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Introduction to MS Word 1 MS Word Microsoft Word is a word processing program used to create letters, memos, envelope labels and

newsletters efficiently. A part of the Microsoft Office Software Package, MS Word is one of the best word processing programs available in the market. It is also the most widely used word processing program that runs on a Windows-based environment. It combines the features of a regular word processing and a simple desktop publishing program. A word processing program is like a very modern typewriter. You simply have to type the text and adjust later your preferred display properties. Words not contained within a line are wrapped around to the next line. You can easily delete and insert text at any point of the document by specifying the location using the mouse or the cursor. The MS Word Screen Title Bar This reflects the application program you are using (Microsoft Word) and the title or name of the document you are currently editing. If you are working with a new document upon starting MS Word, this line reflects Document 1. Menu Bar This lists the group of commands available. Once you click on a choice, a pull-down menu or list is displayed. View Buttons These four buttons to the left of the horizontal scroll bar enable you to view your document in 4 different ways, namely: Normal View, Web Layout View, Print Layout View and Outline View. The other items or objects on the window are editing tools. Some of these are the horizontal and vertical rulers, the status bar, and the horizontal and vertical scroll bars. The vertical ruler is normally used to adjust the top and bottom margins of a document while the horizontal ruler is used to set tab stops and indentations for paragraphs. The status bar displays information such as page numbers and document sections. The Text Area is where you do your typing. When the mouse pointer is within this area, it changes its appearance into an I-beam or an insertion point (the equivalent of a cursor in DOS applications). The insertion point plays a very important role since it confirms where editions and changes have to be applied. The Standard Toolbar is called as such because it is the most common toolbar found in all applications under Microsoft Office. Under MS Word, it contains the following icons:

New Open Save Print Print Preview Spelling and Grammar Cut Copy Paste Format Painter Undo Redo

Insert Hyperlink Web Toolbar Tables and Borders Insert Table Insert Microsoft Excel Worksheet Columns Drawing Document Map Show / Hide Zoom Office Assistant

Some Standard Toolbar Icons: New Opens a new work document Open Loads an existing or saved document Save Saves the current document Print Prints an active document Print Preview Allows the user to view the entire document before printing Spelling Checks the spelling in a word document Cut Removes the highlighted text or selected object from the document and places it to the clipboard for pasting Copy Allows the user to copy a highlighted text or selected object and place it to the clipboard for pasting Paste Places objects or text from the clipboard to a desired location in the document Format Painter Allows a user to copy the formatting properties of a selected text and apply such properties to other text. Undo Reverses the last action taken Redo Repeats the last action taken Insert Hyperlink Allows the user to insert into the document links to other files or internet sites Tables and Borders Opens the Tables and Borders toolbar this allows the user to edit the display properties of a table

Insert Table Allows the user to create a table Insert MS Excel Worksheet Allows the user to import a worksheet from Microsoft Excel Columns Allows the user to divide a document or a section of a document to several columns Drawing Displays the drawing toolbar this allows the user to insert and edit graphic art and pictures Show / Hide Displays nonprinting characters Zoom Allows the user to zoom in or out for viewing the document

The Formatting Toolbar contains the icons that represent the commands affecting the appearance or format of the document. Since most of these commands are frequently used, this bar is almost always displayed right below the Standard Toolbar. Some Formatting Toolbar Icons: Style Allows the user to choose pre-defined text styles font, font size, etc. Font Allows the user to choose the desired font Font Size Allows the user to adjust the size of the text Bold, Italic & Underline Sets the selected text to bold, italicized or underlined Align Left, Center, Align Right & Justify Sets the alignment of the selected text or paragraph Numbering & Bullets These are used to create a numbered list or a bulleted list Decrease Indent & Increase Indent Increases or decreases the indentation the space between the text and the margin of your text or paragraph Borders Allows the user to insert or edit borders to text and tables Highlight Allows the user to insert or edit the background color of a selected text Font Color Allows the user to edit the color of the text Creating a New Document Launching MS Word automatically opens a new document window, temporarily named as Document 1. In the event that the user needs a new blank document to work on, the user can click the File menu, then New or press CTRL + N.

Formatting Fonts The Formatting toolbar provides some basic commands in formatting fonts, however, the Font dialog box provides more options for doing this. This dialog box may be invoke by clicking the Format menu, then Font

Copy, Cut, Paste and the Format Painter Copy, Cut and Paste works almost the same with the Copy, Cut and Paste of Windows Explorer. These 3 commands can be accessed through the Standard toolbar, the Edit menu, or through their shortcut keys. Duplicating Text and Objects 1. Select or highlight the desired object or text to duplicate. 2. Click Copy. 3. Position the cursor or the insertion point to the desired location where the duplicate will appear. 4. Click Paste. Moving Text and Objects 1. Select or highlight the desired object or text to move. 2. Click Cut. 3. Position the cursor or the insertion point to the desired location where the text or object will appear. 4. Click Paste. The Format Painter The Format Painter allows the user to copy the formatting properties of a selected text and apply such properties to another text. To do this, follow the following steps: 1. Highlight the text whose formatting properties you want to copy. 2. On the Standard toolbar, click the Format Painter button. 3. Highlight the text where you want the properties to be applied. Formatting Paragraphs The Formatting toolbar provides some basic commands in formatting paragraphs such as changing the paragraph alignment and adjusting its indentation. The user may also drag certain objects along the horizontal ruler to adjust margins and indentations.

A more powerful way of formatting paragraphs is through the use of the Paragraph dialog box which can be accessed by clicking the Format menu, then Paragraph

Prevents MS Word from printing the last line of a paragraph by itself at the top of a

page (widow) or the first line of a paragraph by itself at the bottom of a page (orphan).

Prevents a page break within a paragraph. Prevents a page break between a selected

paragraph and the following paragraph. Inserts a manual page break before a selected

paragraph. If a word is too long to fit on the end of a line, MS Word moves the word to the

beginning of the next line instead of hyphenating it.

Saving Documents There are several ways of saving a document in MS Word. A user may click on the Save button on the Standard toolbar, press CTRL + S, or click on the File menu then click on Save or Save As The Difference Between Save and Save As Clicking Save on a document that doesnt have a filename yet would open the Save As dialog box. Clicking Save on a document that already has a filename would automatically save the document using its current filename. Clicking Save As, on the other hand, would always open the Save As dialog box regardless if the document has a filename or not. This is used to save the document under a different file name.

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