Study Notes: Microsoft Office & Word Fundamentals
(Based on Instructor PowerPoint Slides – Chapters 1, 2, and 3)
Chapter 1: Introduction to Microsoft Office & Windows
Key Topics:
Understanding Microsoft Windows & Office 365
• Microsoft Office includes various apps (Word, Excel, PowerPoint, etc.).
• Available in desktop, online, and mobile versions.
• Microsoft Account: Required for Office 365; syncs settings and files via OneDrive.
• Windows Features: Desktop, Start Menu, Taskbar, File Explorer.
• Customizing Windows: Add/remove apps, modify the Start Menu and Taskbar.
File Management in Office 365
• Creating, saving, opening, and closing files.
• Office AutoSave (enabled in OneDrive) vs. manual save (Ctrl + S).
• File types: Word (.docx), Excel (.xlsx), PowerPoint (.pptx), PDFs, templates (.dotx).
• Working with multiple files using Snap Assist.
Microsoft Office User Interface (UI) Components
• Ribbon, Tabs & Groups: Contains commands/tools for document editing.
• Quick Access Toolbar (QAT): Customizable shortcuts (Save, Undo, Redo).
• Context Menus & Mini Toolbar: Right-click menus for quick formatting.
• Keyboard Shortcuts: Ctrl + C (Copy), Ctrl + V (Paste), Ctrl + Z (Undo).
• Task Panes & Dialog Boxes: Advanced formatting options beyond the Ribbon.
Printing, Sharing & Customization
• Print Preview & Print Settings (Margins, Paper Size, Layout).
• Exporting files: Convert documents to PDFs.
• Sharing files via OneDrive & Office Online.
• Changing document properties (author, keywords, title, etc.).
Analysis:
Mastering Office UI elements speeds up workflow.
Customizing toolbars & shortcuts improves efficiency.
OneDrive integration allows for remote access & collaboration.
Chapter 2: Microsoft Word – Creating & Editing Documents
Key Topics:
Creating, Saving & Opening Word Documents
• Word’s Default Settings (Font: Calibri, Size: 11pt, Line Spacing: 1.08).
• Templates (.dotx): Preformatted documents for reports, resumes, etc.
• Saving Options: Save As, AutoSave, Quick Save (Ctrl + S).
• Opening Files: File tab > Open (Ctrl + O).
Entering & Formatting Text
• Word Wrap: Auto-adjusts text within margins.
• AutoComplete & AutoCorrect: Suggests and corrects common words.
• Clipboard: Stores copied content; accessible via Task Pane.
Editing & Moving Text
• Cut, Copy & Paste (Shortcut: Ctrl + X, Ctrl + C, Ctrl + V).
• Drag & Drop Editing: Move text without using Cut/Paste.
• Undo, Redo & Repeat (Shortcut: Ctrl + Z, Ctrl + Y, F4).
Text Formatting & Customization
• Font Types & Sizes (Bold, Italic, Underline, Colors).
• Paragraph Formatting:
o Alignment: Left, Center, Right, Justify (Ctrl + L, E, R, J).
o Line Spacing: Default 1.08; adjust for readability.
o Paragraph Spacing: Controls spacing before & after paragraphs.
• Format Painter: Copies text styles & formatting.
Proofing & Research Tools
• Spelling & Grammar Check: Underlines (Red = Spelling, Blue = Grammar).
• Thesaurus (Shift + F7): Finds synonyms for words.
• Editor Pane: Advanced proofing, clarity, and conciseness suggestions.
• Word Count (Status Bar): Counts words, characters, paragraphs.
Analysis:
Understanding text entry & editing features speeds up document creation.
Format Painter ensures consistent styling.
Using research tools improves writing quality & readability.
Chapter 3: Formatting & Customizing Word Documents
Key Topics:
Page Layout & Formatting
• Margins & Orientation: Adjust using Layout > Margins.
• Page Breaks & Section Breaks: Control document flow.
• Headers & Footers: Add page numbers, document titles.
• Watermarks & Page Borders: Enhance document presentation.
Text Alignment & Indents
• Tab Stops: Control spacing & text positioning.
• Indents:
o First Line Indent: Standard for paragraphs.
o Hanging Indent: Used in bibliographies & citations.
o Left & Right Indents: Adjust margins for selected text.
Lists & Numbering
• Bulleted & Numbered Lists: Organize key points.
• Multilevel Lists: Hierarchical organization for outlines.
Themes, Styles & Borders
• Themes: Predefined font/color sets for a uniform look.
• Borders & Shading: Highlight text/paragraphs.
Editing & Finding Content
• Find & Replace (Ctrl + H): Quickly edit recurring text.
• Resume Assistant: Word tool for writing resumes (LinkedIn integration).
• Hyperlinks & Horizontal Lines: Enhance document navigation.
Analysis:
Using page formatting tools ensures a professional document structure.
Lists & styles improve document organization.
Themes & borders enhance visual appeal.
Study Tips & Application:
1. Hands-On Practice
• Open Word & apply each tool (text formatting, headers, lists).
• Save in different formats (Word, PDF, template).
2. Keyboard Shortcuts to Master
Action Shortcut
Save Ctrl + S
Undo Ctrl + Z
Redo Ctrl + Y
Bold Ctrl + B
Italic Ctrl + I
Underline Ctrl + U
Action Shortcut
Find Ctrl + F
Replace Ctrl + H
3. Real-World Application
• Format a resume with proper alignment & headings.
• Create a business report using headers, footers, & page numbers.
• Use Find & Replace for efficient editing.
4. Review Case Studies
• Placer Hills Real Estate Case Study: Standardizing document formats for business.
• American River Cycling Club Case Study: Using Windows & Office for management.
Word Chapter 4: Using Tables, Columns, and Graphics
Microsoft Office 365: In Practice 2021 Edition – Randy Nordell
Student Learning Outcomes:
1. Improve Document Readability with Tables
o Use tables to organize and present information effectively.
o Modify tables by adjusting row/column sizes, text alignment, sorting data, and
using AutoFit.
o Enhance tables with borders, shading, styles, formulas, and text-to-table
conversion.
2. Modify Layout and Design with Columns
o Use columns to structure documents for better readability.
3. Enhance Documents with Pictures
o Insert, modify, and arrange images to improve document presentation.
4. Customize Graphics for Enrichment
o Use shapes, SmartArt, WordArt, symbols, icons, 3D models, and online videos to
make documents more visually appealing.
Case Study: Placer Hills Real Estate (PHRE)
• A regional real estate company in central California.
• Task: Improve brochure design using Word features.
Creating and Editing Tables
Key Terms:
• Cell, Column, Row – Fundamental table components.
• Insert Tab → Table Button – Used to add tables to a document.
• Navigation within Tables:
o Tab → Move forward between cells.
o Shift + Tab → Move backward between cells.
o Use Table Design & Layout tabs for modifications.
Editing Tables:
• Add or remove rows and columns.
• Merge or split cells for better layout.
• Copy or move rows and columns.
• Delete specific table elements or entire tables.
Arranging Text in Tables
• Resize columns and rows for better structure.
• Align text within cells using the Table Properties dialog box.
• Sort data within the table for organization.
• Adjust cell margins for spacing control.
Formatting and Editing Tables
• Table Design Tab Features:
o Borders & Shading → Enhance table appearance.
o Table Styles → Predefined formatting options.
• Using Formulas in Tables:
o Insert and update calculations.
• Convert Text to Table & Vice Versa → Easily restructure content.
Using Columns
• Split text into multiple columns for better readability.
Working with Picture Graphics
• Inserting Images:
o From a file.
o Using stock or online pictures.
• Alt Text:
o Provides descriptions for accessibility.
Arranging Graphics
• Resize, wrap text, position, and insert captions for images.
• Grouping Objects:
o Combine multiple elements into one for easier editing.
Working with Other Graphic Objects
• Shapes:
o Insert, move, resize, rotate, and customize shapes.
o Use shapes to enhance document design.
• Other Graphics Enhancements:
o Apply styles for a polished look.
Chapter Summary
• Tables: Improve document layout by organizing information.
• Columns: Structure content effectively.
• Graphics: Enhance visual appeal with images and objects.
• Customization: Use formatting tools to create professional documents.
