MS WORD LAB

COMPUTER FUNDAMENTALS
LAB 02
_____________________________________________________________________________
PURPOSE

1. To explain:
a. Setting Up Your Word Environment
b. Text Basics
c. Saving Documents
d. Proofing Features
e. Printing
f. Formatting Text

PROCEDURE

1. In the lab students should complete both the “EXPERIMENTS” and “EXERCISES”.

EXPERIMENTS

1. Setting Up Your Word Environment

Introduction

Before you begin creating documents in Word, you may want to set up your Word
environment and become familiar with a few key tasks such as how to minimize and maximize
the Ribbon, configure the Quick Access toolbar, display the ruler, and use the Word Count and
Zoom tools.
To Minimize and Maximize the Ribbon:

 Right-click anywhere in the main menu.

 Select Minimize the Ribbon in the menu that appears. This will toggle the
Ribbon on and off.
The check mark beside Minimize the Ribbon indicates the feature is active.
The new, tabbed Ribbon system replaces traditional menus in Word 2007. It is designed to be
responsive to your current task and easy to use; however, you can choose to minimize the
Ribbon if you would prefer to use different menus or keyboard shortcuts.
To Add Commands to the Quick Access Toolbar:

 Click the arrow to the right of the Quick Access toolbar.

 Select the command you wish to add from the drop-down list. It will appear in the Quick
Access toolbar.

The Save, Undo, and Redo commands appear by default in the Quick Access toolbar. You may
wish to add other commands to make using specific Word features more convenient for you.
To Display or Hide the Ruler:

 Click the View Ruler icon over the scrollbar.

The View Ruler icon works as a toggle button to turn the ruler on and off.

2. Text Basics
Introduction

It is important to know how to perform basic tasks with text when working in a word
processing application. In this lesson you will learn the basics of working with text including
how to insert, delete, select, copy, paste, drag and drop text.
Working with Text
To Insert Text:

 Move your mouse to the location you wish text to appear in the document.

 Left-click the mouse. The insertion point appears.

 Type the text you wish to appear.

To Delete Text:

 Place your cursor next to the text you wish to delete.

  Press the Backspace key on your keyboard to delete text to the left of the cursor.

 Press the Delete key on your keyboard to delete text to the right of the cursor.

To Select Text:

 Place the insertion point next to the text you wish to select.

 Left-click your mouse and while holding it down, drag your mouse over the text to select
it.

 Release the mouse button. You have selected the text. A highlighted box will appear
over the selected text.
When you select text or images in Word, a hover toolbar with formatting options appears. This
makes formatting commands easily accessible, which may save you time.
To Copy and Paste Text:

 Select the text you wish to copy.

 Click the Copy command on the Home tab.

 Place your insertion point where you wish the text to appear.

 Click the Paste command on the Home tab. The text will appear.

To Drag and Drop Text:

 Select the text you wish to copy.

 Left-click your mouse and drag the text to the location you wish it to appear. The cursor
will have a text box under it to indicate that you are moving text.
  Release the mouse button and the text will appear.
If text does not appear in the exact location you wish, you can click the Enter key on your
keyboard to move the text to a new line.
3. Saving Documents
Introduction

It is important to know how to save the documents you are working with. There are many ways
you share and receive documents, which will affect how you need to save the file.

Are you downloading the document? Saving it for the first time? Saving it as another name?
Sharing it with someone that does not have Word 2007? All of these things will affect how
you save your Word documents. In this lesson you will learn how to use the save and save as
commands, how to save as Word 97-2003 compatible document, and how to save as a PDF.
How to Save Documents
To Use the Save As Command:

 Click the Microsoft Office Button.

 Select Save As Word Document. The Save As dialog box appears.

  Select the location you wish to save the document using the drop-down menu.

 Enter a name for the document.

 Click the Save button.

To Use the Save Command:

 Click the Microsoft Office Button.

  Select Save from the menu.
Using the Save command saves the document in its current location using the same file name. If
you are saving for the first time and select Save, the Save As dialog box will appear.
To Save As Word 97 - 2003 Document:

 Click the Microsoft Office Button.

 Select Save As Word 97-2003 Document.

 Select the location you wish to save the document using the drop-down menu.

 Enter a name for the document.

 Click the Save button.

To Download the PDF Extension:

 Click the Microsoft Office Button.

 Select Save As Find add-ins for other file formats. This will open your web browser
to the Microsoft site.

 Follow the instructions on the Microsoft site for downloading the extension.
To Save As a PDF:

 Click the Microsoft Office Button.

 Select Save As PDF. The Save As dialog box will appear.

  Select the location you wish to save the document using the drop-down menu.

 Enter a name for the document.

 Click the Publish button.

4. Proofing Features
Introduction

Worried about making mistakes when you type? Don't be. Word provides you with
several proofing features that will help you produce professional, error-free documents. In this
lesson you will learn about the various proofing features, including the Spelling and Grammar
tool.
Using the Proofing Features
Various Line Colors:
By default, Word automatically checks your document for spelling and grammar errors. These
errors are indicated by colored wavy lines.

 The blue line indicates a contextual spelling error.

o A contextual spelling error is when an incorrect spelling of a word is chosen. For

example, if I write, "Deer Mr. Theodore," at the beginning of a letter, deer is a
contextual spelling error because I should have used dear. Deer is spelled
correctly, but it is used incorrectly in this letter.

 The red line indicates a misspelled word.

 The green line indicates a grammar error.

To Use the Spelling Check Feature:

 Right-click the underlined word. A menu will appear.

 Select the correct spelling of the word from the listed suggestions.

 Left-click your mouse on the word. It will appear in the document.

You can choose to Ignore an underlined word, add it to the dictionary, or go to
the Spelling dialog box.
To Use the Grammar Check Feature:

 Right-click the underlined word. A menu will appear.

 Select the correct word from the listed suggestions.

 Left-click your mouse on the word. It will appear in the document.

You can also choose to Ignore an underlined word, go to the Grammar dialog box, or find
out more information about the word and its usage.
You can also wait and run the spelling and grammar check after completing the document.
Click the Spelling & Grammar command on the Review tab.
 5. Printing
Introduction

Once you complete your document, you may want to print it for various reasons. This lesson
covers the three basic features of printing in Word including Print Preview, Quick Print,
and traditional Print.
To Preview the Document Before Printing:

 Click the Microsoft Office Button.

 Select Print Print Preview. The document opens in Print Preview format.

 Click Print to print the document or Close Print Preview to exit the preview format and
make changes to the document.
In Print Preview format, you can do many tasks including:
  Modify the margins

 Change page orientation

 Change the page size

 Zoom in and out to view various parts of the document

 View multiple pages

 Access Word Options to change many Word settings

 And more
To Print:

 Click the Microsoft Office Button.

 Select Print Print. The Print dialog box appears.

 Select the pages you would like to print -- either all pages or a range of pages.

 Select the number of copies.

 Check the Collate box if you are printing multiple copies of a multi-page document.

 Select a printer from the drop-down list.

 Click OK.
To Print via Quick Print:

 Click the Microsoft Office Button.

  Select Print Quick Print.

 The document automatically prints to the default printer.

6. Formatting Text
Introduction

To create and design effective documents, you need to know how to format text. In addition to
making your document more appealing, formatted text can draw the reader's attention to
specific parts of the document and help communicate your message.

In this lesson you will learn to format the font size, style, and color; and use the Bold, Italic,
Underline, and Change Case commands.

Format Text
To Format Font Size:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font size box on the Home tab. The font size
drop-down menu appears.

 Move your cursor over the various font sizes. A live preview of the font size will appear
in the document.
  Left-click the font size you wish to use. The font size will change in the document.
To Format Font Style:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font style box on the Home tab. The font
style drop-down menu appears.

 Move your cursor over the various font styles. A live preview of the font will appear in
the document.
  Left-click the font style you wish to use. The font style will change in the document.

To Format Font Color:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font color box on the Home tab. The font
color menu appears.

 Move your cursor over the various font colors. A live preview of the color will appear in
the document.
  Left-click the font color you wish to use. The font color will change in the document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the
bottom of the list to access the Colors dialog box. Choose the color that you want and click OK.
To Use the Bold, Italic, and Underline Commands:

 Select the text you wish to modify.

 Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To Change the Text Case:

 Select the text you wish to modify.

  Click the Change Case command in the Font group on the Home tab.

 Select one of the case options from the list.

To Change Text Alignment:

 Select the text you wish to modify.

 Select one of the four alignment options from the Paragraph group on the Home tab.

o Align Text Left: Aligns all the selected text to the left margin.

o Center: Aligns text an equal distance from the left and right margins.

o Align Text Right: Aligns all the selected text to the right margin.

o Justify: Justified text is equal on both sides and lines up equally to the right and
left margins. Traditionally many books, newsletters, and newspapers use full-
justification.
EXERCISES

1. Open Word 2007 on your computer. A new blank document will appear on the screen.
2. Make sure your Ribbon is maximized.
3. Display the Ruler.
4. Add any commands you wish to the Quick Access toolbar.
5. Close Word without saving the document.
6. Create a new document.
7. View the document in Print Preview.
8. Close the Print Preview format without printing.
9. Print two copies of the document.
10. Create a new, blank Word document.
11. Insert text into the document.
12. Change the font size of some text.
13. Change the font style of some text.
14. Change the font color of some text.
15. Try various cases using the Change Case command.
16. Try the 4 alignment commands.
17. Save the document if you wish.