STUDY UNIT 8

MICROSOFT WORD

IN THIS STUDY UNIT

1 INTRODUCTION
Microsoft Word or MS Word is a popular word-processing program used mainly for creating
documents, such as brochures, letters, learning activities, quizzes, tests, and students'
homework assignments. It was first released in 1983 and is a Microsoft Office Suite
application. The following is the logo for Microsoft Word:

2 WHAT IS MICROSOFT WORD USED FOR IN YOUR BUSINESS?

Here are some useful features available in Microsoft Word to make your business more
versatile and effective:

• Letters and mailings

o Businesses use Word to manage their outgoing correspondence needs. Mail
merge functions can automatically populate a letter template with contact and
address information, using databases you create in Word or other Office programs
such as Excel or Outlook, which you can import. Word can also print address labels
and envelopes.

• Creating documents and forms

o You can create any business document, including presentations, proposals,
company reports, plans, and budgets. Word’s design features are simple and easy
to use so that you can build a library of key forms such as memos, agendas,
invoices, and statements.
 • Producing promotional materials
o Word helps you create promotional and marketing materials like brochures, flyers,
and newsletters you can send out to prospects and clients. You can also format
and produce your own letterheads and business cards. This may be particularly
useful for small businesses that may struggle to pay third-party design and print
costs.

• Brand building
o You can standardise a letter or memo format that you design and save as a
template that the entire company can use. This ensures consistency of colour,
fonts, and effects. You can also download free Microsoft templates. Microsoft
groups some templates into style sets, so you could apply the same theme to a
range of marketing materials, documents, and forms, giving you a consistency of
branding.

3 CREATING A DOCUMENT IN WORD

With Word on your PC, Mac, or mobile device, you can:

▪ create documents from scratch, or a template

▪ add text, images, art, and videos
▪ research a topic and find credible sources
▪ access your documents from a computer, tablet, or phone with OneDrive
▪ share your documents and work with others
▪ track and review changes

3.1 How do I create a document in Word?

1. On the File tab, click New.

Tip: To start from scratch, select Blank document. Or, for practice using Word features,
try a learning guide like Welcome to Word, Insert your first table of contents, and
more.
 2. In the Search for online templates box, enter the type of document you want to create,
and press ENTER.

3.2 How do I add and format text in Word?

1. Place the cursor on the middle of the document and type some text.
2. To format, select the text and then select an
option: Bold, Italic, Bullets, Numbering, and more.
3.3 How do I add pictures, shapes, Smartart, chart, and more in Word?

1. Select the Insert tab.

2. Select what you want to add:
▪ Tables – select Table, hover over the size you want, and select it.
▪ Pictures – select Pictures, browse for pictures from your computer, select a stock
image, or even search Bing.
▪ Shapes – select Shapes, and choose a shape from the drop-down list.
▪ Icons – select Icons, pick the one you want, and select Insert.
▪ 3D Models – select 3D Models, choose from a file or online source, go to the
image you want, and select Insert.
▪ SmartArt – select SmartArt, choose a SmartArt Graphic, and select OK.
▪ Chart – select Chart, select the chart you want, and select OK.
▪ Screenshot – select Screenshot and select one from the drop-down list.

4 SAVING YOUR DOCUMENT TO ONEDRIVE IN WORD

4.1 How do I save my document to Onedrive in Word?

When you save your files to the cloud, you can share and collaborate with others, and get
to your files from anywhere – on your computer, tablet, or phone.

1. Select File > Save As.

2. Select OneDrive.

Save personal files to OneDrive – Personal, and work files to your company OneDrive.
You can also save to another location in the list or Add a Place.

3. Enter a descriptive name for the file and select Save.

5 DESIGNING AND EDITING IN WORD

5.1 How do I use styles in Word?

Styles templates apply a consistent font, font size, font colour, and spacing to headings,
paragraphs, and titling throughout your document.

1. Select the words, paragraph, list or table to edit.

2. On the Home tab, select a style.

If you don't see the style you want, click the More button to expand the gallery.
5.2 How do I apply themes in Word?

Themes add a professional look to your document.

1. Select Design > Themes.

2. Point to a theme to preview how it will look.
3. Select the theme you want.

5.3 How do I check spelling and grammar in Word?

Word marks misspelled words with a red squiggly underline and grammar mistakes with a
blue double underline.

1. Right-click the word.

2. Select a correction or select Ignore.

Note: Spelling and grammar check work a little differently in newer versions of Word and
Microsoft 365. You will use the Editor on the right-hand side of the top ribbon.
5.4 How do I find and replace text in Word?

1. Select Home > Replace.

2. For Find what, enter a word or phrase to search. For Replace with, enter the new text.
3. Select Find next, and then select:
▪ Replace to replace the first instance, or
▪ Replace all to replace all instances.

6 COLLABORATING IN WORD

6.1 How do I share my document in Word?

To share a file from within Word:

1. Select Share on the ribbon.

Or, select File > Share.

 Note: If your file is not already saved to OneDrive, you'll be prompted to upload your file
to OneDrive to share it.

2. Select whom you want to share with from the drop-down list or enter a name or e-mail
address.
3. Add a message (optional) and select Send.

6.2 How do I co-edit a document in Word?

After you have shared your document, you can work on that file at the same time with
others.

▪ For the best experience, work together in Word for the web and see real-time
changes.
▪ Under Share, you will see the names of who else is editing the file.
▪ Coloured flags show you exactly where each person is working in the document.

6.3 How do I track and review changes in Word?

1. To track changes, select Review > Track Changes.

2. To review changes, place the cursor before a change and select:
▪ Accept to keep the change, or
▪ Reject to remove it.
7 CHANGING MARGINS IN WORD

In Word, each page automatically has a one-inch margin. You can customise or choose
predefined margin settings, set margins for facing pages, allow extra margin space to allow
for document binding, and change how margins are measured.

1. Select Layout > Margins.

2. Select the margin configuration you want or select Custom Margins to define your own
margins.

8 INSERTING A TABLE IN WORD

For a basic table, click Insert > Table and move the cursor over the grid until you highlight
the number of columns and rows you want.
 For a larger table, or to customise a table, select Insert > Table > Insert Table.

Tips:

▪ If you already have text separated by tabs, you can quickly convert it to a table.
Select Insert > Table, and then select Convert Text to Table.
▪ To draw your own table, select Insert > Table > Draw Table.

9 CREATING NEWSLETTER COLUMNS IN WORD

1. To lay out the whole document in columns, select Layout > Columns.
2. Choose the option you want or choose More Columns to set your own column
format.

9.1 Making part of your document into columns

1. Select the paragraphs you want to lay out in columns.

2. Select Layout > Columns, and then choose the options you want.

10 CHANGING PAGE ORIENTATION TO LANDSCAPE OR PORTRAIT IN WORD

10.1 Changing orientation of whole document

1. To change the orientation of the whole document, select Layout > Orientation.
2. Choose Portrait or Landscape.

10.2 Changing part of a document to landscape

1. Select the content that you want on a landscape page.

2. Go to Layout and open the Page Setup dialog box.

3. Select Landscape, and in the Apply to box, choose Selected text.

11 INSERTING A HEADER OR FOOTER IN WORD

1. Go to Insert > Header or Footer.

2. Choose the header style you want to use.

Tip: Some built-in header and footer designs include page numbers.

3. Add or change text for the header or footer.

4. To eliminate a header, such as deleting it on the title page, select it and then check
the Different First Page box.
5. Select Close Header and Footer or press Esc to exit.

To delete, select Insert > Header (or Footer) > Remove Header (or Remove Footer).

12 INSERTING PAGE NUMBERS IN WORD

1. Select Insert > Page Number, and then choose the location and style you want.
2. If you don't want a page number to appear on the first page, select Different First
Page.
3. If you want numbering to start with 1 on the second page, go to Page
Number > Format Page Numbers, and set Start at to 0.
4. When you're done, select Close Header and Footer or press Esc.

Tip: To get back to a header or footer to make changes, double-click in the header or
footer area.
13 CONVERTING OR SAVING TO PDF IN WORD

1. Go to Export > Create PDF/XPS Document > Create PDF/XPS.

2. Select where you want to save your document, like OneDrive.
3. Check Options... to change properties.
4. Select Publish.

14 PRINTING MY DOCUMENT IN WORD

1. Select File > Print. On the right, you’ll see a preview of your document. On the left,
you'll see the Print button and the configurable Settings.
2. To see each page, click the arrow at the bottom of the preview, and if the text is too
small, use the zoom slider to adjust it.

3. Choose the number of copies you want, and choose the printer to use.
4. Explore Settings to print on both sides of the paper, change the paper orientation,
and other configurations. These functions will differ according to the capabilities of
your printer.

Note: For some settings, like printing in colour or black and white, select Printer
Properties.

5. When you're ready, select Print.

15 WRITING AN EQUATION OR FORMULA IN WORD

15.1 Inserting build-in equation

1. Select Insert > Equation or press Alt + =.

2. Select the equation you need.
3. See the ribbon for more Structures and Convert options.
15.2 Writing a new equation
To type an equation from scratch, press Alt += on your keyboard.
or
Insert > Equation > Insert New Equation.
Use your finger, stylus, or mouse to write your equation.
See the ribbon for more Structures and Convert options.

16 ADDING AN EQUATION TO THE EQUATION GALLERY

1. Select the equation you want to add.

2. Choose the down arrow and select Save as New Equation....
3. Type a name for the equation in the Create New Building Block dialog.
4. Select Equations in the gallery list.
5. Choose OK.

16.1 Editing equations

To change or edit an equation that was previously written,

1. Select the equation to see Equation Tools in the ribbon.

2. Choose Design to see tools for adding various elements to your equation. You can add
or change the following elements to your equation.
▪ In the Symbols group, you’ll find math-related symbols. To see all the symbols,
click the More button. To see other sets of symbols, click the arrow in the upper
right corner of the gallery.
▪ The Structures group provides structures you can insert. Just choose a structure
to insert it and then replace the placeholders, the small dotted-line boxes, with your
own values.

▪ The Professional option displays the equation in a professional format optimised

for display. The Linear option displays the equation as source text, which can be
used to make changes to the equation if needed. The linear option will display the
equation in either Unicode Math format, or LaTeX format, which can be set in the
Conversions chunk.
 ▪ It is possible to convert all equations in a document to the Professional or Linear
formats, or a single equation only, if the math zone is selected or the cursor is in
the equation.

17 CREATING A BIBLIOGRAPHY, CITATIONS, AND REFERENCES IN WORD

1. Put your cursor at the end of the text you want to cite.
2. Go to References > Style, and choose a citation style.

3. Select Insert Citation.

 4. Choose Add New Source and fill out the information about your source.

Once you've added a source to your list, you can cite it again:

1. Put your cursor at the end of the text you want to cite.
2. Go to References > Insert Citation, and choose the source you are citing.

3. To add details, like page numbers if you're citing a book, select Citation Options,
and then Edit Citation.

17.1 Creating a bibliography

With cited sources in your document, you're ready to create a bibliography.

 1. Put your cursor where you want the bibliography.
2. Go to References > Bibliography, and choose a format.

Tip: If you cite a new source, add it to the bibliography by clicking anywhere in the
bibliography and selecting Update Citations and Bibliography.

18 INSERTING FOOTNOTES AND ENDNOTES IN WORD

Footnotes appear at the bottom of the page and endnotes come at the end of the document.
A number or symbol on the footnote or endnote matches up with a reference mark in the
document.

1. Click where you want to reference to the footnote or endnote.

2. On the References tab, select Insert Footnote or Insert Endnote.

3. Enter what you want in the footnote or endnote.

4. Return to your place in the document by double-clicking the number or symbol at the
beginning of the note.
19 KEYBOARD SHORTCUTS
Keyboard shortcuts let you quickly perform tasks in one step, without reaching for the mouse
or finding a command on the ribbon.

You’re probably already familiar with a few keyboard shortcuts, like Ctrl+S, Ctrl+C, Ctrl+X,
and Ctrl+V, which are the Windows shortcuts for save, copy, cut, and paste. Here are some
more time-saving shortcuts when you're using Word on a Windows computer (US keyboard
layout):

20 WRITING AND FORMATTING

Insert hyperlink Ctrl+K
Undo Ctrl+Z
Redo Ctrl+Y
Select all Ctrl+A
Bold Ctrl+B
Italics Ctrl+I
Underline Ctrl+U

20.1 Finding what you need quickly

Find Ctrl+F
Find and replace Ctrl+H

20.2 Printing
Print Ctrl+P

20.3 Getting help

Open the Tell me search box Alt+Q

21 SUMMARY
In this study unit, you learned what Microsoft Word is, what it is used for in business and
by accountants as well as how to use the basic functions it has to offer.