9th Computer Class

Student Workbook
WORD
Objectives:
1. Learn the purpose of and how to utilize the basic tools that are used for entering
and formatting text in Word documents.
a. Save as
b. Clipboard
c. Copy/Paste with and without formatting
d. Font
e. Paragraphs
i. Margins
ii. Spacing
iii. Alignment
f. Borders and Shading
g. Applying and creating Styles.
h. Bulleted or numbered lists
i. Using Tabs
j. Tables
k. Find and Replace text and format
l. Headers and Footers
m. Building Blocks
n. Creating Cover Pages
2. Learn the English names of the different tools and screen parts of the program.

Function keys
Print Screen
Backspace
Delete
Shift
Capital Lock
Tabulation key
Control key
Alt Function Key
Line Start and End

This document explains how to do the different tasks, the assignments tell you
what to do with this knowledge.
File Tab
1) Save as
Save As can be used to save the document in a different place, with a different name or in a different
format.
Save a new version
a) Click FILE and then click Save As.
The Save As dialog box opens.
b) Choose the folder to save in, such as Computer and click the desired folder or click Browse to
choose a different folder.
c) Change the file name if necessary.
d) Click Save.
Save as a different format
a) Click File and then click Save As.
The Save As dialog box opens.
b) Click the location where you want to save the document
c) Accept the suggested name or enter a new name for the file.
d) Click the Save As Type drop-down list and select the file type you want.
e) Click Save.

Home Tab
2) Managing the Office clipboard
Paste from the Office clipboard
a) In the Clipboard group, click the dialog box launcher (the small arrow icon in the lower-right
corner).
b) In the Clipboard pane, click the down-arrow next to any item and the click Paste to paste the
item into the document.
c) You can click Paste All to paste all the items in the clipboard at the current selection in the
document.
d) You can click the down-arrow next to any single item and click Delete to remove that item from
the clipboard, or click Clear All to remove all the items at once.
3) Font
Apart from the normal type, size and color buttons there are several other important options in the
Font menu
Text effects
Text effects are used to give extra style such as shadow and glow effects to the letters as in a
heading or title.
Text spacing
To spread the text out along the line or push it together so that it fits into a certain space you can
change the distance between the characters.
a) Open the Font dialog box.
b) Click on the Advanced tab.
c) In the Character Spacing section, click on Spacing and set to EXPANDED to i n c r e a s e
the distance between characters by the amount you specify.
d) Click on Spacing and set to CONDENSED to decrease the distance between characters by the
amount you specify.
4) Paragraphs
Margin setting
a) Select the paragraphs that you want to format.
 b) On the Page Layout tab, in the Page Setup group, select the margin option wanted or go to
Custom Margins
Paragraph and Line spacing
a) Select the paragraphs that you want to format.
b) On the Home tab, in the Paragraph group open the Paragraph dialogue box.
c) Set the options in the Spacing section
Change alignment and indents on the ribbon
a) Select the paragraphs that you want to format.
b) On the Home tab, in the Paragraph group, click one of the following alignment buttons, depend-
ing on how you want the selected text to be aligned:
Align Left Aligns the text at the left margin or indent. The right ends of the lines do not align.
(Ctrl+L)
Center Centers the text between the left and right margins. (Ctrl+E)
Align Right Aligns the text at the right margin or indent. The left ends of the lines do not align.
(Ctrl+R)
Justify Aligns the text at both the left and right margins or indents by automatically adjusting
the spaces between words. (Ctrl+J)
c) To move the left indent of the selected paragraphs in half-inch (1.27 cm) increments, in the
Paragraph group, click either the Increase Indent or Decrease Indent button, as needed or tab
on the TAB key.
Change alignment and indents on the ruler
The indent markers are found on the ruler with the margin marker
a) To set a first-line indent drag upper section of the indent marker along the horizontal ruler.
a) To set a hanging indent, drag the lower section of the indent marker along the horizontal ruler.
b) To move the left or right indent of the selected text, drag the both markers along the horizontal
ruler by moving the BOX.

Add borders and shading

a) Select the paragraph or part of a paragraph that you want to format.
b) To add background shading, on the Home tab, in the Paragraph group, click the down-arrow on
the Shading button.
c) In the shading colors gallery, point to the various color samples and watch the live preview in
the selected text. If one of the colors is satisfactory, click it to apply the shading.
d) To add a border, in the Paragraph group, on the Borders button, click the down-arrow to display
a drop-down list of border options.
e) Point to the items in the drop-down list and watch the live preview in the selected text. If one of
the borders is satisfactory, click it to apply the border.
f) If you want lines to border the paragraph on more than one side, but not a complete box border,
you can repeat steps d) and e) and select the additional options that you want.
For example, if you want a border both above and below a paragraph, such as you might for a
sidebar or a pull quote, apply the Top Border as just described and then go back and apply the
Bottom Border in the same way.
You can also add borders and shading from the dialog box found at the end of the borders drop
down menu.
Do Exercise 1
5) Styles
Apply a paragraph style from the Styles gallery
a) Click in the paragraph to which you want to apply a different paragraph style.
b) On the Home tab, in the Styles group gallery, point to the desired paragraph style or linked style
and look at the live preview in the selected paragraph.
c) When the live preview displays the format that you like, click the desired style in the gallery to
apply it to the selected text.
Create a new style by example
a) Change the formatting of some text in your document so that it has the appearance you want
for the new style. Select the changed text.
b) Expand the Styles group gallery on the Home tab, and click the Create A Style item at the
bottom of the gallery.
c) In the Create New Style From Formatting dialog box, type a name for the new style and click
OK. The new style automatically appears in the Styles gallery.

Building a bulleted or numbered list

You can use lists to break large topics into small, easily understood pieces. A numbered list is
appropriate when you describe the steps in a procedure that should be done in a particular order.
Also, a numbered list is a good format for placing similar items in priority order. A bulleted list can
contain steps that can be done in any order, or items of equal priority.
Apply bullets or numbering
e) Click in the paragraph that will contain the first item of the list.
f) In the Paragraph group, click the Bullets button to start a bulleted list or click the Numbering
button to start a numbered list.
g) After you enter text for each item of the list, press Enter to start the next item.
h) When you’ve entered the last item of the list, press Enter twice to turn off the list tool.
Use a multilevel list style
a) On the Home tab, in the Paragraph group, click the Multilevel List button.
b) In the List Library gallery, click one of the previews that show Heading style names.
Restart numbering
a) Right-click in the numbered paragraph for which you want to restart numbering.
b) If you want the selected paragraph to start a new list, click Restart At 1.
Numbering existing text
b) Select the text to be numbered.
c) Click on the type of numbering that is required.
d) To create a second level, tap on the TAB key or click on the Increased Indent button in the
Home tab

Set tabs
The TAB markers are found on the ruler “L”
A quick way to set tab stops in your document is to click in the ruler where you want the tabs to
appear.
a) Click the bottom edge of the ruler wherever you want the tab.
b) To adjust its position, just drag it left or right along the ruler to where you want it.
c) To remove a tab stop, drag it off the ruler.
d) To align text to the tab, place the cursor at the start of the text and hit the TAB key.

Do Exercise 2
6) Creating Tables
You can create tables in a Word document in the following ways:
1. To create a blank table of up to 10 columns and eight rows, click Table on the Insert tab. This
displays the Insert Table gallery and menu. The gallery is a simple grid that represents
columns and rows of cells. Pointing to a cell in the grid outlines the cells that would be included
in a table created by clicking that cell and displays a live preview of the prospective table.
Clicking a cell in the grid inserts an empty table the width of the text column. The table has the
number of rows and columns you indicated in the grid, with all the rows one line high and all
the columns of an equal width.
2. To create a more customized empty table, click Insert Table on the Insert Table menu. This
displays the Insert Table dialog box, in which you can specify the number of columns and rows
and the width of the table and its columns.
3. To create a less clearly defined empty table, click Draw Table on the Insert Table menu. This
displays a pencil with which you can draw cells directly in the Word document to create a
table. The cells you draw connect by snapping to a grid, but you have some control over the
size and spacing of the rows and columns. After drawing a base table, you can erase parts of
it that you don’t want and adjust the table, column, and row size by using tools on the Layout
tool tab for tables.
4. Tables can also be created by selecting text and using the Convert to Table option found in
Insert Table menu. The text conversion works best when the elements to be placed in cells
are separated by TABS and the TABS Option is checked.
Modifying tables
5. To add extra rows or columns, select the row or column where you want a new one and right
click. Select insert and then the option you desire
6. Cells can be merged by selecting the cells then right clicking then selecting merge cells.
7. Cells can be divided into smaller cell by using the split cell option on any selected cell and
selecting the number of rows and columns desired.
8. Cell size can be changed by putting the mouse point on the line until a pointer appears.
Then you can drag it to the new place
9. To set the text alignment inside the cells you select the cells and then use the
Alignment buttons in Table tools/Layout/Alignment
10. Cell borders and color can be changed in the Paragraph section of the Home ribbon or the
Table Tool/Design ribbon
11. To set the direction of the text inside the table you select the cells and then use the Text
Direction buttons in the Table tool/layout tab
12. To paste text into a table, copy the text, select the area of the table where you want to paste it
and select the paste option you want to use.

Do Exercise 3

7)
8) Find and Replace
Using the Advanced Find dialog Use Practice Exercise #1
a) On the Home tab, in the Editing group, click Find and then click Advanced Find. Or click on Replace.
b) The Find And Replace dialog box opens. If the dialog box isn’t expanded, click the More button.
c) In the Search Options section, you can select one or more check boxes to change the way Word will
execute the search.
If you want to find only text that has specific formatting, click Format, and then in the drop-down list that
appears, click one of the items. You can specify more than one kind of formatting if necessary, such as
Paragraph, formatting and Highlighting.

Using the SPECIAL button to select a character or object you can also search for special characters or
replace normal text with special characters.
Replace text
a) On the Home tab, in the Editing group, click Replace (Ctrl+H).
b) Type or paste the text to be replaced in the Find What box. You can also use the special characters.
c) Type or paste the replacement text in the Replace With box. You can also use the special characters.
d) Click Find Next to go to the next occurrence. Click Replace if you want to change that occurrence, or
click Find Next again to leave it unchanged and go to the next occurrence.
If you want to change all the occurrences at once, click Replace All.

Replace formatting
a) In your document, select one of the words that you want the format to be changed. Make a
note of the type of the details (type, bold, Italic, color etc.). You can find them in the FONT
dialogue box
b) On the Home tab, in the Editing group, click Replace (Ctrl+H).
c) When the Find And Replace dialog box opens, click More to expand it.
What to find
a) Click in the Find What box, but leave it empty. If you want to change the format of just a
specific word or phrase then you can write it in the box.
b) Click Format and then click Font.
c) In the Font Color gallery, select the details of the font you want to change and click OK. These
are the details you noted down before.
What to replace it with
a) Click in the Replace With box, but leave it empty. Unless you are changing just a specific word
or phrase.
b) Click Format and then click Font.
c) Choose the Font Styles that you want the text to have from the list, (type, bold, Italic, color etc.)
then click OK.
d) Click Replace All.
Do Exercise 4
9) Pages
Select all
a) To select everything in a document, open the Home tab, in the Editing group, click Select All
(Ctrl+A).
Select objects
a) To select an object or a group of objects, open the Home tab, in the Editing group, click Select
Objects.
Insert a built-in header, footer, or page number
a) On the Insert tab, in the Header & Footer group, click one of the Header, Footer, or Page Number
buttons to open the corresponding gallery.
b) Click one of the building blocks in the gallery.
c) If the building block includes places to enter text, type the required information.
d) Enter any additional text or fields that you want; delete any items that you don’t want.
e) Distances from the top and bottom of the page are set in the Headers and Footers tab that appears
when you open a header or footer.
f) On the Header & Footer Tools | Design contextual tab, click Close Header And Footer to return to
the main text area. You can also double click on another part of the page or hit the escape key.
Using building blocks.
a) On the Insert tab, in the Text group click on Quick Parts/Building Blocks Organizer select the
block you want to insert.
Creating your own building blocks.
Any text that is used frequently can be saved and used as a building block or Quick Part.
a) Create a text that can be used often as a heading on your documents
i. Format the text using preferred font, size, color etc.
b) Select the text
c) On the Insert tab, in the Text group click on Quick Parts/Save Selection to Quick Parts Gallery
d) To insert it into any document, open the gallery and click on it.
Objects can also be used as building blocks.
a) Insert a text box, shape, WordArt or image.
b) Use the Drawing, Picture or Text Box Tool tab to format the object.
c) On the Insert tab, in the Text group click on Quick Parts/Save Selection to Quick Parts Gallery
d) To insert it into any document, open the gallery and click on it.
Do Exercise 5
Cover pages
a) To insert a cover page ensure that the cursor is at the top of the document.
b) On the Insert tab, in the Pages group, click the Cover Page button to display the gallery of
available c
c) Click on the page you want to use.
d) Modify the cover page to include the information you need.
Creating cover pages
a) To creating your own cover page
b) Use a blank page.
c) Insert and align all of the text, text boxes, illustrations, header, footer, date that you will use.
d) Select everything on the page.
e) Click on the cover page icon to open the gallery.
f) Click on Save Selection to Cover Page Gallery.
g) Assign a name to the new building block and click OK.
h) Go to the Cover Page Gallery and check to see if it is included.
Do Exercise 6 Exercise 7 will be assigned in class.