Laboratory Exercise # 4 – Microsoft Word Basics Office Productivity Tools 1 Laboratory Exercise # 4 Microsoft Word Basics Objectives: At the end of the

Laboratory Exercise # 4 – Microsoft Word Basics

Office Productivity Tools 1

Laboratory Exercise # 4Microsoft Word BasicsObjectives:

At the end of the session, the students are expected to:

••••••••••

Start Microsoft Word applicationUse common tools such as menus, toolbars, and dialog boxesStart a new documentInput text in the documentUse templates and Word document wizardsOpen and close documentsEdit Word documents such as copying and moving textUse keyboard and mouse to move documentsSave Word documentsCheck documents for errors such as wrong spellings and grammars

Materials:

••

1 PC with pre-installed Microsoft Windows operating system and Microsoft Word 2003Printer [Optional]

Basic Principles:

Microsoft Word or simply Word is a word processor application that supplies you with all the important toolsthat you need in creating a wide variety of document types such as memos, outlines, newsletters, etc.Word provides you a window called Word window where you can create your documents. In order to useWord application, you must open the Word application window by following these steps:

• Choose Start All Programs.

• Starting from All Programs, choose Microsoft Office Microsoft Word.

Figure 4.1 Starting Microsoft Word

The Word application window is displayed when you launch Word. You use the Word window to createdocuments. The window also provides you items that will help you explore and use the application itself.



The largest area of the Word window is blank and this is the place where you create your documents. Theother areas of Word window are the menu bar, toolbar, and status bar. These other areas provide a fastway to access the different commands and features that you use in Word. The other areas also provideinformation about your document.

Figure 4.2 Word Window

Table 4.1 Elements of the Word window



You can access the commands and features of Word application in several ways. You can access thecommands by using the menus and buttons that are located in the menu bar and buttons respectively.You can access all the commands and features that Word offers in the Word menu bar. Word’s menu islocated below the title bar and is activated by clicking a particular menu name. Word uses a menu systemcalled personalized menus that allows you to quickly access the commands you use most often.

The steps in accessing a menu are:

1. Click the title of the menu you want to select.2. Select the command on the menu that invokes a particular feature.

Figure 4.3 View menu

Word also provides a fast way to access commands that does a particular document element. Just selectthe document object and then right-click to display a shortcut menu that provides commands related to theparticular object with the object you are working on.

Figure 4.4 Shortcut menus related to text



Word provides toolbars which offers a very quick and straightforward way to access commands andfeatures that are used often. Word provides several toolbar which contains buttons for a specific group oftasks. Right-click any toolbar currently shown and select it from the list that appears to place additionaltoolbars in the Word window. You can add or remove buttons from the Word window. Toolbar options areequipped to each toolbar so that you can modify the buttons shown on the toolbar.

The steps in adding or removing buttons from a toolbar are:

1. Click Toolbar Options button on any toolbar. A drop-down list area will be displayed.

Figure 4.5 Toolbar Option button

2. Click Add or Remove Buttons and then select the name of the toolbar that appears on the pop-upmenu.

Figure 4.6 Standard Toolbars



Figure 4.7 Formatting Toolbars

3. A check mark must be present to the left of the button for it to appear on the toolbar. For buttonwithout a check mark, clicking the space occupied by the check mark will make the button presenton the toolbar.

4. Click outside the button list to close the pop-up menu.

You can close the Word application by choosing File Exit or simply clicking the Close button located on

the uppermost right of the Word window. You might be prompted to save any work you have done in theapplication window when you close Word.

Figure 4.8 Closing Word application



You can have three ways in starting a new document in Word. These are:

••••

Using Word’s default template.Using Word’s templates or user-defined templates.Use one of the Word wizards.Using an existing Word document.

You are actually using Word’s default template which is the Blank Document template when you create anew document from scratch. There are no premade texts when you use the Blank Document template. Itjust shows all the default settings Word offers you such as default settings for margins, fonts, and otherdocument attributes. Word opens a new blank document for you when you opened a Word applicationwindow.

The steps in creating new documents are:

1. Select File New where the New Document task pane displays options in creating new Word

documents.

Figure 4.9 New Document Task Pane

2. Click the option you want for your new document on the New Document task pane.

You do not need to base your document on a blank page. You can use one of the special documenttemplates that Word offers. These templates make creation of new documents easier. Templates havespecial text and document attributes that makes the look and layout of the new document predetermined.The attributes are margins, fonts, graphics, and other layout attributes.

The steps in using Word template in creating new Word documents are:

1. Select File New.



Figure 4.10 Creating new Word document

2. Click the On My Computer link under the Templates heading.

Figure 4.11 On My Computer under Templates heading

3. Choose the templates you want in the Templates dialog box that appears (for example the Memotemplate).



Figure 4.12 Memo tab of the Templates dialog box

4. Click OK.5. The new document based on the template used will appear.

Figure 4.13 New Word document using Contemporary Memo template

Using templates on new documents already contain headings, document layouts, and text attributes. TheContemporary Memo template already has a predetermined format and it automatically included thecurrent date in the memo for you. You can easily input text in the document because of the Click Here andType boxes that are placed in the document. Many templates contain text that will help you on how to usethe template.

Another way of creating new documents is the use of Wizards that actually walk you through the documentcreation process and make sure that you enter the appropriate text in the proper place in the document.The Word wizards are located on the same tabs where the templates can be found. Only web pages, legalpleadings, letters and faxes, memos, and other documents tabs contain wizards.

The steps in creating new documents using Word wizards are:1. Select File New to open the New Document task pane.

2. Click On My Computer link under the Templates heading. The templates dialog box will appear.



Figure 4.14 Memo Wizard icon under Memos tab

3. Double-click the appropriate wizard icon to start the document creation process. The introductoryscreen of the wizard dialog box is displayed when you double-click a wizard icon. The introductoryscreen also shows the outline of the document creation process for the type of document.

Figure 4.15 Memo Wizard



Figure 4.16 Sample document using Memo wizard

Another way in creating new documents is through the use of existing document. This approach providesthe ability to create a copy of an existing document. It also allows you to open an existing document andWord treat it as a new document without a filename.

The steps in creating new documents from existing documents are:

1. Select File New.

2. Select From Existing Document link under the New heading.

Figure 4.17 From Existing Document link

3. The New from Existing Document dialog box is displayed.



Figure 4.18 New form Existing Document dialog box

You are now ready to input text after creating a new document. Notice the insertion point, which is ablinking element that appears in the upper-left corner of your new document. This is the area where textcan be inserted. The insertion point moves to the right as you type in text to your document. The textautomatically wraps to the next line when you reached the end of the line.

Figure 4.19 Insertion Point

You must press ENTER when you reached the end of a paragraph. You manually insert a paragraphbreak when you press the ENTER key at the end of the paragraph. Click Show/Hide button to viewmanually placed paragraph breaks. Paragraph breaks are called paragraph marks and are located on theWord Standard toolbar.



Figure 4.20 Show All Paragraph Marks

Once you create a new document, you need to save the new document you created. One importantaspect of working in any application software is to be able to save your work. The steps in saving adocument are:

1. Select File Save or click the Save button located on the Word toolbar. Click Save As if you

want to save the file into other format besides Word.

Figure 4.21 Buttons located on the File menu which are used for saving files



Figure 4.22 Save button on the Word toolbar

2. Type the filename into the File Name box. Use the drop-down list to select a different file type.3. Click the Save In drop-down arrow to save the file to other location besides the default location

(My Documents).4. Double-click the selected folder in the Save In box to open the folder.5. Click the Save button after you have specified a name and a location for the new document. Word

will return to its original document window after saving the document.

Figure 4.23 Save As dialog box

You need to save and close the document after you have finished working on your document. Select FileClose or click Close button located on the right side of the document to close a particular document (not

to close the whole application). Closing one of the documents does not close the Word application. Youcan select File Exit to close the Word application itself.



Figure 4.24 Closing Word document

There will be times that you will need to open an existing document. Opening an existing document is astraightforward process. You will see that the dialog box for Open contains many attributes similar to theSave As dialog box.

The steps in opening an existing Word file are:

1. Select File Open or click the Open button located on the Word toolbar. The Open dialog box

will be displayed.

Figure 4.25 Opening an existing file using File menu



Figure 4.26 Opening an existing file using Open button located on the Word toolbar

2. Word displays the files and folders in your My Documents by default. Click the Look In drop-downarrow if it is located somewhere else in your computer.

3. Click the file and then click the Open button to open the selected file. The file appears in a Worddocument window.

Figure 4.27 Open dialog box

After learning the basic concepts needed in managing Word documents, you now need to manage the textpresent in the document. You may want to add, delete, or replace text in a document. The primary tool forplacing the insertion point using the mouse to any part of the document that contains text is called the I-beam. It looks like a capital “I”. You can place this in any part of the document by clicking the left mousebutton.



Figure 4.28 I-beam

You can add text in the document in two ways. These are:

•

•

Insert – This is the default text mode in Word. Just place the I-beam where you want to insert thetext. Make sure that the OVR indicator on the Status bar near the bottom of the screen is notactive or is in color gray.

Typeover – Use Typeover if you want to add new txt and simultaneously delete text to the right of

the insertion point. Press the Insert key on the keyboard and add your new text. The Word statusbar displays the message OVR when you use Typeover mode. Simply press the Insert key on thekeyboard again to return to Insert mode.

Figure 4.29 Typeover mode

Word provides several shortcuts and tools for moving around the document when you try to edit it. Youcan move to different position on the current page when you use the mouse. You can also use the mouseto move through the document by using the horizontal and vertical scrollbar.

The vertical scrollbar provides Previous Page (<<) and Next page (>>) buttons that can be used to move tothe previous page or to the next page. Click the buttons by using the mouse to move in the direction thatyou want to go.The horizontal scrollbar is much similar to vertical scrollbar. It is used to scroll only to the left and the rightof a document page.



Figure 4.30 Horizontal and Vertical Scrollbars

The fastest way to move through the document is through the use of keyboard with the help of keyboardshortcuts. It is more efficient to move in a document using the keyboard than using the mouse.

Table 4.2 Keyboard shortcuts used in moving through the document

You can use the mouse or keyboard in selecting text. However, the mouse is an excellent tool for selectingtext in your document. You can double-click a word to select it and also use different numbers of mouseclicks or the mouse in combination of Shift key to select sentences, paragraphs, or even block of text. Youcan select either a single line or the entire document by using the mouse. You can also select a text usingthe mouse pointer in the selection bar with the selected sentence.



Table 4.3 Mouse shortcuts in selecting text

Figure 4.31 Selection bar

Another important aspect in editing the text in your document is being able to delete, move, or copy text inyour document. Each of these tasks can be easily done by the use of mouse and keyboard. You may usecommands to delete, move, or copy selected text.

You can delete text in several ways. The simplest way to delete a text is by the use of the Delete key orBackspace key of the keyboard. The keys works in different ways if there is no text selected. Theirfunctions are:

••

Delete – Deletes one character at a time to the right of the insertion point.Backspace – Deletes one character at a time to the left of the insertion point.

You can delete more than one character by selecting the text and then pressing the Delete key. You canalso delete text and replace it by selecting the text and then typing the new text.

You can copy, move, or paste a text to a new location using the keyboard, context menu, or the Edit menu.The steps in copying, moving, or pasting text to a new location are:

1. Select the text that you want to copy or move.2. There are several ways to copy or move a selected text. These are:



• Select Edit Copy if you want to copy or Edit Cut if you want to move the selected text.

•••

You may press Ctrl+C to copy or Ctrl+X to move the selected file.Right-click the selected area and choose Copy or Cut in the context menu.Click the Copy or Cut icon on the Word Toolbar.

3. Place the insertion point in the document where to place a copy or to move the selected text.4. Paste the selected text by selecting Edit Paste, pressing Ctrl+V, right-clicking the position and

selecting Paste, or clicking the Paste icon on the Word toolbar.

Figure 4.32 Cut, Copy, and Paste button

A Paste Smart Tag icon will appear after pasting the selected text. It will appear directly below to the textyou have pasted. This icon provides a shortcut menu that will allow you to keep the formatting from theoriginal text to the copied or moved text. The Paste Smart Tag simply allows you how the text is pasted toits new location.

Figure 4.33 Paste Smart Tag icon

You can copy and move multiple items using the Office Clipboard which resides in the task pane. It canhold up to 24 separate items. The following steps in using the Office Clipboard are:



1. Select Edit Office Clipboard.

Figure 4.34 Opening Office Clipboard

2. Select and copy or cut each item to the Clipboard.

Figure 4.35 Office Clipboard located in the task pane

3. Place the insertion point to the location where you want to copy or move the selected items ontothe Clipboard. Click the item you want to copy or move in the Office Clipboard. Word willautomatically insert the selected item to the new location.

4. Remove step 4 if you want to paste other items from the Clipboard into your document.

Another way to move text is by selecting the text and dragging it to the new location. This technique iscalled drag and drop. Place the mouse on the text block after selecting the text and hold down the leftmouse button. A Move pointer will appear when you do this technique.



Figure 4.36 Using drag-and-drop technique

There are times that we typed in misspelled words and uses wrong grammars in our document. You maycorrect these misspelled word and wrong grammars individually. The steps in correcting misspelled wordsare:

1. Place the mouse pointer on the flagged word (wavy red) and click the right-mouse button. This willdisplay the shortcut menu related to misspelled words.

Figure 4.37 Correcting misspelled word

2. Click on the word you want to use in replacement of the misspelled word.3. Click Ignore All if the word is correct and you do not want it flagged at all in the current document.4. Click Add to Dictionary if the word is correct and you do not want it to be flagged in the same or

other document.

The steps in correcting a suspected grammatical error are:

1. Right-click the text or text block indicated by the green wavy line.2. A shortcut menu will appear offering suggestions on how to correct the error. Select the option

that you think is right in replacement error.



Figure 4.38 Correcting grammatical error

3. Click Ignore Once if you think there is nothing wrong with the grammar or you want to make thenecessary changes manually.

4. The Grammar dialog box will appear if you choose Grammar. The Grammar dialog box also offerssuggestions related to the error.

Figure 4.39 Grammar dialog box

Word offers a feature called AutoCorrect that uses a list of common spelling errors and typos to correctentries in your documents. The steps in placing words in the AutoCorrect list are:

1. Select Tools AutoCorrect Options. The AutoCorrect dialog box will appear.



Figure 4.40 Launching AutoCorrect Options dialog box

2. Enter the word as you misspell it in the Replace box. Enter the correct spelling in the With box.3. Click Add to add the entry to the AutoCorrect list.4. Click OK. To close the dialog box.

Figure 4.41 The AutoCorrect Options dialog box

After adding the word to the AutoCorrect word list, Word will correct the misspelled word for youautomatically. This feature will help speed up your typing.

Procedures:Activity 1 Exploring menus of Microsoft Word application

1. Open a word document.2. Click each menu present in the Word application and enumerate all the commands and features

present on it.