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Welcome to Microsoft Word, as presented
by the Robert H. Smith School of Business at the University of Maryland,
This is the chapter overview page. You
are about to start learning about Microsoft Word.
This slide show will teach you the
fundamentals of Word. They can be applied to the other Microsoft
Microsoft Word allows users to perform
several functions. Some of these functions include producing and formatting
documents. In addition, you can produce
simple web pages with Word.
Microsoft Word is an application that
allows users to create various forms of documents. These documents can be altered without the
user retyping the entire paper.
As previously stated, Microsoft Word
allows users to create several types of documents. They can be typed, formatted, saved, and
printed. Examples of documents are
letters, resumes, calendars, and tables.
There are five MAIN objectives in this
chapter. First, we hope the user will
be able to understand the fundamental to word processing. Moreover, we hope to explain the File menu
and its components. In addition, we
hope to teach the nuts and bolts of the toolbars. The toolbar functions are integrated with
the Menu bar. Next, we hope to cover
the usage of Spell Check and Grammar Check.
Finally, this tutorial will cover saving documents and Backup.
These are the Quick Quiz instructions
for an interactive tutorial.
This is the starting screen for Microsoft
This lesson covers the Insertion
Point. It can be seen, above, as
indicated by the red arrow. In the
running application, it is a blinking vertical line. The Insertion Point denotes the location of
where typed text will appear. It can be
moved within the document.
Word Wrap is one of the convenient
functions of Microsoft Word in comparison to the typewriter. When the typist is typing, lines are automatically
moved to fit in the paper. In other words, you do not have to press “Enter” at
the end of each line of text.
Word Wrap still allows for people to hit
the “Enter” key. This will start a new paragraph,
as indicated by the green arrow. The
Soft Return is demonstrated by the red arrow above.
Toggle Switches allow certain keys on the
keyboard to have more than one function.
Each mode allows the computer to perform a different thing.
Two examples of Toggle Switches are Caps
Lock and Insert. Caps Lock alternates
the type between capitals and lowercase.
The Insert Key goes between insert and overtype. Insert allows typing at the insertion
point. On the other hand, Overtype
allows you to substitute script over text.
This is a multiple choice question. Take a minute and consider which answer is
Word Wrap is the answer.
Another function of word is that it
permits the user to delete text. There
are two buttons for this. One is Backspace.
This button erases the character adjacent to the left side of the
insertion point. The other is the
Delete button. It erases the character
adjacent to the right side of the insertion point.
You can delete sections of text too.
This can be performed by highlighting a set of characters (selecting with
mouse of by holding shift while moving arrows) and pressing either delete or
backspace after you have selected the text.
Toolbars contain shortcuts to common
commands. There are two main toolbars: Standard Toolbar and Formatting
If you are ever wondering what a button
on the toolbar does, place your cursor on the icon and hold it still. A ScreenTip will appear, giving the name of
the button. It will tell you what the
This is the second question. Consider it
before making a decision.
The answer is true.
The File menu is the first drop down
file on the Menu bar. The important functions
included in the File menu are open, close, print, save, and exit.
The Open command obtains a document from
the computer. The computer has stored
it within its memory. There are three
methods to open a file. They are via
the menu bar, clicking on the icon, and using the above hot keys.
When you access the Open command, it
will open the pictured dialog box. It will
show you the location of the file, the delete button (to delete file(s)), a view
button, the file to be retrieved, and the types of files featured. The view button allows the user to see the
files in different formats. For
example, it can be listed, in large icons, or with details. Details explain the file type and size (by
Another important command is the close
command. It allows you to close a document.
The two methods for performing this function are via the Menu bar and
the above hot keys.
The print command allows the user to
print his/her document. It prints the document
that is currently in use. There are
three methods to print. If you use the
menu bar or hot keys, you will be taken to print preview. If you only click on the icon, your document
will be directly printed.
Print preview will be summoned as stated
in the previous slide. It can also be accessed via the icon. It allows the user to view his/her document
as it will appear printed.
Another command located in the File Menu
is the Save command. The save command
allows you to copy your work done thus far to the computer’s memory. These files can also be opened later with
the Open command. This command will continue to save on top of
the already named file. There are three
ways to save a document. One way is via
the menu bar. Two other methods are
clicking on the save icon and using the above featured hot keys.
The Save As command is a deviation from
the Save command. It is used the first time to name the file that will be
continuously saved upon. Save As is accessed
through the menu bar. It results in
prompting a dialog box for the save as command.
This is the save as dialog. It tells the user where the file is being
stored, allows for the creation of a new folder, contains a view button for
various view types, displays the name of the file and shows the type of
This is the third quiz question. Please take a minute to consider it
individually and as a class. Select which answer you believe is accurate.
This is the answer to quiz question
The Exit command is also located in the
File Menu. It closes the entire Microsoft Word application. There are three methods to perform this
function. They are via the menu bar,
using hot keys, and clicking on the window close button, as is featured above.
These are the icons located on the
standard toolbar. The standard toolbar
is located under the File menu. The corresponding function is located next to
the icon. These icons and their
functions will be explained in this chapter and the following chapters (if
they have not already been discussed).
The functions that have an asterisk located next to them are performed
to text that has been highlighted with the cursor.
The formatting toolbar is located
beneath the standard toolbar. The
listed items are found on it. Each item
has its appropriate icon located next to it. Their titles are fairly self
explanatory. Each of these functions is
performed on selected text (highlighted with the cursor). For example, if someone wanted to highlight
a certain section, they could select the text they wish to highlight with the
cursory (click and drag). Afterwards,
they would click on the highlight icon, thus highlighting the selection. Moreover, if they wanted to change the color
of the highlighter, they could click on the drop-down menu arrow adjacent to
the icon and select a particular color.
The horizontal ruler is located above
the typed text. It allows for
manipulation of the margins, creations of tabs, and alterations of
The vertical ruler is located on the
left hand side of the window. It
indicated the length position of the text within the page. It is also used to alter vertical margins.
The status bar is located at the bottom
of the window. Its position is shown with
the above red arrow. It gives
information such as the placement of the insertion point and any current
information about the ongoing command.
For example, it will tell you which mode of toggle the Insert key is
Spell check is a function that is built
into Microsoft Word. It checks the spelling of the words within the
Questionable words are
indicated with a red underline.
other things that spell check flags are repeated words, irregularly
capitalized words, proper names, acronyms, abbreviations and special
It cannot catch improperly used
*Grauer and Barber, Exploring Microsoft Office Professional 2000
There are three ways to access Spell
Check. These ways include via the Menu bar,
by pressing the F7 button, and/or by clicking on the Spell Check icon.
This is the Spell Check dialog box. It indicates what word is not in the dictionary
in red. Below, suggestions are
located. You can either choose to ignore
the recommendations, physically change it, or choose one of the suggestions. This can be done by selecting your choice
with the mouse and clicking on the corresponding button as featured. If you wish to manually change it, you
insert your cursor/insertion point in the “not in dictionary” box and change
it. Afterwards, you select “change.”
You can also choose to cancel the Spell check at any given time. Thus, if you want to stop the Spell Check after
a particular word, it will not continue for the rest of the document as it normally
Another method of using Spell Check is as follows:
If a word is underlined in red, you can place your insertion point within the word.
Next, you right click.
The possible corrections will appear in a
Select the spelling that you
want to choose by dragging the cursor and releasing/clicking on it.
Autocorrect improves the mistakes in
your typing. It fixes common mistakes that
are made in word while typing. You can
also add in your own shorthand, so that when you type an abbreviated version,
the actual word will appear. It also
fixes capitalization inconsistencies and can turn toggle keys off. It is accessed via Menu bar, by selecting
the Tools menu.
This is the AutoCorrect dialog box. In this particular example, the user is trying
to create a personal AutoCorrect. The
user is making “b/c” automatically become “because.” If you look at the text box below, you can see
there are other spelling mistakes that automatically transform to “because.”
AutoText allows for the creation of a
frequent entry. If the user types the beginning
of an AutoText entry, it will display a ScreenTip that can be selected for
use. It is accessed via the method
shown on the slide.
As you can see, if an entry is started,
the word replacement automatically appears.
Custom designs can also be done, such as signature information.
The Thesaurus is another function built
into Word. If you are looking for a synonym
to a word, select the word and then select the thesaurus. It prevents overusing words by providing a
list of similar words. Sometimes, when appropriate,
it will display a list of antonyms.
These are the methods to call the
Thesaurus. Either access it via the
menu bar as is shown above, or press shift + F7. The dialog box will show you the word that
you looked up, synonyms that you can replace it with, and different meanings
that you can look up individually. You
can either replace your word with it, look up the selected suggestion or
cancel out of the function.
The Grammar Check is similar to the
Spell Check. It uses a green line
instead of a red line. It checks punctuation, usage and consistency.
This is the forth quiz question. It is also a multiple choice question. Take a minute to consider which answer is
best suited for the question.
This is the answer to quiz question
Back up is a method of saving that many
people use. It allows you to start over,
if you made a large number of changes and realized that you do not want them.
You simply save your document as a similar name such as my_document.doc and
name the one with alterations as my_document_with_changes.doc. Thus, if you do not like any of your changes,
you can start from scratch.
You have completed Chapter One of