Microsoft Word

Basics
for
Teachers
By
Ramya Sriram
 Aims of the Presentation
 
At the end of this session, you will be able to:

 Design the page layout of the document.

 Organize and format text in MS-Word.

 Apply basic features of MS-Word.

 Produce error-free and structured document.

 Make attractive Word documents.

 Features of Word Document

1. Opening a New document

8. Header & Footer
2. Saving a document
9. Setting the Orientation
3. Designing Page layout
10. Find and Replace
4. Formatting Text
11. Superscript & Subscript
5. Spelling & Grammar
12. Bullets and Numbering
6. Inserting Page border
13. Dividing page into
7. Undo & Redo commands
columns
 Think and Reflect…
 When you want to create a worksheet/question paper/lesson plan, which application
software do you use?

 What is MS-Word?

 Do you think MS-Word is the right choice to prepare documents related to teaching and
learning? If so, justify your answer.

 Have you ever got stuck when you want to change the appearance of the document after
completing it?

 How do you ensure that you have created an error-free (like spelling, grammar) document?

 Have you ever tried making your worksheets/question papers more attractive by using
features of MS-Word? If so, what features have you used?
 New Terminologies

1. Page layout 11. Ruler

2. Header/Footer 12. Zoom
3. Page Number 13. Find and Replace
4. Page border 14. Spelling & Grammar
5. Watermark 15. Synonyms
6. Portrait Orientation 16. Paragraph spacing
7. Landscape Orientation 17. Text Alignment
8. Margins 18. Bullets & Numbering
9. Columns 19. Superscript
10. Format 20. Subscript
 Phase - 1

Exploring and
Designing
Page Layout
 Starting Word Document
To open Microsoft Word, click
Start button , and click
Microsoft Word 2010. A blank document will be opened as given below.
 MS-Word Screen Elements
File Tab Title bar
Quick Access Toolbar

Ribbon Tabs
Ribbo
n
Groups

Ruler Ruler

Work Area

Status bar View

Controls
 Exploring Page Layout
options in MS-Word
Setting Page layout defines how a page will appear when it is printed. It has
elements like Margins, Orientation, Size and Columns.
 Setting Page Margins
A margin is the space between the text and the edge of the document. There are four margins – Top, right,
left, bottom. Depending on our requirement, we can change the margin size.

Click Page Layout tab and click

Margins. Choose Narrow margins to Alternatively, we can click and drag the margin as per our
reduce the space between the text requirement.
and the edge of the document.

If the
Margins are
not visible,
click View tab
and check on
Ruler box.
 Setting Page Orientation
Page orientation is the direction in which a page is displayed or printed. Click Page Layout and click
Orientation. There are two options available – Portrait and Landscape.

Portrait (Vertical Viewing) Landscape (Horizontal viewing)

We usually use Portrait orientation for making We usually use Landscape orientation for
worksheets/question papers. making class Timetable.
Setting Page Size
Page Size setting helps us to customize the size of
the page. Click Page Layout tab and click Size and
Select the size of the page. For the worksheets
and question papers, A4 setting is used.

If the size of the

page is changed,
then Printer
setting also need
to be changed
while printing.
 Adjusting Paragraph spacing
Paragraph spacing helps to adjust the space in
between the paragraphs. It is used to increase the
space between the lines to improve readability or
decrease the space to fit more text in the page.
Click Page Layout. By changing the Left indent to
3.5 cm, the text is indented left by 3.5 cm and
by changing the After spacing to 0 pt, the space
between the lines is reduced.

Spacing
Spacing Left between
between indent is
Left lines
lines increased
indent reduced
Phase - 2

Editing
and
Document
 Formatting Text (Font Style, Color and Size)
Type the content in the word document. MS-Word has features to format the text like changing the Font
style, Color, Size, Bold, italic and underline.
Type the text and select it by clicking and dragging over Click on the Size List box in Home tab and select the
the text. number for the size.

In Home tab, click Font Style list box and select any font Click on the Color List box and select the colour for
style of your choice. the text..
 Formatting Text (Bold, Italic, Underline)
Type the text and select it by clicking and dragging over the text.
To remove
Bold, Italic,
Underline
effects, click
on B, I, U
icons.

Click B icon in Home tab to make the text appear dark. Click I icon in Home tab to make the text appear slanting.

Click Text Highlighter color in Home tab to

Click U icon in Home tab to underline the text. highlight the text.
 Undo & Redo Commands
The Undo & Redo commands are found in Quick Access Toolbar.
Undo Redo

To reverse the last action, Undo command is
used. For example, you deleted a text and want
to bring it back again, then use Undo command.
The shortcut key for Undo is ctrl + Z
The Redo command does the undo function
again. For example, you deleted a text and
perform Undo command (now the text appears
on the page). But then you decide not to have
the text on the page, then use Redo command
to delete the text again. The shortcut key for
Redo is ctrl + Y.
 Editing Text (Copy-paste)
The Copy command creates a duplicate of the selected text. The commands for copy-
paste are found in Clipboard group of Home tab. The shortcut key for Copying is ctrl + C

Click on the place in the document where the

Select the text which has to be copied. Click
text has to be pasted. Click Paste command in
Copy command in the Home tab (or press
the Home tab (or press ctrl+V in the keyboard).
ctrl+C in the keyboard). The selected text
The text will be pasted.
will be copied.
 Editing Text (Cut-paste)
The Cut command removes the selected text from the original position. The commands for
cut-paste are found in Clipboard group of Home tab. The shortcut key for Cut is ctrl + X.

Select the text which has to be cut. Click Cut Click on the place in the document where the
command in the Home tab (or press ctrl+X in text has to be pasted. Click Paste command in
the keyboard). The selected text will be cut the Home tab (or press ctrl+V in the
(removed from the original position). keyboard). The text will be pasted.
 Copy Formatting
To copy formatting quickly and repeatedly, Format Painter in the Home tab can be used. Copy-Pasting text is the
common task. You can also copy-paste formatting from one block of text to other (including graphics).
To copy formatting effects of the text, select the text The same formatting effect will be applied to
and click Format Painter icon in Home tab. the selected text.

The cursor changes to Paint brush. Now select the To copy formatting to
text for which the formatting has to copied. multiple blocks of
text or images,
double-click the
“Format Painter” icon To stop copying
and click on the text formatting,
or images where the click “Format
formatting has to be Painter” once
copied. again or press
“Esc” key.
 Text Alignment (Center & Right Align)
Text alignment determines the location of the content from the margin. The four alignment types are Align Left,
Center, Align Right, Justify.

To make the text appear in the center (even gap on To make the text appear along the Right margin, Select
each side of the margin), Select the text and click the text and click Align Right icon in the Home tab.
Center Align icon in the Home tab. The text will be The text will be aligned Right.
aligned Center.
 Text Alignment (Left Align & Justify)
To make the text appear along the Left margin, select the
text and click Align Left icon in the Home tab. The text will
be aligned left.

To make the text appear evenly along the left and the right
margin, select the text and click Justify icon in the Home tab.
The text will be justified along the left and right margins.
 Bullets
Applying Bullets and numbering, sets a bullet character or a numeral to the start of the text.

Select the text and click Bullets command in The bullets will be placed before the
the Home tab. A list of the bullets will be selected text.
displayed. Click on the bullet of your choice.
 Numbering
Select the text and click Numbering command The Numbering will be placed before the
in the Home tab. A list of the Numbering selected text.
formats will be displayed. Click on the
Numbering format of your choice.

To remove
Bullets/Numbe
ring, click
Bullets/Numbe
ring and click
None
 Superscript
To make a letter, number or symbol
appear above the line of text, select the
letter/number/symbol and click
Superscript command in Home tab. The
selected letter/number/symbol will move
higher than the rest of the text.

Subscript
To make a letter, number or symbol appear
below the line of text, select the
letter/number/symbol and click Subscript
command in Home tab. The selected
letter/number/symbol will move lower than
the rest of the text.
 Line Spacing
Line spacing is the space between each line in a paragraph. We can increase or decrease the line
spacing in the document.

Select the lines and click Line Spacing Paragraph box appears. Specify “0” for After
command in Home tab and click Line Spacing to reduce the space between the lines
Spacing Options. and click OK button.. This accommodates more
content in a page.
 Indentation

Click Increase Indent icon in

Home tab. The paragraph moves
away from the left margin.
Select the lines of text or Click Decrease Indent icon in
paragraph in the document. Home tab. The paragraph moves
closer to the left margin.
 Dividing Page into columns
Splitting the page helps to place the text side by side on a page. For teachers, this feature will be useful for
creating “Match the Following” question.

Write the list of words which
appear on the left side and the
right side of “Match the
following” question one below the
other.
To split this list of words as “Match
the following” question, select the
words which you want to split and
click Page Layout and click Columns
and select Two.
The text is divided into two columns
and looks good for a “Match the
following” question.
 Page Border (Style)
Page Border provides a visual border in the document and makes it attractive.

Click Page Layout and Click Page Borders. The The selected page border will be inserted
Borders and Shading box appears. From the Style on every page of the document.
List, Choose any border of your choice and click OK
button.
 Page Border (Art)
Page Border provides a visual border in the document and makes it attractive.

Click Page Layout and Click Page Borders. The The selected page border will be inserted
Borders and Shading box appears. From the Art on every page of the document.
List, Choose any border of your choice and click OK
button.

To remove
Border, click
Page Layout 
Page Borders
 None (under
Settings)
 Watermark To remove
watermark, click
Watermarks are faded text or pictures which are placed behind the text in the document. Page Layout 
Watermark 
Remove
Watermark
Printed Watermark box appears. Click
on Text watermark. Type the text for
The text will appear as
the watermark in the Text box. Choose
Click Page Layout and Click Watermark. the Font, Size and Color and click watermark on every
Select Custom Watermark. Apply button. page of the document.
 Header
Inserting Header helps to repeat a block of text on top of every page. It is useful for showcasing
information like school logo on top of every page of the worksheet/question paper.

Click Insert and click Header. Select Blank Header. Type the text (E.g. School Document in this case)
A blank header will be inserted on the top of the page. and press Esc key to come out of Header area.

To remove
The Header will be header, Click
inserted at the top of Insert 
every page of the Header 
Remove Header
document.
 Footer
Inserting Footer helps to repeat a block of text at the bottom of every page. It is useful for showcasing
information like school logo at the bottom of every page of the worksheet/question paper.

Click Insert and click Footer. Select Blank Footer. A Type the text (E.g. School Document in this case)
blank footer will be inserted at the bottom of the page. and press Esc key to come out of footer area.

To remove
The Footer will be Footer, click
inserted at the bottom Insert 
Footer 
of every page of the
Remove Footer
document.
 Page Number
Inserting Page Numbers in the worksheet or question paper, gives a clear idea for the students about the
total number of pages in the worksheet/question paper and currently they are in which page.

Click Insert and click Page Number. Select Bottom The current page number out of total number of pages
of Page from the list. Click Bold Number 3 option. in the document will be displayed at the bottom right
corner of every corner page (E.g. Page 1 of 4).

To remove
Page Number,
click Insert 
Page Number
 Remove
Page Numbers
 Phase - 3

Creating
Error-free
Structured document
 Change Case (Upper Case & Lower Case)
After finishing the whole document, if the case (upper case and lower case) of the text has to be changed,
then Change Case feature can be used.

To change from upper case to lower case, select

the text and click Home tab and click Change Case
command and select Lower Case.

The selected (Upper Case) text

will be changed to lower case.

To change from lower case to upper case, select

the text and click Home tab and click Change Case
command and select Upper Case.

The selected (lower Case) text

will be changed to upper case.
 Change Case (Sentence Case & Capitalize Each Word)
To change the text to Sentence case (where the first letter
of the sentence will be upper case) select the text and click
Home tab and click Change Case command and select
Sentence Case.

The first letter of the sentence

is changed to upper case.

To capitalize the first letter of each word, select the text

and click Home tab and click Change Case command and
select Capitalize Each Word.

The first letter of each word is

changed to upper case.
 Find and Replace
After completing the whole document, if a particular word has to be replaced by some other
word, then Find and Replace feature would be useful.

To replace a particular word with another

word (E.g. replacing “Learn” with “Teach” in
this case) in the document, click Replace
command in Home tab.
 Find and Replace (Contd…)
All the “Learn” words will be replaced by
“Teach” words.

The Find and Replace box appears. Type “Learn”

in “Find What” and type “Teach” in “Replace
with” box and click “Replace All” button.
 Spelling and Grammar Check
After finishing the whole document, it is a good practice to do Grammar and spell check
to rectify any errors.

Click Review tab and click Spelling & Grammar. If there are no errors,
a message box will be displayed saying “You’re good to go”.
 Spelling and Grammar Check (Contd…)
The words with grammatical errors get underlined with green wavy line indicating the error. Click Review tab
and click Spelling & Grammar. Spelling and grammar box appears with suggestions for corrections. Choose the
correct word and click Change button.

The words with spelling errors get underlined with red wavy line indicating the error. Click Review tab and click
Spelling & Grammar. Spelling and grammar box appears with suggestions for corrections. Choose the correct
word and click Change button.
 Synonyms
To check whether the right vocabulary has been used or to find the synonym for a
particular word in the word document, Thesaurus tool can be used.
Select the word and click Review tab and
click Thesaurus. The Thesaurus pane will
be displayed on the right-side of the Alternatively, we can right-click on the
screen with the list of synonyms for the word to get the list of synonyms.
selected word.
 Different View Controls
Before taking printout, it is better to view pages in different ways to get an idea how page will be printed. There
are many ways a document can be viewed – Read Mode, One Page, Multiple Pages, Print Layout.

The View Controls are located at the lower-right corner

of the Word Document which can also be used for view
purpose.

Read Print Zoom

Mode Layout
Different View Controls (Print Layout)
When a Word Document is started, it will be opened in Print Layout view which
is where editing and formatting of the Word document is done.

Click View tab and observe the document is already in Page Layout view.
 Different View Controls (Read Mode)
Read Mode is a full-screen view that hides extraneous information like tools, menus and Panes.
This view is useful for reading purpose.

The document will be displayed in reading mode with

all the tools and menus hidden for easy reading.
Click View and click Read Mode in Views group. Press “Esc” key to return to Print Layout view.
 Different View Controls (One Page & Multiple Page

Multiple Pages view displays as many pages

One Page view displays a single page on the side by side as it can fit depending on the
screen. Click View and click One Page. Zoom that has been chosen. Click View and
click Multiple Pages.

Zoom
 Saving the document
The Name we gave
while saving the
document appears
in the Title bar of
the document.

Click File Tab

Choose a Folder where you want to save your

You can keep document and type the name for your document and
saving your
documents by
click Save button.
Click Save As option
pressing Ctrl+S
keys together.
 Task : Choose any topic from your subject and prepare a study material
for minimum two pages using Word Document.

 Criteria :

• Set the page layout as portrait, narrow margin and adjust paragraph and line
spacing.
• Ensure to format your document like font style, color, size, bold, italic, underline,
highlight text.
• Insert Page border, header, footer, watermark and page number.
• Ensure to have bullets and numbering and superscript.
• Check for spelling and grammar of your document.
• Save your document and upload it in TCS iON digital hub.
 Thank You
and
Have a Great Time
using
MS-Word!