1. MS WORD
INFORMATION TECHNOLOGY
MANAGEMENT SERVICE
Training & Research Division

2. Microsoft Word for Windows
Word processing software that enables
the user to create, edit, format and print
documents. It also enables the users to
integrate graphic images and charts to
documents in reports. Its various tools
allows users to check the spelling, look for
other meanings and automate documents
elements as well.

3. Screen Features
1. Title Bar – is located at the topmost portion of the
Window screen. This contains the Program name
and the document name.
9 Menus in MSWord Bar
File Edit View Insert Format Tools Table Window
Help
2. Menu Bar – appears at the top of the Word screen,
just below the Title bar. It contains nine (9) menu
names, each of which leads to a list of commands
that you use during your work sessions.

4. Screen Features
3. Standard Toolbar – located just below the
Menu bar. It contains twenty two (22)
“picture” buttons, each of which represents a
commonly used Word command. By simply
clicking a button with your mouse, you can
access all the features you need to do your
normal daily task.

5. Screen Features
4. Formatting Toolbar - located beneath the
Standard Toolbar, which offers a wide range
of formatting features. By clicking a button,
you can change the font, font size and
appearance of selected text. You can also
change the alignment and indention of text.

6. Screen Features
5. Ruler – located below the Formatting
Toolbar. You can use the ruler to indent
paragraphs, adjust left and right margins,
change column widths in tables and make
other formatting changes to larger sections
of your document.

7. Screen Features
6. Text Area – the large blank area below the ruler,
is where your work displays when you type.
7. Insertion Point – shows where data will be
inserted when you type.
8. End Mark – indicates the bottom of the
document, it moves down the documents as you
type. You cannot enter below the End mark. If
you press the Enter key a few times, you will
notice that the insertion point and End mark
move down the window.

8. Screen Features
9. I-Beam – the shape of the mouse pointer
when in the Text area.
10. Selection bar – unmarked area along the
left side of the Text area. The selection bar
makes it easy to work with text. Clicking once
highlights the closest line of text; double-
clicking highlights an entire paragraph.

9. Screen Features
11. Status bar – located along the very
bottom of your screen. It displays
information about the active document, the
page that contains the Insertion point, the
status of several keys on your computer
and instructions and/or messages when
you are issuing a command.

10. Standard Toolbar Commands
 New – open a document based on current
default settings (normal).
 Open – open an existing document into its
own document window.
 Save – save the active document with its
current name.
 Print - print the active document to the
currently selected printer.

11. Standard Toolbar Commands
 Print Preview – views the document prior to
printing.
 Spelling – checks the spelling in the active
document.
 Cut – cut selected text from the document
and put in the clipboard.
 Copy – copies selected text from the
document into the clipboard.

12. Standard Toolbar Commands
 Paste – paste out or copied text from the
clipboard.
 Format Painter – copy formatting of selected
text.
 Undo – undo the last action you performed.

13. Standard Toolbar Commands
 Redo – redo the last action you undid.
 Auto Format – automatically format a
document based on its contents.
 Insert Table – inserting a table with one or
more rows and columns.

14. Formatting Toolbar Commands
• Style – A style is a set of formatting
characteristics that you can apply to text in
your document to quickly change its
appearance.

15. Formatting Toolbar Commands
• Font – change the font.
* Fonts – are the typestyles or text styles. In
Word you can select a variety of typestyles
which you can apply in your document.
* True Type Fonts – are automatically
installed when you set up Windows on your
system. These fonts look exactly the same
as they do in a printed document.

16. Formatting Toolbar Commands
• Font Size – changing the size of the font.
• Bold – applies the bold formatting.
• Italic - applies italic formatting.
• Underline – applies a single underline
formatting.
• Align Left – aligns text to the left.
• Center – centers text.
• Align Right – aligns text to the right.
• Justify – justifies text (spaced only between
margins).

17. Page Setup
 Page Break – indicates another page of the
document.
 Large Size Paper – 8 ½ x 14 inches paper
(long bond/ legal size).
 Letter Size Paper – 8 ½ x 11 inches paper
(short bond/ letter size).

18. Page Setup
* Portrait
Orientation –
document is printed
in standard vertical
manner on the paper.
* Landscape
Orientation – document
is printed in a horizontal
manner on the paper.

19. Three (3) Elements of Table
1. Rows – are horizontal lines of text and/or
data in your document.
2. Columns – vertical arrangement of
document contents in your document.
3. Cells – boxes formed by the intersection of
rows and columns.

20. View
 Normal View – is the default document view
you probably will use for most typing, editing
and formatting.
 Page Layout View – you can see a document
as it will look when printed and refine its text
and formatting.
 Outline View – you can collapse a document
to see only the main Headings or expand it to
see the entire document.

21. Text Selection

To Select text – click and drag over text to
be selected.

To Select a word – double-click on the
word.

To Select a sentence – hold down the
CTRL button and click on the sentence.

To Select a paragraph – triple-click on the
paragraph.

22. Text Selection
 To Select a line – position the mouse
pointer at the extreme left of the line (till
the mouse pointer points to the right) then
click once
 To Select the entire document – position
the mouse pointer at the extreme left of
the line (till the mouse pointer to the right)
then triple-click. You may also press
CTRL+A to select the entire document.

23. Copying Text
 Select the text to be copied;
 Click on the EDIT menu and select
COPY;
 Move the cursor to the desired
destination of your copy; and
 Click on the EDIT menu and select
PASTE

24. Moving Text
 Select the text to be moved;
 Click on the EDIT menu and select
CUT;
 Moved the cursor to the location
where the text is to be transferred; and
 Click on the EDIT menu and select
PASTE.

25. Saving a Document
 Click on the File Menu
and Choose SAVE;
 In the filename text
box, type in your
desired filename;
 Click on the pull-down
arrow in the drive box
to change the drive (if
necessary); and
 Click on OK

26. Retrieving a Document
 Click on the FILE menu
and choose OPEN;
 Click on the pull-down
arrow in the drive box to
change the drive) if
necessary); and
 Click on the file to be
retrieved and click OK

27. Text Formatting
 Select the text to be formatted.
 Click on the FORMAT menu
and choose FONT.
 At the Font dialogued box,
format any of the following:
* Font – the typeface of the character
* Style – Bold, Italic, etc.
* Size – measured in points
* Underline – single, double, etc.

28. Paragraph Formatting
 Select the paragraphs to be formatted.
 Click on the FORMAT menu and select
PARAGRAPH.
 At the Paragraph dialogue box, format any
of the following:
* Indention- Left, Right, Special
* Spacing – Before paragraph, after paragraph, line
spacing
* Alignment – Left, Center, Right, Justified

29. Applying Borders and Shading
 Select the paragraph(s) to be formatted.
 Click on the FORMAT menu and select
BORDERS and SHADING.
 On the Border tab, select a desired border
and style.
 On the shading tab, select a desired
shading.
 Click on OK.

30. Applying Column Formats
 Select the
paragraph(s) to be
formatted.
 Click on the FORMAT
menu and select
COLUMN.
 Click on the desired
number of columns.
 Click on OK.

31. Inserting Pictures
 Click on the INSERT menu and choose
PICTURE.
 Select a desired picture and click on OK
Moving Pictures.
 Click on the picture to select it (handles should
appear).
 Click on the INSERT menu and choose
FRAME.
 Position the mouse anywhere inside the frame
and drag the picture to the desired location.

32. Resizing Pictures
 Click on the picture to select it
(handles should appear)
 Point the mouse on any of the handles
until it represents a double-headed
arrow.
 Click and drag on the handle to your
desired size.

33. Deleting Pictures
 Click on the picture to select it
(handles should appear)
 Press on the DELETE key in the
keyboard.

34. Spell-checking the Document
 Click on the TOOLS menu and choose
SPELLING.
 To change desired words, either click on the
suggestion or type directly on the Change
To text box and click on Change.
 To ignore a spell-check, simply click on the
Ignore button.
 Word will indicate is spell-check is
complete, Click on OK.

35. Print preview the Document
 Choose PRINT PREVIEW in the
FILE menu
 View the document as desired
(click on the appropriate tool in
the toolbar

36. Setting up the Correct Margins
 Click File in the Menu bar
 Click PAGE SET-UP
 Choose the MARGINS in the TAB
 Type the desired margin, on Top,
Bottom, Left and Right.
*(The default margin is one inch)

37. Setting Up the Page
 Click FILE in the menu bar.
 Click PAGE SET UP.
 Choose the PAPER SIZE in the TAB.
 Choose between LEGAL for long bond
paper size or 8 ½ x 14.
 Letter for Short Bond paper or 8 ½ x 11.
 Choose Orientation whether Landscape or
Portrait.

38. Printing the Document
 Choose PRINT from the FILE menu
 Choose a page range and set the
number of copies
 Then Click OK
* You may also click the PRINT button on
the standard toolbar to print all pages of
your document.