Basics of Microsoft Word

Introduction to Microsoft Word

Overview of the Presentation

• Jenna Helgi Murata introduces herself as the Regional Director of Region 5 and welcomes participants to a session on Microsoft Word, a key topic in basic computer training.

Definition and Importance

• Microsoft Word is defined as a word processing application essential for workplace skills, enabling users to manage word processing projects effectively.

Starting with Microsoft Word

• Upon opening, users encounter the Word start screen where they can choose from pre-made templates or start with a blank document based on their preferences.

Understanding the Ribbon Interface

• The ribbon contains multiple tabs (nine in total), each offering groups of tools for common tasks. The tabs include File, Home, Insert, Design, Layout, References, Mailings, Review, View, and Help.

Exploring Tabs in Microsoft Word

Home Tab Features

• The Home tab provides access to frequently used commands such as copying and pasting text, formatting options, aligning paragraphs, and selecting document styles.

Insert Tab Capabilities

• The Insert tab allows users to add various elements like pictures, charts, tables, shapes, cover pages which enhance visual communication within documents.

Design Tab Options

• The Design tab offers tools for themes and formatting effects including page borders and watermarks that help polish document presentation.

Document Layout and References

Layout Tab Functions

• The Layout tab enables adjustments to print formatting such as margins and page orientation which are crucial when preparing documents for printing.

Reference Tools

• The References tab assists in adding footnotes and citations along with creating bibliographies—essential features for academic writing.

Finalizing Documents

Review Tab Features

• The Review tab facilitates collaboration through powerful editing features like comments and tracking changes which streamline group work on documents.

Viewing Options

• The View tab allows switching between different views of the document or splitting the screen to view two parts simultaneously—useful during editing processes.

Additional Formatting Tools

Contextual Tabs Under Format

• Contextual tabs appear when working with specific items (like tables), providing specialized tools necessary for detailed formatting tasks.

Quick Access Toolbar Customization

How to Customize the Quick Access Toolbar and Document Views in Word

Customizing the Quick Access Toolbar

• To add commands to the Quick Access Toolbar, click on the drop-down arrow next to it and select desired commands from the menu. For more options, choose "More Commands."

• The ruler is located at the top and left of your document, aiding in precise adjustments. You can hide it for more screen space by checking or unchecking a box in the View tab.

Document Viewing Options

• In Word 2016, various viewing modes are available: Read Mode (for reading), Print Layout (default for editing), and Web Layout (for web display). Each mode serves different tasks.

• To change document views, locate and select the desired view tool in the bottom right corner of your screen.

• Print Mode shows page breaks indicating how your document will appear when printed. This is essential for formatting before finalizing documents.

Insertion Point and Text Management

• The insertion point is a blinking vertical line indicating where text can be entered. It typically starts at the top left corner of a new document.

• Pressing the spacebar adds spaces between text; pressing Enter moves to a new paragraph line.

Selecting and Editing Text

• To select text, place the insertion point next to it, hold down the mouse button while dragging over text, then release to highlight it.

• A toolbar appears upon selecting text or images; you can delete highlighted text by hitting the Delete key.

Copying and Pasting Text

• To copy text, highlight it and use either the copy command on the Home tab or right-click to select Copy. Place your insertion point where you want it pasted before using Paste command.

• Cutting text involves highlighting it first, then using Cut from either Home tab or right-click menu. After cutting, paste where needed using Paste command.

Changing Font Styles

• Word 2016 offers various font styles; select desired text first before clicking on drop-down arrow next to font options on Home tab to see available styles.

• Hover over font styles in dropdown menu to preview changes before applying them.

Formatting Text in Microsoft Word

Font Size and Color

• A menu of font sizes appears when you hover over options, providing a live preview of changes in the document.

• The font color can be changed by selecting text and using the font color dropdown; highlighting important text is also discussed.

Highlighting Text

• To highlight text, select it and click on the highlighter color dropdown from the Home tab to choose your desired highlight color.

Text Modifications: Bold, Italic, Underline

• Select the text you want to modify and use commands for bold, italic, or underline found under the Home tab.

Changing Text Alignment

• Modify text alignment by selecting the desired text and choosing one of four alignment options (left, center, right, justify) from the paragraph section on the Home tab.

Page Orientation and Size

• Change page orientation by selecting the Page Layout tab and clicking on Orientation to choose between portrait or landscape.

• Predefined page sizes can be selected from the Layout tab's size dropdown menu.

Backstage View Overview

• Accessing Backstage View via the File tab allows users to save, open files, print documents, and share them easily.

Creating New Documents

• To start a new project in Word, access Backstage View through File > New > select a template for your new document.

Opening Existing Documents

• Open existing documents by navigating to Backstage View > Open > Browse to find your file.

Saving Documents: Save vs. Save As

• Use "Save" for ongoing edits; "Save As" allows saving with a different name or location. It's crucial to save frequently to avoid losing work.

Exporting Documents as PDF

How to Change File Types in Microsoft Word

Steps to Export a Document

• Accessing Backstage View: Click the "File" tab to enter the backstage view of Microsoft Word.

• Exporting Options: Select "Export" and then choose "Change File Type" from the available options.

• Selecting File Type: Choose your desired file type from the list provided, then click on "Save As" to proceed with changing the document format.

Saving Your Document

• Save As Dialog Box: A dialog box will appear prompting you to select a location for saving your document. Enter a file name before clicking "Save".