MS WORD TUTORIAL

HOW TO GET INTO A PROGRAM

Click on Start
Go to Programs
Click the Program (Ms-word)

SAVING FILES

Click File
Click Save As
Type File name
Click Save

✓ Exercise

The USSR has been operating for the past ten (10) years with large number army
officers. Some of them right now are saving no purpose because the nature of their
work depends on whether there is war or not.

Save the files as MILITARY

OPENING FILES

Click on File
Click or type the file you want to open
Click Open

✓ Exercise

Open the File called MILITARY

Add the following line to the document MILITARY that you have opened:

THE President of the USSR has expressed his intention to reduce the size of the
army and this seems to have impacted negatively on the military contractors.

Save the new file as PRESIDENT

Delete the file called MILITARY

INSERTING PARAGRAPHS

Place your mouse pointer where you want to insert a paragraph

Press Enter
HIGHLIGHTING TEXT

Place the mouse pointer at the beginning of the text you want to highlight
Click, press and drag your mouse until the whole text has been highlighted and
then release

DELETING A BLOCK OF TEXT

Highlight the text you want to delete

Press Delete on the Keyboard

CHANGING FONTS

Click format
Click font
Choose type of font, size and colour
Click OK

CUTTING & PASTING TEXT

Highlight the text you want to cut and paste

Click on Edit
Click Cut
Place your cursor at the point you want to paste
Click on Edit and then Paste

COPYING AND PASTING TEXT

Follow steps 1 and 2 above

Click on copy
Follow steps 3 and 4 above

REVERSING COMMANDS OR FORMATS

Click on Edit
Click UNDO

✓ Exercise

Life
My son, life is like queue, with patience your turn always come. And when that time
comes, you will be free to do what you want.

Delete the heading and bring it back using UNDO command

Enlarge the font to size 18, change it to bold , italics and colour it red
Cut and paste the heading to the bottom of the text
MOVING AROUND YOUR DOCUMENTS USING THE KEYBOARD

▪ Up arrow moves the cursor up one line at a time

▪ Down arrow moves the cursor down one line at a time
▪ Right arrow moves the cursor one character to the right
▪ Left arrow moves the cursor one character to the left
▪ Ctrl + left arrow moves the cursor to one word to the left
▪ Ctrl + right arrow moves the cursor to one word to the right
▪ Home + left arrow moves the cursor to the end of the line
▪ Ctrl + home moves the cursor to the beginning of the
document
▪ Ctrl + End moves the cursor to the end of the document
▪ Ctrl + End +Page Down moves down the cursor to the next page
▪ Ctrl + End Page Up moves up the cursor to the next page

INSERTING THE DATE

Click Insert
Click on Date and Time
Select date style
Click Ok

PRINTING DOCUMENTS

Click on File
Click print
Make necessary adjustments
Click on Ok

PRINT PREVIEW

Click on file
Click print preview
Click on close

INSERTING PAGE BREAKS

Click on Insert
Click on Break
Click on page break
Click on Ok

ALIGNING TEXT

Highlight the text you want to enter, or left or right align, or justify
 Click on the relevant icon on the screen

NOTE: You can also click on the shortcut keys before you type the text and it will be
aligned as you type.

PAPER SIZE AND ORIENTATION

Click on File
Click on Page Setup
Click on paper size
Select the required spacing
Click on OK

LINE SPACING

Click on format
Select Paragraph
Click on line spacing
Click the required spacing
Click OK

SETTING MARGINS

Click on File
Click on Page Setup
Click on Margins
Make necessary adjustments
Click OK

✓ EXERCISE

Rhinos
These days, a rhino is a sight in the African wilderness. In 20 years, the black rhino
population has plummeted from 60 000 to fewer than 4000. Rhinos are headed down
the trail to extinction because poachers hunt them for their horns. Most rhino horns
are smuggled into the Middle East and Asia, especially Japan. And there they are
carved into dagger handles, or ground into folk medicines. If African governments
lose the war against their rhinos, conservationists speculate that rhinos raised in the
Americans might someday be used to repopulate African game parks.

Insert a date at the top of the document

Insert a page break after Japan and remove it using the undo command
Centre the heading and change the font type to Bookmark Old Style
Change the line spacing to double line spacing
Use print preview to see how your document will look like on paper
SETTING TABS

If the ruler is not shown on the screen

Click on View
Click on Ruler
WHEN THE RULER IS ON THE SCREEN

Click on Format
Click on Tabs

BULLETS AND NUMBERING

Click on format
Click on Bullets and numbering
Select as appropriate
Click on OK

HEADER AND FOOTER

Click on View
Select Header and Footer
Type in header and footer in the respective boxes
Click on Close
Use Print Preview to view them

PAGE NUMBERING

Click on Insert
Click on Page Numbers
Choose the position of you page number
Click OK

✓ EXERCISE

Mr. D. Apse
Sales Manager
Fin Supplier
P O Box 125
HARARE

ORDER NO. 2001

We thank for your quotation dated 14 September 2003 and we would like you to
supply us with the following items:

10 Boxes of dried vegetables

79 boxes of dried broccoli
100 boxes of boxes of dried tomatoes

As our stock quantities are very low, we would be pleased if you would deliver the
above before Wednesday.

Yours Sincerely

(Your Name)
Chief Buyer

Insert the date

Put “Urgent” as a header and “Private and Confidential” as a footer
Number the page

INSERTING BORDERS

To insert a border on part of a document

Highlight the text you want a border around
Select Format
Click on Border
Select the style you want
Click on the type of border you want e.g. box or shadow
Select shading
Click on the down arrow for patterns choose the type of shading for the inside
part of the border
Click OK

TO INSERT A BORDER ON THE WHOLE PAGE

Click on Format
Click on borders and shading
Click on page border
Select the type of border, line and art you want
Click on OK

SEARCHING AND REPLACING

Select Edit
Click on Replace
Type in the word you want to find and the one that you want it replaced by
Click on Replace
Click on close

CHANGING FROM UPPERCASE TO LOWERCASE

 Highlight the text you want to change
Click on format
Click on change case

INSERTING PICTURES

Click on Insert
Click on Picture
Click on Clip Art
Select the picture you want
Click on Click on insert

EXERCISE

Tears
Tears are often a gift of God
Tears speaks for you when you cannot find words
Tears say how much you feel and how much you care
Tears relieve the tension that has built inside you
You never have to be ashamed of honest tears

Insert a border around the heading and shade it

Insert a border around the whole page
Use search and replace-to-replace Tears with Eyes
Change the heading from uppercase to lowercase
Insert a relevant picture this document

SPELL CHECKING

Click on Insert
Click on Auto text twice
Click or type in the word that you want to inset automatically in your documents
Click on Insert
Click on Close

USING AUTO TOOLS

Click on Tools
Click on Auto correct
In the Replace box type the word that you often misspell when typing
In the With box type in the correct spelling of the word
Click on Add and then OK

✓ EXERCISE

Type the following and then retain the spelling errors

Journey to New York
When arrived in New York on morning of 1 December 2002. after the long journey
by sea we were tired and exhausted. Mum stared blankly at the blue sky as she tried
to map out next move. Ted and I had cried all night and we were trying to sleep but
the hard concrete made it difficult. “What was going on to be the end of us? Before
us lay years of no hope and hopelessness stared crudely at our faces.

Use Ms Word facility to correct the spelling mistakes in the above passage
Change the paper size to A4 landscape
Change the spacing to double line spacing
Change the heading to italics
Use Auto text to insert any word(s) of your choice

MAIL MARGING

CLICK ON Tools
Click on Mail Merge
Click on Create form letter
Select Active Window
Under data Source, click on Get Data and then Create Data Source
Select the fields you want in the mail merge
Select Edit Data Source to type in the records for each who is included in the mail
merge.
Click on merge
Select all
Click OK

EXERCISE

Dear

The year 2 000 was a wonderful year for our company and we owe this success to our
most valuable customers.

We are running a competition to show our appreciation and in this competition you stand
to win a Mercedes Benz and many more prices. As our customer, you are automatically
entered into this competition and draw will be contacted on the last day of the month of
February.

We wish you the best of luck and we hope you will continue to be our customer.

Yours Faithfully

D. Kudya.
MARKETING AND SALES DIRECTOR

Come up with five addresses and merge them with the above letter
PRINTING ENVELOPES

Click on Tools
Click on Envelopes and labels
Select the way you want to feed in the envelops and make the required
adjustments to the positioning of the address
Make sure the printer is ready and click on Print

CREATING TABLES

Click on Table
Click on Insert Table
Enter the number of rows and columns that you want
Click OK

DELETING ROWS & COLUMNS

Highlight the rows and columns you want to delete

Click on table
Click on delete

USING WORD ART

Click on insert
Click on picture
Click on Word Art

✓ Exercise

Sales Figures-EDMARK PVT LTD

January February March April May June July

Debt 1 1000 14500 100 60000 400 5000 700
Debt 2 2001 65000 253 7000 500 522 6300
Debt 3 4500 5200 12 500 5000 50002 5200
Debt 4 6500 89000 253 32000 600 412 255
Debt 5 8421 100000 12540 5110 62300 500 1520
Debt 6 3622 52400 45200 400 4500 5200 12540

Create the above table

Delete the last month
Delete Debt 1 figure for January and type 1000 000
Enlarge the column size
CONGRATULATIONS!!

You have just Complete the introductory course to Microsoft Word 2000 and you
should now be confident when you are using your word processor. If you encounter
any problems, you can ask for help or the user-friendly Ms-Word Help facility by:

Clicking on Help
Click on Ms- Word Help
Typing in the key words to your problem
Click search.