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MODULE 1

The Word Basics


MODULE OBJECTIVES:
At the end of this Module, you will be able to:
Start a Microsoft Word Application
Close a Word Document
Exit the Word Application
Identify Microsoft Word Window Elements
Use the different Word Views
Use the Word Toolbars
Zoom In or Out of a Document
Make a Corrections on a Document
Copy, Paste, Cut and Move the Text
What is Microsoft Word?

MICROSOFT WORD is an integral part of the Microsoft family of products. Word


is a complete word-processing system that you can use to create many kinds of documents
such as letter and memos. It is a very powerful word-processor, which runs under the
windows platform.

1-1 Starting Microsoft Word


To start the Microsoft Word Program, use the start button. If you have installed
Word as part of the Microsoft Office Suite of programs.
Starting Word from the Start Menu

1. Click the Start Button on the Taskbar.


2. Point to All Programs.
3. Click the Microsoft Word.
Sometimes the Microsoft Word program may be located in a different folder.

Opening Existing Documents

1. Browse your folders and files under Windows Explorer or My Network.


2. Double-click the document that you want to open.

1-2 Closing a Document and Exiting Word


You can close a document after you finish working on it. Closing a document makes
more computer memory available for other processes. Closing a document is different
from exiting Word.

Closing a Document
Do one of the following:
• On the Office Button, click Close.
• Click the X Close Button of the Document Window.
• Press CTRL+F4.
Exiting Word
Do one of the following:
• On the Office Button, click Exit.
• Click the Close Button of the Program Window.
• Press ALT+F4.

1-3 Understanding the Microsoft Word Window Elements


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1. Title Bar displays the program name, Microsoft Word. If you have document opened
and maximized, the name of the document appear too.
2. Menu Bar contains the names of the Word Menus that are available. The menus
change depending on the task at hand.
3. Minimize Button shrinks the program window to a button on the taskbar.
4. Maximize Button expands the program window so it fills the entire screen. When
you click this button, a Restore Button appears in its place. You can click the latter to
restore the window to its original size.
5. Close Button closes the program window and exits the program.
6. Toolbars contain buttons that you may click to carry out commands that you use
most frequently. You can display additional toolbars you need them.
7. Horizontal Scroll Bar moves you to the left or right portion of the document. The
Vertical Scroll Bar moves you to the previous or the next page of the document.
8. Cursor or Insertion Point is the blinking vertical line in the document window that
indicates where the next character typed on the keyboard will appear.
9. Document Window displays the document you’re currently working on.
10 .VERTICAL AND HORIZONTAL RULER
1. View Buttons is used for to switch to different documents views.
2. Status Bar indicates information about a command or toolbar button, an operation in
progress, or the location of the insertion point.
3. Browse Button makes navigation through a document faster and easier.
1-4 Microsoft Views
Microsoft Word allows four different ways for the user to get a good view of
his/her work, depending on the task at hand.

Normal View
The is the preset view. It allows you to type, edit, and format text. It shows text
formatting but simplifies the layout of the page so that you can type and edit quickly.
Web Layout View
The Web Layout View displays a document in Word as it would appear in a Web
Page. In the Web Layout View, you can see AutoShape, Backgrounds, and other effects
commonly used in Web documents.
Print Layout View
In the Print Layout View, you can see how the object will be positioned on the
printed page. This view is useful for editing headers and footers, for adjusting margins, and
for working with columns, drawings objects, and frames.
Outline View
Outline View makes it easier for you to look at the structure of a document. You
can quickly move, copy, and reorganize text by dragging headings. You can collapse a
document. This allows you to see only the main headings. You can also expand it to see
the entire document.
Changing the View in Word
Do one of the following:
•On the View Menu, click the desired view.
•Click the Normal View Button, Web Layout View Button, Print Layout View Button, or
the Outline View Button on the horizontal scrollbar.

1-5 Using the Word Toolbars


The Microsoft Word personalized menus are relatively more advanced. The
most common commands are organized into toolbars. These contain buttons that you
can click to issue a command.
When you positioned the mouse pointer on a particular button on a toolbar, a
“tool tip” is displayed on screen. This tells you what that button is for.

Customizing a Toolbar
Customizing Toolbars allows you to display just those buttons that you need. You
can easily customize existing toolbars by adding and removing menus and buttons.
1-6 Zooming In or Out of a Document

Viewing the full Screen


To display as much of a document as is possible on the screen, you can switch to
full-screen mode. In this mode, Word removes distracting elements such as toolbars and
scrollbars.
Do one of the following:
•On the View Menu, click Full Screen.
•On the Print Preview, click the Full Screen Button on the Print Preview Toolbar.

Selecting Magnification
Do one of the following:
•On the View Menu, click Zoom, then select the desired level of magnification or type the
percentage opposite the Percent Box, click OK.
•Click the Zoom Drop-Down Button on the standard Toolbar, then select the desired level
of magnification. You may also type the Percentage in the box before pressing ENTER.
1-7 Making Corrections of a Document
I guess you may have noticed that in order to make corrections, you naturally
have to go back to points where you have committed mistakes in, to correct them. Well,
that is general procedure. If you’re not familiar with using computers, you tend to use the
BACKSPACE when correcting parts of your document.

Inserting Text
Do one of the following:
•Move the cursor to the location of the text to be inserted, and then type the additional
text.

Overtyping Text
Overtyping means typing over an existing text. It means that you do not have to
delete the text to type the correct one.

Switching the Overtype Mode On and Off


•Press the INSERT Key.
Make sure that you’re cursor is positioned at the point where you want to begin
typing over existing text, before switching to overtype mode. After doing this, type the new
text.
Clicking and Typing
The Click and Type feature allows you to quickly add text to a position on a page.
Just double click the spot where you want to add text in, then type the new text.

Changing Text
To change an existing text to a new one, simply select the text that you want to
change. Then type the new one. To select the text, just double-click it.

Highlighting Text in a Document


Highlighting texts simply means selecting the text then that you want to include
in certain tasks like cutting, copying, and pasting.
you can select a character, a word, a group of words, an entire text line, a
sentence, a paragraph, a large block of text, or an entire document.

Selecting a Character
Do one of the following:
•Click before (or at the left of) the character and then drag to select the character.
•Move the cursor before the character. Hold the SHIFT key, then press the Right-Arrow
Key.
Selecting a Word
Do one of the following:
•Double-click the word.
•Click before the word and then drag to select the word.
•Move the cursor before the word, hold the SHIFT+CTRL keys, then press the right-arrow
key.

Selecting a Group of Words


Do one of the following:
•Click before the first word. Hold the left mouse button down, then drag to select the
following words.
•Double-click the first word. Hold the left mouse button down then, drag to select the
following words.
•Move the cursor before the first word. Hold down the SHIFT+CTRL Keys, then press the
right-arrow key to select the words.

Selecting an Entire Text Line


Click the left margin that is in line with text line that you want to select.

Selecting a Sentence
Hold the CTRL Key, then click any part of the sentence.
Selecting a Paragraph
Do one of the following:
•Triple-click any part of the sentence.
•Double-click the left margin that is in line with the paragraph that you want to select.

Selecting a Large Block of Text


Click before the first word. Hold down the SHIFT Key until you click the spot after
the last text that you want to select.

Selecting Entire Document


Do one of the following:
•Press CTRL+A.
•Triple-click on the left margin.

Selecting a Vertical Block of Text


Hold down the ALT Key, then drag to select the block of text.
1-8 Using Copy, Paste, Cut and Move Text
Copying Texts
copying texts places a duplicate text on the Office Clipboard without removing
the existing text in the documents.
Do one of the following after you have selected texts to be copied:
•Click the Copy Button on the Standard Toolbar.
•Right-click the selected text, then click Copy.
•Press CTRL+C.

Pasting Texts
Do one of the following:
•Click the Paste Button on the Standard Toolbar.
•Right-click, then click Paste.
•Press CTRL+C twice, then click the item that you want to paste from the Office Clipboard.
you can quickly copy and paste using the drag-and-drop procedure. To do so, hold
down the CTRL Key then drag the selected text to the location where you want to place the
copied text.

Cutting the Text


Do one of the following after selecting the text that you want to cut:
•Click the Cut Button on the Standard Toolbar.
•Right-click the selected text, then click Cut.
•Press CTRL+X.
Moving the Text
You can move text by either dragging-and-dropping or using the F2 Key.

Drag-and-Drop Text
1. Select the text that you want to move.
2. Click on the selected text and hold down the mouse button.
3. Move the cursor to the location where you want to place the text, then release the
mouse button.

Using the F2 Key


1. Select the text that you want to move.
2. Click on the selected text and hold down the mouse button.
3. Move the cursor to the location where you want to place the text then press ENTER.

Deleting the Text


Deleting texts means removing these without saving such in the Office Clipboard.
Do one of the following:
• Click the spot before the character you want to delete. Press the DELETE Key.
• Click the spot after the character you want to delete, then press the BACKSPACE Key.
• Press CTRL+DELETE to delete the next word.
• Press CTRL+BACKSPACE to delete the preceding word.
• Select the text you want to delete, then press either the DELETE or BACKSPACE Keys.
1-9 Using Office Clipboard
One of the features of Microsoft Word is the Office Clipboard which can
hold up to 24 copied or cut items at a time.
You can use the Office Clipboard to copy and paste items on a document.

Displaying the Office Clipboard


Press CTRL+C twice.

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