MS Word Basics

MS word basics explores how to create a new word file, open, save, close, navigate word
file without the use of a mouse and also how to work on the word interface.

1. Create New File – [Ctrl + N]

For the first time if you want to open MS Word and create a new file, follow the following
steps:
Start > All Programs (right panel) > Select MS Word
A window pops up displaying the most recent word documents opened on the left panel
of the opened window and on the right panel of the window are inbuilt word templates.
*Click on blank template to create a new word file*
Press Ctrl + N combination when the pop up window is displayed to create a new word
file otherwise go to File > New > Blank Document, to create a new file.

2. Open Existing File – [Ctrl + O]

To open an existing document on your laptop or pc,
File > Open > Choose your document or better still use Ctrl + O from the keyboard to
take you to the same window

3. Save a File – [Ctrl + S]

Click on Save Button on the Quick Access Tool Bar (QAT). Ctrl + S also saves a file.

You can also go to File > Save > Choose location > Name file > Document Type > Save.

4. Close a File – [Alt + F4]

To close a file simply click on “X” symbol and top right corner of your page.

Also, File > Close - and the file closes. You can also use Alt + F4 on your keyboard to close
a file.
5. Word Interface

1 – Quick Access Tool Bar 4 – Working space 7 – Scroll Bar

2 – Tabs 5 – Status bar 8 – Hide ribbon tool

3 – Ribbon 6 – Zoom tool

6. Navigate in a File – [F6]

F6 is a shortcut used to navigate a word file in the absence of a mouse. It is

a very important tool to master its usage.
 FORMATTING TEXT
Formatting text focuses on the font group in the home tab. It centers around changing
font, font style, font color, text highlight color, applying change case like upper case,
lower case and so on.

Example of Texts to be formatted

Fonts: Highlight the text in question and click on the first drop down arrow on the font
group, hoover your cursor over the different options to change the font style.

Home > Font > This is my second lesson in MS Word – Font

Font style (Bold) [Ctrl + B]: Select the text and click on bold on the font group.
You can use Ctrl + B key combination on the keyboard.

This is my second class in MS Word – Font Style (Bold) [Ctrl + B]

Font Style (Italic) [Ctrl + I]: Select the text and click on Italic on the font group.
You can use Ctrl + I key combination on the keyboard.

This is my second lesson in MS Word - Font Style (Italic) [Ctrl + I]

Font Style (Underline) [Ctrl + U]: Select the text and click on underline (U) on
the font group. You can use Ctrl + U key combination on the keyboard. Click on the drop
down arrow to the right of U to change the thickness of the line and also click on
“underline color” to choose the color of the line.

This is my second lesson in MS Word – Font Style (Underline) [Ctrl + U]

Font color: Select the text and click on (A) on the font group. Click on the drop down
arrow to the right of A to choose your desired color.

This is my second lesson in MS Word - Font color.

Font Size [Ctrl + Shift + </>]: Select the text and press Ctrl + > or Ctrl + < on the
keyboard to either increase or decrease the font size of your selected text. Otherwise
you can click of the capital A or A to increase or decrease the size of your text
respectively.

This is my second lesson in MS Word – Font Size [Ctrl + Shift + </>]

Text highlight color: Select the text and click on ab on the font group and choose
your desired color. This changes only the background color of your selected text.

This is my second lesson in MS Word – Text highlight color

Change Case: Change case can be in form of upper case, lower case, sentence case
and so on. To change case, select the text in question and click on Aa in the font group
and choose the case of your choice.

THIS IS MY SECOND LESSON IN MS WORD – Change Case

Editing Text
Editing commands are Cut, Copy, Paste, Undo, Redo Find and Replace. These commands
help effectively edit MS word file by effectuating some changes on them.

To understand the functioning of these commands, you need to write some lines of text
to practice on. Texts can be automatically generated in word by calling the function;
=rand(2,3) where 2 represents two paragraphs and 3 represents three sentences per
paragraph. 2 & 3 can be alternated to suit the number of paragraphs and lines per
paragraph respectively as per your requirement.

Cut (Ctrl + X) / Paste (Ctrl + V): To cut a text, select the text, go to home tab and
click cut. Place your cursor where you have to paste the text, go again to home tab and
click on paste. Alternatively, select a text, right-click on the selected text, click cut and
then right-click on the space you want to paste the text in and click paste on the floating
dialogue display. Select text > Home > Cut; Home > Paste.

Copy (Ctrl + C): Follow the same procedure to copy and paste. Note that copying
process creates a duplicate of the selected text.

Selecting Text without a mouse

NB: In a scenario where you do not have a mouse and you have some lines of text to
select, place your cursor before the text that you want to select, use a combination of
Shift + Right Arrow Key on the keyboard to select one character at a time or
Ctrl + Shift + Right Arrow Key to select one word at a time.

Undo (Ctrl + Z) / Redo (Ctrl + Y): Undo rolls back a previously taken action
like cut, copy, paste, select and so on while redo rolls forward. This is
accomplished by clicking the undo and redo commands on the QAT.

Find (Ctrl + F) & Replace (Ctrl + H): Finding finds a particular text in your
word document while replace replaces the found text with some new word.
To find a word, Home > Find > Type the word you want to find in the
Navigation box that pops up. Use Ctrl + F on the keyboard to perform the
same task. Again Home > Find > Advanced find to have a combination of find
and replace in one Navigation pane. Replace: Home > Replace.

Paragraph
Paragraph Formatting

Paragraph Alignment to the Left, Right, Center, & Justify

Paragraph formatting takes effect on an entire paragraph. Paragraphs can be formatted

to align to the left, right, center, justify, line spacing, border, shading and indentation.
To format paragraphs to align to the Left, Right, Center or Justify, hoover your mouse
over the paragraph group of commands to align paragraph to the right, left, center and
even to justify. Justify redistribute text thereby maximizing the spaces at the margin.

Line Spacing: Line spacing determines the spacing between lines of text in a

paragraph. Place your cursor before the paragraph you want to change the line spacing
and follow the steps below: Home > Line & Paragraph Spacing > choose between 1.0 to
3.0 or more to space your paragraph.

Paragraph Shading: Place your cursor against the paragraph you want to shade or
color, go to home, paragraph group and click on the bucket symbol to choose your
shading color.

Sorting, Bullets & Numbering: Sorting helps classify texts in a particular order.
It could either be in ascending or descending order. Sorting can be done in multilevel
such as sorting paragraphs such as (Number, Date and Text), sorting headings and
sorting fields. Home > Sort > Sort by > type > Ascending/Descending. The same
procedure works for bulleting, numbering, indent after selecting the text in question.

Text can be arranged in bullet points, checklist and others to give it some fancy.
Sometimes proper technical terms may be needed to classify your text and give it some
beauty such as numbering in 1,2,3…; a, b, c…; or even roman numbers. In case you want
child name, parent, nested numbers they can also be selected from the paragraph group
functions.

 America  Cameroon  Yemen

 Sweden  Canada  South Africa

 Zimbabwe  Bamenda  Armenia

 Zambia  Denmark  Nigeria

 Buea  Japan  Benin

Indents & Borders: Indent gives small spaces in paragraphs or sentences. Keep your
cursor at anyplace and select border at the paragraph group of commands.

Spelling & Grammar

Spelling & Grammar (F7): If in course of typing lines of texts you make spelling
mistakes, word will be able to find them and give you suggestions.

Spelling: Thsi si nqt correct statemnt.

To correct this statement above follow the steps below

Review > Spelling & Grammar > Select correct proposal > Click change.

Short cut method is by pressing F7 on your keyboard to start checking the spelling from
where your cursor was.

Thesaurus: Thesaurus is a functionality in word that when invoked gives synonyms of

selected words in a word file. This works by placing your cursor in front of the word you
want alternative words to replace with and follow the steps

Review > Thesaurus > Select the desired word from the dialogue box > Insert.

Frooghi is a handsome young boy

Word count: This counts how many words are there in your word file or document.
This can be checked on the status bar by clicking on the number of words or by following
the steps: Review > Word Count > a dialogue box appears. This dialogue box gives
summary of number of pages of your document, number of words that your document
is made up of, number of lines, number of paragraphs etc.
 CUSTOMIZE RIBBON
You can customize your ribbon by creating your own tab and adding commands into
them. This can help you place commonly used commands in a group that you are familiar
with.

Create Your own tab called “MyTab”: To customize your ribbon by creating
your own tab called ”MyTab”, follow the steps below: -

File > Options > Customize Ribbon > New Tab > Select “New Tab” > Rename > MyTab >
Ok.

MyTab shall be created with a New Group attached to it where commands for MyTab
can be added.

Add commands to MyTab: To add copy, cut and paste commands for example in
your newly created tab called “MyTab”, select “New Group”, on the left panel select
“Copy” click on Add and repeat the same procedure for the rest of the commands to add
them under MyTab.

File > Options > Customize Ribbon > New Tab > Select “New Tab” > Rename > MyTab >
Ok;

Select “New Group” > Select commands e.g. copy > click Add > Ok.

Add commands to Quick Access Toolbar (QAT):

File > Options > Quick Access toolbar > Select command > Add > OK

MS Word Template
Template is a word file that is saved in the form of a template. When saved as a template
it can be called and reused whenever it is needed. This is useful because it will save time
that could be used in formatting the file whenever it is to be used. Good examples of
word files that can be saved as templates are Letterhead, Fillable forms, CVs and so on.
Create your Letterhead and follow the steps below: -
File > Save As > Select Location E.g. Desktop > Save As type > word Template > Save.

To view your template, go to File > New > Personal > your new template

Autocorrect Features
Sometimes during typing we spell words wrongly. In such scenario, word automatically
corrects them. Words that are autocorrected are those that are preset at the backend.
Those that are not preset, word will not correct them.

File > Options > Proofing > AutoCorrect Options > Wrong word (teh) then Right word
(the) > Add.

Teh , advantege

MS Word-Table.
Insert Table: -

-Insert Tab > Table > Select cells according to your table rows and columns.

-Insert Tab > Table > Insert table > Fill number of columns & rows > Ok.

Once a table is created, the Design & Layout tabs are automatically enabled.

Table Style & Table Style Options.

Click on New Table style under the Design tab to create your own Table style.

Click ok to create your own table style after filling the pop up dialog box that appears.

You can then format your new table in your own style and validate with OK.
Insert Rows & Columns.

*Click on the pop-up plus button between any two rows to insert a new row between them.

Emp_ID Emp_Name Date-of-Birth Date-of-Joining Salary ($)

A-0001 Kate 23-01-95 15-01-2023 1000

A-0024 23-01-95 15-01-2023 800

Emelder

A-0050 Aisha 23-01-95 15-01-2023 1100

A-0015 Kiyan 23-01-95 15-01-2023 500

A-0005 Afa 23-13-95 15-01-2023 487

A-0010 Sama 13-01-85 15-01-2023 340

A-0055 Rishi 03-11-87 15-01-2023 300

*The same procedure inserts a column between any two chosen columns*.

*Another method of inserting Rows or columns is thus: -

Layout tab > Insert Column. This procedure inserts column either to the left or right of
where your cursor is blinking depending on your requirement.

Delete Rows and Columns.

*Point your cursor to the column or row of interest

*click when you see a down pointed arrow or horizontal pointed cursor respectively.

*Right click and take delete.

On the other hand, delete column or row by clicking on Layout > Delete column or Row.

*The same procedure works for Cut, Copy and Paste.

Resize Rows, columns, Tables.

*Layout > Cell size > Alter height and Width. This works for the cell in which your cursor
blinking in.

To resize all the columns and rows into equal size, keep your cursor in any cell and
follow the procedure: - Layout > Distribute rows OR Layout > Distribute columns

After equally redistributing row and columns, contents of some columns or rows may
not be properly fitted. To solve this problem, follow the following procedure:

Layout > Autofit > Autofit contents. and Layout > Autofit > Autofit windows.

This maximize the way your table fits in the window.

Merge & Split Cells.

To Merge Cells: Select group of cells > Layout > merge cells

To Split Cells: Place your cursor in a cell > Layout > Split cell > Fill number of rows and
columns., > from the dialogue box that will pop up

*Follow the same procedure to split an entire table.

Alignment and Formulas.

Alignment defines the position and direction of text in any cell within a table. There are
a total of nine such positions.

Layout > Alignment > choose your desired position.

Cell margin equally allows you to adjust the space a text will be position relative to the
margin of each cell.

MS Word-Shapes
Here we will learn how to work on the shape. How we insert shape, format shape.

Insert Shape:

To insert shape, follow the steps: - Insert Tab > Shapes > Choose your desired shape.

Once shape is selected, Format Tab pops up. It is also called a drawing tool.

In the format tab, you can change shape fill, shape outline, apply shape effects and styles
on your shape.

If at some point you think the shape is not that good and you want to change it, go to

Format > Edit Shape > Change shape. Here you can change the shape to a desired one.

If you want to add some text to your shape, simply click on the shape and use keyboard
to start typing your text.
 MS Word-Pictures
Insert Pictures:
Insert > Pictures > Floating dialogue box to choose picture. This gives you option to
choose picture from a local folder.
After inserting a picture, Format dialogue box appears on the tabs bar. Here you can edit
the picture and choose different Picture Styles. You can change picture borders and
effects where from the picture effects your picture can be given some angles and so on.

Picture backgound can also be changed while editing pictures and some artistic effects
given to it.

MS Word-Objects
Insert Objects:
Inserting objects such as Videos, PowerPoint and Excel in word file helps reduce the
number of files one can carry during a presentation especially when you have to do a
presentation that involves all the mentioned objects at the same time.

Insert Videos:

Insert > Object > Create from File > Browse > Select sample video file > Insert > Ok

VID-20240323-WA0008.mp4 ‎ ‎ ‎ ‎ ‎ ‎‎ ‎‎‎ ‎ ‎ ‎ ‎‎‎‎ ‎ ‎ ‎‎ ‎ ‎ ‎ ‎‎ ‎ ‎‎ ‎ ‎‎‎‎ ‎‎‎‎ ‎‎ ‎‎‎‎ ‎ ‎‎‎ ‎‎‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎ ‎‎ ‎‎ ‎ ‎

Insert PowerPoint/Excel:
Insert > Object > Create from File > Browse > Select sample video file > Insert > Ok
Prices of Basic Commodities
No Items Cost in( XAF) Cost ($) Total Prices of Basic Commodities
1 Sugar 1000 5 No Items Cost in( XAF)
Cost ($) Total
2 Garri 4500 10 1 Sugar 1000 5
3 Savon 500 4 2 Garri 4500 10
4 Salt 2500 20 3 Savon 500 4
5 Rice 2500 25 4 Salt 2500 20
6 Palm Oil 5000 15 5 Rice 2500 25
7 Maize 6500 10 6 Palm Oil 5000 15
THE TRUE NATURE OF THE PROMISED REURN OF CHRIST 7 Maize 6500 10

Insert Chart
Insert > Chart > Chart Type

Sales

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Convert PDF to Word

File > Open > Browse > Select pdf file > Open > Ok.

Watermark
Add Watermark:

Design > Watermark > Select Watermark

To customize watermark:

Design > Watermark > Select Watermark > custom watermark > No Watermark. This
procedure removes water mark from your document

Design > Watermark > Select Watermark > custom watermark > Picture Watermark.
This procedure inserts a picture watermark in your document.
Design > Watermark > Select Watermark > custom watermark > Text Watermark.

This procedure adds a text watermark in your document. It could be your name or
some other text.

Remove Watermark:

Design > Watermark > Remove Watermark.

Page Background
Page background can be altered in terms of its color and border. By default, page color
is white. However, background color can be changed to any other color of your choice.
If your color choice is not among the predefined colors, you can click on “more
colors…” to choose the exact color you want. Click on “Fill Effect…” to change
background color to a Gradient, Texture, Pattern or Picture. Gradient background gives
you the possibility of combining two different colors to constitute your background
color and the particular shading style you want.

Page Color: To change page color or background, follow the steps below: -

Design > Page Color > Select your color.

This is selected from the panel of colors that displays.

To add more colors: -

Design > Page Color > More Colors > Standard > Color choice > Ok

Remove Background color by following the steps: -

Design > Page color > No Color.

To give preset color or two color combinations to your page, follow the steps below: -

Design > Page Color > Fill Effects > Gradient > Two Colors > shading style > Ok

To use a predefined texture: -

Design > Page Color > Fill Effects > Texture > your choice > Ok. Follow the same
procedure to give an inbuilt “Pattern” to your page background or give it a “Picture”
background by browsing from your local computer.

Page Border: To give a border to your page, follow the steps below: -

Design > Page Borders > choose Settings > Ok.

You can further customize your border by checking “Style”, “Color”, & the “Weight” (to
increase the thickness) of your border line in the same dialogue box.

If you do not want a simple line as your border, you have the option of choosing an
image or a flower type style by following the procedure below: -

Design > Page Borders > Art > Choose your desired Art.

Remove border: - Design > Page Borders > Settings > None.

Page Setup and Printing

Margins: Margin is the free space that exist on the left side of a page before the
beginning of lines of text. You can choose inbuilt margins or customize your own
margin to suit your requirement. To choose your margin, follow the steps below: -

Layout > Margins > “choose your required margin”

If you are not satisfied with the inbuilt margin, you can customize your own margin by
following the steps below: -

Layout > Margins > Custom Margins > “Fill the Dialogue box that pops up”.

Note that “Gutter” is an important feature while customizing your margin especially
when working on a document that has to be printed and banded in form of a book.
Gutter defines the portion of your paper that has to be banded for example with spiral
binder before the actual margin that has to be allowed while inscribing text.

The following options can be chosen during printout of word file after the required
gutter has been set. Mirror Margins, Two Pages per Sheet & Book fold.
Mirror Margins place gutter on left hand side of page 1 & on right hand side of page 2
when printing back to back.

Orientation: Helps you decide whether your paper should be placed as Landscape or
Portrait during printout. Layout > Orientation > Portrait or Landscape.

Size: Helps you decide whether your paper size (A4, A5, A3 etc.) during printout.

You can select “More Page sizes” to choose the page size you want or to customize the
size if your option is not in the inbuilt page sizes

Printing: Click on File > Print. A dialogue box appears on the left with all the settings
related to page setup discussed above. This still permits user to authenticate all the
settings related to Margins, Orientation and Page Size.

Columns: Layout > Columns > Choose from column. You can choose between One,
Two, Three, Left or Right as per your requirement.

Page Break (Ctrl + Enter): Layout > Breaks > Page. This procedure can also break page
in Column form in which case your data must be in columns form. Other options like
Text Wrapping which is used when there are images in your document, Next Page and
Continuous are other options you can choose from page break.

Line Numbers: This option is used to give line numbers to your pages.

Layout > Line Numbers > Continuous. This option gives line numbers to your pages in a
continuous manner from one page to the next. If you want every page to start with a
new number, you can follow the same procedure and choose Restart Each Page option.

Hyphenation: Hyphenation helps make maximum use of your page by hyphenating

longer words that could not fit in limited spaces within our word file.

Layout > Hyphenation >Automatic. You can equally choose manual hyphenation
option.
 Header and Footer for Slides
Double-click on the blank space on top of your word file to enable a header portion
that prompts you to start typing your header information. The same process is carried
out for a footer by double-clicking at the empty space on the bottom of the word file.
In this way header and footers can be added and edited. You can also follow the steps
to add header or footer. Insert > Header / Footer > choose your footer or header
position. To insert Page number alike, Insert > Page Number > choose the position.

Header and Footer for Notes

Header and footer for notes adds features like Date & Time, Pictures some Document
Info (like name of author’s name, file name, path) Options and Position.

Restrict Editing
Editing restrictions locks some of the lines for a particular purpose, like formatting,
making reviews or protecting it from any user to edit it.
Review > Restrict Editing > Select Restriction conditions > Yes, Start enforcing Protection.

Mail Merge.
With Mail Merge you can Send Email, Print and also Edit.
Sending Letter Using Mail Merge: This is helpful when sending a letter to multiple
people. To do this the following Pieces of data must be available.
 Source Data Generic Letter Final Letter

 List of names and address  Letter is  What is

common to all created by
 Can be in excel or outlook Mail Merge
contacts  You can use it  If you have
every year 20 names in
the source
data you get
20 letters

Mail Merge:
Mailings > Start Mail Merge > Step-by-Step Mail Merge Wizard > Use an existing list >
Browse > “Database” > Insert Merge Fields > Next: Write your letter > Next: Preview
your letters >

Export Documents
A word document can be converted into different versions of word, or can as well be
exported into different file types like PDF, Notepad file, HTML etc.

Create PDF/XPF Document:

File > Export > Create PDF/XPS Document > Create PDF/XPS > Publish

Change Document Type

Document File Type: File > Export > Change File Type > “Choose file type” > Save > Ok

Styles and Outline

Styles refers to a collection of different formatting applied on a text and given a name.
Therefore, styling means apply some formatting techniques on a particular text.
To apply styles, select the text you want to style, go to home tab and select your
desired style. Home > “click on your desired style”.
To create your own style, follow the procedure below: -
Home > Styles (click on drop down) > Create Style > “Name your Style” > Modify >
“Configure the dialogue box that appears > Ok.

Work on an Outline: Easier way to come out with an outline

MS office Course
1. MS Excel
a. Formulas
i. Maximum
ii. Min
iii. Average
b. Pivot table
2. MS Word
a. Page Setup
b. Print
3. MS PowerPoint
a. Transition
b. Animation

MS Word Sections
Layout > Breaks > Continuous. This Procedure creates Sections.
Layout > Columns > “Number of columns”.
Use the document attached titled “MS Word 2016 Course Outline by Nero
Space Inc. Private Limited.” to apply your knowledge in sections and break
the document into two colums.