END USER COMPUTING.

BICT 1101
Lecture 2: Word Processing
WORD PROCESSING

A word processing program allows us to manipulate text

and related objects such as pictures.
The main purpose of a word processing program is to
permit the user to create text documents, edit (insert,
delete and replace) text and objects, format the document
to increase readability and appearance, print a copy of the
document, and save the document for future use or
reference.
BASICS OF WORD PROCESSSING USING
MICROSOFT WORD
 Microsoft Word is a word processing software package. You can use it to
type letters, reports, and other documents.
 STARTING WORD
1. Through search box, type “Word”.
2. If pinned in the start screen. Click the start menu and select Word
3. From the taskbar (Quick Launch Area if pinned there click on the
Word icon
CREATING A NEW DOCUMENT

 After starting Word, a new blank document opens up by default. Type and
format the text as desired here. Two methods to create a new document
once you open Word:
1. Click on the “File Tab” and then New. Click Blank document and a new
document appears formatted using the normal template. Note the
choices for a new document under Templates.
2. Add the “New Document” symbol to the Quick Access Toolbar. Click the
“File Tab”, choose “Options”, “Quick Access Toolbar”, “New”, “Add”, and
“OK”. Alternatively
 Click the “Arrow” to the right of the “Quick Access Toolbar”, Click “New”.
Now the New Document button shows on the Quick Access Toolbar. Click the
New button and the new document window appears.
NEW DOCUMENT
 When you open Word, you see two things (main parts):
The ribbon, which sits above the document, and
includes a set of buttons and commands that
you use to do things in and with your document
(like print it). That is the area that spans the top
of MS Word.
A blank document, (text area) which looks like a
white sheet of paper and takes up most of the
window.
WHAT IS THE RIBBON

The Ribbon is a user interface element that is located

below a Quick Access Toolbar and the Title Bar.
Comprises of tabs like;
Home, Insert Layout, References, Mailing, Review, View, etc.

• The Ribbon has three parts which will help you understand
how to use it. They are tabs, groups, and commands.
RIBBON PARTS

Tabs: The Ribbon has several basic tabs across the top.
Each represents an activity area.
Groups: Each tab has several groups that show related
items together.
Commands: A command is a button, a menu, or a box
where you can enter information. They allow users to
perform actions or open menus with further related actions.
DIALOG BOX LAUNCHERS IN GROUPS.

 Some groups have a small diagonal arrow in the lower-right corner called
the Dialog Box Launcher which can be opened according to the action
required.
 Click it to see more options related to that group (or a particular group).
ADDITIONAL TABS APPEAR.
 Certain tabs appear only when you need them in the newer versions of word.
 Say you insert a picture and want to do more with it, like crop it or change how
text wraps around it.
 Where are those commands found?
 You don’t need to hunt for them. Instead:
1. Select the picture.
2. The Picture Tools appear. Click the Format tab.
3. Additional groups and commands appear for working with pictures, like
the Picture Styles group.
 When you click away from the picture, the Picture Tools disappear, and the
other groups come back.
THE QUICK ACCESS TOOLBAR.

 The Quick Access Toolbar is the small area to the upper left of the Ribbon. It
contains the things that you use over and over every day: Save, Undo, and
Repeat.
THE TITLE BAR

 Next to Quick Access toolbar is the Title bar.

 The Title bar displays the title of the document on which you are currently
working.
 Word names the first new document you open Document1.
 As you open additional new documents, Word names them sequentially.
 When you save your document, you assign the document a new name.
TEMPORARILY HIDE THE RIBBON

 The Ribbon makes everything nicely centralized and easy to find.

 But sometimes you don’t need to find things. You just want to work on your
document, and you’d like more room to do that.
 In that case, it’s just as easy to hide the Ribbon temporarily as it is to use it.
 Here’s How:

1. Double-click the active tab. The groups

disappear so that you have more room.
2. To see all the commands again, double-click the
active tab again to bring back the groups.
STATUS BAR

 The Status bar appears at the very bottom of your window and provides
information as the current page and the number of words in your
document.
 You can change what displays on the Status bar by right-clicking on the
Status bar and selecting the options you want from the Customize Status
Bar menu.
 You click a menu item to select it. You click it again to deselect it. A check
mark next to an item means it is selected.
RULER

 The ruler is found below the Ribbon. You can use the ruler to
change the format of your document quickly.
 For example it helps you align the text, tables, graphics and other
elements of your document.
 It uses inches or centimeters as the measurements unit and gives
you an idea about the size of the document.
 If your ruler is not visible, follow the steps listed here:
1. Click the View tab to choose it.
2. Click the check box next to Ruler in the Show/Hide group. The ruler
appears below the Ribbon.
TEXT AREA

 Just below the ruler is a large area called the text area.
 You type your document in the text area.
 The blinking vertical line in the upper-left corner of the text area is the
cursor.
 It marks the insertion point. As you type, your text displays at the cursor location.
 The horizontal line next to the cursor marks the end of the document.
USING THE KEYBOARD

 The Ribbon design comes with new shortcuts.

 This change brings two big advantages over previous versions of Office
programs:

There are shortcuts for every single button

on the Ribbon.
Shortcuts often require fewer keys.
 The new shortcuts also have a new name: Key Tips.
USING THE KEYBOARD

 To use Key Tips, start by pressing ALT. (Pressing ALT makes the Key Tip
badges appear for all Ribbon tabs, the Quick Access Toolbar commands,
and the Microsoft Office Button.)
 Next:

Press the Key Tip for the tab you want to

display. For example, press H for the Home
tab. This makes all the Key Tips for that tab’s
commands appear.
Press the Key Tip for the command you
want.
UNDERSTANDING DOCUMENT VIEW

 In Microsoft Word , you can display your document in one of five views:
1. Draft view: Draft view is the most frequently used view. You use Draft view to
quickly edit your document.
2. Web Layout: Web Layout view enables you to see your document as it
would appear in a browser such as Internet Explorer.
3. Print Layout: The Print Layout view shows the document as it will look when it
is printed.
4. Full Screen reading: Reading Layout view formats your screen to make
reading your document more comfortable.
5. Outline Layout: Outline view displays the document in outline form. You can
display headings without the text. If you move a heading, the accompanying
text moves with it.
START TYPING

 In the document, look for the cursor, which tells you where the content you
type will appear on the page. Word waits for you to start typing.
 If you’d like to start typing further down the page instead of at the very top,
press ENTER key on your keyboard until the cursor is where you want to
type.
 The cursor – a blinking vertical line in the upper-left corner of the page
 When you start typing, the text you type pushes the cursor to the right. If
you get to the end of a line, just continue to type. The text and the insertion
point will move on to the next line for you.
TYPING

 Once you’ve finished typing your first paragraph, press ENTER key to go to
the next paragraph.
 If you want more space between the two paragraphs (or any two
paragraphs), press ENTER again and then start typing your second
paragraph.
 If you make a mistake while typing, just press the BACKSPACE key to
“erase” the incorrect characters or words.
FIX GRAMMAR AND SPELLING MISTAKES

 As you type, Word will warn you if you make spelling or grammar mistakes by
inserting a wavy red, green, or blue underline beneath the text that it thinks is an
error.
 Wavy lines like these warn you of spelling and grammar mistakes.
 Red underline: This indicates either a possible spelling error or that Word doesn’t
recognize a word, such as a proper name or place.
 Green underline: Word thinks that grammar should be revised.
 Blue underline: A word is spelled correctly but does not seem to be the correct
word for the sentence.
 For example, you type “too,” but the word should be “to.”

 You right-click an underlined word to see suggested revisions. Click a revision to

replace the word in the document and get rid of the underlines.
FIX SPELLING AND GRAMMAR MISTAKES
 You can also use Review tab under Proofing group, click Spelling and
grammar to spell check your document. (Every once in a while, Word may
not have an alternate spelling. And If you print a document with the
underlines, they will not show up on printed pages.)
 A caution about green and blue underlines: Word is really good at spelling,
which is pretty straightforward most of the time. But grammar and correct
word usage take some judgment.
 If you think that you are right, and Word is wrong, then you can right-click
the word and ignore the suggested revisions and get rid of the underlines.
 Tip: If you prefer not to stop every time you see wavy underlines, you can
just ignore them as you go. When you are through, you can tell Word to
check spelling and grammar all at one time.
FORMAT TEXT
 To emphasize text bold, italic, and underlined formatting are some of the ways
used.
 Calling of attention to any important information in a document can be done
by adding emphasis with bold, italic, or underlined formatting.
 Let’s make the text bold using the ribbon.
 There are several tabs across the top. Each tab represents an activity area.
 The second tab, Home tab, should be selected (if not, you click it to select it).
 Each tab has several groups of commands that show related items together.
 On the Home tab, look for Font group, where you’ll see buttons and commands
that perform a specific action on your document.
 For example, Bold button makes the text bold. Or you can change the font
color and size of text with the Font Color and Font Size buttons.
ADD SOME STYLE
 You can make most changes to text from Font group, but formatting text
this way is handy when you want to change the format of just a few
characters or words.
 However, there’s a way to make all the changes with just one command,
by using styles.
 The Paragraph and Styles groups, on the Home tab
 The styles are on the Home tab, in the Styles group.
 You just choose the style you want, and the text size, font, attributes, and
paragraph formatting are changed for you automatically.
CHANGE MARGINS
 Page margins are the blank spaces around the edges of the page. There is
a 1-inch (2.54 cm) page margin at the top, bottom, left, and right sides of
the page.
 This is the most common margin width, which you might use for most of your
documents.
 But if you want different margins, you should know how to change them,
which you can at any time from the Margins button on the layout tab.
 When might you want different margins?
 When you type for example a very brief letter, or a recipe, an invitation, or
a poem, you might like different margins.
CHANGE MARGINS
 To use the ribbon to change margins, use the Layout tab.
 Click Layout tab to select it, and then, in Page Setup group, you click
Margins.
 You’ll see different margin sizes, shown in little pictures (icons), along with
the measurements for each of the margins.
 The highlighted margin in the list is Normal, the current margin. To get
narrower margins, you can click Narrow.
 If you want the left and right margins to be much wider, click Wide.
CHANGE MARGINS
 When you click the margin type that you want, your entire document
automatically changes to the margin type you selected.
 When you choose a margin, the icon for the margin you chose gets a
different color background (gets highlighted).
 If you click Margins button again, that background color tells you which
margin size has been set for your document.
SAVE, PRINT AND CLOSE YOUR DOCUMENT.

 At some point you may have a sentence or several paragraphs of ideas,

facts, or figures that you would regret losing if a power failure shut your
computer off.
 To keep your work, you have to save it, and it’s never too early to do that.
 Backstage view, where you can save and print your document.
 On the ribbon, Click the first tab, File tab. This opens a large window called
the Backstage, a place where you take care of a lot of things, such as
saving you document, and printing it.
 In the left column, Click Save or Save As.
MOVING AROUND THE DOCUMENT
 The cursor (the vertical line) is at the end of the paragraph. To type
anywhere else in the document, you need to move the cursor to that
place.
 Move the cursor to another location by moving the pointer and then
clicking, or by using the keyboard.
 Here are a couple of ways to do that:
 With your mouse, move the cursor to where you want to type and then
click to insert the cursor. Then start typing. Or…
 Press the UP ARROW on your keyboard to move the cursor up one line at a
time. You can also use LEFT ARROW to move the cursor left, one character
at a time.
MOVING AROUND THE DOCUMENT
Tips:
 You can also press CTRL+LEFT ARROW to move left one word at a time.
(Keep in mind that in keyboard shortcuts the plus sign (+) is not a key; it just
means that you press the LEFT ARROW key while holding down the CTRL
key.)
USE THE SCROLL BAR
 If your document is getting long, it may not be practical to have to
continuously press arrow keys to move up or down the document. Instead,
use the scroll bar.
Here’s how it works:
 The scroll bar is on the right side of the window.
 To use it, click the scroll box, and then drag it up or down to move through
a document without moving the cursor.
 Or click the single scroll arrows at either end of the scroll bar to move up or
down.
 You can also scroll by using your keyboard. Press the PAGE UP (pg up) key
to go up one screen or PAGE DOWN (pg dn) to go down one screen.
FORMATTING MARKS
 Use Formatting marks to see what’s going on in your document by looking
at the formatting marks that MS Word automatically inserts as you type.
 These marks are always in documents, but they are invisible to you until you
display them.
 You can use them to see if your paragraphs seem to be far apart, and the
second paragraph starts farther to the right than the first paragraph.
 For example, a dot appears every time you press the SPACEBAR, such as
between words. One dot is one space; two dots are two spaces, and so
on.
 Normally there should be one space between each word.
FORMATTING MARKS
 Word inserts a paragraph mark ( ) each time you press ENTER key to start
a new paragraph.
 For example, if there are two paragraph marks between two paragraphs, it
means that ENTER was pressed twice. This creates extra space between
paragraphs.
 One arrow ( ) appears each time TAB is pressed.
 If there is one arrow before a paragraph and two arrows before the second
paragraph, this means that TAB was pressed twice in the second
paragraph.
BEHIND THE SCENES WITH FORMATTING
MARKS
 To see formatting marks, go to the ribbon, at the top of the window.
 On the Home tab, in the Paragraph group, click the Show/Hide button
( ). Click the button again to hide formatting marks.
MOVE TEXT BY USING CUT AND PASTE
 If you want to move text around in the document, You don’t need to delete the
text and type it again where you want it. Instead, just use Cut and Paste.
 For instance, in the first paragraph, you decide that the second sentence
should be the first sentence in the paragraph.
 Select the sentence you want to move.
 On the ribbon, in Home tab, Click Cut ( ).
 Move the cursor to the beginning of the paragraph, where you want the sentence to
appear (after the dot formatting mark).
 On the Home tab, in the Clipboard group, click Paste ( ).
 In steps 2 and 4, you could instead use keyboard shortcuts to do the same
thing, by pressing CTRL+X to cut (think of the X as a scissor) and CTRL+V to
paste.
UNDO
 You’ve moved the sentence, but now that you look at it, you’re not happy with
the change. Fortunately, you don’t have to go through the entire cut-and-
paste process again to move the sentence back to its original place. Instead,
use Undo.
 On the Quick Access Toolbar at the very top of the window, click the Undo
button ( ).
 This will undo the last action you took, which in this case was pasting the
sentence in the new location.
 Or, to use another handy keyboard shortcut, press CTRL+Z or Alt+Backspace on
most Microsoft Windows applications.
 To Redo something you have undone or Repeat an action, press CTRL+Y or F4.
(If F4 not working, press F-Lock Key of Fn Key, then F4).
 The Redo button only appears after you have Undone an action.
LINE SPACING
 You can adjust the space between lines of text.
 If you’d like more or less space between lines throughout a document, or in
a selected area of text, such as in a letter address, it’s easy to change the
spacing.
Changing line spacing in a document.
 To change line spacing for an entire document, you need to select all the
text in the document by pressing CTRL+A.
 To change line spacing for a single paragraph, you can just place the
cursor inside the text; you don’t have to select the text.
LINE SPACING
 Then, on Home tab, in the Paragraph group, click Line Spacing ( ).
 A check mark in the list tells you what the current line spacing is. Click the
new line spacing you want.
ALIGN TEXT LEFT, CENTER OR RIGHT.
 Text can be left-aligned; right-aligned; centered; or justified, which means it’s
aligned evenly along the left and right margins.
 Horizontal alignment determines the appearance and orientation of the edges
of the paragraphs.
The Align buttons.
 The most common alignment is left-aligned, but you can change it to whatever
you want, for a single paragraph, a set of paragraphs, or the entire document
 For example, in many documents, titles are centered in the middle of the page.
 Select the text that you want to align, or press CTRL+A to select all the text in the
document.
 Then, on the Home tab, in the Paragraph group, click Align Left ( ) or Align
Right ( ), Center ( ), or Justify ( ).
TABLES (CREATING A TABLE)
 Tables in word processing can be used to organize any kind of information
e.g, set columns for recording minutes, research reports.
 You can create a Table to enhance the presentation of data, to create
side-by-side paragraphs, and to organize information used in form letters.
 It is a good practice to plan the kind of table needed in terms of number of
rows and columns required before selecting them.
 Among the choices for a new table in the Tables group are Insert Table,
Draw Table, or (built in) Quick Tables.
INSERTING TABLE
 To insert a table into your document, place the insertion point where you
want to insert the table.
 Then, click the INSERT tab on the ribbon and click the drop-down menu on
the TABLES command group select INSERT TABLE.
 Use the mouse to select the desired number of columns and rows in the
dialogue box. Word will create a table that fills the area inside the margins
with the width of the columns adjusting automatically according to the
amount of space available.
CREATING A TABLE BY DRAGGING
EXERCISE: INSERTING A TABLE (DRAGGING)
 Open a blank document.
 Then, click the INSERT tab on the ribbon.
 Click the drop-down menu on the TABLES command group.
 Use the mouse to shade 4 columns and 5 rows, and then click
the left mouse button to insert the table.
TABLE TOOLS TAB
 Table Tools Tab appears once the table is in place and selected. Use the
Table tab to adjust the table and enhance it. For example you can change
the width and height of a row or column, alter the style of the table or
delete grid lines.
INSERT A ROW OR COLUMN
 You can insert additional row or column to a table easily. Row or Column
insertion can be done by:
 Right click in a row
 From the menu select Insert and select Insert rows/columns either above or below the
selected row or to the left/to the right of the selected column.
 A row/column can be inserted through the Table Tool Layout Tab, then rows
and columns command group, select the appropriate insertion method; in this
case, click INSERT BELOW.
 Notice a new row has been added beneath the current row.
 You can add multiple rows or columns at once by selecting the desired
number of rows or columns to add, and then clicking the desired insertion
method.
 Note: The simplest way to add a new row at the bottom of the table is to
move to the last column of the last row and press the [TAB] key.
DELETE TABLE, COLUMN OR ROW
 To delete the table:
 Click the four headed arrow on the top left of the table to select the
table and get the options to delete the table, delete rows, delete
columns.
 Right click the table and select Delete table
 OR
 Place your cursor in the last column.
 Then, from the LAYOUT tab, click the DELETE option, , from the ROWS &
COLUMNS command group.
 Select DELETE COLUMNS.
MOVING AROUND A TABLE
 Each block in a table is called a Cell. You can move around a table by
using the left, right, up, and down arrow keys.
 To move to a specific cell, use your mouse pointer to move to the specified
cell. Or, you can use the [TAB] key to move from cell to cell, from left to
right.
 You can hold down the [SHIFT] key and press the [TAB] key simultaneously
to move from cell to cell, from right to left.
ENTERING TEXT INTO A TABLE
 To enter text into a table, simply type the text inside the desired cell. Press
the [TAB] key to move to the next cell.
ENTERING TEXT INTO A TABLE
 EXERCISE: ENTERING TEXT INTO A TABLE
 With the cursor in the first cell, type PACKAGE TYPE. Then, press the [TAB] key.
 Type INTEREST RATE (2020) in the first cell in the second column. Then, press the
[TAB] key.
 Continue until you have entered all of the text shown below.

PACKAGE TYPE INTEREST RATE INTEREST RATE RECOMMENDED

(2020) (2021)
Conventional 7.0% 7.5% No
Combo 7.65% 7.12% Yes
Jumbo 7.85% 7.88% No
VIP 7.25% 7.5% Yes
RESIZING COLUMNS
 When a table is first created, it evenly distributes the space for each
column. You can resize column widths to best fit the data by clicking inside
the table.
 Then, from the LAYOUT tab, click the AUTOFIT command, , from the CELL
SIZE command group.
 An alternative method is to use the Width Indicator. To use this method,
place your cursor on the line that separates the two columns. This causes
the width indicator to appear.
 Click and drag with the mouse to adjust the column width either larger or
smaller.
MERGING CELLS
 If you want to create a table heading which will span several columns, you
can use the Merge Cells feature to combine the adjacent cells into a single
cell.
 To merge cells, Select the cells you want to merge then, right-click the
mouse button on the selected cells, and choose MERGE CELLS.
APPLYING A DESIGN FORMAT
 Microsoft Word 2007 allows you to easily apply borders, shading, special fonts, and color to your
table. All of the pre-bundled formats can be previewed and applied. If none of the options are
exactly right, you can customize the format to meet your needs.
 Notice that you can see a live preview of the design format, while hovering above the style with
your mouse.
 EXERCISE: APPLYING AN AUTOFORMAT DESIGN STYLE
 Click anywhere inside the table.
 Click the DESIGN tab from the Table Tools contextual tab area.
 Hover above the styles in the TABLE STYLES command group to see a preview.
 Click the MORE button, , to see all of the design styles.
 Click to select the desired style.
 Look at the options in the TABLE STYLE OPTIONS command group. Click the HEADER ROW option to have the
first row stand out from the others.
 Click the SAVE button, .
 Click the CLOSE button, , to close the document.
GETTING HELP
 Word’s extensive Help feature lists the steps you need to perform to
complete specific tasks. It also provides you with tips and shortcuts for using
Microsoft Word
EXERCISE: GETTING HELP
 Click the HELP button, , in the upper right corner of the window. The Word Help
window will open (Figure 11).
 Type PRINT PREVIEW into the SEARCH box and press the [ENTER] key.
 Browse through the various Help documents
 When finished, click the CLOSE button, , at the top right corner of the Help
window.
HEADER AND FOOTER
 To add a header or footer to a document:
 Choose the Insert tab and select Header or Footer from the Header and Footer group.
 Select either Header or Footer for choices for a footer and page number
 Select one of the style options
 After selecting Header option, note the addition on the ribbon of the Header/Footer
Tools Design Tab.
 Type the wanted text in the header or footer box by highlighting [Type Text]. The Tab
key moves the cursor from the left side to the middle of the page, and then to the
right side.
 Choose the appropriate spot for inserting the name of the document, the date, or
page number. You can also select options from the groups such as Page number,
Date and Time, Options or Position.
 Click the close Header and Footer button when you finish.