WORD

PROCESSING
Word Processing
 using a computer to create, edit, and
print documents.

Word Processor
 enables the user to create a
document, store it electronically on a
computer, display it on a screen,
modify or format it by entering
commands and characters from the
keyboard, and print it on a printer.
APPLICATION SOFTWARE
◦ Microsoft Word – most widely used word
processing software
◦ WordPerfect
◦ OpenOffice.org Writer
◦ LibreOffice Writer
◦ AbiWord
◦ Kword
◦ LyX
◦ Office Web Apps
◦ Google Docs
USES OF WORD PROCESSING
BUSINESSES EDUCATION
◦ Legal copies ◦ Assignments
◦ Letters and letterhead ◦ Notes
◦ Memos ◦ Exams
◦ Reference documents

HOMES
◦ Writing short stories
◦ Letter writing
◦ CV creation
◦ Card creation
WORD PROCESSING FEATURES

◦ Text Manipulation
◦ Document Formatting
◦ Graphics
◦ Tabs
◦ Tables
◦ Spell Checking
◦ Grammar Checking
◦ Thesaurus Function
STARTING WORD
 THE TRADITIONAL WAY
1. Press the Windows key on the keyboard.
2. Look for Microsoft Word on the Start menu.
3. Click the Word icon or button to start the
program.

 THE BEST WAY

1. Find the Word icon on the Start button’s All
Programs menu
2. Right-click the Word icon.
3. Choose the command Pin to Taskbar.
4. Click the Word icon on the taskbar.
Word Start Screen
Word Main Screen
 QUICK ACCESS TOOLBAR
◦ This toolbar contains shortcuts for commonly
used commands.
 SIZING BUTTONS
◦ Changes the size of program windows and exits
program.
 INSERTION POINT
◦ Indicates the typing position in a document
 VIEW BUTTONS
◦ Used to change how a file is displayed in a
work area
 ETHERIAL VOID
◦ The gray-colored space between and
surrounding the document pages.
 DOCUMENT INFORMATION
◦ Displays the current page as well as the
number of words in the opened document.
 ZOOM
◦ Changes the document size as it appears in the
window, default value is usually 100%.
 STATUS BAR
◦ Provides information about the current file.
The Ribbon
 RIBBON
◦ Command center for all office programs.
 TABS
◦ The ribbon at the top of the window is
organized into tabs for quick access and
convenience and is grouped according to task.
 COMMAND BUTTONS
◦ these buttons help organize commands for the
various tabs.

◦
File Tab Screen
Document
Scrolling
Please type the paragraph below
in the MS Word Software on your
computers:

Corporation is an artificial being

created by operation of law having right
of succession, and the powers,
attributes and properties expressly
authorized by law and incident to its
existence.
Insertion Pointer

Press This Key To Move the Insertion Pointer

 ↑ Up to the preceding line of text
 ↓ Down to the next line of text
 → Right to the next character
 ← Left to the preceding character

Press This Key Combo To Move the Insertion Pointer

 Ctrl+↑ Up to the start of the previous paragraph
 Ctrl+↓ Down to the start of the next paragraph
 Ctrl+→ Right to the start (first letter) of the next
word
 Ctrl+← Left to the start (first letter) of the previous
word
Insertion Pointer
Press This Key or Combination To Whisk the Insertion
Pointer
 End To the end of a line of text
 Home To the start of a line of text
 Ctrl+End To the end of the document
 Ctrl+Home To the tippy-top of the document

Press This Key or Combination To Whisk the Insertion

Pointer
 PgUp Up one screen or to the tippy-top of
your document if you're near there
 PgDn Down one screen or to the end of
the document if you're near there
 Ctrl+Alt+PgUp To the top of the current screen
 Ctrl+Alt+PgDn To the bottom of the current screen
Go To Command
To use the Go To Command:
1. Click the Home tab.
2. In the Editing group, choose the Go To
command.
Text Editing
 Deleting Characters
◦ Deleting Single Character
 Backspace deletes the character to the left of the
insertion pointer.
 Delete deletes the character to the right of the
insertion pointer.
◦ Deleting a word
 Ctrl+Backspace deletes the word to the left of
the insertion pointer.
 Ctrl+Delete deletes the word to the right of the
insertion pointer.
Text Editing
 Deleting Characters
◦ Delete a line of text
1. Move the mouse pointer into the left margin
next to the line of text.
2. Click the mouse.
3. Press the Delete key.
◦ Delete a sentence
1. Position the mouse pointer at the offending
sentence.
2. Press and hold down the Ctrl key and click the
mouse.
3. Press the Delete key.
Text Editing
 Deleting Characters
◦ Delete a paragraph
1. Click the mouse button thrice.
2. Press the Delete key.
◦ Delete a page
1. Press Ctrl+G.
2. From the Go to What list, click to select Page.
3. Type the number of the page you want to
delete.
4. Click the Go To button and then click the Close
button.
5. Press the F8 key.
6. Press Ctrl+PgDn.
7. Press the Delete key.
Text Editing
 Soft and Hard Returns
oHard Return
• Hard return character is produced by pressing
the Enter key.
• The paragraph ends, and then a new paragraph
starts.
o Soft Return
• also known as a manual line break
• used to split titles and headings. It’s also used
to type addresses. That way, you can keep the
text together in a single paragraph.
Text Editing
 Soft and Hard Returns
Search and Replace
 Navigation Pane
Search and Replace
 Find Dialog Box (Ctrl+F)
Search and Replace
 Find Dialog Box (Ctrl+F)
◦ Follow these steps to conjure forth the Find
and Replace dialog box:
1. Click the Home tab.
2. In the Editing group, choose Find - Advanced
Find.
3. Click the More button.
4. Type the search text in the Find What text box
5. Use the dialog box’s controls to make further
adjustments.
6. Click the Find Next button to locate the text.
Search and Replace
 Find Dialog Box (Ctrl+F)
◦ Find case-sensitive text.
◦ Find a whole word
◦ Find word variations
◦ Search drop-down list:
 Down: The Find command searches from the
insertion pointer’s location to the end of your
document, and then it stops.
 Up: The Find command searches from the
insertion pointer’s location to the start of your
document. Then it stops.
 All: The Find command searches the entire
document, from the insertion pointer's location
down to the end of the document, back up to the
beginning, and then stops at the point where the
search began.
 Search and Replace
 Find Dialog Box (Ctrl+F)
◦ Find formatting
For example, suppose that you want to find the text
red herring in your document. The text is italic and
colored red. Follow these steps:
1. Click the Home tab.
2. In the Editing group, choose Find - Advanced Find.
3. Type the text you’re searching for. In this example,
that would be red herring.
4. Ensure that the dialog box details are displayed; click
the More button if necessary.
5. Click the No Formatting button to remove any
previously applied formatting.
6. Click the Format button and choose Font from the pop-
up list.
7. Choose Italic as the font style
8. Select Red from the Font Color menu.
9. Click OK.
10. Click the Find Next button to locate the formatted text.
Search and Replace
 Find and Replace (Ctrl+H)
1. Click the Home tab.
2. In the Editing group, click the Replace
command button.
3. In the Find What box, type text you want to
replace.
4. In the Replace With box, type the
replacement text.
5. Click the Find Next button.
6. Click the Replace button
Search and Replace
 Find and Replace (Ctrl+H)
Search and Replace
 Find and Replace (Ctrl+H)
◦ Finding and Replacing Formatting
1. Summon the Find and Replace dialog box (press
Ctrl+H).
2. Clear all text and formatting from the Find What
and Replace With text boxes.
3. Click the Find What text box, and then click the
Format button to choose a format to find.
4. Click the Replace With text box, and then use
the Format button to select a replacement
format.
5. Click the Replace or Replace All buttons.
Clipboard
1. Place the insertion pointer in
your document where you want
the pasted text to appear.
2. Click the Home tab.
3. In the Clipboard group, click
the dialog box launcher. You see
the Clipboard task pane, a long
with all text cut or copied since
you’ve started the Word Program
4. Position the mouse pointer at
an item in the task pane.
5. Click the menu button and
choose the Paste command.
Spelling and Grammar
Red zigzag: Spelling errors in Word are
underlined with red zigzags.
Blue zigzag: Grammatical and word-choice
errors are flagged with a blue zigzag underline.
Blue underlines: Word courteously highlights
web page addresses by using blue underlined
text in your document. You can Ctrl+click the
blue underlined text to visit the web page.
Red lines: You may see red lines in the margin,
underneath text, or through text. If so, it
means that you’re using Word’s Track Changes
feature.
Character Formatting
Character Formatting
• Choosing a Font
• First Section: Document Theme
• Second Section: Fonts chosen recently
• Third Section: All fonts available
• Character Formats
• Bold (Ctrl+B) – Used to make text stand out on a
page — for titles and captions.
• Italic (Ctrl+I) - preferred text-emphasis format.
Italicized text is light and wispy, poetic, and free.
• Underline (Ctrl+U)
• Double-Underline Format (Ctrl+Shift+D)
• Word-Underlining Format (Ctrl+Shift+W)
• Strike-through - Strikethrough is commonly used
in legal documents, when you mean to say
something but then change your mind think of
something better to say.
Character Formatting
• Character Formats
• Subscript (Ctrl+=)
• Superscript (Ctrl+Shift+=)
• Small Caps Formatting (Ctrl+Shift+K)
• All Caps (Ctrl+Shift+A)
• Text Size
• Increase Font Size (Ctrl+Shift+>)
• Decrease Font Size (Ctrl+Shift+<)
• Increase Font Size by smaller increments (Ctrl+])
• Decrease Font Size by smaller increments (Ctrl+[)
• Coloring the text
• Shading the background
Character Formatting
• Changing Text Case
• Shift +F3 - Press this key combination to cycle
between three case options: ALL CAPS,
lowercase, and Capitalize Each Word.
• Clear Character Formatting
• Ctrl+Spacebar
Character Formatting
• Font Dialog Box (Ctrl+D)
Paragraph Formatting
• Paragraph Groups
Paragraph Formatting
• Paragraph Dialog Box (Alt+H, P, G)
Paragraph Formatting
• Justification and Alignment
• Left-Align (Ctrl+L) - considered standard; This
type of alignment is also known as ragged right.
• Center (Ctrl+E) - Centering is ideal for titles and
single lines of text.
• Right-Align (Ctrl+R) - This type of alignment is
also known as ragged left or flush right.
• Full Justification (Ctrl+J) - often used in
newspapers and magazines, which makes the
narrow columns of text easier to read.
Paragraph Formatting
• Spacing
Paragraph Formatting
• Spacing
• Ctrl+1 Single-space
• Ctrl+2 Double-space
• Ctrl+5 1.5 space lines
• Ctrl+0 1.15 default line spacing
• Line Spacing drop-down list in the Paragraph
Dialog Box
• At least: The line spacing is set to a minimum value.
Word can disobey that value and add more space
whenever necessary to make room for larger type,
different fonts, or graphics on the same line of text.
• Exactly: Word uses the specified line spacing and
doesn’t adjust the spacing to accommodate larger text
or graphics.
• Multiple: Use this option to enter line-spacing values
other than those specified in the Line Spacing drop-
down list
Paragraph Formatting
• Paragraph Indentation
• Indenting the first line of a paragraph
1. Click the Home tab.
2. In the Paragraph group, click the dialog box launcher.
The Paragraph dialog box appears.
3. Click the Special drop-down list and choose First Line.
4. Confirm that the By box lists the value 0.5”.
5. Click OK.
• Hanging indent (Ctrl+T) - a paragraph in which
the first line breaks the left margin or, from
another perspective, in which all lines but the first
are indented.
• Indenting a whole paragraph
• Ctrl+M Indent a paragraph
• Shift+Ctrl+M Unindent a paragraph
Paragraph Formatting
• The Ruler
Page Formatting
• Page Size
• Page Orientation
• Landscape
• Portrait
• Page Margins
• Normal means one page per sheet of paper. You
can't get more normal than that.
• Mirror Margins is used when the printer is smart
enough to print on both sides of a sheet of paper.
That way, every other page is flip-flopped so that
their margins always line up.
• 2 Pages per Sheet splits the paper right down
the center and forces Word to print two “pages”
per sheet of paper.
• Book Fold is Word's attempt to create a multiple-
page booklet by printing the proper pages on both
sides of a sheet of paper.
Page Formatting
• Page Numbering
1. Click the Insert tab.
2. In the Header & Footer area, click the Page
Number command button. A menu drops down,
showing various page-numbering options. The
first three are locations: Top of Page, Bottom of
Page, and Page Margins (the sides of the page).
3. Choose where to place the page numbers.
4. Choose a page-numbering style from the list.
Page Formatting
• Page Numbering
• Starting with a different page number
1. Click the Insert tab.
2. In the Header & Footer area, choose Page
Number - Format Page Number.
3. Click the Start At radio button.
4. Type the starting page number in the box.
5. Click OK.
Page Formatting
• Starting text on a new page (Ctrl+Enter)
1. Position the insertion pointer where you want
one page to end and the next page to start.
2. Click the Insert tab.
3. In the Pages group, click the Page Break
command button.
Page Formatting
• Page Background
• Coloring Pages
1. Click the Design tab.
2. In the Page Background group, click the Page
color button. You see a menu full of colors.
3. Choose a color from the palette.
• Printing colored pages
1. Click the File tab and choose Options. The Word
Options dialog box appears.
2. Choose Display from the left side of the Word
Options dialog box.
3. In the Printing Options area, put a check mark
by the item labeled Print Background Colors and
Images.
4. Click OK.
Page Formatting
• Page Background
• Adding a Watermark
1. Click the Design tab.
2. In the Page Background group, click the
Watermark button. A menu plops down with a
host of predefined watermarks that you can
safely duck behind the text on your document's
pages.
3. Choose a watermark from the menu.
Sections
• a part of a document that contains its
own page formatting. It can be a single
page or a range of pages. A document
can sport one or many sections. Each
section can sport its own page format,
independent of the other sections.
Sections
Sections
• Creating a section
• If you’re new to the concept of sections, think of a
new section as similar to a page break. The
difference is that the new page starts a new
section.
1. Click the mouse where you need to begin a new
section, similar to creating a new page break.
2. Click the Layout tab on the Ribbon.
3. In the Page Setup area, click the Breaks button.
A menu appears, listing several items. The last
four items are various section breaks.
4. Choose Next Page from the Breaks button
menu.
Sections
Sections
• Deleting a section break
1. Click the Home tab.
2. In the Paragraph group, click the Show/Hide
command button. Hidden codes and characters
are revealed in the document.
3. Position the insertion pointer to the start (left
end) of the double-dashed lines that say Section
Break.
4. Press the Delete key. The section break is gone.
5. Click the Show/Hide command button again to
hide the codes.
Cover Page
• Adding a cover page
1. Click the Insert tab.
2. In the Pages group, click the Cover Page button.
3. Choose a cover-page layout that titillates you.
OR
1. Position the toothpick cursor at the tippy-top of
the document.
2. Click the Layout tab.
3. Choose Breaks Next Page. A section break splits
the first page from the rest of the document as
its own section.
4. Create the cover page
Headers and Footers
• Header
• a text that appears at the top of every page in a
document.
• Heading
• a text style used to break up a long document, to
introduce new concepts, and to help organize the
text.
• Footer
• a text that appears at the bottom of every page in
a document.
• Footnote
• is a tiny bit of text that appears at the bottom of
a page, usually a reference to some text on that
page.
Headers and Footers
• Odd and even headers and footers
1. Create a header or footer.
2. Click the Header & Footer Tools Design tab.
3. Click the Different Odd & Even Pages check box.
4. Create the header and footer for the odd pages.
5. In the Navigation group, click the Next button.
6. Close the header or footer when you’re done.

• No header or footer on the first page

1. Edit the document’s header or footer.
2. Click the Header & Footer Tools Design tab.
3. In the Options group, place a check mark by
Different First Page.
Style Formatting
Style Formatting
• Creating a style
1. Select the text you’ve formatted.
2. Click the Home tab.
3. In the Styles group, display the full Quick Styles
Gallery.
4. Choose the command Create a Style.
5. In the Name box, type a short and descriptive
name for your style.
6. Click the OK button to create the style.
Template Formatting
• Creating a template
1. Create the document that has styles or formats
or text that you plan to use repeatedly.
2. Click the File tab.
3. On the File screen, choose the Save As
command. (F12)
4. Type a name for the template.
5. From the Save As Type drop-down list, choose
Word Template.
6. Click the Save button.
Template Formatting
Sundry Formatting
• Format Text Effects
1. Press Ctrl+D.
2. Click the Text Effects button.
3. Manipulate the controls in the dialog box to
customize text effects.
4. Click the OK button to dismiss the Format Text
Effects dialog box.
5. Click the OK button to close the Font dialog box.
• Format Painter
1. Place the insertion pointer in the midst of the text
that has the formatting you want to copy.
2. Click the Home tab.
3. In the Clipboard group, click the Format Painter
command button.
4. Hunt for the text you want to change.
5. Select the text.
Borders and Lines
• Putting borders around a paragraph
1. Place the insertion pointer in a paragraph.
2. Click the Home tab.
3. In the Paragraphs group, click the triangle next
to the Borders command button.
4. Choose a border style from the menu.

• Drawing a thick line between paragraphs

1. Position the insertion pointer at the start or end
of a paragraph, where you want the horizontal
line to appear.
2. Click the Home tab.
3. In the Paragraph Group, click the Borders
button.
4. Choose Horizontal Line.
Borders and Lines
• Boxing multiple paragraphs
1. Select the paragraphs.
2. Click the Home tab.
3. In the Paragraph Group, click the Borders
button.
4. Choose the All Borders command.

• Apply a special border

1. Open the Borders and Shading dialog box.
2. Choose a line style in the Style list.
3. Set the color in the Color list.
4. Choose a width in the Width list.
5. Click in the Preview part of the dialog box to
place the line: top, bottom, right, or left.
Borders and Lines
• Boxing text
1. Select the text.
2. Summon the Borders and Shading dialog box.
3. Set the border style you desire.
4. Ensure that the Apply To menu shows Text and not
Paragraph.
5. Click OK.
• Apply a page border
1. Put the insertion pointer on the page you want to
border.
2. Summon the Borders and Shading dialog box.
3. Click the Page Border tab.
4. Set the border style.
5. Click the Apply To menu button to select which pages
you want bordered.
6. Click the Options button.
7. In the Measure From drop-down list, choose the Text
option. Click OK.
Tables
• Create a table
1. On the Insert tab, click the Table button.
2. From the Table menu, choose the Insert Table
command.
3. Enter the number of rows and columns.
4. Click the OK.
or
1. Click the Table button and choose Draw Table.
2. Drag to draw the table’s outline in your
document.
3. Draw horizontal lines to create rows; draw
vertical lines to create columns.
4. Press the Esc key when you’ve finished drawing
the table.
Tables
• Merging Cells
1. Click the Table Tools Layout tab.
2. In the Draw group, click the Eraser tool
3. Click the line between the two cells.

• Splitting Cells
1. Click the Table Tools Layout tab.
2. In the Draw group, click the Draw Table button.
3. Draw a line in the table to split a cell.
Tables
• Table Caption
1. Click in the table you want to caption.
2. Click the References tab.
3. Click the Insert Caption button.
4. Type the table’s caption in the Caption text box.
5. Click the Label menu and choose Table
6. Click the Position menu and choose whether to
place the caption above or below the table.
7. If you prefer a reference other than Table 1,
click the new Label button and type the desired
format.
8. Click OK to set the caption.
Columns
• Making a column
1. Start up a new document.
2. Click the Layout tab.
3. Click the Columns button and choose the
desired number of columns.

• Placing a column break

1. Click to place the insertion pointer in your
document. The insertion pointer’s location
becomes the start of the next column.
2. Click the Layout tab.
3. In the Page Setup group, click the Breaks
button.
4. Choose Column.
Bullets and Numbers
• To apply bullets to your text, highlight the
paragraphs you want to shoot and click the
Bullets button.
• For a list of numbered items, just write the
text. Select the paragraphs as a block and click
the Numbering command button.
• To format a multilevel list, click the Multilevel
List button, shown in the margin. Start typing
the list. Press the Tab key to indent and create
a sublevel. Press Shift+Tab to unindent and
promote an item to a higher level.
Bullets and Numbers
• To apply bullets to your text, highlight the
paragraphs you want to shoot and click the
Bullets button.
• For a list of numbered items, just write the
text. Select the paragraphs as a block and click
the Numbering command button.
• To format a multilevel list, click the Multilevel
List button, shown in the margin. Start typing
the list. Press the Tab key to indent and create
a sublevel. Press Shift+Tab to unindent and
promote an item to a higher level.
• To number every line on a page, in the Page
Setup Group, click the Line Numbers command
button then choose a format.
Table of Contents
1. Create a separate page for the TOC.
2. Click the mouse to place the insertion pointer
on the blank page. The TOC field is inserted
at that point.
3. Click the References tab.
4. In the Table of Contents group, click the Table
of Contents button. The Table of Contents
menu appears.
5. Choose a format.
Footnotes and Endnotes
1. Click the mouse so that the insertion pointer
is to the immediate right of a word or text
that you want the footnote or endnote to
reference.
2. Click the References tab.
3. From the Footnotes group, choose either the
Insert Footnote or Insert Endnote command
button.
4. Type the footnote or endnote.
5. To return to where you were in the document,
press Shift+F5.

Footnote (Alt+Ctrl+F)
Endnote (Alt+Ctrl+D)
Image
Image
• Adding a caption
1. Click to select the graphic.
2. Click the References tab.
3. In the Captions group, click the Insert
Caption button.
4. Type the caption’s text in the Caption text
box.
5. Choose a position for the caption from the
Position drop-down list.
6. Click the OK button.
7. Press and hold down the Shift key and click
the image.
8. Click the Drawing Tools Format tab.
9. In the Arrange group, click the Group button
and choose Group
Image
Multiple Documents
• Comparing two documents side by side
1. Open both documents.
2. On the View tab, in the Window group, click
the View Side by Side button.
3. Scroll either document.
 You can disable synchronous scrolling by
clicking the Synchronous Scrolling button, found
in the Window group.
• Viewing one document in multiple
windows
1. Click the View tab.
2. In the Window group, click the New Window
button.
Modifying Documents
• Comparing two versions of a document
1. Click the Review tab.
2. In the Compare group, choose Compare-
Compare.
3. Choose the original document from the
Original Document drop-down list. The list
shows recently opened or saved documents.
Choose one, or use the Browse item to
summon the Open dialog box and hunt down
the document.
4. Choose the edited document from the
Revised Document drop-down list. Choose
the document from the list, or use the
Browse item to locate the changed, altered,
or mangled document.
5. Click OK
Customize the Ribbon
1. Click the File tab.
2. Choose Options.
3. In the Word Options window, choose
Customize Ribbon.
a. To add a new group to an existing tab, click the
tab on the right side of the window, and then
click the New Group button
b. To add commands to a custom group, click to
select the group you created. Locate the
command on the left side of the window, and
then click the Add button.
c. Add your own tab to the Ribbon by clicking the
New Tab button.
d. To restore the Ribbon to normal, click the Reset
button found in the lower-right corner of the
Customize window. Choose the command Reset
All Customizations.
Other Features
• Lock your document
1. Click the File tab.
2. Choose Info.
3. Click the Protect Document button.
 Mark as Final
 Encrypt with Password
 Restrict Editing
4. Choose an option and answer the questions
in the dialog boxes that appear.
5. Click OK.
Other Features
• Drop Cap
1. Select the first character of the first word at
the start of your text.
2. Click the Insert tab.
3. In the Text group, click the Drop Cap button.
4. Choose a drop cap style.
Other Features
• Map Ctrl+F to the Advanced Find
1. Click the File tab.
2. Choose Options to bring up the Word Options
dialog box.
3. Choose the Customize Ribbon item.
4. Click the Customize button, found at the
bottom of the dialog box.
5. From the list of Categories, choose Home
Tab.
6. From the list of Commands, choose EditFind.
7. Click the mouse in the Press New Shortcut
Key text box.
8. Press the Ctrl+F key combination on the
computer’s keyboard.
9. Click the Assign button.
10.Click OK.