BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.

Microsoft word
Microsoft Word is an advanced windows based word processor
OPEN:
 Click “Start
 Select “Program”
 Select “Microsoft word
CLOSE (EXIT)
 Select the “File” menu
 Select “EXIT” Menu
 If you have entered text, you will be prompted “Do you want to save the
document”, to save your change click “YES” other wise Click “NO”
 Specify the correct folder in the “save In” box
 Name your file in the “File Name “ field
 Click on Save
OR
 Click on the X button of “Microsoft word window
 Follow the exact procedure after # 3 above.
TO SELECT TOOL BARS

 Click on “View” Menu

 Select “Tool Bar” menu
 Select (put a check mark) before each of the toll bars you want to display on the
MS-word windows
 To remove: Tool bars from MS-Word windows go through the above three steps
to uncheck the mark before the tool bars

TO SELECT RULER

 CLICK ON “view “ menu

 Select (put a check mark “Ruler”
 To remove: “Ruler” from MS-Word go through the above two steps to un check
the mark before “Ruler”
DOCUMENT VIEW

With word, you ca n display your document in one of the four views: 1. Normal view
2. Out Line View 3. Page Layout View 4. On Line Layout view

1. Normal View: is the most often used and shows such formatting as Line Spacing,
font, font size, and Italics Multi column Text is displayed in one continuous form.
2. Outline view: displays the document in out line form “ heading” can be displayed
with out the text . A heading can be moved and the accompanying text moved
with it
3. Page Layout View: shows the document as it will look when it is printed
4. On Line Layout View: Optimize the document for Online Viewing.
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C

Typing and Deleting:

 Type the following Sentence “Joe has a very large house”

 Delete the word “house”
 Type “boat “ the sentence should now “ Joe has a very big boat”
 To Delete the word “House” place the cursor before “H” and hold one “shift
key” and right arrow key” simultaneously. OR drag your mouse till you
reach after the character ”e”.
 Press the delete key
Inserting Text:
1. Insert Mode: to change to insert Mode
a. Double click on the letters “ OVR” on the status bar
b. The letter “OVR” should now be gray
2. Over Type mode
a. Double click on “OVR” on the status bar
b. The letter “OVR” should now be black

Bold, Under line, and Italicize:

1. Type the following:

Menu: Bold, Italicize, Underline all three regular

Icon: Bold, Italicize, Underline all three regular

Keys: Bold < Italicize, Under line all three Regular
2. To make BOLD the word bold
 Highlight the word “Bold”
 Click the “Format” menu
 Select “Font” menu
 Select “Bold” in the font style box
 Click on “OK” to close the dialog box
 Click any where in the text area to remove the highlight
OR
 Highlight the word “Bold”
 Click on “bold” B icon on the tool bar
 Click any where in the text area to remove the high light

3. To Italicize:
 Highlight the word Italicize
 Click on “Format” menu
 Select “FONT”
 Click on “Italicize “ in the Font style box
 Click on OK
 Click any where in the text area to remove the highlight
OR
 Highlight the word “Italicize”
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
 Click on the “Italic” I Icon on the tool bar
 Click any where
4. To Under Line:
 Highlight the word “Underline”
 Click on “format” menu
 Highlight “Font”
 In the underline box click to open the Pull-down menu select the type of the
under line to use
 Click on “OK” to close the dialog box
 Click any where
OR
 Highlight the word “Underline”
 Click on the Under line” U Icon on the tool bar
 By using this method you can only get a single under line

Save File:
1. Click on “File” menu
2. Select “Save As” or “Save” menu
3. Specify the correct folder in the “Save In” box
4. Click on Save
 For subsequent saving sessions use “Save” menu, to rename as a new file
use “Save As” menu.
Opening File:
1. Click on file
2. Select “open” menu
3. Select the Exact folder your file is in
4. Select your file name form file OR Click on the Icon on the tool bar follow the
exact procedure.
Cut and Paste:

Type the following:- I want to move . I am content where I am

1. CUT:
 Highlight the first sentence
 Click on “EDIT” menu
 Select “CUT”
2. PASTE:
 Place your cursor after the sentence ” I am content where I am “
 Click on “Edit”
 Select “paste”
OR
 Click on the “Cut” Icon on the tool bar
Paste:
 Place your cursor after the sentence “ I am content where I am”
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
 Click on the paste Icon
Copy and Paste:
Type the following: - You will want to copy me. One of me is all you need.
1. Copy:

 Highlight the first sentence

 Click on “Edit”
 Select “Copy”
2. Paste:
 Place your cursor after the sentence “one of me is what you need”
 Select “Edit”
 Select “Copy”

OR
Copy

 Highlight the first sentence

 Click on the paste Icon on the tool bar
Paste:
 Place your cursor after the sentence “ One of me is what you need”
 Click on the paste Icon

Spell check:
1. Type the following exactly as shown including all errors: Open the doar foy
Abebech ,she is a teacher from the town of Jimma
3. High light the sentence
4. Click the “spelling” Icon on the tool bar
5. Word suggest correct spellings
6. To change the suggestion highlight the correct word and click on change
 If the word is misspelled in several palaces click on “Change All “
 If the word, which is correct but not found in the dictionary, is suggested for
change, click on “Ignore”
 If a word appears in several places, click on “Ignore All”
 If you frequently use a word not in the dictionary, you should add the word to
the dictionary by pressing on the “Add” button

 Red Spelling Mistake

 Green Structural (grammar) error
 Dictionary can not contain a name of the individual so it consider a same
mistake
Find and Replace:
1. Type the following: Monica is the from Eastern. She lives on East side of
town, Her daughter attends Eastern High School.
2. Highlight the paragraph
3. Click on “Edit”
4. Select “Find”
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
5. Type “east” in the “Find What” field
6. Click on “Find next” till Ms-word find all its search
To Replace:
1. Highlight the paragraph
2. Click on the “Edit”
3. Select “Replace”
4. Type “east” in the “ find what” box
5. Click on “Find next” don’t replace “the east” in the eastern”
6. Click on “Find next”
7. In the “Replace with” box type “west”
8. Click on “Replace”
9. Continue till finished searching and close the dialog box

Font Size:
1. Type the following:
I am the small boy
I am a little bigger
I am the biggest
2. Highlight the first sentence
3. Click
4. Click on “Format”
5. Select “Font ” tab. If it is not
6. Select 8 and click OK
7. Highlight the second sentence
8. Click on “ format”
9. Select “font”
10. Click on the “Font “tab If it is not
11. Select 14 and click OK
12. Highlight the last sentence
13. Follow step #3 to 6 to make size 24
 You can use “Size” from the format tool bar to execute the same task
Font Type:
1. Type the following: ARIAL CASTELLAR TIMES NEW ROMAN
3. Highlight the first line
4. Click on “Format”
5. Click on “Font”
6. In the box below the font field click on “Arial”
7. Click OK
8. Go through steps #2 to #7 to change the second and third lines to “Castellar” and
“Time new Romans” respectively.
 You can execute the above task by using the “Font type” from the “format” tool
bar.
Working With Paragraphs:
Type the following:
Paragraph Formatting
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C

The format of a paragraph can be changed by setting tabs, Indenting, aligning,

changing line spacing between and within a paragraph, controlling page breaks etc.

All these features allow you to enhance the appearance of your document.

Space Before and Space After:

Space Before:
1. Highlight the sample text
2. Click Format or (right click and select paragraph)
3. Select paragraph
4. Click on Indent spacing tab, if it is not already in the font
5. Enter 18pt in the “before” field
6. Click on OK
Space After:
1. Highlight the text you type (including the title)
2. Click on the format
3. Select paragraph
4. Click on Indents and spacing tab
5. Enter 12 pt in the “After” flied

Line Spacing: Line spacing sees the amount of spaces between lines with in a
paragraph.
1. Highlight the first paragraph
2. Click on format
3. Select paragraph
4. Click on the “Indent and spacing “ tab
5. Click on 1.5 line
6. click on OK
First Line Indent:
1. High light the paragraph
2. Click on “ format”
3. Click on Paragraph
4. Click on “Indents and Spacing” tab
5. Click to open a drop down menu on the “special field”
6. Click in “First Line” Enter 0.25 in the by field
7. Click on OK
Alignment:
A. Right Justified: Aligned on the right side
B. Left Justified: aligned on the left side
C. Centered: Centered between left and right margin
D. Justified: flash on both sides

Right Justified:
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
1. Highlight the first paragraph
2. Click on format
3. Click on “Paragraph”
4. click on “Indents and Spacing” tab
5. Click to open the alignment pull down menu
6. Click on “Right”
7. Click on OK

Left Justified:
1. Follow the same steps 1-5
7. click On “Left”
8. Click on OK
Justified:
1. Follow the same steps 1 to 5
6. Click on “Justified”
7. Click on OK
 You can align your text by using the “Alignment” Icons from the toolbar

Centered:
1. Highlight the title
2. Follow the steps 2 to 5
7. click on “Centered”
8. click on OK
Hanging Indent: Hanging indent indents each line except the first line.
1. Type the following
Hanging indent: to handing indents the first line by the amount specified in the left.
The amount in the left field plus the amount specified in the by field indent all the
subsequent.
2. Highlight the paragraph you just typed
3. Click on format
4. Click on paragraph
5. Click the “Indent and Spacing” tab
6. In the “Special “ field Click to open the pull down menu and click on “Hanging”
7. In the “By” box type 2.0
8. Click on OK
9. Place the cursor after the colon following the hunging Indent
10. Press the tab key
Tab Keys, bulleting, Numbering, Undo, Redo Printing and
Help:

Tab Key: The default tab setting for Ms-Word is 0.5 inches. If you press the tab key,
the cursor will move ½” across the page.

To Change tab setting:

BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
1. Click on format
2. Click on Tab
3. Click on “ default tab stops” to change the tab setting
4. Enter the setting you want
5. Click on OK

Undo and Redo:

1. Type the following: Using the Internet as the communication back bone
2. Click on “Edit”
3. Click on “Undo Typing”
4. The typing should disappear
5. Click on “Edit”
6. Click “Redo typing” the typing should reappear
Bullets and Numbering:
1.Type the following Applied, oranges, gaps, Mango
3. Highlight the words you typed
4. Click on format
5. Click on Bullets and Numbering
6. Click on the “Number tab”
7. Several states are available to you
8. Click on the style you want
*. Bulleting follow the same steps
Borders and Shading:
To add a border using the Border Icon:
1. Place the insertion point within the paragraph that you wish to add a border to:
2. Click on the Outside Border Icon
3. If you wish to use other types of border, click on the drop down arrow next to the
Outside Border icon and you will see a range of alternative border style,such as a
bottom border, or a left or right border.
To Add a page Border:
1. From the Format menu, choose Border and shading. The Borders and Shadings
dialog box appears with the Borders folder displayed
2. Select the Page Border tab and from the Setting section of the dialog, select the
required effect i.e. Box, Shadow, 3-D etc.
To add Shadowing or Shading to a border:
1. Select the text, or other object, you wish to format.
2. Select Border and Shading from the Format menu. The Borders and Shading
dialog box is displayed.
3. Select the shading tab
a. Fill : Sets the shading for background color
b. Style: Sets the visual pattern or color depth of the shading
c. Color: Sets the shading for foreground color.
4. Select OK or press Enter.
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
Controlling page Breaks:
To insert” Hard Page Break” :
1. Place the insertion point where you want , the page to break
2. Press Ctrl + Enter
To delete a Hard Page Break
1. Place the insertion point on the break
2. Press the “Delete” key
*. Soft page break: MS- word by default takes you the next page.

Creating Header and Footer:

1. Click on “View”
2. Click on “Header and Footer “
3. If you want to type a footer, click on “switch between Header and Footer” button
to place the insertion point in the footer area
4. Click on the “Date and Time” toolbar buttons to insert fields for current date and
time, click on the “page Number” button to insert page number and the “Number
of pages” button to inset the total number of pages.
5. Click on the “Insert Auto Text” button to select an auto text entry.
6. After you type your text format it by using the standard techniques
7. Click on “ Close” button
*. Header and footer are not visible in “Normal layout View”

TABLES:
To create a table using the Insert Table icon:

NOTE: The quickest way to create a table is to use the Insert Table icon on the
Standard toolbar.
Click on the icon and drag the mouse over the grid to select the number of rows and
columns you require.
To create a table using the Table drops down menu:
1. Place the insertion point where you want the table to start and then from the
Table menu, choose the Insert Table command to display the Insert Table dialog
box.
2. In the Number of Columns text box, enter the number of columns you want in
the table.
3. In the Number of Rows text box, enter the number of rows you require.
4. In the Fixed Column width text box, enter a value for the width of the columns,
or click on the up or down to increase or decrease the width.
5. Click on the OK button or press Enter, and the table is inserted in the document.
Table Manipulation:
To Select a Column:
 Move the Mouse pointer to the top of the column and the cursor will change from
a 1-beam to a small, thick downwards pointing arrow. Click to select the column.
To select a Row:
 Move the mouse cursor to the left of the row that you wish to select. Double click
to select the row
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
To select the whole Table:
 Click on the Table drop down menu and select the Select Table command
To delete a column or row in a table:
 Select the column(s) or row(s) you want to delete and then from the Table menu,
choose Delete Columns or Delete Rows.
To Merge Cells in a table:
Select the cells you wish to combine to make a single cell and then from the Table menu,
choose the Merge Cells command.
To split Cells in a Table:
 To split a cell into or more cells, select the cell you wish to split and from the
Table menu, choose the Split Cells command to display the Split Cells dialog
box.
 Enter the number of columns or rows you wish to split the cell into and then select
OK or press Enter to split the cells in the table.
To Split a table:
 Place the insertion point where you want to split the table.
 From the Table menu, choose the Split Tables command. A blank row will
appear in the table, above the current row, to create a separate table.

Graphics and Drawing Objects:

Insert a Picture: You can insert a clip art or a picture from the clip Gallery, or you
can insert a picture or the scanned photo you import from other program and locations.
To Insert clip Art or picture from the clip Gallery:
1. Position the insertion point where you want to Insert the picture
2. Click on “Insert”
3. Click on “Picture”
4. Click on “ClipArt”
5. Click the “Clipart” or “Picture” tab
6. Click the category you want and then double click the image.
To Insert picture from another file:
1. Position insertion point where you want to insert picture
2. Click on “Insert”
3. Click on “Picture”
4. Click on “from file”
5. Locate the picture you want to insert
6. Click the picture you want to insert
Add or Edit a Special Text Effect:
1. Click on “Insert”
2. Click on “Picture”
3. Click on “Word Art” OR on the drawing tool bar click “WordArt”
4. Click Special effect you want and click ok
5. In the “Edit Word Art” dialog box, type the text you want to format, select any
other options you want, and then click ok
6. To add or change effects to the text, use the buttons on the Word Art and Drawing
toolbar
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
Text Boxes:
1. Click the “Text Box” button on the drawing toolbar
2. Click and drag where you want to create the text box
3. Type the text

Creating columns: (News paper columns)

1. Click on “Format” menu
2. Click on “Columns”
3. The top of the dialog box contains some preset formulas for multiple columns of
varying numbers and width, click on one of them to make your column match that
format. You can also change the number of columns by entering a number in the
number of columns text box
4. If you have special requirements for the width of each column and amount of
space between columns clear the “Equal column width” check box and then
enter the desired settings for each column under width & spacing.
5. To add vertical lines between your columns mark the “line between” check box
6. Click OK.

Printing: After you have finished typing your document, you will want to print it.
While preparing to print, you can specify the number of copies you want and the page
you want to print.
1. Click on file
2. Click on print
3. Click on OK
*. Set the number of copies and the pages you want to press before sending to printer

Help: If you need more information on executing micro soft word command you can
receive Help at any time by pressing F1 or by clicking on “Help” menu on the menu bar.

Mail Merge:
Mail Merge has two parts 1. Main Document and 2. Data source

To start the Main Document:

1. Type the main document
2. Click on “Tools”
3. Click on “Mail Merge”
4. Under “Main Document”, click on the “Create button”
5. Click on “Form” letters
6. Click on the “Active windows button”

To Create a Data Source:

1. Click on the Data Source
BPTC EXTRA LEARING MS-WORD TRAINING MANUAL 2011E.C
2. Choose “Create Data source”
3. MS-Word displays a list of the most typical fields under Field, Names in the
Header rows remove the fields you don’t need and add new once if you wish
4. Click on OK
5. Save the data
6. Click on “Edit Data Source” to start adding the actual data.
7. Type the data for the first record, pressing “Tab” to move to the next field
8. Click on “Add New” to add new records.
9. To delete a record, display it and then click on the “Delete” button
10. When you first click on Ok button to close Data form
To Complete the Main Document:
1. Place the insertion point where you want the first line of the address block to
begin, and click on the “Insert Merge Field” button on the Mail Merge toolbar
2. Click on the field, pressing “Enter” and adding spaces and commas where
necessary
3. Save the Main document.
To Merge the Main Document with the Data Source:
1. Click on “ Merge to new Document” button on the “Mail Merge tool bar”
2. Scroll through the document to view the letters.
3. When you are ready print the form letters and close the form letters document
with out saving (since you don’t normally need to save the merge letters, save the
data source.