MICROSOFT WORD LEVEL 1 (Basic)
Since every computer may have various versions of Microsoft Office such as 2007, 2010, 2013, and 2016, the lesson here being prepared is from Microsoft Word 2010. In these basic steps of using Microsoft Word, surely it will be quite easy and straightforward to walk through the steps in any of these versions mentioned above as this level focuses on creating, editing, saving, and printing documents as well as formatting texts and paragraphs. So listed below, are the following steps on how to use Word including the “shortcut key(s)” as other alternatives.
- On the taskbar of your computer, click the Start button.
- Point to All Programs on the Start menu to display the All Programs list.
- Click Microsoft Office in the All Programs List to display the Microsoft Office List
- Click Microsoft Word 2010, or whichever one to open Microsoft Word – this displays a new blank word document window.
- To maximize your Word document, click the maximize icon button next to the close (x) button on the top right-hand corner of Word
- As you open word, you are on the Home tab on the top left-hand corner, and in this tab you have variety of options for the basics such as changing the font, formatting, checking spelling and grammar, adjusting the paragraphs, breaking down the paragraph/sentences in point form and editing.
- Now type this sentence, “I love spring because of the flowers, nature and wonderful weather,” without quotation marks since those are just identifying the text you must type. Be sure to put a period after this sentence.
- Next, drag your mouse pointer through this whole sentence.
- With this sentence selected, on the Font category on the Home tab, click B to bold this text – now you notice that your text appears thicker and darker. Other alternative is the shortcut way (faster and easier) is to press the CTRL key and hold it down, and press the letter B. Notice below the indented sentence bolded.
I love spring because of the flowers, nature and wonderful weather.
- Now undo the bolding to the very left of the title bar (way top left-hand corner) where you see the curved arrow pointing left and down-ward. Other alternative (shortcut key method) is to press CTRL + Z, use the same type of hint listed on instruction #9. You now notice this text is back to the original font. If you need to redo your action in Word, you press CTRL + Y.
- Drag your mouse-pointer through this text, and in the Font category, notice the font size drop down box menu, you see a number of font sizes. Change the size of this font to 12. And in the Font drop-down menu, change the font to Arial.
- Now you will be saving your work as you are almost done with the basics, so you click File tab on the top left next to the Home tab, click Save As. You can save on any drive but be sure to save it on your flash drive for this lesson so if your drive is selected or whichever including desktop, so after you click Save As, the Save As dialog box appears. You see File name, so next to file name, type MS Word Lesson Part 1. And you even see Save As Type. Under the Save As Type option choose Word document (*.doxc). Click the Save button.
- Lastly spellcheck your document by going to Spelling on the Home tab. On the spelling drop down menu, select “Spelling and Grammar”. Then once the dialog box opens, if you notice a spelling error click Change or click Ignore (if you notice that spelling and grammar is correct).
- Close your document by clicking the Close (X) button on the very top right-hand corner of this document window.
On the previous part you saved your document, so now in this one you will be opening your document so here are the steps.
- Go to Start on your computer; Go to All Programs, and choose Microsoft Office.
- Click Microsoft Word – notice the new blank document window is open.
- Click File.
- Click Open. Other alternative is CTRL + O.
- Choose your file after finding your file location from wherever you saved it. Double-click MS Word Lesson Part 1. You are now at your previously saved document.
- Position your insertion point at the end of your text. Type “Temperatures range from 19 – 23 degrees Celsius. The air is fresh with the breeze, and the days are longer. People are out doing various activities such as biking, running, walking, barbequing, and enjoying.”
- Now, select the 2 words degrees Celsius in order to delete the text. Press Delete on your keyboard or simply press the backspace key. Now we have to insert a symbol in place of these words as instructed in step 8.
- Click Insert on the ribbon. Click Symbol on the Insert tab; on the symbols drop-down menu, click More Symbols. You see more choices of various symbols – the Symbols dialog box appears. With the Symbols tab selected in the dialog box, click the Subset drop-down menu, and choose Geometric Shapes.
- In the Geometric Shapes category, choose the round white bullet symbol.
- Click Insert, and then close. This white bullet symbol is inserted after the text, 19 – 23. This is the degree symbol and the type the letter c after that.
- Change this small letter c to a capital. The technique which is longer involves editing. So you select this text and then return to the Home tab on the ribbon and the Font category.
- With your letter c selected, click Change Case (the Aa sign) drop-down menu in the font category. Choose UPPERCASE on the list. Now you have a capital C representing 19 – 23◦C.
- To print this document of sentence, go to File, and click Print. In the print section, make sure that only 1 copy is there in the Copies section since you only want to make one copy.
- Click Print since by default it is saying all pages as automatically all the number of pages you worked on will print. Other alternatives to print are CTRL + P for the Print dialog box to appear.
- Returning to your previous document even after printing, select your text and now you need to change the colour of your text.
- Go to HOME tab on your ribbon and in the Font category, click Font color and choose which ever colour required under Theme or Standard Colours.
- Italicize and underline your text by remaining on the Home tab, and clicking I and U on the font section – I is for italicizing and U is for underlining. Other alternative for italicizing your text is after selecting it or before typing it, press CTRL + I; For Underlining, press CTRL + U.
- For cutting, copying and pasting your text, you must select the text. Then right-click and click copy. After that, paste your text by clicking the very first icon in the Paste Sections drop-down menu. You have pasted it. Also, the other alternative for copying is pressing CTRL +C, and paste by pressing CTRL +V.
- To Centre your text, press CTRL +E (shortcut) or in the Paragraph section on the HOME tab ribbon, click the second option with lines (automatically it will tell you centre as the alignment of your document as your mouse pointer points to it). By default your alignment is left-aligned text which is CTRL + L if you need to switch back to it from centering. Right-alignment is the second last option on the paragraph section which is right after CENTRE align. To right-align, press CTRL +R.
- To Find and Replace your text, click Find on the Home Tab ribbon and the click Replace in the Editing section. The Find & Replace dialog box opens. In the Find what section textbox whichever word you want to replace, so then Replace with whichever word you need to.
- To have the same format applied to the other text , you will use the Format Painter button on the Home tab ribbon on the Clipboard section. Now, I will use the example listed below:
From your sentence, select the word spring and bold it. Then again select “spring.” Click the Format Painter button and drag it through the word flowers. Now notice flowers is also bolded.
- To change the spacing of your paragraph, click the little arrow on the Paragraph section in the HOME tab – the Paragraph dialog box opens, and the sections in it are divided into 3 different sections of General, Indentation, and Spacing. In the Spacing section, chose Single in the Line Spacing drop-down menu list if you want or need single spacing. Otherwise you choose whichever is required according to your document such as Multiple, 1.5, Double etc.
- The other alternative to spacing is you can go to the Page Layout tab on the ribbon, and there appears a Paragraph Section that contains both Indent and Spacing columns. After your typed text you want to adjust your spacing so that you don’t have to press ENTER twice or multiple times, you change your Spacing in the After options text box to 10 pt for example. For indentation of your paragraph or sentence you can adjust your indenting staying on the Paragraph section and going to the Indent column – the Left and Right text-boxes will allow you to choose the numbers according to the indents such as 0.25”
- For changing your Margins and Orientations, click the Page Layout tab. On the Page Setup section, you click Margins and then choose the margin according to the document. Now, remain on this Page Layout section and on the Orientations drop-down menu, choose either Portrait or Landscape.
- To bullet your text/paragraph in the Paragraph Section on the HOME tab, click Bullets (the bulleted icon on the top left icon); If you need to number your text, click the Numbering (1, 2, 3 icon, which is the second top in the Paragraph section.
- To show the Paragraph marks on your document, click the Show/Hide button which resembles the mathematical pie symbol on the very top right-hand corner of the Paragraph Section on the HOME tab ribbon.
MICROSOFT WORD LEVEL 2 (INTERMEDIATE)
Now that we have covered most part of the basics in the previous lesson, in this intermediate part of Word, we are going to be focusing on inserting page breaks, cover pages, tables, word art designs, mail merge, indents, and setting/adjusting tab.
Steps for inserting a page break:
- Click Insert tab on the ribbon.
- Click Page Break on the Insert tab. Also you may use the other alternative which is the short-cut key of CTRL +Enter. You now see a new page all the way down to the end.
How to Insert a Cover Page:
- On the Insert tab, click Cover Page (this is the same as the title page)
- Under the Cover Page submenu, you see a variety of cover page styles under “Built In”. Choose whichever one is appropriate for the document.
- In this particular example, I will be requesting you to choose “Austere” type of cover page but you can modify it according to your assignment/exercise.
Creating tables, formatting text and designing tables steps are listed below along with the created table diagram below:
- Click Insert tab on the ribbon.
- Click Table – the Table dropdown list appears consisting of the following choices:
a) Insert Table, where you choose 3×6 table consisting of 3 columns and 6 rows
b) Draw Table is where you can draw your table as your mouse pointer (cursor)
changes to a pen-shaped icon and then you draw your own columns, rows and cells
c) Excel Spreadsheet – when you click there, the spreadsheet from EXCEL is automatically generated
d) Quick Tables – under the “Built In” category, you get a list of choices such as calendar 1, 2, 3, 4; Double Table, Matrix, Tabular Data etc.
- In this example, I will use the Insert Table option which is the most common option. I will create a table in the new document which you can use as an example for your exercise. I will guide you in the next steps on how to format the cells, columns and texts, plus jumping from one cell to another.
- On the created table, type the text, “Seasonal Spring and Summer Flowers in Canada” in the first cell.
- Select this first cell, and drag your mouse-pointer all the way to the end of the last column on the first row. Then right-click your mouse-pointer.
- Click Merge Cells. Now this will merge the title.
- Click the first cell in the 2nd row. Type “Season.” Now tab in order to get to the next cell and type “Month”. Tab to reach the third column and type “Flowers”.
- Using the techniques on instruction #8, complete the table.
- Now you will be formatting the text in the cells, so select the merged cell (very top one) text and drag it all the way to the right. As selected, you see a mini toolbar, and then you click the B button which is to bold the text, or with the text selected you may simply press CTRL + B (shortcut key).
- Using the same technique on question #9, bold subheadings containing the words “Season”, “Month”, and “Flowers.”
- Now click the merged cell (the top one with the heading) and now you are going the fill in the colour of the merged cell. Go to the Home tab on the ribbon, and to the Paragraph category. In the Paragraph category, click the bucket icon representing Theme and Standard colours. For this cell, choose Aqua, Accent 5 80 % lighter which is on the second top row on the 2nd last column.
- Select the cells with subheadings Season, Month, and Flowers. On the Home tab of the ribbon, click the bucket icon which is (Shading).
- Select “Red, Accent 2 80% lighter” on the second row, 6th column, on Theme Colours list.
- Select the whole table and the mini toolbar appears after the table is selected. On the mini toolbar, click the Borders icon which is a box with gridlines. Then you see a drop-down list of choices of borders. On the Borders dropdown list, choose Borders and Shading (the very last option on the bottom of the list). THE BORDERS AND SHADING DIALOG BOX APPEARS. Even the quicker way will be if you just choose the “All Borders” option in the borders list, and then go to Borders and Shading and choose the colour required (according to your exercise) in the Colors section in the Borders and Shading dialog box. *Note : The preview section in the dialog box will show you the way you changed your colours of the borders in the dialog box.
WordArt is another type of a drawing object which enables you to create special effects such as the style of the text in various colours and designs. Your text may be rotated, curved or wavy etc. Therefore the steps are listed below in guiding you to create
- Create a new blank document by going clicking File, New (in the file list), and
choose Blank Document.
- Click the Insert tab on the ribbon, and then click WordArt which is the tilted A.
3. Choose the second option on the WordArt list (very top first row).
4. A text box appears saying “Type your text here”. So then type your text and then
format your text whichever way needed in your assignment/lessons.
Now you will be inserting a clip art. You can either insert from a file outside Microsoft office which is a picture or you can search within Microsoft. Steps listed below on how to insert and format clip art:
- Click Insert tab, and click “Clip Art” on the Illustrations Category.
- The Clip Art pane appears. Under the Search for text box, type “cherry blossoms” (this is just an example demonstrated in this lesson plan). Be sure (by default) “All media file types should be selected in the “Results should be” text box.
- Click “Go” button or press enter to search for the clip art.
- Double-click your picture in the CLIP ART display.
- Depending upon your assignment, you can format your picture by applying whichever design.
This part focuses on doing increase and decrease indent, and setting tabs. Decreasing and increasing indents and tab settings are on the HOME tab and in the Paragraph category. The directions are listed below to follow:
- Click Home tab and go to Paragraph category.
- Click increase indent button. This is when you need to format your paragraph.
- Similarly, hit decrease indent button.
- Now click the little arrow on the Paragraph category to open the Paragraph dialog box.
- Click the tabs button – now you can set your tab stops for left, right etc.
You will now be creating columns so you go to:
- Page Layout >COLUMNS (in the Page Setup section)
- Choose one of the following options on the Columns list depending upon your assignment.