HCS081 LECTURE 2: Intro to MS word

MS Word

An example of a Word Processing software.

MS word is used primarly for creating documents like:

Letters, Brochures, Assignments, Reports

MS word file extension & version

MS Word 2016 - .docx

What are the 2 ways to start MS word

1. start up menu

2. windows explorer

Start-up Menu (way to start ms word)

1. Click on Start button on bottom left corner of screen

2. select All Programs

3. Choose Microsoft Office Word 2016.

Windows Explorer (way to start ms word)

1. Open W:\ drive

2. Right-click

3. Select New

4. Click on Microsoft Office Word 2016

5. Click anywhere apart from file

6. Double-click on MS Word to open.

Quick Access Toolbar

To access commonly used commands (ex. save, undo, print)

Title Bar

Displays file name & file type/program name

Program - Level Control Buttons

Used to change size of program window & exit program

Ribbon

Contains commands organized in 3 components: Tabs, Groups & Commands.

Dialog Box Launcher

Launches dialog box that contains more commands.

Insertion Point / Cursor

Shows where text will appear when you begin typing; always stays within margins of doc.

Document Window

The workspace/area where you enter text, graphics & other data to form up your doc.

Scroll Bars & Scroll Boxes

Provide visual indication of location in doc.

Status Bar

Provides info ab file/doc & its processes.

View Options

Change how a file/doc is displayed in workspace.

Zoom Options

Increases/Decreases magnification of doc.

I - Beam

Shows where mouse pointer is located.

Ruler

Can show width of working area of page/text boxes/columns/cells in table & is used to set indents, margins/tabs of doc.

Steps to show/hide ruler

1. click on view tab

2, show group

3. click on ruler box

Steps to change ruler measurements

1. file

2. options

3. advanced

4. display

5. show measurements in units of:

6. arrow next to it & choose req unit

7. ok

4 sizing buttons

maximise, minimise, restore & close

Maximize

To make doc larger/fill up entire screen.

Minimize

To reduce size of doc to show desktop/other windows that are opened.

Restore

When you need to make MS Word window size smaller (not fill screen). Option only appears when window is in max size (fills the screen)

Close

To exit MS Word.

5 view options

print layout, read mode, draft view, outline view, web layout

Print Layout

AKA Normal View & is the default view. Shows how your doc will look once printed.

Read Mode

Displays as much as pos of doc w/o showing other parts of window that are usually displayed.

Draft View

Displays doc as continuous text scroll; page breaks are signified by dashed lines. Useful when speed is primary importance.

Outline View

Used to create, view & edit outlines

Web Layout

Used to create, view & edit pages as they'll appear online when opened in a browser.

3 ribbon components

tabs, groups, commands

Tabs (ribbon component)

Contain groups of related commands.

Groups (ribbon component)

Related commands are organized under groups.

Commands (ribbon component)

Refer to individual tools.

Orientation

Direction in which a MS Word is displayed/printed.

2 types of orientation

portrait & landscape

Portrait (orientation)

Means the page is oriented vertically.

Landscape (orientation)

Means the page is oriented horizontally.

Steps to change orientation

1. page layout tab

2. page setup group

3. down arrow under orientation

4. choose either

Size

Size of a MS Word doc can be changed from A4 to A5 & to many other options available.

Steps to change paper size

1. layout tab

(click size command)

2. Click predefined pg size

3. Pg size of doc is changed

Margins

The blank spaces around the edges of the page.

How to format page margins

1. layout tab

(click margins command)

2. Click desired predefined margin size

3. Margin of doc is changed

Selecting one/single word

Double Click anywhere on a word to select

Selecting Line of Text

Place cursor at start of line & press 'Shift + down arrow'.

Selecting Paragraph

Triple Click anywhere in para.

Overwriting Text

Ability to replace a selected text.

(Characters that you type in while a text is being selected will replace the selection)

Inserting Text

Word's setting for entering text

Text is entered at insertion pt, to the left of anything that may be there already.

Deleting Text

Same as removing text.

3 ways to delete/remove text

3 ways to delete text

1. Place I - beam to left of character you want to remove & press Delete.

2. Place I - beam to right of character you want to remove & press Backspace.

3. Select entire text you want to remove & press Delete/Backspace.

Copying Text (Copy Command)

Creating a duplicate of a text /object & placing it in diff location while keeping the og text/object in its og location.

How to copy text

1. select text

2. click copy icon

3. place cursor at new location

4. click paste icon

Paste Tool

Used to position contents of clipboard at a new location.

Undo Tool

Allows users to reverse/cancel a previously made action.

Redo Tool

Allows users to recreate last cancelled action.

Show/Hide Tool

It reveals which keyboard key has been used to create white space

(essential for effective editing (aligning & spacing out paragraphs))

The show/hide tool ensures:

- no extra spaces are betw words

- paras are spaced out correctly

- indentation set up correctly

3 keys to create spaces

spacebar/space key, enter key, tab key

Spacebar/Space Key

Creates space betw words in a para

(displayed as a spot/dot)

Enter Key

Used to move to a new line

(displayed as a 'Backward P')

Tab Key

Moves insertion pt to next Tab stop position

(displayed as an arrow)

Save Option

Allows us to update last saved version & save it back to og file

(doesn't allow us to change location of existing file)

Save As Option

Allows us to save work for the first time

(allows us to save edited file under new name & in new location)

Saving New Changes on an Existing Document/ closing existing doc

When saving new changes to existing doc, best option to use is the Save tool

(changes you have made will be added)

("save" option won't write the doc as another, "save as" does)