MICROSOFT

Word

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 COURSE CONTENT
What is Microsoft Word?
• Word 2016, 2019, O365 welcome page
Microsoft word 2016, 2019, 0365
interface
• The Ribbon
• Quick Access Toolbar
• File Menu
• Title Bar, Help Menu, Ribbon Display Options
Using Tools in Word
• Creating a document
• Write and Edite
• Format text
• Lay out pages
• Insert tables, pictures and watermark
Save and Print or share
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 What is Microsoft
Word ?
Microsoft Word is a word processing program that
was first developed by Microsoft in 1983. Since that
time, Microsoft has released an abundance of
updated versions, each offering more features and
incorporating better technology than the one before
it. The most current web-based version of Microsoft
Word is Office 365, but the software version of
Microsoft Office 2019 includes Word 2019.

Microsoft Word is included in all of the Microsoft

Office application suites. The most basic (and least
expensive) suites also include Microsoft PowerPoint
and Microsoft Excel. Additional suites exist and
include other Office programs, such as Microsoft
Outlook and Skype for Business.
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 Word 2016 welcome page
Open Word 2016 from the computer desktop. On the Welcome page, note the various popular templates available. Click “Facet design (blank)”
template for a full description. Click “Create” to open a document in this particular style

Word 206
Templates

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 Microsoft word 2016, 2019, O365 interface
The way the tools and menus are organised in word is known as the user interface.
You will learn about The Ribbon, Quick Access Toolbar, File Menu and other key
parts of Word.

The Ribbon
The Ribbon runs along the top, contains all the Word tools, and is organized into
three parts:
• Tabs: Represent a general activity area.
• Groups: Show related tools (commands) together
• Commands: A button, expandable menu, or a box for entering related
information
Click the various Tabs: observe how the Groups and Commands change based on
the selected Tab.
Tabs

Diagram of the Ribbon and list parts

Groups Commands By top 5

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 .) Quick Access Toolbar
Save Undo

Quick Access Toolbar, Undo and Save button

File Menu
The File Menu contains action at the file level. Click the 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.

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tle 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 or in the Help Tab (depending on the version of office your using) is the
Help Menu and Ribbon Display options. The Help Menu (Tab) has articles on using the software. Not sure
how to perform a certain action or to contact the support 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.
Help Tab Title Bar Ribbon Display Options

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Creating a document in Ms Word
To create a document, simply open Word, select a blank document or template, and start typing.
Word offers many professionally designed templates to help you create letters, resumes,
reports, and more.
Create a blank document
1. Open Word. Or, if Word is already open, select File >
New.
2. Select Blank document.
Create a document using a template

1. Open Word. Or, if Word is already open, select File > New.
2. Double-click a template to open it

Tip: Pin templates you like, so you always

see them when you start Word. Select the
template and then select the pin icon that
appears next to the name of the template.

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Search for a template
1. Open Word. Or, if Word is already open, select File >
New.
2. In the Search for online templates box, enter a
search word like letter, resume, or invoice. Or, select
a category under the search box like Business,
Personal, or Education.
3. Click a template to see a preview. Click the arrows on
the side of the preview to see more templates.

4. Select
Create.
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Add end Edit text
Follow these steps to add, replace, and format text in Word.

Add text
1.Place the cursor where you want to add the text.
2.Start typing

Replace text
1.Select the text you want to replace.
• To select a single word, double-click it.
• To select a line, click to the left of it.
2.Start typing.
Format text
1.Select the text you want to format.
2.Select an option to change the font, font size,
font color, or make the text bold, italics, or
underline.
Copy formatting
1.Select the text with the formatting you want to
copy.
2.Click Format painter, and then select the text you
want to copy the formatting to.
Tip: Double-click Format painter if you want
to copy the formatting in more than one place
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Find and replace text
1. Go to Home > Replace or press Ctrl+H.
2. Enter the word or phrase you want to locate in the Find box.
3. Enter your new text in the Replace box.
4. Select Find Next until you come to the word you want to update.
5. Choose Replace. To update all instances at once, choose Replace All.
To specify only upper or lowercase in your search, select More > Match case.

heck spelling, grammar and clarity

Word autocorrects a lot of mistakes for you, and if it's not autocorrected, you'll
see colored underlines appear under words to check for spelling, grammar, and
clarity.
•To check each item that Word finds, right-click the underlined text and learn
more about the issue. Accept the change that Word suggests, or ignore it.
•To check
Show thecount
word whole document, moving to each issue Word finds, press F7.
Word counts the number of words in a document while you type. Word also counts
pages, paragraphs, lines, and characters.
When you need to know how many words, pages, characters, paragraphs, or lines
are in a document, check the status bar.
For a partial word count, select the words you want to count. The status bar shows
the word count for that selection and for the entire document.
Tip: Find the number of characters, paragraphs, and lines by clicking on
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Insert hyperlinks
Word automatically turns a web address into a link when you press Spacebar or Enter, if you
typed "http://" at the beginning.
If you want to link from "friendly text" in your document, the fastest way is to start by copying
the address to the clipboard:
1. Copy the address from your browser's address bar.
2. Go to your document in Word, and select the text that you want to be the link.
3. Press Ctrl+K
4. Paste the address and press Enter.
5. Later, if you want to change the link, right-click it and choose Edit Hyperlink.
Remove hyperlinks
Removing a hyperlink keeps the text; it just
removes the link.
Right-click the link, and choose Remove
Hyperlink.

Tip: To prevent Word from automatically creating a link when you

type a web address, go to File > Options > Proofing, and click
AutoCorrect Options. On the AutoFormat As You Type tab clear
the Internet and network paths with hyperlinks check box.

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Create a bulleted or numbered list
When you type 1, a period, a space, and some text, then press Enter, Word automatically
starts a numbered list for you. Type * and a space before your text, and Word makes a
bulleted list.
When you’re done with the list, press Enter until the bullets or numbering switches off.
Create a list from existing text

1.Select the text you want to change into a list.

2.Go to Home> Bullets or Numbering.

Note: You can find different bullet styles and numbering formats
by clicking the down arrow next to Bullets or Numbering.

Change the line spacing in word

1.Select Design > Paragraph Spacing.
2.Hover the cursor over each option to see a preview, and then select
the option you want. For single spacing, select No Paragraph Space.
hange line spacing for part of you document
1. Select the paragraphs you want to change.
2. Select Home > Line and Paragraph Spacing, and choose the
spacing you want.

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Apply styles
Styles give your document a consistent, professional look.
1. Select the text you want to format.

Tip: If you place your cursor in a paragraph, the style is applied

to the whole paragraph. If you select specific text, only the
selected text is formatted.

2. On the Home tab, point to a style to preview how the text will look
with that style.

Tip: If you don't see the style you want, click the More button
to expand the gallery.

3. Select a style.

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Apply themes
Apply a theme to quickly format an entire
document and give it a modern, professional look.
1. Select Design > Themes.
2. Point to a theme to preview how it will look in
your document.
3. Select a theme
Change the theme colors
1. Select Design > Colors.
2. Point to a color to preview how it will look in your document.
3. Select a color scheme.

Change the theme fonts

1.Select Design > Fonts.
2.Point to a font to preview how it will look in your document.
3.Select a font.

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Lay out pages
Change margins
In Word, each page automatically has a one-inch margin.
You can customize or choose predefined margin settings, set margins for facing pages,
allow extra margin space to allow for document binding, and change how margins are
measured.

1. Select Layout > Margins.

2. Select the margin configuration you
want, or select Custom Margins to
define your own margins.

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Create newsletter columns
1. To lay out the whole document in columns,
select Layout > Columns.
2. Choose the option you want, or choose More
Columns to set your own column format.

ake part of your document into columns

1.Select the paragraphs you want to lay out in

columns.
2.Select Layout > Columns, and then choose the
options you want.

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ange page orientation to landscape or portrait
Change orientation of whole document

1. To change the orientation of the whole document, select Layout > Orientation.
2. Choose Portrait or Landscape.

Change part of a document to landscape

To change the orientation of the whole document,

select Layout > Orientation.
Choose Portrait or Landscape.

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Add a border to a page
1. Go to Design > Page Borders.
2. Make selections for how you want the border to look.
3. To adjust the distance between the border and the edge of the page, select Options.
Make your changes and select OK.
4. Select OK.

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nsert a header or footer
1. Go to Insert > Header or Footer. 3. Add or change text for the header or footer.
2. Choose the header or footer style you
want to use. 4. Select Close Header and Footer or press Esc
Tip: Some built-in header and footer to exit.
designs include page numbers.

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nsert page numbers
1.Select Insert > Page Number, and then choose the location and style you want.
2.If you don't want a page number to appear on the first page, select Different First Page.
3.If you want numbering to start with 1 on the second page, go to Page Number > Format Page
Numbers, and set Start at to 0.
4.When you're done, select Close Header and Footer or press Esc.
Tip: To get back to a header or footer to make changes,
double-click in the header or footer area.
Insert a page break
1.Put your cursor where you want one page to end
and the next to begin.
2.Go to Insert > Page Break.
Tip: If Word puts a new page in your document unexpectedly,
it might be because of a page break. To view page breaks so
that you can select and delete them, go to Home >
Show/Hide.

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nsert a tale of contents

Create the table of contents

1. Put your cursor where you want to add the table of contents.
2. Go to References > Table of Contents. and choose an automatic
style.
3. If you make changes to your document that affect the table of
contents, update the table of contents by right-clicking the table of
contents and choosing Update Field.
If you have missing entries
Missing entries often happen because headings aren't formatted as headings.
1. For each heading that you want in the table of contents, select the heading
text.
2. Go to Home > Styles, and then choose Heading 1.
3. Update your table of contents.

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nsert tables, Pictures and Watermark

Insert a table
For a basic table, click Insert > Table and move
the cursor over the grid until you highlight the
number of columns and rows you want.

For a larger table, or to customize a table, select

Insert > Table > Insert Table.

Tip:
• If you already have text separated by tabs, you
can quickly convert it to a table: Select Insert >
Table, and then select Convert Text to Table.
• You can even draw a table: Select Insert >
Table > Draw Table.

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 Insert pictures
1. Do one of the following:
Select Insert > Pictures for a picture on your PC.
Select Insert > Online Pictures for a picture that's
on the web.
Tip: For a picture from your OneDrive, go to the drop-
down list at the top left, and switch from Bing to
OneDrive.
2. Select the picture you want, and then select Insert.

Resize or move pictures

• To resize a picture, select the picture and drag a corner handle.
• To wrap text around a picture, select the picture, and then select a wrapping option.

Tip: Pick something other than In Line with Text, and

you can move the picture around the page: select the
picture and drag it.

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 Insert WordArt
1. Go to Insert > WordArt Note: To convert existing text to WordArt, select the
2. Pick the WordArt style you want. text, and then select Insert > WordArt.
3. Type your text.
Change the color
1. Select the WordArt text to change.
2. On Shape Format or Drawing Tools Format, select Text Fill or Text Outline, and
pick the color you want.
3. Click or tap outside of your text box to see the effect.
oose a text effect
Select the WordArt text to change.
Go to Shape Format or Drawing Tools Format > Text Effects >Transform.
Pick the effect you want.
Click outside of your text box to see the effect.
Rotate it
1. Select the WordArt, and then drag the circular rotation handle at the top of the box.
2. To flip WordArt or rotate it 90 degrees, go to Shape Format or Drawing Tools
Format > Rotate, and then select an option.
Note: Double-click the WordArt that you want to
remove, and then press Delete.

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 Insert a Watermark
1. On the Design tab, select Watermark.
2. Choose a pre-configured watermark, like DRAFT or CONFIDENTIAL.
Show the ruler
1. Go to View and select Ruler.
2. To show the vertical ruler
. Go to File > Options > Advanced.
b. Select the Show vertical ruler in Print Layout view under Display.

Saving document in different format

Review and printing or sharing

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Thank you

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