WORD BASICS: MICROSOFT OFFICE 2007GETTING STARTEDPrerequisitesWhat You Will LearnPAGE 02USING MICROSOFT WORDMicrosoft Word ComponentsThe KeyboardPAGE 03SIMPLE TASKS IN MICROSOFT WORDTyping TextDeleting TextUndoing and RedoingFormatting TextSpelling and Grammar CheckCopying, Cutting, and Pasting TextInserting ImagesChanging Views and Overall LookPAGE 08CLOSING MICROSOFT WORDSaving DocumentsPrinting DocumentsFinding More HelpClosing the ProgramPAGE 14View our full schedule, handouts, and additional tutorials on our website:cws.web.unc.eduLast Updated July 2015
2GETTING STARTEDPrerequisites:It is assumed that user is both familiar and comfortable with the following prior to working withMicrosoft Word: Using the mouse and the left-click feature Basic navigation through Microsoft Windows Basic typing and keyboard commandsPlease let the instructor know if you do not meet these prerequisites.What You Will Learn:Starting and opening thesoftware applicationMicrosoft Wordcomponents and featuresKeyboard functionsSimple tasks in MicrosoftWordTyping textFormatting textUndoing and RedoingCopying, pasting, cuttingand deleting textInserting clip artChanging views and setupSpelling and GrammarcheckMicrosoft Word HelpSaving documentsPrinting documentsExiting the program
3USING MICROSOFT WORDA word processor is a computer program used to create and print text documents that mightotherwise be prepared on a typewriter. The key advantage of a word processor is its ability tomake changes easily, such as correcting spelling, adding, deleting, formatting and relocating text.Once created, the document can be printed quickly and accurately saved for later modifications.In fact, the document that you are reading now was created using only a small amount of themany features available in Microsoft Word!Opening Microsoft Word:Before you get started with Microsoft Word (commonly referred to as MS Word), you will needto locate and open it on the computer. It may be on your desktop.From the computer desktop:1. Double-click on the MS Word icon Go to the Start Menu if the MS Word icon is not on the desktop:1. Click Start Programs Microsoft Word** Occasionally, Microsoft Word will be in a folder called "Microsoft Office" or somethingsimilar – this will make one more step between "Programs" and "Microsoft Word" in thediagram above.MS Word will open a blank page called "Document 1."This is an image of the upper-left cornerof MS Word.This box features two important bits ofinformation: which file you are currentlyworking on (in this case, "Document 1"since we have not yet renamed it) andwhich program you are using (in thiscase, "Microsoft Word.")This box shows a blinking cursor, readyfor your commands.
4The Title BarThis is a close-up view of the Title Bar, where file information is located. Notice the threebuttons on the right side, controlling program features.The Ribbon Menu SystemThe tabbed Ribbon menu system is how you navigate through Word and access the variousWord commands. If you have used previous versions of Word, the Ribbon system replaces thetraditional menus. Above the Ribbon in the upper-left corner is the Microsoft Office Button.From here, you can access important options such as New, Save, Save As, and Print. By defaultthe Quick Access Toolbar is pinned next to the Microsoft Office Button, and includescommands such as Undo and Redo.
5The Microsoft Office ButtonThe Microsoft Office Button appears at the top of the Word window. When you click the button, amenu appears. From this menu you can create a new document, open existing files, save files in avariety of ways, and print. You can also add security features, send, publish, and close files.Home Tab ToolbarToolbars provide "shortcuts" to commands also found in the Menu Bar. Toolbars are usually locatedjust below the Menu Bar and exist to offer another way to perform the same task.The most commonly used commands in MS Word are also the most accessible. Some of thesecommands are:Paste Cut Copy Font
6Font Style Font Size Font Color Text AlignmentThe Home Tab Toolbar offers options that can change the font, size, color, alignment, organizationand style of the text in the document. For example, (starting from the left side of the Toolbar) the"Calibri" indicates the FONT of your text, the "11" indicates the SIZE of your text; and so on.The RulerThe ruler is found below the Ribbon. The ruler tells you where you are on the page, along withthe dimensions of the overall document. Just like a real-world piece of paper, the default settingis 8.5 x 11 inches, and margins have been incorporated for you. Similar to most options in MSWord, this is entirely customizable and the user can create document of any dimension.
7The KeyboardIn order to use MS Word effectively, you must input commands using both the mouse and thekeyboard. The above image of a keyboard may closely resemble (if it is not identical to) thekeyboard in front of you; learning just a few certain keys will help to improve your efficiency intyping as well as present you with more options within the program. The following is a list ofcommonly used keys that have special functions in MS Word (key functions can changedepending on which program you are using):1. Backspace: This key deletes backwards as you type.2. Delete: This key deletes forwards as you type.3. Shift: This key, when pressed WITH another key, will perform a secondary function.4. Spacebar: This key enters a space between words as you type.5. Tab: This key will force the cursor to indent, or jump forward 10 spaces.6. Caps Lock: This key will present the capitalized version of each letter key.7. Control (Ctrl): This key, when pressed WITH another key, performs as shortcut.8. Enter: This key executes a command (pressed in MS Word, it begins a new line).9. Number keypad: This is a redundant keypad existing only for user preference.10. Arrow keys: Like the mouse, these keys are used to navigate through the document.
8SIMPLE TASKS IN MICROSOFT WORDTyping TextTo enter text, type just as you would if you were using a typewriter.To capitalize a letter, hold down the SHIFT key while typing the letter.Or, press the CAPS LOCK key on the left-hand side of your keyboard. You will have to pressthe CAPS LOCK key again—once you are done capitalizing—to remove the lock.You do not need to press ENTER to start a new line—Microsoft Word will automatically wrapyour sentence at the end of the line.To move the cursor from its position at the end of the your sentence to anywhere else on thepage, use the mouse or the arrow keys to move the cursor where you want the letters or spaces tobe (left-click the mouse to place the cursor) and then type what you want to add—the text willadjust to include it.Press ENTER to start a new paragraph (this is sometimes called a “carriage return”).PRACTICE - Type the following text in your document:Dear Diary,Today was a good day. I got a promotion at work. My boss says it is because I’m a SUPERsalesperson! The whole office went out to lunch to celebrate.Deleting TextWhile typing a document, sometimes you will make a mistake. Unlike a typewriter, MS Wordcan delete text on the screen and leave no trace—it is as if you never typed on the page in thefirst place.There are two different buttons on the keyboard that will allow you to erase text. They are the“Delete” key and the “Backspace” key (#s 1 and 2 on the keyboard map on page 7). The“Backspace” key deletes words to the LEFT of the cursor, and the “Delete” key deletes words tothe RIGHT of the cursor.This is my crea tive sentence.BACKSPACE DELETELet’s assume that the vertical line dissecting the word “creative” in the example above is ourcursor. Pressing the “Backspace” key will erase “a,” “e,” “r,” “c,” and so on, moving LEFT. The“Delete” key will erase “t,” “i,” “v,” “e,” and so on, moving RIGHT.
9To delete a whole chunk of text at once, left-click with your mouse and drag to highlight asection of text. Then simply press “Backspace” or “Delete” and all of the highlighted text willdisappear!PRACTICEDelete the following sentence from the text you typed earlier: My boss says it’s because I’m aSUPER salesperson!Undoing and RedoingThe UNDO and REDO features of Microsoft Windows applications are great tools to rely on(especially in MS Word). The program will keep a list of the last 25 commands that you haveperformed, and it allows for taking "one step" backwards in order to erase what you have justdone.Click on the UNDO button in the Quick Access Toolbar to go back one step (up to25).Click on the REDO button in the Quick Access Toolbar to go forward one step (up to25).PRACTICEUndo your previous deletion so that your sentence reappears in the paragraph.Formatting TextChanging the look of what you've written is called "formatting." This can include changing thetext style, size, color, and more.This is a sentence that features many different fonts.This isa sentencethatfeaturesmany different sizes.From the Home Tab, the "B" will make your text BOLD, the "I" will put it in italics, and the"U" will add an underline to your text. These features do not have to be used independently ofeach other either—in other words, you can bold, underline, and italicize a single piece of text.The alignment of the text can be altered using the buttons with the horizontal lines on them. Youcan align textTo the LEFT,To the CENTER,
10And to the RIGHT.In order to apply certain stylistic or other changes to text, you must first HIGHLIGHT the text.This is a common procedure in Microsoft Windows applications, and, because it is so useful, it isa skill worth practicing.You can also change the font color by clicking on the appropriate buttons in the FormattingToolbar. Experiment and remember—you can always start over with a fresh, new document, sodon't worry about making mistakes! If you do, however, there is always the incredible "UNDO"tool.PRACTICEUse the alignment button to center the line with ‘Dear Diary,’ on it. Change the font color toyour favorite color. Highlight the rest of the sentences to select them. Now change the font toTimes New Roman, font size to 14 and italicize it. Your document should now look similar tobelow:Dear Diary,Today was a good day. I got a promotion at work. My boss says it’s because I’m aSUPER salesperson! The whole office went out to lunch to celebrate.Spelling and Grammar Check:One benefit of using a computerized word processor is its ability to recognize, change and giveadvice about your writing. MS Word has utilities that can check your spelling and grammaragainst a master database, and can offer advice on a variety of different grammatical styles.MS Word automatically underlines any words that it does not recognize in red, assuming thatthey are not spelled right, and green if it does not recognize the grammar, assuming that thesentence does not make logical sense. For example:The quickly brown fox jumps over the laziy dog.In this case, "quickly brown fox" should read "quick brown fox" and "laziy" should be "lazy." Ifyou right-click on the word, a menu with pop up with options, including "Ignore" if you do notwant help on this specific phrase.You can also choose to add words to the MS Word database, if you are going to be typing themconsistently and do not want to flag each one – this is especially useful for names of people asMS Word will interpret these as misspellings.The spelling and grammar tools can be found out the Review Tab.Copying, Cutting, and Pasting Text
11In MS Word, you can CUT or COPY text from one area of the document and save that text to bePASTED elsewhere (these commands are found on the Home Tab).When you CUT text, you actually delete it from where you took it, as opposed to COPYING it,which makes a copy of your selection.When you CUT or COPY text, it is stored on the CLIPBOARD. The Clipboard is a tool in MSWord that stores cuts and copies of your work, to be pasted in other places in the document.Once your selection is on the CLIPBOARD, you can PASTE it as many times as you want!CUTTING a selection will also make a copy of it, just in case you want to PASTE it elsewhere.To CUT a selection, first highlight it. Then, click on the CUT icon from the Home Tab.The highlighted text will disappear, as you have just cut it out, but a copy is now on yourclipboard, and MS Word is waiting for you to paste it somewhere else.To PASTE this cut selection, place your cursor where you want the selection to go. Click on thePASTE icon from the Home Tab toolbar, and it will pop the text into place, right where youhave your cursor.To COPY, simply follow those same steps, replacing the CUT command with COPY.The COPY command will not alter your original selection at all, as it simply makes a copy ofthe selection without changing or deleting it in any way.PRACTICEHighlight the first sentence of your paragraph “Today was a good day.” Select COPY. Move thecursor to the end of your paragraph and press enter a couple of times to move the cursor furtherdown the page. Now press PASTE. Your document should now look similar to below:Dear Diary,Today was a good day. I got a promotion at work. My boss says it’s because I’m aSUPER salesperson! The whole office went out to lunch to celebrate.Today was a good day.Inserting Clip Art Images:Clip Art is a collection of cartoon and computer-generated images that cover a broad array ofcommonly needed icons and pictures. These include business, holiday, nature, entertainment,academic and other themes, along with standard bullets and symbols.
12To insert a clip art picture into a Microsoft Word document, you will first need to place yourcursor (left-click) where you wish to insert you picture in your document.Then, from the Insert tab on the Ribbon, click on“Clip Art.”An Insert Clip Art Window will appear. You cansearch for a word related to the type of picture you arelooking for.Navigate the window and make a selection. It will ap