Bellarks Polytechnic, Kwale

Introduction to Ms Word
Chime D.O.
Main topics to focus

•MS Word basics

•MS Excel basics
•MS PowerPoint basics
Microsoft
Word…
…is the word processing component of the Microsoft
Office Suite.
It is used primarily to enter, edit, format, save, retrieve
and print documents.
MS Word Versions
While different versions have different appearances, they
all have most of the same features. If you know what to call
it, you should be able to find it in other versions.
• 1981 - 1989
• 1990 - 1995
• Word 97
• Word 2007
• Word 2010
• Word 2013
• Word 2016
• Word 2019
• Word 2021
The Word Window
Quick Access Toolbar Title bar

Rulers Scroll bar

Status bar
View buttons Zoom slider
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The area outlined in red is called the
title bar.

It displays the names of the open

program (in this case Microsoft Word)
and the name of the current file.
Customize Word
Categories

Descriptions

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Document Views

Web Layout

Draft

Print Layout Full Screen Reading Outline

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Document Views
Word 2016 has a variety of viewing options that change how your
document is displayed. You can choose to view your document in
Read Mode, Print Layout, or Web Layout. These views can be
useful for various tasks.

To change document views, locate and select the desired

document view tool in the bottom-right corner of the Word
window.

Print
Mode
Read Web
Mode Mode
Read Mode
In this view, all of the editing
tools are hidden so your
document fills the screen.
Arrows appear on the left
and right side of the screen
to toggle through the pages
of your document.
Print Mode

This is the default view

where you create and
edit your document.

There are page breaks

Page
in between each page,
Breaks indicating how your
document will look
when printed.
Web Layout

This view removes

page breaks. It can
help you visualize
how your document
will display as a
webpage.
No Page
Breaks
Compatibility Mode
Compatibility Mode

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Compatibility Checker

List of incompatible items

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Backup Options
Check to enable AutoRecover Time between AutoRecover saves

Location of the
AutoRecover file

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Backup Options (continued)

Advanced

Backup option

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Document Inspector
Inspectors

Check for Issues Inspect

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Printing Options
Number of copies Preview

Select printer

Settings

Previous Next Zoom

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Document Properties
Document Properties panel Properties arrow

Close

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This file has not yet been saved so its
name is Document1.

Files created in Microsoft Word are

often referred to as documents and
have the file extension .doc or .docx
The area outlined in red is called the quick
access toolbar.
It contains the most commonly used
commands in Microsoft Word:
1. Save
2. Undo
3. Repeat
Microsoft Office 2007 & 2010 use what is
referred to as the “Ribbon” interface. The
area outlined in red comprises the
Ribbon.
The ribbons we are going to go over
today are the default ribbons.
You may customize the ribbon and or a
group on the ribbon on your personal
computer to have only the features you
want to use.
In order to do this all you have to do is
right mouse click on the ribbon or the
group you want to customize.
The Words File, Home, Insert, etc…
outlined in red are referred to as tabs.
Each tab has several Groups attached to
it.
The Ribbon
The Ribbon contains multiple tabs, each with several groups of
tools. The tools provided in the ribbon will help you complete
common tasks in Word.

The Ribbon has nine tabs:

1. File
2. Home
3. Insert
4. Design
5. Layout
6. References
7. Mailings
8. Review
9. View
10. Help
The File Tab menu contains the commands
most commonly associated with the file.
The Ribbon (Cont.)
The Home tab gives you access to some of the most
commonly used commands for working with Word,
including copying and pasting, formatting, aligning
paragraphs, and choosing document styles.

The Home tab is selected by default whenever you open

Word.
The Home Tab Groups contain the commands
most commonly associated with the formatting and
editing of text.

Clipboard Font Paragraph

Styles Editing
The Ribbon (Cont.)
The Design tab gives you access to a variety of design
tools, including document formatting, effects and page
borders, which can give you document a polished look.
The Quick Access Toolbar
Located just above the Ribbon, the Quick Access toolbar
lets you access common commands no matter which tab is
selected. By default, it shows the Save, Undo, and Repeat
commands. You can add other tools depending on your
preference.

To add Commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick
Access toolbar.
2. Select the Commands you wish to add from the drop-
down menu. To choose from more commands, select
more commands
3. The Command will be added to the Quick Access
toolbar.
The Quick Access Toolbar Cont.
Step 2 Step 3
The Ribbon (Cont.)
The Insert tab allows you to insert pictures, charts,
tables, shapes, cover pages, and more to your
document, which can help you communicate
information visually and add style to your document.
The Insert Tab Groups contain the commands
most commonly associated with adding
something to the document.

Pages Tables Illustrations

Header/Footer
Links Text
Symbols
Cover Page
Cover Page

Gallery

More cover pages

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Tables
Table If you click on the Tables button, this menu will appear:.
You can select the number of columns and rows by dragging the mouse over the grid.
Notice that while you drag the mouse, the table dynamically draws itself in the slide,
giving you a preview of what the table will look like when you decide on a size:

The Insert Tab

The second tab in the Ribbon is the Insert tab. This contains the basic set of Objects which you can
insert into a slide.

Tables
If you click on the Tables button, this menu will appear:.
You can select the number of columns and rows by dragging the mouse over the grid. Notice that
while you drag the mouse, the table dynamically draws itself in the slide, giving you a preview of
what the table will look like when you decide on a size:
You will also notice that new options are
avaialable on the Ribbon:
Tables: Limits
• A Word table can contain as many as 63
columns but the number of rows is unlimited.
The Ribbon (Cont.)
The Layout tab allows you to change the print formatting of
your document, including margin width, page orientation,
page breaks, and more. These tools will be helpful when
preparing to print a document.
The Page Layout Groups contain the
commands most commonly associated with
settings that would affect the entire page or
document.

Themes Page Page

Setup Background

Paragraph Arrange
The Ribbon (Cont.)
The References tab allows you to add footnotes, citations,
table of contents, captions and a bibliography. These
tools are helpful when composing academic papers.
The References Groups contain the
commands most commonly associated with
writing a research paper, essay, term paper or
similarly formal documents.
Table Footnotes Citations &
of Contents Bibliography

Captions Index Table of

Authorities
The Ribbon (Cont.)
The Mailings tab is used for composing letters,
address envelopes, and creating labels. It is useful
when you are mailing a large number of letters.
The Mailings Tab groups contain the
commands most commonly associated with
documents and files created for mass mailing.

Create Start Write & Insert

Mail Merge Fields
Preview
Finish
Results
The Ribbon (Cont.)
The Review tab has Word’s powerful editing features,
such as adding comments and tracking changes. These
features make it easy to share and collaborate on
documents.
The Review Tabs groups contain the
commands most commonly associated with
documents which are shared or being prepared
for publication.
Proofing Language Comments

Changes
Tracking Compare
Protect
The Ribbon (Cont.)
The View tab allows you to switch between different
views for your document and split the screen to view two
parts of your document at once. These tools will also be
helpful when preparing to print a document.
The View Tab groups contain the commands
most commonly associated with the variety of
ways you can “look at” a document or
documents.

Document Show Zoom

Views

Window Macros
The Ribbon (Cont.)
Contextual tabs under Format will appear on the
Ribbon when working with certain items, such as
tables and pictures. These tabs contain special tools
that can help you format items as needed.
Tell me what to do
• Helps to find any menu or any tool
• Available from Office 2016
• If you're using Office 2016 in your business, and are currently
connected to the Internet, you can type the name of anybody in
your organization into the Tell Me search box and we'll try to
find their contact information in the directory.
Word Wrap
Soft returns
Hard returns

Soft returns
Hard returns

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Toggle Switches
Show/Hide

Tab

Hard return

Space between words

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Page Breaks
Show/Hide on

Hard page break marker

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Page Numbers
Placement options Format Page Numbers

Gallery

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Page Numbers (continued)
Page Number Click to display formats

Start numbering on page

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Headers and
Formatting options
Footers
Fields to insert Display options Position options

Header area

Footer area

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Watermarks Watermark

Watermark
options

Watermark

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Sections
Page Layout tab Breaks

Section Breaks

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Sections (continued)
Previous Next

Link to
Previous active

Section number

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Keyboard Shortcuts
Keys Moves Insertion Point
Left arrow One character left
Right arrow One character right
Up arrow Up one line
Down arrow Down one line
Home Beginning of the line
End End of line
PgUp Up to the previous page
PgDn Down to the next page
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