CIT 2101: COMPUTER APPLICATIONS I

WEEK 3: INTRODUCTION TO MS-WORD

1.0 Overview

MS- Word is a word processor. The extension name of MS- word is .doc. It is an application
used to create, edit, print and save a document. It allows the user to insert pictures, tables, charts,
drawings & features that will make the text richer & more interactive. (The term document refers
to a file created using word processor)

1.1 The default Word document includes the following layout tools

1. Title bar: displays the document name and the application.

2. Menu bar: Contains the list of menus available inside word, each menu contains a specific
set of commands.

3. Standard toolbar: provides shortcuts in the form of buttons for frequently performed
tasks.

4. Formatting toolbar: Contains a list of formatting options available inside the format
menu.

5. Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the
default unit of measure is in inches.

6. White page area: is the space area where you type, edit and format your document.

7. Insertion point: is the blinking vertical line that indicates the position on the screen where
text or graphics will be placed.

8. Task pane: is a small window within the word window that provides shortcuts to
commonly used tasks.

9. Scroll bars: are used to move up and down or left and right in a document.

10. Status bar: displays the details such as the page number the user is working on, section
no., page no. out of the total pages found in the document, line number, column number etc.
 CIT 2101: COMPUTER APPLICATIONS I
WEEK 3: INTRODUCTION TO MS-WORD
1.2 Standard Toolbar:

This toolbar contains buttons to allow you to perform the basic operations such as
opening and closing a document, moving and printing data.

1. New: Creates a new blank document based on the default template

2. Open: Opens or finds an existing file
3. Save: Saves the active file with its current file name, location and file format
4. Print: Prints the active file - for more print options go to the File menu and select Print
5. Print preview: Shows how the document will look when you print it.
6. Spelling & Grammar: Spelling, grammar and writing style checker
7. Cut: Removes the selection from the document and places it on the clipboard
8. Copy: Copies the selected item(s) to the clipboard
9. Paste: Places the content of the clipboard at the insertion point
10. Format painter: Copies the format from a selected object or text and applies to other
objects
11. Undo: Reverses the last command, use pull-down menu to undo several steps
12. Redo: Reverses the action of the Undo button, use the pull-down menu to redo several
steps
13. Insert table: Insert a table into the document, or make a table of selected text
14. Insert Excel worksheet: Inserts an Excel spreadsheet into the Word document
15. Columns: Changes the number of columns in a document
16. Drawing: Displays or hides the Drawing toolbar
17. Zoom (100%): Enlarge or reduce the display of the active document

1.3 Features of FILE MENU

1. New- Opens new Word file (Blank Document file)

2. Open- Opens the existing files
3. Save- Saves the file with one name
4. Save as-Saves the file with more than one name (with different formats)
5. Save as Web page – This is used to save a document in a Web style. (with HTML extension)
6. Versions - This is used to do the parts of work in small parts. i.e., a bulk (big/ more) work can be
done in small parts.
 CIT 2101: COMPUTER APPLICATIONS I
WEEK 3: INTRODUCTION TO MS-WORD
7. Print - To get the printout. (Specified pages and no. of copies).
8. Properties - This gives the details about the document (the type of file, the size of file, the date of
creation, date of modification and file location)
9. Send - This is used to send the file document to internet mail to some other person
10. Exit - To close the Ms-word.

To insert a new page, press Ctrl + Enter

1.4 Features of EDIT MENU

1. Undo - Will take the previous command (ctrl +Z)

2. Redo - Will take the opposite action of undo (Ctrl + Y)
3. Cut - Can cut a selected text (Ctrl + X)
4. Copy - Can copy a selected text (Ctrl + C)
5. Paste - Can paste the selected text (Ctrl + V)
6. Del - Removes the selected text
7. Find - Used to find the part of text word \ character in the file Ctrl + F) Find Next – (F3) Finding \
finding next: Used to repeat the finding process.
8. Replace - Used to replace any part of Text / word / Character with another word/ character. (Ctrl +
H) Paste special – This will paste the copied (or) cut text in a form of an object. It will paste in box
which

9. Cannot be altered.

10. Go To - Curser goes to the specified page, specified line, specified paragraph. (Ctrl + G)

1.5 Creating a new document:

Click the New Blank document button on the standard tool bar. (or)

From the Menu bar, choose File  New, the New document task pane will open, and select Blank
document.

Click the open button found on the Standard tool bar. (or)

From the task pane, select getting started and the select more (or)

From the Menu bar, select File

 CIT 2101: COMPUTER APPLICATIONS I
WEEK 3: INTRODUCTION TO MS-WORD
1.6 Saving a document:

Click the Save button on the Tool bar. (or)

From the Menu bar, select File  Save (or)

Follow the key sequence Ctrl + S

1.7 Printing a document:

Select File  Print (or)

Click on the Print button on the Standard Tool bar (or)

Click Ctrl + P

 Print dialog box appears. Select All pages (or) Current page (or) type the page numbers and also
select number of copies according to the requirement and click O.K

Select File  close

Click on the small X found on the right top next to the Menu bar and the Title bar.