Transcript DEVELOPING ICT SKILLS

Use the Left and Right arrow keys or the Page Up and Page Down keys to move between the
pages. You can also click on the pages to move forward.


To switch between the slide show and the Windows Desktop simply minimize this window.
If you see first => second it means select first followed by second (e.g Start => All Programs).
DO NOT TYPE the “=>” characters.

If you see first + second it means push and hold down first, then push second (e.g Ctrl + M). DO
NOT TYPE the “+” sign.

Word Processing using Microsoft Word

Word Processing is when you use the computer to create, edit,
and print documents.

To perform word processing on the computer you need a
special program called a word processor and a printer.

An example of a word processor is Microsoft Word. There are
several others word processing programs.

Once you create a document using a word processor, you can
save it or store it on a hard disk or usb drive.

You can re-open your document at any time and display its
contents on a screen, modify the contents of the document or
print a hardcopy on a printer.

One of the great advantages of word processing over using a
typewriter is that you can make changes without retyping the
entire document.

If you make a typing mistake, you can simply move back the
cursor and correct your mistake.

If you want to delete a paragraph, you simply remove it,
without leaving a trace. It is equally easy to insert a word,
sentence, or paragraph in the middle of a document.

Word processors also make it easy to move sections of text
from one place to another within a document, or between
documents.

When you have made all the changes you want, you can send
the file to a printer to get a hardcopy.
Introducing Microsoft Word

In order to start our word processing journey we must first
start the Microsoft Word application.

Where can we find and start Microsoft Word?

The answer to the above question depends on what version of
Microsoft Office is installed on your Computer as well as how
the icons have been setup.

We first look on the desktop to see if we can find an icon for
Microsoft Word. We then double-click on the icon if it exists.

This should launch or start the Microsoft Word program

If there is no icon for Microsoft Word on the Windows desktop,
click on the Start button and look for Microsoft Word in the list
of programs on the Start Menu (in the left column).

If the Start Menu does not immediately show you the program
you are looking for, move the mouse pointer to the All Programs
or Programs icon on the menu. Click on All Programs to
display the list of all the applications installed on the Computer
or wait a moment for the list to display automatically.

Click once on the program (i.e. Microsoft Word) to open or
launch it. Depending on your installation, you may have to
search for and click on the Microsoft Office icon to see the
Microsoft Word program.
The Microsoft Word program on the Start Menu
The Microsoft Word program on the Start Menu under All Programs
If you see this screen, you have successfully launched the Word program.
Title Bar
Menu Bar
Tool Bar

After you open Microsoft Word you will notice a empty white space with a
a short vertical bar blinking at you. This is the cursor. You will type your
text in the empty white space. As you type the cursor moves to the right.

At the top of the Microsoft Word application window you will see a long
bar running from left to right. This is the Title Bar. The Title Bar will
display the name of the document you are currently working on.


If this is a new document you will see “Document1 – Microsoft Word” in
the title bar.
To the extreme right of the Title bar you will see three buttons. These
buttons help you to Minimize, adjust the size of the Microsoft Word
program window or Close the MS Word window. If you move the mouse
over any of the buttons you will see a hint on what the button is used for.
Title Bar
Restore
Minimize
Close
Button Purpose
Minimizes the window
Maximizes the window
Restores the window
Closes the window
Tool bar
System icons
Title bar
Menu bar

Below the title bar is the Menu bar. This bar contains a series of arranged words
such as File, Edit , View, Insert and so on.

Each word on the Menu Bar is associated with a menu that shows the list of things
you can do while word processing.

To display the menu listing associated with each word on the menu bar simply click
on the word.

For example if you click File on the Menu Bar, the File Menu will be displayed as
shown on the next page.
The File menu
The Format Menu
Under the menu bar, there is another bar made of various categories of buttons. This is called the
toolbar.
You can customize which buttons are displayed on Tool Bar by right-clicking an empty space on the
menu bar. You can then check off or on the desired tool options in the pop-up menu.
Pop up menu
Creating a new word document

To create a new document start typing the letters, numbers, punctuation
marks and any characters you wish to include in the document, pressing the
SPACEBAR to insert spaces between text and pushing ENTER to go to the
next line.

If necessary type Capital Letters by first pressing and holding the left or the
right SHIFT key and then pushing the key of letter you wish to type.

Use the BACKSPACE or the Delete key to delete any characters or text
you wish to remove from your document.

To reverse or undo an action press Ctrl + Z or click on Edit =>Undo

Try your hands on creating a very simple document as shown on the next
page.
A Sample Word Document
Saving your Word Document

Once you create your document you will need to save it by
giving it a name and choosing a location on the hard disk
where you would like to store it.

There are various options to save your document as a file.

One way is to click on the word File on the Menu Bar. Then
glide the mouse to the Save or Save As .. option in the menu
list and click it. The Save As window will open.

You can then give the document a name and select a location
or a folder to save the document in.

Click on the Save button when you are ready to save. This will
save the document as a file and close the Save As window.
File => Save As
The Save As window

Another way to save your file is to click on the Save icon on the Tools bar or simply
press and hold down Ctrl, then press S on your keyboard (Ctrl + S).
Save icon

Type “MyfirstDocument” in the Save as box when the Save
As window appears and press the Save button OR press the
Enter key on the keyboard.

Your document will be saved in the My Documents folder
by default with “.doc” added to the end of its name.

The .doc is called the extension to the filename. This tells
us the type of our file. In this case it shows that this is a
Microsoft Word document.

You can change the location where you wish to save your
file by clicking on the down facing arrow on the right side
of the Save In box and then choosing a different folder.
Editing and Formatting your document

Whiles working on a document you may want to
change or delete some of the text.

You may also want to format the text in various ways.
Formatting means changing the shape, size and look
of the characters in your text.

For example you may want to change the type and
size of the fonts or characters, underline certain words
or phrases, italicize or embolden some text, change
text color and so on.

There are several ways to format your document.
Changing the type and size of fonts
Font Type
Font Size

In order to format any character or text in your document you
first need to select or mark it.

You do this by pressing and holding the mouse button at the
beginning or at the end of the text and dragging the mouse
pointer across the text to select it. From left to right or right to
left.

If you need to select and format multiple lines in a document
just press and hold down the mouse button at the beginning of
the first line that you wish to format and drag the mouse down
to select the lines. You can then proceed to format the text.

For example if we want to select the first line in
MyfirstDocument.doc file we simply press and hold the mouse
button just before the letter “H” in “Hello World” and dragging
the mouse across to select the entire text and release the mouse
button.
Selected text
Font Type
Font Size
If you do not see the formatting tools as shown above you can activate formatting by right-clicking
an empty space on the Menu Bar and then select Formatting in the pop-up list.

In our sample document it is noted that the font type of our selected text is
“Times New Roman” and the font size is 14

To change the font type simply click on the down facing arrow to the right
of the font type box to display the list of available font types.

You can scroll down the list of font types displayed and choose a different
font type.

To change the size of the font, click on the down facing arrow on the right
of the font size box to display the list of options.

Let’s try changing the font type to Arial and note the differences.
Changing the font type
To undo any action press Ctrl + Z or click on Edit, then Undo …
You can see the difference between the new font type “Arial” and the original font type
“Times New Roman”.
Changing the font size
We have selected the word opportunity in our document and changed the font size from
14 to 20. Do you see the difference? To undo or change back the font size to the original,
press Ctrl + Z or click on Edit, then Undo …
We can now select the words “Project Goodwill” and italicize, make the fonts BOLD and underline
the selected text.
Bold
Italic
To undo any action of the above actions, press Ctrl + Z or click on Edit, then Undo …
Underline
This is how our sample document looks now. Save it and Exit or Close Microsoft Word.
Other things you can do whiles Editing your document

Whiles editing a document you can copy certain text from one area and put
them in another area in the document. This is referred to as Copy and Paste

You can also remove text from one area and place the text in a different area of
the document to save you from re-typing. This is referred to as Cut and Paste

Both of the above actions begin with selecting or marking the text you wish to
Copy or Cut

Once the text is marked or selected click on Edit, then choose Copy or Cut
depending on what you intend to do. You can also Copy and Cut by using
Ctrl +C and Ctrl + X respectively after selecting the text.

After the intended text has been copied or cut, click the area of the document
where you wish to paste the text. Alternatively you can use the arrow keys to
move the blinking cursor to the target area.

Click on Edit, then Paste ( Edit => Paste) or simply press Ctlr + V
Closing or Exiting Microsoft Word

To close Microsoft Word from the main menu click on File => Exit

To close Microsoft Word from the Title bar click the Close button (the
button with “X” in the upper right corner as shown below)
This is the title of the your current document
Title Bar
Close

To close Microsoft Word like any regular window in Microsoft Windows
applications, you can press Alt + F4 (F4 is a function key)

To close Microsoft Word using the keyboard, you can press Alt, F, X ( Alt
activates the Menu Bar, F selects the File menu and X will Exit). You need
to push the buttons in that sequence.
Opening an existing Word document



Assuming we like to go back to our newly created document,
“MyFirstDocument.doc” to make some changes. We can do one
of the following:
Click on the Start button, move the mouse to “My Recent
Documents”.
In the list of documents find “MyFirstDocument.doc” and click
on it. This will launch Microsoft Word and open the document.
Start => My Recent Documents

Since we saved our file in the My Documents folder, we can also get
to the file by clicking on Start, then move the mouse pointer to the
My Documents folder and click on it. This will open the folder and
display the files that you have saved here.

Double-click on the filename, MyFirstDocument.doc to open it in
Microsoft Word.

A third way to open our existing word document is to start the
Microsoft Word program (Start => All Programs => Microsoft
Word ). Then activate the File menu by clicking on it in the Menu
bar. You should see the files that you recently worked on. Click on
the name of the file if you see it. This will open the document.

If you are already in Microsoft Word and you do not see the
document you wish to work on listed in the File menu, click on the
Open option in the File menu. This will bring up the Open window.
Proceed to look for your file in the folder in which you saved the
file.
Start => My Documents
Start => All Programs => Microsoft Word => File menu
File =>Open
Open Window
Now you have your file opened, what do you
want to do next?
You may want to:
 Add more text
 Insert pictures and diagrams
 Change some information in the document
 Reformat the document
 Print the document
If your Computer is connected to a printer, you can print your document by clicking
on File on the Menu Bar, then Print. Choose the printer and click OK.
The alternative way to print your document is to click on the Print icon on the Tools
Bar.
Print

This completes our introductory journey to
word processing using Microsoft Word.

The key to learning new things is to review and
then practice, practice, practice.