LESSON 1: What is Microsoft Word?

Word is used to “create beautiful documents, easily work with others, and enjoy the read.” The
types of documents you can create with Word include:
! Letters – personal, business (including résumés), creative or general notes
! Notices – basic flyers, menus, checklists
! Reports – for school, work or a special interest group

Word has excellent tools and a work area that resembles a sheet of paper. Word Word 2016 desktop icon
templates on the Welcome Page offer pre-designed documents. Browse them to visualize what is
possible with Word. Click on a template to see a description and suggested use for the template.
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Quick Access Toolbar
The Quick Access Toolbar is above the Tabs and has commands used most often, including “Save”.
Place the mouse arrow over each icon (do not click) to see the name and use for each icon.
You may customize the commands in the toolbar if you click the black arrow at the end of the toolbar.
The Undo command “takes back” any changes made to the document. For example, type “Undo” in the
blank document you have open, then click Undo in the Quick Access Toolbar. Undo keeps track of actions
by sequence; if you accidentally erase (change) data in your file, click Undo right away to get it back. On
that note, it is important to “save early and save often.” (See “Saving Your Work” on page 5.)

Save Undo Quick Access Toolbar

Quick Access Toolbar & “Undo” button

File Menu
The File Menu contains actions at the file level. Click the blue “File” tab to the far left of the tabs. What
you’ll see is the “backstage” area. From here, you can create a New document, Open an existing one,
Save changes to the current document, Save As a different file with a different name, Print the current
document, and other options. Click the “back arrow” at the top to exit the backstage area.

Title Bar, Help Menu, Ribbon Display Options

The Title Bar shows the name of the program and the name (title) of your document. (Top-most bar in
program window.) A new document has a temporary title, Document1, until you “Save As” with a
different name. To the far right on the Title Bar is the Help Menu and Ribbon Display options.
The Help Menu has articles on using the software. Not sure how to perform a certain action or where to
find a command? Click the question mark icon to browse Help articles, or search for specific topics.
Ribbon Display Options allow you to see more or less of the Ribbon and the work area, as a result.
Take a moment to locate and explore these features in the Word program window.

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 Title Bar Help Menu Ribbon Display Options

Title Bar, Help Menu & Ribbon Display Options

Using Tools in Word

Start learning about word processing by working in a Microsoft Word 2016 document.

A. Save Your Work

To make sure you don’t lose your work on a document, you should “save early and save often.” Let’s start
by saving the document you have open in Word 2016:
1.! Click the blue File Button near the Tabs. Learn more about “File Menu” on page 4.
2.! Click Save As. This option is for saving, or naming, a file for the first time. You may create different
versions of a file by “saving as” a new name. Learn more in “Quick Access Toolbar” on page 3.
3.! Click “Computer”. See TIP below and “Saving With OneDrive” (page 11) for “cloud” storage info.
4.! Click “My Documents” folder. On KCLS computers, files saved to “My Documents” folder are erased
at the end of your session. Consider a USB drive, or OneDrive for long-term storage.
5.! Name file “My Practice Document”. Generally, choose a name that is easy to remember.
6.! Click Save.

! TIP: Have a Microsoft account with Outlook.com, Hotmail.com or Live.com? Microsoft Office 2016
Programs offer “cloud” file storage through OneDrive. Click OneDrive instead of “Computer” to log
in, save the file and access anyplace through the Internet. Learn more at bit.ly/office2016cloud.

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 Word 2016 Backstage View – “Save As” to “My Documents” on KCLS computers

Get Ready for Typing

The main workspace in Word resembles a piece of paper on your screen. Note the vertical blinking line,
the cursor, near the top left of the paper. Cursor and mouse pointer shape offer hints in Word.

The Cursor
The cursor indicates where text will appear as you type; it also indicates font size for that spot. Earlier,
you created a document from the “Facet design (blank)” template on the Welcome Page. Note the size of
the cursor next to the word “Title”. What is the font size value for the word “Title”? (Look toward the
Font Group in the ribbon.)
Now move your mouse pointer in front of the word “Heading” and left-click once. This moves the cursor.
Note the cursor size and font size value in the font size box. What is the font size value?

Mouse Pointer Shape

You may have noticed the mouse pointer changes shape as you move to different areas in Word.
The two most common shapes indicate different functions. The mouse pointer arrow is for clicking
commands, or buttons in general. The mouse pointer text tool
(I-Beam) is for selecting text or positioning cursor for typing. You
will use the document you have open now to practice using
various key Groups and Commands in the Word
Mouse pointerarrow Mouse pointer text tool
Ribbon. Let’s select and change text in your document.

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Selecting Text
Selecting text to make edits is an important word processing skill. A common way to select text is:
1.! Place mouse pointer text tool next to the text. In this case, place it next to next to “T” in “Title”.
2.! Press the left mouse button.
3.! Drag it across the text.
4.! Let go of the left mouse button.
Notice “Title” is selected (highlighted). Go ahead and type “My Practice Document”.

Selecting Lines and Paragraphs

To select a complete line of text (use paragraph in your practice
document):
1.! Place mouse pointer arrow in left margin next to line of text
(arrow will point to the right).
2.! Left-click once to select that line of text.
To select several lines or a paragraph:
1.! Place mouse pointer arrow in left margin next to line of text (arrow will point to the right).
2.! Press (hold down) the left mouse button.
3.! Drag to the end of the paragraph.
4.! Let go of the left mouse button.
Next, you will use commands from the ribbon to edit text you have selected.

Home Tab
The Home Tab has the groups of commands that people use most often. Font

Group
The Font Group contains commands that change the appearance of the font. Font is the set of characters
(letters, numbers, punctuation, etc.) in a particular style. For example, the document you created from
the “Facet design” template on the Welcome page uses “Trebuchet MS” font, but you can still use the
font commands in your document.
Here’s how to italicize text
1.! Select the word “Practice” in the document title.
2.! Click italics icon in Font Group (see screenshot).
! TIP: Italic, like Underline, is used to emphasize words or sentences in text, and book and movie titles.
Though italics are more common, you can use either in your documents, but use one consistently
throughout.
Next, select “Heading” and type “how to use this template”.
! TIP: After selecting text, access common tools quickly in the floating format box.

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Notice Word automatically capitalized the first word in the sentence. If you want each word capitalized,
as a title or header normally is, you may do it word by word or simply use Change Case.
To use Change Case command:
1.! Select “How to use this template”.
2.! Click “Change Case” command.
3.! Click “Capitalize Each Word” in menu.

Change Case command button and menu

! TIP: A general rule to make changes to text is first select the text and then click the command button
of your choice. You may change font size or style before you start typing, too. Look in the Font Group
to see the font and size that will appear when you begin to type.

Take a moment to read the paragraph in your practice document under “How To Use This Template”.
You will use some commands from the Styles Group and Paragraph Group under the Home Tab.

Style Group
A document created from a template, like the one you opened earlier (Facet design blank), has
predesigned styles for different parts of the document, such as paragraphs and headers.
To apply a different paragraph style:
1.! Select paragraphs under “How To Use This Template”.
2.! Click “More” button in Styles Group.
3.! Click “Emphasis” command.
The text remains selected. You may continue modifying,
including Undo, if you wish. To de-select, press left arrow
(cursor placed at beginning of text), right arrow (cursor
placed at end of text) or click in an area outside the
selection.
To create a new heading (section):
“More” button in the Styles Group
1.! Click “More” button in Styles Group.
2.! Click “Heading 1”.
3.! Type “Learning more about the home tab”.
4.! Press “Enter” once.
5.! Type “The Home Tab contains the following Groups:”

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6.! Press “Enter” once.
You now have a new header and introductory sentence. You will use commands from various groups at
various times, so don’t be surprised that you will use a command from the Paragraph Group next.
To create a bulleted list:
1.! Click “Bullets” command in
Paragraph Group.
2.! Type “Clipboard”.
3.! Press “Enter” once.
4.! Re-create list pictured to the
right (Repeat step 2 & 3 for
each word). Your document header and bulleted list will look this.
5.! After last item in your list,
press “Enter” twice.
Bullets are good for general lists of items. A numbered list is good for steps in a procedure or
order. The steps to make a numbered list are the same, except the icon for numbering is

! TIP: For style or space, explore decreasing indent space for lists. Bullets or numbers automatically
indent to set lists apart from regular text. But if you like the style of left margin alignment, the bullets
or numbers set the list apart from the text sufficiently.
Indentation command buttons

Clipboard Group
The Clipboard Group has the commands to do “copy and paste” and “cut and paste”.
Before you start:
1.! Make a new sub-heading in your practice document.
a.! Use “Heading 2” style from Styles Group.
b.! Type “Clipboard Group”.
c.! Press “Enter” once.
2.! Type two sentences on one line.
a.! “I want to live in a warm place. I am moving to Hawaii.” To
Copy and Paste text:
1.! Select the text (the line of text you just typed).
2.! Click “Copy” icon in Clipboard Group.
3.! Move cursor to area where you want to paste (right arrow,
then “Enter” once).
4.! Click “Paste” icon in Clipboard Group.
To Cut and Paste text:
1.! Select the text (the sentence “I am moving…”). Clipboard Group under the Home Tab

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2.! Click “Cut” icon in Clipboard Group.
3.! Move cursor to area where you want to paste (at
beginning of first sentence on same line).
4.! Click “Paste” icon.
Can you think of a scenario where you might choose one command (Copy, Cut) over the other?
! TIP: Use keyboard shortcuts to save a little time. When you place the mouse pointer arrow over a
command without clicking, a floating box appears with the command name, keyboard shortcut in
parenthesis and a brief description.

Floating box with name, shortcut anddescription of Copy command

Paragraph Group
The Paragraph Group includes commands to adjust line and paragraph spacing and alignment.
Line spacing refers to when the text you’re typing has
reached the end of the line and moves down to the
next line automatically. Paragraph spacing refers to
any time you press the “Enter” key to start a new
paragraph.
To practice spacing and other commands in the Paragraph Group and “Line and Paragraph” command highlighted
Paragraph Group, open Paragraph Practice doc:
1.! Go to kcls.org/techtutor
2.! Scroll through the cards to find “Exercise Files for Tech Tutor Manuals” and click that card
3.! Click on “Paragrah Practice” under the “Word” section
4.! Click “OK” to open
5.! You may prefer to change to “Print Layout” under the “View” tab

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Insert Tab
The Insert Tab commands insert different elements into your document like tables and illustrations.

Tables Group
You may choose preformatted tables or add the number of rows and columns you want. For this
exercise, you will create a 3x5 table to track DVD’s on loan to friends.
To insert a table into your document:
1.! Click the Add a Table icon under the Insert Tab.
2.! Select a 3-column, 5-row area in the grid.
3.! Left-click when you are ready to insert the table.
Apply a Table Style
1.! Click into the table to activate the Ta
ble Tools tab.
2.! Choose a new designfrom the Design Tab.
Complete table as shown
below:
Table grid selection area

! TIP: Sort the list of DVDs to locate them easier (imagine if you had a longer list). Click into the table to
activate. Under the Layout tab, click Sort to sort by title (you could also sort by name if you wanted
to know who had what movies).
Illustrations
The Illustrations Group has commands to insert
pictures, shapes, charts, and more.
How to insert a shape
1.! Click the Shapes button in the Illustrations Group
2.! Click the first shape (Explosion 1) in Stars and
Banners.
3.! Place mouse pointer (cross) in a blank area.
4.! Click and drag your mouse to “draw” the shape. “Explosion 1” shape with active frame for-sizing
re and layout options button

5.! Let go of the mouse button when finished.

How to add text to a shape
1.! Place mouse pointer arrow in shape area.
2.! Click right mouse button once.
3.! Click “Add Text” from menu.
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4.! Type “Hello”.
How to move a shape
1.! Place mouse pointer over shape.
2.! Look for cross-like move arrow tool.
3.! Click and drag your shape to a new spot.
How to re-size a shape
1.! Click into the shape.
2.! Look for squares around the frame.
3.! Click and drag a frame square.
a.! Drag a corner out to enlarge proportionally.

Steps for inserting other types of illustrations are similar; try inserting another illustration on your own.

The Help Menu is an excellent resource for learning how

to use software. Click the question mark icon near the
top right corner of any Office 2016 program window to
access Help content.

Help Menu icon

Word Help

Keyboard Shortcuts
These shortcuts are a handy way to use the mouse less. Activate them by holding down one of the Ctrl
(Control) keys on the keyboard and tapping the corresponding key. For some shortcuts, you have to
highlight the text first. Follow your instructor’s directions to apply these shortcuts to a document (if
Paragraphs document is still open, use it as an example or write a few new sentences on a blank page).

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Ctrl + P print
Crtl + A select all
Ctrl + C copy
Ctrl + V paste
Ctrl + X cut
Ctrl + N opens new window/document
Ctrl + S save
Ctrl + Z undo
Ctrl + Y redo
Ctrl + B bolds text
Ctrl + I italicizes text
Ctrl + U underlines text
Ctrl + ] enlarges text by one size
Ctrl + [ decreases text by one size
Ctrl + E centers text
Ctrl + L aligns text to the left
Ctrl + R aligns text to the right

One-on-One Help, Classes, and Online Courses

KCLS recommends free One-on-One computer help and computer classes as you continue to learn about
Word 2016 and computers. Stop by your local library or go to kcls.org/techtutor to find upcoming
sessions near you. You may also call Ask KCLS at 1-800-462-9600.

Online courses are also an excellent way to continue your learning.

Try it! On an Internet enabled computer, try these online courses:

! “Word 2016 Basics” from GCFLearnFree. Go to: http://1.kcls.org/2DFtfVm
! “Learning Word 2016” from Lynda.com. Go to: http://1.kcls.org/2DKAaMr

TIP: Want to earn a Microsoft Certification? Go to kcls.org/certify for more information. Certification is a
great way to prove your skill to teachers and employers. You’re already on track with this class, so make
it your learning goal!

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