Chapter 7 Introduction to MS-Word 2016

Learning Objectives
After studying this chapter, you will be able to:
• Start MS-Word application
• Describe components of MS-Word windows
• Save and open the document in MS-Word
• Exit from MS-Word

Let’s Connect
Circle the keys, which are used to type your first name. (In the name, ’David Mathew’, then David is
the first name.)

Opt. Give an image of a keyboard

My first name is ____________________________.

Introduction
Students! You must have seen the printed documents in your school or
somewhere else in the form of letter, notice, exam paper, circular, etc. The
printed documents are clearly readable and look quite professional than the
handwritten documents, and require less human effort. Apart from this,
multiple copies of the document can be created very easily and quickly.
The MS-Word is the most popular application software that allows us to
create, edit and print the document on the computer. Let us know how to start
the MS-Word and how to work in it.

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Starting the MS-Word
To start the MS-Word, click on the Start button  Word 2016.

Fig.7.1: To start MS Word 2016

OR
Double-click the shortcut icon of Word, if it is available on the desktop.

The given screen appears.

Fig.7.2: MS Word 2016 icon

Here, click on the Blank Document option or click on any template to use it.

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Fig.7.3: Starting window MS Word 2016

The MS Word 2016 screen appears.

Fig.7.4: MS Word 2016 interface

Components of MS Word 2016 window
Components Description
Title Bar The topmost bar of the window is called title bar. It displays
the program name as well as current document name.

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Quick Access This is located on the extreme left of the title bar. It holds
Toolbar various frequently used buttons.

Window The Word window has following three buttons that are
Control collectively called window control buttons.
Buttons • Minimize –used to hide the Word window from the screen.
• Maximize –used to enlarge the Word window into
standard size.
• Close –used to come out from the Word.
Tabs Tabs are placed below the title bar. They contain various
commands that are used to work in the MS–Word.

Ribbon A ribbon appears when you click on any tab. It contains

various commands which are organized in groups. By
default, MS–Word opens up with Home tab.

Group A group holds same type of commands in the ribbon. For

example, in the Home ribbon the Font group contains the
various font formatting options.

Status Bar This displays the status of the document, like total number
of pages and words. It also holds the Word views and a
slider. These views are used to view the document in
different environments whereas by moving the slider, you
can zoom in or out of the document.

Scrollbars Scrollbars are used to view the hidden area of the document.
There are two types of scrollbars – Horizontal and Vertical.
The horizontal scrollbar is used to scroll the page left and
right whereas vertical scrollbar is used to scroll the page up
and down.

Entering the Text

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To enter the text in the MS-Word simply double-click at the position from
where you want to start and type text by pressing keys on the keyboard. You
will notice that when you type a character, the cursor moves forward.

Fig.7.5: Text entered

Moving the Text

Sometimes, we need to rearrange the text in the document. For this, there is
no need to delete the text or rewrite the text. You can simply move the text in
the document by using Cut and Paste method.
To move the text, follow the given steps:
1. Select the text which is to be moved.

2. Click on the Cut button under the Home tab. The selected text
will disappear from the screen.

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Fig.7.6: Text selected to move

3. Bring the cursor at the new position, i.e. where you want to insert the

text and click on the Paste button. The text will appear at the new
position.

Fig.7.7: Text moved to different location

Copying the Text

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In MS-Word, you can copy the text to another location using Copy and Paste
method.
To copy the text, follow the given steps:
1. Select the text which is to be copied.
2. Click on the Copy button under the Home tab. The selected text will
be copied.

Fig.7.8: Text selected to copy

3.Bring the cursor at the new position, i.e. where you want to insert the copied

text and click on the Paste button. A duplicate copy of the text will
appear at the new position.

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Fig.7.9: Text copied to different location

Saving a Document
You need to save the documents if we want to use them in future. MS- Word
file is saved with the extension .docx.
To save the document, follow the given steps:
1. Click on the File tab. The backstage view appears.
2. Click on the Save As option.
3. Select the location where you want to save the file.

Fig.7.10: The Save As Backspace screen

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The Save As dialog box appears.
4. Enter the name of the file in the File name box.
5. Click on the Save button. The document will be saved with the name and
location choosen by you.

Fig. 7.11: The Save As dialog box

Let’s Revise
Fill in the blanks.
1. A _____________ holds same type of commands in the ribbon.
2. _____________ displays the program name as well as current document
name.
3. _____________ are placed below the title bar.
4. MS- Word file is saved with the extension ______________.
5. _________________ are used to view the hidden area of the document.

Opening an Existing Document

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If you want to rework in the saved document then you can open it, do the
required modification and again save it.
To open an existing document, follow the given steps:
1. Click on the File tab. The backstage view appears.
2. Click on the Open option. A window appears.
3. On the right side of the window, a number of recent files appears. If you
want to open one of these file then click on it to open.

Fig. 7.12: The Open Backspace screen

OR
Click on the Browse option. The Open dialog box appears. Select the desired
file and click on Open button. The particular file will be opened.

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Fig. 7.13: The Open dialog box

Exiting from MS-Word

To exit MS-Word, simply click on the Close button, which is available at the top
right corner of the Word window.
The document will be closed and you will come out from the Word
environment if your document is already saved, otherwise a prompt appears
on the screen that will ask for confirmation. Click on the Save if you want to
keep the file or click on the Don’t Save if you don’t want to save the file.

Fig. 7.14: The confirmation screen

Shortcuts

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Use the following keys combinations to perform the task directly.
• Ctrl + N: To open the new document.
• Ctrl + X: To cut the selected text.
• Ctrl + C: To copy the text.
• Ctrl + V: To paste the text.
• Ctrl + S: To save the document.
• F12: To open ‘Save As’ dialog box.
• Ctrl + O: To open the ‘Open’ dialog box.
Summary
 The MS-Word allows us to create, edit and print the documents on the
computer.
 To start the MS-Word, click on the Start button Word 2016.
 The ‘Cut and Paste’ method is used for moving the text in the document.
 The ‘Copy and Paste’ method is used to create the duplicate copy of the
text.
 The Save option is used to save the document.
 The ‘Save As’ option creates another document and also keep the
original document.
 To exit the Word, we simply click on the Close button.
Test Yourself
A. Multiple choice questions .
1. Which of the following is the extension of the Word 2016 document?
a. doc b. .docxx c. .docx
2. The topmost bar of the Word window is called:
a. Status Bar b. Title Bar c. Scrollbar
3. Which method will you use to move the text from one location to another?
a. Cut and Paste b. Copy and Paste c. Cut and Copy
4. which option will you use of save a file?
a. Save As Option b. Copy Option c. Open Option
5. ‘Copy’ command is present in:
a. Home Tab b. Insert Tab c. View Tab
B. Fill in the blanks.

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Hints horizontal scrollbar Close Ctrl+S groups quick access
1. The keyboard shortcut to save the file is ____________________.
2. The _______________toolbar holds various frequently used buttons.
3. By using ________________button you can close the Word window on the
computer.
4. In the ribbon, commands are organized in _________________.
5. The ___________________slides the document left or right.
C. State True or False.
1. MS-Word is the application of Office suite.
2. A quick access toolbar appears when you click on any tab.
3. A vertical scrollbar allows us to scroll the document left and right.
4. You can view the status of the document in the title bar.
5. The .bmp is the extension of the Word document.
D. Match the columns.
1. Ctrl + X a. To open a new document.
2. Ctrl + S b. To paste the text.
3. Ctrl + N c. To cut the selected text.
4. Ctrl + V d. To copy the selected text.
5. Ctrl + C e. To save a document.
E. Answer the following questions.
1. Why do you use MS-Word?
2. What is the difference between Save and Save As options?
3. Write the steps to copy the text in MS-Word.
4. How will you exit from the Word?
5. Write the steps to save a file.
F. Life Skills
1. Shaurya is writing a story in MS-Word. He wants to save the work but he has
forgotten the steps to do so. Suggest him the steps to save a file.
2. Piku wants to move the text from one place to another. Tell her the steps to
do so.

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 Activity Session
Fun in Searching
Find and encircle 6 meaningful words extracted from this chapter.
G
R
O
C U T
O P E N
P
Y T A B
S A V E
Opt. Give other letters in the empty boxes
Fun in Exploring
Explore the shortcut keys combination to do different tasks in MS Word 2016.
Make a note in the notebook.
Fun In the lab
Visit your computer lab and do the following tasks:
• Find a paragraph in your English book and type it in the Word.
• Copy any paragraph and paste it in another Word document.
• Save the file with the name Eng_para.
• Exit from Word.
Art Integrated Project
Draw the icons of any two applications used for typing text. Color them
accordingly. Show the project to your teacher.
Teacher’s Notes
• Demonstrate to the students how to save and open documents in MS-
Word.
• Show the students how to copy and move the text in MS-Word.

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