MS

MS WORD
WORD
EDP 111
January 09, 2007
Engr. RS Tolentino
 Objective Topics
Students are expected to learn about the following and
take an assessment exercise & quiz to gauge their
comprehension after the session…
• Intro to Word Processing
• Creating, Editing, and Formatting Text
• Using Shortcut keys
• Previewing and Printing Documents
• Using Word Wizards/Templates
• Formatting Text & Characters
Microsoft Word

is a general purpose word-

processing software. It The following are the
fundamental task of MS
lets you produce Word:
professional documents
quickly and efficiently.  EDITING - easily edit text,
Word provides tools to rearrange paragraphs and
create simple check for spelling mistakes
documents such as  FORMATTING - change
memos and letters, the appearance of your
even with little documents, even add
graphics
practice. Professional  PRINTING - produce a
looking publication such paper copy of a Word
as newsletters or books document
can even be produced
using this software
Parts of the MS Word Screen Standard
Control Icon Toolbar
Menu Bar Formatting Toolbar

Indention
Ruler
Marker
Tab Marker
Selection Bar
Page
Office Scroll
View
Assistant Bars
Buttons

Drawing
Status
Buttons
Bar
FINGERTIP CONTROL - using the keyboard
to choose a menu command
• Press the ALT key, then press the underlined letter in the
menu item you want to select. For instance, to open the file
menu, press ALT-F. Each command in the menu list also has
an underlined character, you press the corresponding key to
choose your command. For instance, to save a document,
press ALT-F-S Or, press ESC to close the menu. This will
always be an alternative to all the other commands you can
do in MS Word

• The SAVE AS command - to save an existing document

with a different name or on a different folder:
Step 1. Click File, then click Save As
Step 2. To save it on a new folder, click Create New
Folder button. Type the new file name in the
File name box.
Step 3. To save the document in a different file
format, select the file format you want
in the Save As Type box.
Guidelines in Naming Documents:
1. Long, descriptive file names are allowed. The file
name can contain up to 255 characters.
2. File names cannot include the following characters:
slash (/), backslash (\), greater-than (>), less than
(<), asterisk (*), question mark (?), quotation mark
("), pipe symbol (), colon (:), or semicolon (;)

The file name extension of a Word document is .doc

Creating a New Document based on a Template

• A template is a pattern that helps you create and
format a document. MS Word provides a variety of
document templates such as letters, memos, faxes,
legal pleadings, publications, business planners and
many more. Templates can be used as a guideline to
give a document a professional look. A template
determines the basic structure of a document.
Close a Document
***without closing MS Word program
Three ways:
• Click File on the menu bar, then click close
• Click the Close button on the upper right corner of the
document window
• Double-click on the control icon of the document window
How do I close all documents without closing MS Word?
Hold down SHIFT key and click Close All on the File Menu

*** closing MS Word program at the same time

Four ways:
• Click File on the menu bar, then click Exit
• Click close button on the upper right corner of the
application window
• Double-click on the control icon of the aplication window
• Hold Key: ALT-F4
EDITING A DOCUMENT
BEFORE ANYTHING CAN BE DONE to a section of text
(move it, copy it, delete it, change its format), it
must first be SELECTED. Word highlights any
selection made on screen by displaying the text in
white letters against a black background. To speed up
any many of the operations in MS Word, there is a
need to learn the most efficient ways to select
different amounts of text in a document.
a. Selecting Text
 SELECT A WORD - DOUBLE CLICK on the word
 SELECT A LINE - CLICK beside the it on the selection
bar
 SELECT A SENTENCE - CTRL-CLICK anywhere in the
sentence
 SELECT A PARAGRAPH - TRIPLE-CLICK anywhere
inside the paragraph; DOUBLE CLICK beside it on the
selection bar
 SELECT ANY AMOUNT OF TEXT - CLICK and
DRAG from the start to the end of the selection, then
RELEASE
 SUBJECT SEQUENCE OF LINES - CLICK in the
Selection bar next to the first line and DRAG the
mouse UP or DOWN to the end of the selection, then
RELEASE
 SELECT TO THE END OF THE LINE - hold down
SHIFT key on the start of the selection and then
press END
 SELECT ENTIRE DOCUMENT - CTRL-A: hold down
CTRL and click anywhere in the Selection bar; Use File
menu- Edit- Select All; TRIPLE-CLICK on the
Selection bar
 ALT KEY MOUSE - ( HORIZONTAL ) VERTICAL
SELECTION
 What if I made a mistake when I
am revising my text?

- DON'T PANIC! Simply click on

the UNDO button in the Standard
toolbars word will undo the last action
it performed; if you decide to go
through with the action after all, click
the REDO button in the Standard
toolbar
-MULTIPLE ACTIONS - if you want to
undo or redo more than one action, click
the arrow next to the UNDO or REDO
button. A drop-down list box will appear,
select the actions you want to undo or
redo
SHORTCUT KEYS:
COPY CUT PASTE
Ctrl + Ins Shift + Del Shift + Ins
Ctrl + C Ctrl + X Ctrl + V
FORMATTING TEXT/CHARACTERS
ONCE TEXTHAS BEEN ENTERED IN A WORD DOCUMENT, the
next step is to format it. Through formatting, you can
emphasize the most important parts of your document
and help make it more attractive and enjoyable to read.
There are three main changes you can make are FONT, FONT
SIZE and ATTRIBUTES.
FONT is another word for typeface, a style of lettering
FONT SIZE is measured in points. One point is 1/72 of an inch
ATTRIBUTES (font style or effects) are special qualities that
can be applied to any text.
They include bold, italic, underline, strikethrough,
superscript, and several others. Each of these attributes
is a separate on/off toggle, so text can be applied as
many or as few as desired.
. USING THE FORMAT-FONT MENU
Alternatively, formatting can be applied by choosing
commands from the Format menu and specifying options in
the dialog boxes that appear. This is a slower method, but
more formatting options are available. You can actually
apply several text attributes at once. Several other
options are available like Strikethrough, Small Caps,
Shadow, Subscript and more that do not appear on the
formatting toolbar. There is also a Preview box in the Font
dialog box that displays how these choices will affect the
text.
a. ADD A DECORATIVE UNDERLINE
b. EMBOSSED, ENGRAVED, OUTLINE OR SHADOW
FORMATTING
c. CHANGE SPACING BETWEEN CHARACTERS
d. STRETCH OR SCALE TEXT HORIZONTALLY
e. RAISE OR LOWER TEXT – SUBSCRIPT / SUPERSCRIPT
f. WORK WITH ANIMATED TEXT
• USING THE SHORTCUT KEYS
Change Font/Font Size
Change Font Cntrl + Shift+ F
Change the Font Size Cntrl + Shift+ P
Increase/Decrease Font Size
Increase Font Size Cntrl + Shift + >
Decrease Font Size Cntrl + Shift + <
Increase FS 1point Cntrl + Shift + [
Decrease FS 1point Cntrl + Shift + ]

Apply
Character
Formats
Bold Cntrl + B Double Underline Cntrl+Shift+D
Italics Cntrl + I Small Caps Cntrl+Shift+K

Subscript Cntrl + equal sign Superscript Cntrl+Shift+D

Underline Cntrl + Shift + W Remove all Cntrl +
formatting Spacebar
 • Character or Text formatting can be done in three ways:
1. Using the Formatting Toolbar
2. Using the File-Format - Font menu
3. Using Shortcut menu

USING THE FORMATTING TOOLBAR

Underline Bullets
Increase
Center Indent Borders

Style Font Font Size Bold Numbering Font

Italic Decrease Color
Align Indent
Align Left Right Justify
Highlight
SHORTCUT KEYS:
Shift + F3 Change the case of letters
Ctrl + Shift + A Format letters as all capital
Ctrl + Shift + K Format letters as small capitals

TIP
To copy selected formatting to several locations,
double-click Format Painter. Click the button
again when you’re finished, or press ESC.