group, click the
Replace button.
 On the Replace tab of the Find and Replace
dialog box, specify the text you want to find and
the text you want to replace it with, and then
click Find Next.
 Click Replace to replace the first instance of the
text, Replace All to replace all instances, or Find
Next to leave that instance unchanged and
move to the next one.
Alignment
You can specify the arrangement of
objects, text, and graphics, in predetermined
positions using the alignment settings.
You can align the selected text to the left,
right, or center by using the left, right, and
center alignment buttons.
Bullets and Numbering
You can use the bullet or numbering options to
organize information into lists.
Bullets Numbering
• Aardvark 1. Aardvark
• Butterfly 2. Butterfly
• Cactus 3. Cactus
• Daffodil 4. Daffodil
Indenting and Spacing
Use indentation to
offset text away from
the margin or bring it
closer again.
Undoing Mistakes
Sometimes, you want to reverse the last

action you performed. For this, you can
use the Undo button:
Similarly, you can use the Redo button
to repeat the last action:
Tables
To insert a table
 Click where you want to insert the table.
Then on the Insert tab, in the Tables
group, click the Table button.
 In the grid, point to the upper-left cell,
move the pointer across and down to
select the number of columns and rows
you want, and click the lower-right cell in
the selection.
To add rows to a table
 Click in the row above or below which you
want to add a single row, and then on the
Layout tab, in the Rows & Columns group,
click the Insert Above or Insert Below
button; or select the number of rows you
want to insert, and then in the Rows &
Columns group, click the Insert Above or
Insert Below button.
To convert text to a table
 Select the text you want to convert. Then
on the Insert tab, in the Tables group, click
the Table button, and click Convert Text to
Table.
 In the Convert Text to Table dialog box,
enter the dimensions of the table in the
Number of columns and Number of Rows
boxes, select the type of text separator,
and then click OK.
Tables (Cont.)
To merge table cells
Select the cells you want to merge. Then on the
Layout contextual tab, in the Merge group, click
the Merge Cells button.
To insert a Quick Table
Click where you want to insert the table. Then on
the Insert tab, in the Tables group, click the Table
button, and then point to Quick Tables.
In the Quick Tables gallery, click the table style
you want.
Totaling values in a table
 Click the cell in the table where you want the
total to appear.
 On the Layout contextual tab, in the Data group,
click the Formula button.
 With the SUM formula in the Formula box, click
OK to total the values.
Pictures
Pictures (Cont.)
To insert a picture
Click where you want to insert the picture.
Then on the Insert tab, in the Illustrations
group, click the Picture button.
Navigate to the folder where the picture is
stored, and then double-click the picture to
insert it.
Page Layout
Using Language Tools
Advanced word processors, such
as Word, can automatically
detect the language of the typed
text and then use the spelling
dictionary, grammar checker, and
punctuation rules for that
language.
Language tools are a convenient

way to perform certain tasks
automatically as you type, such
as checking spelling and
grammar.
Spelling and Grammar Check
• Wavy red lines=spelling

errors
• Wavy green
lines=grammatical
mistakes
• You can check the
spelling and grammar of
the entire document by
clicking the Spelling and
Grammar Button on the
Review Tab.
Spelling and Grammar Check
 Spelling suggestions
 Change All
 AutoCorrect
 Grammar suggestions
 Custom dictionary
 Ignoring instances
Language Tools: Thesaurus
The Thesaurus Button lets
you search for a word and
presents a list of
suggestions you can choose
from.
The Thesaurus feature

in Word lets you find
alternatives for a word or
phrase.

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Microsoft Word

Microsoft Word is a sophisticated word processing

 Microsoft Word uses a visual tool called

 Each tab contains a set of groups that share a theme in

Sentence Click in the sentence while holding

Block Click to the left of the first word,

Font Size Color

Many of these text

 To print out your

 This prints one copy of

 When you need to, you

 On the Home tab, in the Editing group,

Sometimes, you want to reverse the last

Language tools are a convenient

• Wavy red lines=spelling

The Thesaurus feature

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