MS WORD BASIC CONTENTS

Create a New Document

there are several ways to create new documents, open existing documents, and save documents in Word:

 Click the Microsoft Office Button and Click New  or

 Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices
about the types of documents you can create. If you wish to start from a blank document, click Blank.  If
you wish to start from a template you can browse through your choices on the left, see the choices on center
screen, and preview the selection on the right screen.

Opening an Existing Document

 Click the Microsoft Office Button and Click Open, or

 Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or
 If you have recently used the document you can click the Microsoft Office Button and click the
name of the document in the Recent Documents section of the window Insert picture of recent
docs

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Saving a Document

 Click the Microsoft Office Button and Click Save or Save As (remember, if you’re
sending the document to someone who does not have Office 2007, you will need to click the
Office Button, click Save As, and Click Word 97-2003 Document), or
 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
 Click the File icon on the Quick Access Toolbar

Renaming Documents
To rename a Word document while using the program:

 Click the Office Button and find the file you want to rename.
 Right-click the document name with the mouse and select Rename from the shortcut menu.
 Type the new name for the file and press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple documents at once. 
All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows.  The
current document has a checkmark beside the file name.  Select another open document to view it. 

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Document Views
There are many ways to view a document in Word. 

 Print Layout:  This is a view of the document as it would appear when printed.  It includes all
tables, text, graphics, and images.
 Full Screen Reading:  This is a full view length view of a document.  Good for viewing two
pages at a time.
 Web Layout:  This is a view of the document as it would appear in a web browser.
 Outline:  This is an outline form of the document in the form of bullets.
 Draft:  This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the screen
or:

 Click the View Tab on the Ribbon

 Click on the appropriate document view.

Close a Document
To close a document:

 Click the Office Button

 Click Close

Typing and inserting Text

To enter text, just start typing! The text will appear where the blinking cursor is located. Move
the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking
the left button. The keyboard shortcuts listed below are also helpful when moving through the
text of a document:

Move Action Keystroke

Beginning of the line HOME

End of the line END

Top of the document CTRL+HOME

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 End of the document CTRL+END

Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the
desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the
keyboard while using the arrow buttons to highlight the text. The following table contains
shortcuts for selecting a portion of the text:

Selection Technique

Whole word double-click within the word

Whole paragraph triple-click within the paragraph

Several words or drag the mouse over the words, or hold down SHIFT while using the
lines arrow keys

Entire document choose Editing | Select | Select All from the Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the
keyboard.

Inserting Additional Text

Text can be inserted in a document at any point using any of the following methods:

 Type Text:  Put your cursor where you want to add the text and begin typing
 Copy and Paste Text:  Highlight the text you wish to copy and right click and click Copy, put
your cursor where you want the text in the document and right click and click Paste.
 Cut and Paste Text:  Highlight the text you wish to copy and right click and click Cut, put your
cursor where you want the text in the document and right click and click Paste.
 Drag Text:  Highlight the text you wish to move, click on it and drag it to the place where you
want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon. 

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Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the
Ribbon.
Insert picture of clipboard group labeled

 Move text:  Cut and Paste or Drag as shown above

 Copy Text:  Copy and Paste as above or use the Clipboard group on the Ribbon
 Paste Text:  Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the
Clipboard group to Paste, Paste Special, or Paste as Hyperlink

Deleting Blocks of Text

Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the
left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using
any of the methods outlined above and press the DELETE key.

Search and Replace Text

To find a particular word or phrase in a document:

 Click Find on the Editing Group on the Ribbon

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  To  find and replace a word or phrase in the document, click Replace on the Editing Group of the
Ribbon.

Undo Changes
To undo changes:

 Click the Undo Button on the Quick Access Toolbar

Styles
A style is a format enhancing tool that 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.

Change Font Typeface and Size

To change the font typeface:

 Click the arrow next to the font name and choose a font. 

 Remember that you can preview how the new font will look by highlighting the text, and hovering
over the new font typeface.

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To change the font size:

 Click the arrow next to the font size and choose the appropriate size, or
 Click the increase or decrease font size buttons.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize text.  They include:  Bold, Italic,
and Underline.  To add these to text:

 Select the text and click the Font Styles included on the Font Group of the Ribbon, or
 Select the text and right click to display the font tools

Change Text Color

To change the text color:

 Select the text and click the Colors button included on the Font Group of the Ribbon, or
 Highlight the text and right click and choose the colors tool. 
 Select the color by clicking the down arrow next to the font color button.

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Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker.  To highlight text:

 Select the text

 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter click on down arrow next to the highlight button.

Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to
have the same formatting, you can copy the formatting.  To copy the formatting, do the following:

 Select the text with the formatting you want to copy.

 Copy the format of the text selected by clicking the Format Painter button on the Clipboard
Group of the Home Tab
 Apply the copied format by selecting the text and clicking on it.

Clear Formatting
To clear text formatting:

 Select the text you wish to clear the formatting

 Click the Styles dialogue box on the Styles Group on the Home Tab
 Click Clear All

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 Formatting paragraphs allows you to change the look of the
overall document.  You can access many of the tools of paragraph formatting by clicking the Page Layout
Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.

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Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear.  To change the alignment:

 Click the Home Tab

 Choose the appropriate button for alignment on the Paragraph Group.

 Align Left:  the text is aligned with your left margin

 Center:  The text is centered within your margins
 Align Right:  Aligns text with the right margin
 Justify:  Aligns text to both the left and right margins.

Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins. There are several options
for indenting:

 First Line:  Controls the left boundary for the first line of a paragraph
 Hanging:  Controls the left boundary of every line in a paragraph except the first one
 Left:  Controls the left boundary for every line in a paragraph
 Right:  Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

 Click the Indent buttons to control the indent. 

 Click the Indent button repeated times to increase the size of the indent.

 Click the dialog box of the Paragraph Group

 Click the Indents and Spacing Tab
 Select  your indents

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Add Borders and Shading
You can add borders and shading to paragraphs and entire pages.  To create a border around a paragraph or
paragraphs:

 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options

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Apply Styles
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

 Select the text you wish to format. 

 Click the dialog box next to the Styles Group on the Home Tab. 
 Click the style you wish to apply. 

Create Links
Creating links in a word document allows you to put in a URL that readers can click on to visit a web
page.  To insert a link:

 Click the Hyperlink Button on the Links Group of the Insert Tab. 
 Type in the text in the “Text to Display” box and the web address in the “Address” box.

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Change Spacing Between Paragraphs and Lines
You can change the space between lines and paragraphs by doing the following:

 Select the paragraph or paragraphs you wish to change.

 On the Home Tab, Click the Paragraph Dialog Box
 Click the Indents and Spacing Tab
 In the Spacing section, adjust your spacing accordingly

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The use of Styles in Word will allow you to quickly format a document with a consistent and professional
look.  Styles can be saved for use in many documents.

Apply Styles
There are many styles that are already in Word ready for you to use.  To view the available styles click the
Styles dialog box on the Styles Group in the Home Tab.  To apply a style:

 Select the text

 Click the Styles Dialog Box
 Click the Style you choose

Creating New Styles

You can create styles for formatting that you use regularly.  There are two ways to do this:  New Styles or
New Quick Styles.

New Styles
To create a new style:

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 Click the Styles Dialog Box
 Click the New Style Button

 Complete the New Style dialog box. 

 At the bottom of that dialog box, you can choose to add this to the Quick Style List or to make it
available only in this document.

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New Quick Style
To create a style easily:

 Insert your cursor anywhere in the chosen style

 Click the Styles dialog box

 Click Save Selection as New Quick Style

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Style Inspector
To determine the style of a particular section of a document:

 Insert cursor anywhere in the text that you want to explain the style
 Click the Styles Drop Down Menu
 Click the Style Inspector Button

Tables are used to display data in a table format. 

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Create a Table
To create a table:

 Place the cursor on the page where you want the new table
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group.  You can create a table one of four ways:

 Highlight the number of row and columns

 Click Insert Table and enter the number of rows and columns
 Click the Draw Table, create your table by clicking and entering the rows and columns
 Click Quick Tables and choose a table

Enter Data in a Table

Place the cursor in the cell where you wish to enter the information.  Begin typing.

Modify the Table Structure and Format a Table

To modify the structure of a table:

 Click the table and notice that you have two new tabs on the Ribbon:  Design and Layout.  These
pertain to the table design and layout.

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On the Design Tab, you can choose:

 Table Style Options

 Table Styles
 Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon.  This Layout tab allows
you to:

 View Gridlines and Properties (from the Table Group)

 Insert Rows and Columns (from the Rows & Columns Group)
 Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and Decrease cell size (Cell Size Group)
 Align text within the cells and change text directions (Alignment Group)

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

Symbols and Special Characters

Special characters are punctuation, spacing, or typographical characters that are not generally available on
the standard keyboard. To insert symbols and special characters:

 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Symbol button on the Symbols Group
 Choose the appropriate symbol.

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Equations
Word 2007 also allows you to insert mathematical equations.  To access the mathematical equations tool:

 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Equation Button on the Symbols Group
 Choose the appropriate equation and structure or click Insert New Equation

 To edit the equation click the equation and the Design Tab will be available in the Ribbon

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Illustrations, Pictures, and SmartArt
Word 2007 allows you to insert illustrations and pictures into a document.  To insert illustrations:

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Clip Art Button
 The dialog box will open on the screen and you can search for clip art.
 Choose the illustration you wish to include

To insert a picture:

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Picture Button
 Browse to the picture you wish to include
 Click the Picture
 Click Insert

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Smart Art is a collection of graphics you can utilize to organize information within your document.  It
includes timelines, processes, or workflow. To insert SmartArt

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the SmartArt button
 Click the SmartArt you wish to include in your document
 Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

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Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the
cursor to the size you want the picture.

Watermarks
A watermark is a translucent image that appears behind the primary text in a document.  To insert a
watermark:

 Click the Page Layout Tab in the Ribbon

 Click the Watermark Button in the Page Background Group
 Click the Watermark you want for the document or click Custom Watermark and create your
own watermark
 To remove a watermark, follow the steps above, but click Remove Watermark

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Macros are advanced features that can speed up editing or formatting you may perform often in a Word
document. They record sequences of menu selections that you choose so that a series of actions can be
completed in one step.

Recording a Macro
To record a Macro:

 Click the View Tab on the Ribbon

 Click Macros
 Click Record Macro

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 Enter a name (without spaces)
 Click whether you want it assigned to a button (on the Quick Access Toolbar) or the keyboard (a
sequence of keys)
 To assign the macro a button on the Quick Access Toolbar:

 Click Button
 Under the Customize Quick Access Toolbar, select the document for which you want
the Macro available

 Under Choose Commands:  Click the Macro that you are recording
 Click Add
 Click OK to begin Recording the Macro
 Perform the actions you want recorded in the Macro
 Click on Macros
 Click on Stop Recording Macros

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  To assign a macro button to a keyboard shortcut:

 Click Keyboard
 In the Press New Shortcut Key box, type the key sequence that you want and click
Assign

 Click Close to begin recording the Macro

 Perform the actions you want recorded in the Macro
 Click on Macros
 Click on Stop Recording Macros

Running a Macro
Running a macro depends on whether it’s been added to the Quick Access Toolbar or if it’s been given a
Keyboard Shortcut.

 To run a Macro from the Quick Access Toolbar, simply click the Macro Icon

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  To run a Macro from the Keyboard shortcut, simply press the keys that you have programmed to
run the Macro.

The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in
the Table of Contents.  For example:  Heading 1, Heading 2, etc. based on the content of your document.  
When you add or delete headings from your document, Word updates your Table of Contents.  Word also
updates the page number in the table of contents when information in the document is added or deleted.
When you create a Table of Contents, the first thing you want to do is mark the entries in your document. 
The Table of Contents is formatted based on levels of headings.  Level 1 will include any text identified
with the style Heading 1. 

Mark Table of Contents Entries

You can mark the Table of Contents entries in one of two ways:  by using built-in heading styles or by
marking individual text entries. 

To Use Built-In Heading Styles

 Select the text that you wish to be the heading

 Click the Home Tab
 In the Styles Group, click Heading 1 (or the appropriate heading)

 If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery
 If the style you want does not appear click Save Selection as New Quick Style

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To Mark Individual Entries:

 Select the text you wish to make a heading

 Click the References Tab
 Click Add Text in the Table of Contents Group
 Click the Level that you want to label your selection

Create a Table of Contents

To create the table of contents:

 Put your cursor in the document where you want the Table of Contents
 Click the References Tab
 Click the Table of Contents button

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Update Table of Contents
If you have added or removed headings or other table of contents entries you can update by:

 Apply headings or mark individual entries as directed above

 Click the References Tab in the Ribbon
 Click Update Table

Delete Table of Contents

To delete a table of contents:

 Click the References Tab on the Ribbon

 Click Table of Contents
 Click Remove Table of Contents

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Track Changes is a great feature of Word that allows you to see what changes have been made to a
document.  The tools for track changes are found on the Reviewing tab of the Ribbon.

Begin Track Changes

To keep track of the changes you’ll be making to a document, you must click on Track Changes icon. 
To start Tracking Changes:

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  Click Review Tab on the Ribbon
 Click Track Changes
 Make the changes to your document and you will see any changes you have made.

Document Views
There are four ways to view a document after you have tracked changes:

 Final Showing Markup:  This shows the document with the changes displayed
 Final:  This shows the changed document, without the changes displayed
 Original Showing Markup:  The original document with the changes displayed
 Original:  The original document without any changes.

To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon.

The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to
view different authors’ comments. 

Accept or Reject Changes

When you view the changes in a document you can either choose to accept or reject the changes.  This
allows you to review the document by each change to accept or reject each change.

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Comments
The New Comments icon also lets you add comments to the document.  To add a new comment, put your
cursor where you would like to add the comment and click on New Comment.

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