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MICROSOFT- WORD
WORD PROCESSING: This is the use of the computer machine for text preparation,
editing, formatting, storage, retrieval and printing of documents. This is basically
about working with words, and printing out text on paper. The character of the
alphabet and number are generally formed into words; words are combined into
clauses, phrases and sentences. Following the rules of grammar, sentences on related
subjects are in turn grouped into paragraphs form a page. In setting out a page,
formatting is applied, as left, right, top and bottom margins. There are different kinds
of paragraphs; normal, indented, hanging or block paragraphs etc.
Examples of word processing packages include; Microsoft word, word perfect,
WordPad, WordStar, windows writer, Notepad, AmiPro/WordPro, MultiMate etc.
WORD PROCESSING SOFTWARE.
Word processing software is an application that is capable of text entry,
formatting, editing, storing and printing. Windows operating system comes with word
processing software called WordPad. This is a free word processing package that most
users generally ignore, even though it is a reasonable starting point for new computer
users.
Word processing software enable the automation of the age-old typewriting
operations. Microsoft word is a word processing application software that combines
versatility with case of the manipulation and easy operation.
FEATURES OF WORD PROCESSING PACKAGES
Formatting a document deals with specifying its appearance on the printed
page, this feature enhances the appearances and readability of the word processed
document when printed. For instance, centering a particular line is as easy as moving
the cursor to the desired line and pressing the centre function key. The rest is
automatic.
INTRODUCTION TO MICROSOFT WORD
The most widely use word processing software is the Microsoft word (MS-Word).
This program configures the computer to behave like an intelligent typewriter. It has
eliminated the need for tippex correction fluid and the need to re-type document.
Making correction on an already printed document is time consuming and
cumbersome but M.S Word allows you to make corrections and revisions to the text on
the screen before the documents is finally printed.
Microsoft word is an auto-base program. Word allows easy manipulation of
graphics within lines of text, and has all the features you will need to create
professional-looking documents. The automated property of word makes easy
execution of commands at just a single touch or click of a command line or button,
such as inserting page numbers, bullets, numbering, superscript, subscript, word art,
clip art, drop cap, column, etc. These automated effects line or the power button of
the printer hardware (that is ON) to start printing the document. One of the very
important features of word is its ability to copy a document on disk for later recall. One
other automated feature is that you don’t have to press ENTER key at the end of the
line while typing; word automatically moves to the next line without your help (Soft
return). You press ENTER only when you want to start a new paragraph.
GETTING STARTED WITH M.S WORD
Since there are many packages in a computer system, each of them has a way
of opening before you can work on it. You can get into M.S word through the following
means.

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 From the TASKBAR, click on the START button, click all Programs from the list of
programs installed on the computer, click Microsoft Office folder, click Microsoft
word.
 From the desktop environment, with the help of the mouse, double-click on the
Microsoft-word icon (if there is M.S word icon on the desktop) OR
 Right-click on the Microsoft Word icon on the desktop and from the list of options
on the pull-down menu, click OPEN.
THE SCREEN/LAYOUT OF M.S WORD.
 THE TITLE BAR: This is the first bar on the word screen. The title bar as the
name implies, maintains the title of the program (Microsoft Word), the name of
the active document (Multiple document interface=MD1) and the icon that
represents M.S word. At far right of the bar, there are minimize, maximize and
exit (close) buttons respectively.
 THE MAIN MENU TOOLBAR: This is the second bar which is called the menu
bar. This contain list of menus and sub-menu that you can choose commands
from them to instruct word to perform actions.
 THE STANDARD TOOLBAR: This toolbar contain mainly icons that are
commands derived from the menu bar but place there as shortcuts. With the aid
of the mouse the toolbar provides instant (shortcut) access to frequently used
Microsoft word commands.
 THE FORMATTING TOOLBAR: This bar has similar function to the standard
toolbar, showing frequently word commands for formatting and enhancing the
appearance of the document. The difference between the standard and
formatting toolbars is the standard toolbar commands can execute instruction to
the entire Microsoft Word environment while the formatting toolbar only applies
commands within the document working area (The workspace).
 THE RULER TOOLBAR: The vertical and horizontal ruler lines shows the margin
(the height and weight) settings of your document. The ruler helps you to view
the margin of your document and increase or decrease them as well.
 THE SCROLL BAR: The vertical and horizontal scroll bar allows you to view data
up and down, left and right your screen respectively. On the keyboard, the page-
up and –page down can also help you to scroll up or down the document or
page. To scroll down one line at a time, click once at the triangle sign ( ) at the
end of the vertical bar and run down more pages, press and hold down the
button on the some triangle sign.
 THE DRAWING TOOLBAR: The drawing bar usually at the base of the word
screen next to the status bar is the bar that allows and provides you the tools
used in applying graphics in the word environment. With this toolbar you can
draw lines, arrows, banners, stars, circles, rectangles, shapes, insert text to box,
word art and clip art (pictures and cartoon) etc.
 THE STATUS TOOLBAR: The last bar and at the base of word screen usually
displays information about the active document and selected commands. Such
condition like, number of pages you have typed, whether the caps lock is ON or
OFF etc.
 THE TEXT AREA: The text editing area is where the text is being typed also
known as the workspace. The cursor/insertion pointer is where the sign “I” is
blinking. The insertion point shows where text action will occur if you press a key
on the keyboard. Holding the mouse the insertion pointers changes function to

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an– bean when pointed at text area and/or an arrow when you point to the left
side of the screen, the menu and other toolbars. (Microsoft Office, 2005)
HOW TO TURN ON THE TOOLBAR.
When Microsoft word is loaded unto the screen, some of the important toolbars may
be missing. To turn them on: On the menu toolbar, click on view menu and point to
toolbar.
 Click on any toolbar to display on the screen. It should be noted that toolbars
already turned ON are check mark ()

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HOW TO TURN OFF THE TOOLBAR

 Follow the steps above in turning ON the toolbar and click on any toolbar that is
check marked to turn it OFF.
HOW TO ENABLE THE RULER.
Ms-word environment normally comes with a ruler, which can be turned ON and OFF
depending on the user. To do this:-
 Click on the View menu and click on Ruler to enable or disable it.
On entering the word’s interface, the cursor is character from the keying in data. You
notice that as you typ0e to the right margin, word wraps to the next line without you
pressing Enter key. This action is called soft return. But in a situation whereby you
press the enter key to enter the next line is called Hard return. You only need to press
the Enter key

MICROSOFT- WORD
Microsoft-word is a ward processing package that is used in managing
documents. The word processing here describing a situation where you can type using
the computer system, such as invoice, letter headed paper, project newspapers etc.
you can also store them in the computers memory for further use.
HOW TO ACCESS M.S WORD USING MOUSE
 Click on start button
 Click all programs
 Click on M.S word
Or
 If the M.S word programme is place on desktop
 Simply select by clicking on it once and press enter on the keyboard
THE KEYBOARD
 Press window key on keyboard once or
 Use the combination key CTRL+ESCAPE to activate start up menu
 Use the directional key to select programme
 Strike down the right arrow and view the list of programs
 Use either the up or down arrow to select M.S word then press enter on the
keyboard.
WORKING WITH MICROSOFT WORD (MICROSOFT OFFICE, 2005)
THE MENUS
Now we are going to talk about major operations in the Microsoft word
environment and these operation also have their finishing somewhere in the menu. At
all stages, we are going to apply practically hoe to locate and apply commands from
the menu and the toolbars as well. First, we shall explain a terms. Second, it locations.
Third, how to apply the command after locating such command on the menu. Fourth,
other possible means to locate and apply the commands (e.g. from other short-cut
toolbars) and finally, commands keyboard combinations or executing command by the
use of keyboard.
FILE MENU
When you click on the file menu, a pull down menu appears and on the pull
down sheet are the following sub-menu items.
NEW: this command takes you to a fresh blank document. Though word automatically
comes with a blank document when loaded. But this command also enables you to
load a separate new blank document.
HOW TO CREATE A NEW BLANK PAGE

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 Click on File menu

 Click on New
 From the available templates, Click Blank document.
HOW TO OPEN AN EXISTING FILE
 Click on file menu
 Click on open
 In the open dialog box, type in the file name you want to open or click on the file
name.
 Click on open tab or press CTRL +O key on the keyboard.
HOW TO CLOSE ACTIVE FILE
 Click on file menu
 Click on close
 OR Press CTRL + W on the keyboard.
HOW TO EXIT IN M.S WORD
 Click on file menu
 Click on exit.
HOW TO SAVE A FILE
 Click on file menu
 Click on save as
 In the Save as dialog box, type the file name
 Click on save.
 Or press functional key F12.
HOW TO BOLD FACE A TEXT
 Select the text
 Click on Home menu
 Click on “B” on the formatting tool bar
 Or press Ctrl + B.
HOW TO UNDERLINE A TEXT
 Select the text
 Click on Home menu
 Click “U” on formatting toolbar or
 Press Ctrl + U
HOW TO ITALIC A TEXT
 Select the text
 Click on “I” on the formatting toolbar or
 Press Ctrl + I
HOW TO PASSWORD A FILE OR DOCUMENT
 Click on file menu
 Click on save, in the save as dialog box
 Click on tool button
 Click on general option.
 Type in the password click on OK
 Re-enter the password to confirm it
 Click on save or
HOW TO PROTECT A FILE/DOCUMENT
 Click on tools menu
 Click on protect document
 In the protect document dialog box, choose the document you want to protect
e.g. comment.

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 Type the password for your document

 Re-enter the password in the confirm dialog box
 Click OK.

PAGE SEUP: This command help user to set up or arrange properly how your text will
display on paper. This includes the paper marginal adjustment, the paper size and
paper orientation.
SETTING THE PAGE
Click on file menu and select page setup command. The dialogue box show:
 The margin option which you can use to setup the top, bottom, left and right
margins of your paper.
 The paper size option is to select the type of paper you will use in printing
whether letter, A4, legal, envelopes, etc. also in this option you can pick your
paper orientation (portrait or landscape).
 The third option shows the paper source. You have to indicate if you want to
use the printer tray or to feed the paper manually.
Or
 Click Page Layout
 From the formatting tools,

SETTING MARGINS.
Margins are the borders on all the four side of the page, with which the text of
your document confirmed. To set margin.
 Click on the file menu and then click on page setup command.
 Click on margin tab from the page setup dialog box that appeared.
 Set the margin of the top, bottom, left and right of the document. The numbers
are measured in inches therefore enter the appropriate inches for the top,
bottom, left, and right.
 Click OK when finished.
DETERMINING PAPER SIZE AND ORIENTATION
One may select a different paper size to create something smaller than usual,
such as invitation. Word for windows offer several predefined paper sizes. To set the
paper size and orientation,
 Click on the file menu and then click to select page setup command.
 Click on the paper size tab from the page setup dialog box
 Click on the paper size in box to select the type of paper needed for your
document e.g. letter, legal A4, A3 etc.
 For a horizontal, sideways page, select landscape from the orientation group or
 For a vertical upright page, select portrait from the orientation group.
 From the apply to in box, select the section to which you want to apply paper
size and orientation settings.
 Click OK.
EDITING A DOCUMENT: Editing a document involves correcting, re-arranging and
polishing your text. During editing you can spell check your work, do some inserting,
set margins etc.
PRINT PREVIEW: This command gives you the opportunity of viewing the document
to have an outlook of the appearance before it is being printed out. It is important to
preview the softcopy of your output, if it is suits you before sending it to printer else
back to working environment or to page setup to re-adjust.

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SELECTING A TEXT: Selecting a text means highlighting the text such that you could
apply the necessary formats to effect only the selected text. There are two ways of
selecting a text:
(1) Using the mouse pointer: (2) Using the shift key and the arrow keys.
SELECT ALL: This command highlight and selects everything on the formatting text
area (both text and graphics) to select all; Ctrl + A.
UNDO COMMAND: This command enables you to reverse already given command
that is not supposed to be issued (or is not needed any longer to the previous action.
TO UNDO A COMMAND
 Click on the edit menu
 Click on Undo command or
 On the keyboard press Ctrl + Z
REDO: This command helps you to move from the previous action carried out to the
letter. You can redo the action that you undo to bring it back. In other words, undo
takes you backward while redo takes you forward (that is after you might have come
backward before this command).
CUT: This command helps users to remove text, objects from its original location
(transfer) to another different position. On the application of the cut command the
highlighted items goes off (disappears) from the screen but suspended and kept on
the word clipboard until when its pasted down either on the same or a different
direction.
COPY: this is similar to the cut, command, it is however different in the sense that it
does produce a duplicate copy of the selected material, it is rather used to duplicate
items from the original source (which after application of command still maintain the
original position) to a new location.
COPYING TEXT OR GRAPHIC (COPY/PASTE)
Copying a text or graphics means duplicating the text or the graphics and to do these:
 Highlight the text or graphics you intend to copy.
 Click on the edit menu and then click on copy command or Ctrl+C) reposition
the inserting pointer or cursor to where you want the item to re-appear.
 Click on the edit menu again and click on paste command
(or Ctrl +V).
FIND AND REPLACE
You can find replace words in your document through the find and replace command.
Find and replacing text
 Click on edit menu and then click on find and replace command.
 In the find what in-box, type the text or special character you want to search for;
 In the replace in-box, type the text or special character you want to replace with.
 Click close, but if you want to find another text you can click on fine next button
then type text you want to search for again.
 Using the keyboard, press Ctrl +F (or F6) to call out the fine dialog box and Ctrl
+ H to call out the replace dialog box.
GO TO: This command is like a scroll command. That is, is can scroll or move you to
specific page you need to go to in your document without using the scroll bar. This
command is used to locate or go through to a particular page when handling bulky or
long documents.
HOW TO GO TO A SPECIFIC PAGE
 Click on the edit menu and then click on Go to command.
 In the enter page number in –box, enter page number you want to go to

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 Click Go to button and then click close

 Using the keyboard, apply Ctrl +G ( or F5) to call out the Go to dialog box
HOW TO ALIGN A TEXT: Alignment is simply the way you position your text in the
texts area. Your text can either be align after typing or before typing.
 Select the text
 Click on format menu
 Click on paragraph
 In the paragraph dialog box, click on alignment tab and choose either left, right,
center and justify.
VIEW MENU: View menu contains collection of commands that helps a user to work
on different views of your document. The view menu contains commands are mostly
about viewing (seeing) and effecting command to enhancing the word (not document)
appearance with the use of a check mark, the ruler line and other toolbars are toggle
ON and OFF from the view menu.
 Normal: This command helps user to focus on composition, text revision, and
basic formatting such as bold face, colour underline etc without caring for the
layout of the page.
 Web layout: This command show how your work will be displayed in WEB page.
 Print layout: The print layout view enables your ruler line in view to the page
layout by highlighting headings and subheadings.
 Outline: the outline view lets you focus attention on document organization by
highlighting headings and subheadings.
TOOLBARS: the toolbars command contains collection of bars from a cascading menu
that could be put ON and OFF by just a click. In the menu, toolbars with a check mark
indicates that the bar in question is active on the word screen and those bars without
this marks indicates inactive. To turn ON and OFF any of the toolbars.
RULER: This command helps users to enable or disable the ruler bar by just one click
at a time.
DOCUMENT MAP: This command shows a summary of your document in a listing
format by the left hand side of the word screen.
HEADER AND FOOTER: A header and footer could be a comment, string of
characters trade mark, title of the book, the name of an author or topic repeated at
the top ( header) or button (footer) corner of the page of a document. To insert a
header or footer on your document, follow these steps.
 Click on view men
 Choose header and footer command
 In the header outline, type and format the text of your header
 Click on close
 Preview to check the header or footer has been inserted.
 To insert the footer, click on “Switch between header/footer in the dialog box.
 After inserting header or footer, click on close to return to our document.
FULL SCREEN: This command previews your document to the whole face of the
screen without showing the toolbars. To preview document to fill the screen.
 Click on view menu and then click on full screen. And to return to document
from the full screen preview. Click on close full screen.
ZOOM: The zoom command is an ellipse command line that helps you to increase
decrease the viewing size of the document to any size of your choice.
TO INCREASE OR DECREASE THE VIEWING SIZE OF DOCUMENT
 Click on the view menu

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 Click on zoom and the zoom dialog box will appear

 Click on select any size you want to set the viewing of your document, click on
OK when finished.
INSERT MENU
PAGE BREAK: Normally, word inserts page breaks at the end of every page. These
are called soft page breaks. In print layout view, it is shown as a bar. You cannot move
or delete soft page break, but you can however, create a page break exactly where
you need it. Such page breaks created manually by you is called Hard page break. In
normal and print layout view, a hard page break is shown as a dotted line with label
“page break”.
Object: This command usually give room for you to get different kinds of equations
when typesetting mathematics. The steps are as follows:-
 Click on Insert menu
 Click on object, then Object dialog box appear with several options
 Click Microsoft equation 3.0
 Click OK
FORMAT MENU.
To format a document simply means to arrange or set the appearance of the
document. The format menu contains menu commands that are applied in word to
change and enhance the outlook of your text and document. Formatting involves
performing one or all the following tasks: bold, italic, underline, applying font type,
size, colours, shadow, strike-through, line spacing, superscript, change case drop cap,
style bullets, numbering, border, columns. Etc.
FONT: Font is an ellipse option command that contains all the command lien that is
used to change the appearance of the characters or texts of a document. This
includes; font type (typeface), size colour, spacing, effect etc. a preview and even
animation of text that is used to both printer and screen.
 Click on format menu and click on font. A dialog box appear
 Under the font options, select the type of font you want.
 Under font style option select the size you want.
 Under colour option, click on Auto to see different colours and pick any colour of
your choice.
 Under effect, you have strikethrough, double strikethrough, superscript
subscript, shadow, emboss, etc. OR
 Press Ctrl + D to display the font dialog box.
LINE SPACING: Line spacing is gap between one paragraph and the other. Highlight
the text or paragraph of your choice.
 Click on format menu and then click on paragraph command
 Click on line spacing from the drop down list in the dialog box.
 Click on your choice (single, double 1,5 line or click on exactly/multiple to enter
the point manually).
 Click on OK OR
 Using the keyboard you can also apply line spacing to your document by
applying Ctrl + 1 for single line spacing, Ctrl + 2 for double line spacing and Ctrl
+ 5 for one and half (1.5) line spacing.
BULLETS/NUMBERING: This command could be used to add professional look to your
document. They are also use for listing in document.
Inserting bullets
 Place your cursor pointer where you want the bullet to appear.

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 Click on format menu and click on bullet and numbering command.

 Click on bullet tab.
 Click on any category bullets from the bull boxes.
 Click OK or if your bullet of choice is not on the displayed bullet list, click on
“Modify” or “Customize” if you want to customize the bullet.
 Click the bullet in box. This will take you to bullet dialog box.
 Choose the bullet you want from the categories and click OK
 Click OK again to insert the bullet in your document, or using the mouse, click on
bullet command button on the formatting toolbar.
BORDERS AND SHADING: These are commands that also enhance the outlook of a
document. This command could be applied to selected text or the whole page of
document. The border commands apply frame effect to text or document. To create a
border round a text.
 Highlight the text you want to apply border to.
 Click on format menu and then click on borders and shading command.
 Click on border tab.
 Under setting select the type of border you desire.
 Under style, scroll and select style of line to your border
 Under Colour in box, click to select colour to your border
 Under width in box, click to select line width to your border.
 Click on OK when finish.
TO CREATE PAGE BORDER
 Click on page border tab.
 Under the setting option, select the border style
 In the width in box, add increment or decrement to the width of the border.
 If you want the border to be in a flowered form, go to arts in box and select the
type of flower or pattern you want.
 Click on the options button and then click on the measurement of text from
border.
 Click OK
COLUMNS: Columns means splitting a page into sections. Research has shown that
making information more attractive, but also more readable with Microsoft Word, you
can create columns you have to on a page based on three factors; the page width, the
margins, the size and spacing of your columns.
 Click on format menu and click columns command.
 In the preset group, choose the type of columns you desire or select left or right
in case you are creating columns of unequal width.
 Type the number of columns you want in the number columns box, that is if you
wan more than three columns.
 To apply lines in between columns, just click on the line between columns, from
the dialog box.
 Click on OK after finishing selection. Or from the formatting toolbar, simply click
on the column command icon.
REMOVING THE COLUMNS.
 Click on format menu
 Click column command
 Click on one column
 Click OK

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DROP CAP: A drop cap is style of formatting that enhances the outlook of document.
Drop cap and columns are very popular with newspaper prints and magazines. The
drop cap is letter, which appears bigger than other letters and some lines of text
follow immediately before staring from the normal line.
 Highlight the first letter to be used for the drop cap.
 Click on format menu and click on drop cap command.
 In the dialog box, under potions choose any style for your drop cap.
 In the distance from text in box, enter the distance you want the letter to be
from the other contents of text.
 Click on OK
TEXT DIRECTION: this command enables users to change the direction of text and
rotate the text clock wise or anti clock wise to any cardinal direction.
 Click on format and click on text direction command.
 Choose orientation type to rotate text to the angle of choice.
 Click on OK
CHANGE CASE: The change case command enables users change the type of case of
the already typed text to upper case (capital letter), lower case small letter), title case
(first letter capital) or toggle case as the case may be.
Printed watermark: This command applied in the document diagonal or horizontally,
it affects the entire page(s). It serve as trade mark, organizational information etc. the
steps are as follows:
 Click on format
 Click on Background
 Click on printed watermark…
 Printed water mark dialog box appear
 Click on text water mark
 Click text, type in information
 Selection colour, mark OFF semi transparent
 Click OK
TOOLS MENU: The principal aspect of the tools menu s customizing word.
CHECKING SPELLING: you can also check spelling on your own by: highlight the text
you want to spell-check so that the computer will not spell the whole document. Click
on the tools menu and then choose the spelling and grammar command, Or click on
the spelling and Grammar icon ABC on the standard toolbar OR simply press F7 on the
keyboard.
THESAURUS: Thesaurus present alternative word possibility or synonyms for the
desired word. That is, give word similar and or opposite in meaning to the word.
Highlight the text whose meaning you want to check.
 Click on tools menu and choose language
 Click on thesaurus. The synonymy of the word will be displayed. If you want to
replace the word with its synonym select the synonym and then click on the
replace button.
 Click on OK after everything Or
 Press Shift F7
WORD COUNT: This command is about statistical information of a document. The
word count command display a box containing information about number of letters,
words, lines, paragraphs, etc, of an opened document.
 Click on the tools menu

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 Click on word count and the computer automatically count and displays the
information about number of letters, number of lines, and number of
paragraphs within the document.
TABLE MENU
This menu contains commands about drawing, inserting, sorting, making calculation,
converting, splitting, merging cells, etc of a table.
 Click on table menu and then point to insert sub-menu command
 Click on table from cascading menu
 Type in the number of columns and rows you desire
 Click on OK.
TO INSERT MANUAL PAGE BREAK
 Position the cursor at a point where you want the page break.
 Click on insert menu
 Click on the page break option.
 Click on OK or using the keyboard press ENTER KEY.
PAGINATION: This is the act of using Microsoft word to number the pages of your
document. For references purpose, document should have page numbers.
How to insert page number
 Click on insert menu
 Choose page numbers
 Specify how you want your page numbering to be done choosing the position
and the alignment, in the position in-box select botton (Footer) to position
page number at the bottom of the page or select top of page (header) to
position the page number on the top of page.
 In the alignment list in-box select left, center, right to align your page number to
the left, center or right of your document.
 Select show numbers on first page of you want a page number to appear on the
first page of your document.
 Select format choice button in the page number dialog box to choose different
types of page number like number in Roman Numeral, alphabets etc.
 Click OK
REMOVING PAGE NUMBER
 Click on edit, select undo page number Or
 Double click the page number on your document.
 Highlight the page number and press delete key from the keyboard.
 Double click again to close on the page number toolbar.

INSERTING DATE AND TIME

 Position the insertion pointer where you want the date and time to appear.
 Click on the insert menu and then click on date and time command.
 Select the date and time format you want from the available formats
 Click Ok

SYMBOLS: Microsoft Word has special symbols that you could use. These symbols
range from mathematical, engineering, accounting and general symbols.
To use symbols follow these steps
 Click to place your cursor where you intend to insert symbols.
 Click on insert menu
 Choose symbols

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 Choose the symbol of your choice by clicking on the drop down list in the dialog
box (choose the symbol by clicking in it).
 Click on insert from the dialog box
 Choose close from the dialog box to close symbols.
PREVIEWING DOCUMENT
 Click on file menu and select print preview from the pull down menu or
 Click on the print preview icon on the standard bar. This will take you to print
preview environment.
 Choose Close on the standard bar after the preview to return to your document.
 Using the keyboard, you can enter print preview environment by applying Alt +
F and V. and you can return from the print preview environment by applying Alt
+C.
ADDING GRAPHICS: there are two basic types of graphics that you can use to
enhance your word document. Drawing object and picture. Drawing object include,
Auto Shapes, curves, lines and Word Art. Use the drawing toolbar to change and
enhance the objects with colours, pattern and other effects.
INSERTING PICTURES INTO DOCUMENT
Place your cursor where you want the picture to appear
 Click on the insert menu command
 Point to picture and then click on Clip art
 From the different category of pictures, click any that appears to you.
 Click on insert command (and picture is automatically inserted to document.
 Click on close to return to document. Or on the drawing toolbar.. the picture can
then be resize, tint, tone etc through the clipart toolbar.
PRINT: This command is used to send your document to the printer where after
selecting you’re your hardcopy output.
PRINTING A DOCUMENT
To print a document created in M.S Word, follow steps
 Retrieve or open the document you want to print.
 Click on the file menu and then click on the print command
 From the printer dialog box that appears, click on name in-box to select the type
of printer you want to use to carryout the printing.
 In the page range in box, click on all, if you are printing all the pages in the
document. Or click on current page if you are printing the page in the screen
(that is the page with the cursor, or click on pages to specify the page (s) you
want printed.
 In the number of copies in box enter the number of copies you want to print.
 Click on properties, Click on advance to select the paper size and paper
orientation.
 Clicks on apply and then, click on Ok after selection.
 Click OK to start printing.
Using a keyboard, apply Ctrl + P.

SHORT CUT KEYS USED IN THE ASSISTANT BALLOON

F1 Display the assistant balloon (if the Assistant is turned off, F1 opens
the help window)
ALT+NUMBER Select a Help topic from the list the Assistant displays. ALT + 1 is the
first topic, ALT + 2 is the second topic and so on.
ALT + DOWN ARROW Display more help topics in the assistant List.

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ALT+UP ARROW Display previous help topics in the assistant list.

ESC is to close an assistant message or tip.
SHORT CUT KEYS USED IN THE MICROSOFT OFFICE OR
MICROSOFT OFFICE BASICS.
ALT + TAB Switch to the next window.
ALT+SHIFT+TAB Switch to the previous window
CTRL+W or
CTRL+F4 Is to close the active window
CTRL+F5 Is to restore the size of the active window after you have maximized
it.
F6 Is to move a task pane from another pane in the program window.
You need to press F6 more than once.
SHIFT + F6 Move to a pane from another pane in the program window.
CTRL+SHIFT+F6 Switch to the previous window.
CTRL+F7 When a document window is not maximized, performs the move command
(on the control menu for the window) use the arrow keys to move the
window, and when finished press ESC.
CTRL+F8 When a document window is not maximized, per the size command (on
the control menu for the window). Us the arrow keys to resize the window, and
when finished, press ESC.
CTRL+F9 Minimize a window to an icon (works only for some Microsoft office
programs).
CTRL+F10 Maximize or restore a selected window.
PRINT SCREEN Copy a picture of the screen to the clipboard.
ALT+PRINT SCREEN Copy a picture of the selected window to the clipboard

SHORT CUT KEYS USED IN SMART TAGS .

ALT+SHIFT + F10 Display the menu or message for a smart tag. If more than one
smart tag is present, switch to the next smart tag and display
its menu or message.
DOWN ARROW Select the next item in a smart tag menu.
UP ARROW Select the previous item in a smart tag menu.
ENTER Perform the action for the selected item in a smart tag menu.
ESC Close the smart tag menu or message.
SHORT CUT KEYS USED IN TASK PANE
CTRL+TAB When a menu or toolbar is active, move to task pane (you may need
to press CTRL+TAB more than once)
TAB+SHIFT+TAB When a task pane is active, select the next or previous option in the
task pane.
CTRL+DOWN ARROW Display the full set commands on the task pane menu
DOWN ARROW or UP ARROW Move among choices in a selected submenu, move
among certain options in a group of options.
SPACEBAR or ENTER Open the selected menu, or perform the action assigned to
the selected button
SHIFT +10 Open a shortcut menu; open a drop-down menu for the
selected gallery item.
HOME or END When a menu or submenu is visible, select the first or last
command on the menu or submenu.
PAGE UP or PAGE DOWN Scroll up or down in the selected gallery list.

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CTRL+ END Move to the top or button of the selected gallery.

SHORT CUT KEYS USED IN TASK PANE
F10 or ALT Select the menu bar, or close an open menu and submenu at
the same time.
CTRL + TAB or Select a toolbar after pressing F10 or ALT to select the menu
bar.
CTRL + TAB When a toolbar is selected, select the next or previous
toolbar or menu
Enter
Open the selected menu, or perform the action for the
selected button or command.
ALT+SPACEBAR Display the window shortcut menu (control menu).
SHIFT+DOWN ARROW When a menu is selected, display the list of command.
CTRL+DOWN ARROW When a shortened menu is open, display the full set of
command.
ALT+CTRL+ Plus key on numeric keypad)
Customize the shortcut key for a menu command. When
you type this shortcut key and then selected a menu
command, the customize keyboard dialog box opens to
you can add, change or remove the shortcut key.
SHORT CUT KEYS USED FOR OPENING AN OPEN DIALOG BOX, SAVE AS
DIALOG BOX AND PICTURE DALOG BOX.
CTRL+12 Display the open dialog box.
F12 Display the save as dialog box
ATL +1 Go to previous folder
ALT +2 Open the folder up one level from the open folder (up one level
button)
ALT+3 Close the dialog box and open your world wide web search
page.
ALT +4 Delete the selected folder or file (delete button).
ALT+5 Create a new subfolder in the open folder.
ALT+6 Switch between list, details, properties, and preview views.
ALT+7or
ALT+I Show the tools menu
SHORT CUT KEYS USED IN COMMON TASK DONE IN A
MICROSOFT WORD DOCUMENT
CTRL+SHIFT+SPACEBAR Create a non breaking space
CTRL+HYPEN Create a non breaking hypen.
CTRL+B Make letter bold
CTRL+I To make letter italic
CTRL +U To make letter underline
CTRL+SHIFT+< To decrease font size
CTRL+SHFT+> To increase font size
CTRL + SPACEBAR Remove paragraph or character formatting
CTRL + C To copy the selected text or object
CTRL + X To cut the selected text or object
CTRL + V To paste text or an object
CTRL + Z TO undo the last action or command
CTRL + Y To redo the last action or command

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SHORT CUT KEYS USED FOR CREATING, VIEWING AND SAVE DOCUMENT
CTRL + N To create a new document of the same type as the
current or most recent document
CTRL + O To open a document
CTRL + W To close a document
ALT + CTRL + S To split the document window
ALT + SHIFT + C To remove the document window split
CTRL + S To save a document.
SHORT CUT KEYS USED FOR FINDING, REPLACING A TEXT AND BROWSING
THROUGH TEXT
CTRL + F Find text, formatting and special items
ALT + CTRL + Y Repeat find (after closing Find and Replace window)
CTRL + H Replace text, special formatting and special items
CTRL + G Go to a page, bookmark, footnote, table, comment,
graphic, or other location.
ALT + CTRL + Z Go back to a page, bookmark, footnote, table,
comment, graphic, other document.
ALT + CTRL + HOME Browse through a document.
SHORT CUT KEYS USED TO SWITCH TO ANOTHER VIEW
ALT + CTRL + P Switch to Print layout view
ALT + CTRL + O Switch to Outline view
ALT + CTRL + N Switch to Normal view
CTRL + / To move between master document and its
subdocuments
Alt + 1,4,7 - ô From the numeric keypad
Alt + 7,4,1 - ˥ rectangle box
SHORT CUT KEYS USED FOR EDITING AND MOVING TEXT AND GRAPHICS
ALT + F3 Used to create Auto Text
CTRL + SHIFT + F3 To paste the spike contents
CTRL + F3 To cut to the spike
ALT + SHIFT + R To copy the header or footer used in the previous
selection of the document.
CTRL + F9 To insert an empty field.
CTRL + BACKSPACE Delete one word to the left.
BACKSPACE Delete one character to the left
DELETE Delete one character to the right
CTRL+ DELETE Delete one word to the right.
SHORT CUT KEYS USED FOR INSERTING SPECIAL CHARACTERS
SHIFT + ENTER To insert a line break.
CTRL + ENTER To insert a page break
CTRL +SHIFT + ENTER To insert a column break.
CTRL + HYPHEN To insert an optional hyphen.
ALT + CTRL + C To insert the copyright symbol.
ALT + CTRL + R To insert the registered trademark.
ALT+ CTRL + T To insert the trademark symbol
ALT+ CTRL + (PERIOD) To insert an ellipsis
SHORT CUT KEYS USED FOR EXTENDING A SELECTION
SHIFT + F8 Reduce the size of a selection
SHIFT + RIGHT ARROW To select one character to the right.

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SHIFT + LEFT ARROW To select on character to the left.

CTRL + SHIFT+
RIGHT ARROW To select to the end of a word.
CTRL + SHIFT+
LEFT +ARROW To select to the beginning of a word.
SHIFT + END To select to the end of a line
SHIFT + HOME To select to the beginning of a line.
SHIFT +DOWN ARROW To select one line down
SHIFT + UP ARROW To select one line up.
CTRL+SHIFT+
UP ARROW To select to the beginning of paragraph.
SHIFT + PAGE DOWN To select one screen down
SHIFT+ PAGE UP To select one screen up
CTRL+SHIFT+HOME To select to the beginning of a document
CTRL+SHIFT +END To select the end of the document
ALT+CTRL+SHIFT+
PAGE DOWN To select to the end of a window
CTRL +A To select the entire document.
SHORT CUT KEYS USED FOR MOVING THE INSERTION POINT
LEFT ARROW Move one character to the left.
RIGHT ARROW To move one character to the right
CTRL+LEFT ARROW To move one word to the left
CTRL+RIGHT ARROW To move one word to the right
CTRL+UP ARROW To move one paragraph down
SHIFT+TAB To move one cell to the left (in a table)
TAB To move one cell to the right (in a table)
UP ARROW To move up one line.
DOWN ARROW To move down one line.
END To move to the end of a line
HOME To move to the beginning of a line
ALT+CTRL+
PAGE UP To move to the top of the window

ALT+CTRL+
PAGE DOWN To move to the end of the window
PAGE UP To scroll up one screen
PAGE DOWN To scroll down one screen
CTRL+PAGE DOWN To move to the top of the previous page
CTRL+PAGE UP To move to the top of the previous page
CTRL+END To move to the end of a document.
CTRL+HOME To move to the beginning of a document
SHIFT +F5 To move to a previous revision
SHIFT +F5 To move to the location of the insertion point when
the document was last closed.
SHORT CUT KEYS USED FOR CHANGING AND RESIDING THE FONT
CTRL+SHIFT +F To change the font type
CTRL+SHIFT +P To change the font size
CTRL+SHIFT +> To increase the font size
CTRL+SHIFT +< To decrease the font size

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CTRL+[ To increase the font size by 1 point

CTRL+] To decrease the font size by 1 point
SHORT CUT KEYS USED FOR CHARACTER AND PARAGRAPH FORMATTING
CTRL +D To change the formatting of characters (font
command, from format menu
SHIFT+F3 To change the case of letters.
CTRL+SHIFT +A To format letter as all capitals
CTRL+SHIFT+W To underline words but not spaces
CTRL+SHIFT+D To double underline text
CTRL+SHIFT+H To apply hidden text formatting
CTRL+SHIFT+K To format letters as small capitals
CTRL+ EQUAL SIGN To apply subscript formatting
CTRL+SHIFT+
PLUS SIGN To apply superscript formatting
CTRL+ SPACEBAR To remover manual character formatting
CTRL+SHIFT+Q To change the selection to the symbol font
CTRL+SHIFT+* (Asterisk) To display nonprinting characters
CTRL+SHIFT+C To copy format
CTRL+SHIFT+V To paste format
CTRL+ 1 Single line spacing
CTRL+ 2 Double line spacing
CTRL+ 5 Set 1.5 line spacing.
CTRL+SHIFT+F11 To unlock a field
FUNCTION KEYS USED IN MS-WORD
F1 To get help or office Assistant
F2 To move text or graphic.
F3 To insert an Auto Text entry (after Microsoft word
displays the entry.
F4 To repeat the last action
F5 To choose GO TO command from the Tools menu
F6 Go to next pane or frame
F7 To choose the spelling command from the tools menu
F8 To Extend a selection
F9 To update selected Field
F10 To activate the menu tool bar
F11 Go to the next field
F12 To choose the Save As command from the File menu
SHIFT + FUNCTION KEYS
SHIFT + F1 Start context – sensitive Help or reveal formatting
SHIFT + F2 To Copy text
SHIFT + F3 To Change case of letters
SHIFT + F4 To repeat a find or Go to action
SHIFT + F5 To move to the last change
SHIFT + F6 Go to the previous pane or frame
SHIFT + F7 To choose the thesaurus command from the tools
menu , language submenu
SHIFT + F8 Shrink a selection
SHIFT + F9 To switch between a field code and its result
SHIFT + F10 To display a shortcut menu

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SHIFT + F11 Go to a previous field

SHIFT + F12 To choose the save command from the file menu
CTRL + FUNCTION KEYS
CTRL + F2 To choose the print preview command from the file menu
CTRL + F3 To cut the spike
CTRL + F4 To close the window
CTRL + F5 To restore the document window size
CTRL + F6 Go to the next window
CTRL + F7 To choose the move command from the control menu
CTRL + F8 To choose the size command from the control menu or
window shortcut menu.
CTRL + F9 To insert an empty field
CTRL + F10 To maximize the document window.
CTRL + F11 To lock a field
CTRL + F2 To choose the open command from the file menu.
Ctrl + A - To select all
Ctrl + B - To bold a text
Ctrl + C - Use for copying a text
Ctrl + U - To underline a text.
Ctrl + D - Inserting font dialog box or duplicating an object.
Ctrl + E - Center alignment
Ctrl + J - Justifying a text
Ctrl + L - Left alignment
Ctrl + R - Right alignment
Ctrl + F - Find
Ctrl + G - To select a specific page
Ctrl + H - Find and replace
Ctrl + I - To italized a text
Ctrl + K - To insert hyper link
Ctrl + M - Increase indent
Ctrl + O - Opening an existing file
Ctrl + N - Selecting new blank document
Ctrl + S - Saving of document
Ctrl + V - Pasting of text of document
Ctrl + P - Printing of document
Ctrl + W - To close the window
Ctrl + X - To cut a text
Ctrl + Z - Undo command
Ctrl + Y - Redo command
Ctrl + W - To close active window
Ctrl + = - is to subscript a text (X2)
Ctrl + Enter - Selecting new page down ward
Ctrl/Shift + = - (X2) superscript a text
Ctrl/Shift + M - Decrease indent
Ctrl/Shift + D - is to under line a text double line
Alt + F4 - To close the program
Alt + - The underline alphabet on the main menu or any
dialog box.
F12 + - Save as dialog box

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F10 + - to active menu bar

F5 + - Find and replace

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