Word Processing Basics for MS Word: A Tutorial

First step: Skills assessment | Final step: Assignment for application of skills
Related pages: Computing terms for this tutorial and Save as dialog box

Tutorial Topics:

• Menu bar commands
• Entering text
• Editing text
• Formatting text
• Formatting paragraphs (align, indent, line spacing)
• Saving work
• Spell check
• Printing a document

Using the Menu bar

The pull down menus offer several commands. The basic functions to know include:

• File for starting a new document or file, saving a document, opening a saved document, and printing a document.
• Edit for selecting text, copying, cutting, and pasting text, and to find words in a document.
• View for changing the window's appearance.
• Format for changing features of the fonts and paragraphs
• Tools for using the spell checker
• Help to learn how to use the program's features.

Entering text

The cursor is the blinking line that identifies your place as you enter text in a Word document window. It's controlled by the mouse and your keystrokes.
Know the purpose of these important keys:

• The Enter key moves the cursor to a new line to begin a new paragraph. The software has a word wrap feature to move words to a new line automatically when they reach the margin, so this key should not be used just to create a line break. (See the paragraph section to create double spaced paragraphs.)
• The Shift key is used to capitalize a word; hold it down while striking the character key.
• Back Space moves the cursor to the left and erases what was typed.
• Delete moves the cursor to the right and erases what was typed.
• Insert erases all text that was entered as you type. (This can sometimes be hit accidentally instead of the delete key.)
• The Tab key can be used to indent the first line of a paragraph, usually set at 1/2  inch. Do not use the space bar to create this indent.

Editing text (copy, cut, paste)

Use the Edit menu to copy or cut text you have selected and move it to another place.  Choose from three methods to select (highlight) text:

• use the mouse to drag across it
• place the cursor at the beginning of a selection and use the right arrow key to highlight the rest of the text
• place the cursor at the beginning, hold down the shift key, then click with the mouse at the end of the selection.

After selecting text:

• use the Edit menu to Copy or Cut the selection
• place the cursor where you want to move the selection
• use the Edit menu to Paste the selection
• OR use keyboard shortcuts (as shown in Menu)
  CTRL key + C  for copy;  CTRL + X  for cut;  CTRL + V  for paste

You may copy and paste from one section of a document to another section, from one document to another document, and often from a file in one program to another, such as Excel to Word.

  Undo a mistake

When you've made a mistake, a very helpful command to know is under the Edit menu. Undo will erase the last action you performed, the last change you made to the document you're working on. You may also use the undo button on the formatting toolbar, usually displayed  under the menu bar. Clicking the down arrow next to this button will allow you to undo several actions. Use the redo button (next to the undo) to reverse your actions.

Formatting text 

To change font, size, style (bold, italic, underline):

• Have the cursor in the paragraph you want to change (or highlight to select all the words or paragraphs you want to change).
• Under the Format menu, select font
• Choose the font and size (for papers, Courier, 12 point) or select bold, italic, or underline.
• Click OK to close the dialog box
• This may also be done through the boxes on the formatting toolbar.
• Or use keyboard shortcuts after selecting text to change. Hold control key while striking another key:
  Bold - CTRL + B
  Italic - CTRL + I
  Underline - CTRL + U

Formatting paragraphs

To change paragraph alignment (left, centered, right, justified):
Find the Paragraph dialog box under the Format menu:

1. Have the cursor in the paragraph you want to change (or select several paragraphs).
2. Under the Format menu select Paragraph.
3. In the dialog box (pictured below) click the down triangle next to Alignment.
4. Select left, centered, right, or justified.
5. Click OK at the bottom of the dialog box.

Use the paragraph dialog box (Format Menu>Paragraph) to create double spacing between lines and indented first lines.

• To create indented first line: follow steps 1 and 2 above.
  • Make sure the "Indents and Spacing" tab is selected.
  • In the dialog box, click the down arrow next to spacing for selections.
  • Click OK or strike the enter key.
     
• Change line spacing in the same paragraph dialog box.
  • Make sure the "Indents and Spacing" tab is selected
  • Click the down arrow under Special in the Indentation section.
  • Select "first line" and click OK or strike the enter key.

You may also change line spacing in a paragraph with the keyboard shortcuts listed.  Save the file before selecting the text and after making the change. (On Macs use the Apple key, not the Control key.)

• First Ctrl + A to select all text
• Next Ctrl + 2 to double space 
• or Ctrl + 5 for 1 1/2 spaces
• or Ctrl +1 to return to single space

Saving your work

The first time you save your file you need to pay attention to three things:

location name file type or format

When you select save under the File menu in your word processor, the dialog box allows you to choose the appropriate location to save your file; usually you select your hard drive (C in Windows) or your diskette or floppy disk (drive A in Windows). In college labs you need to save to your floppy disk. You also need to name your file. (The program will use the name of the first words you've typed if you don't create a name.) Choose a simple name that will allow you to easily remember what the file contains.

Save in Rich Text Format if you have to use another computer to print or edit the document. See Save As dialog box.

Spell check feature (under Tools menu)

This feature is helpful but not always reliable. You can locate and correct many spelling and typing errors but you are likely to miss many if you don't proofread a printed copy of your work.
Activity: To test the program's accuracy, copy and paste this poem to a Word window and run the spell check.

Spellbound

I have a spelling checker,
It came with my PC.
It plainly marks four my revue
Mistakes I cannot sea.
I've run this poem threw it
I'm sure your please too no,
Its letter perfect in it's weigh,
My checker tolled me sew.

How many errors do you find?

Printing a document and exiting

Under the File menu, select Print Preview to check the layout and number of pages. Under the File menu again, select Print to open a dialog box and click OK if settings are correct. Wait about 3 minutes for document to print and ask for help if it's not done in that time. Do not give a second command to print.

If you need to make changes before printing, you may use the "Close" button to close the print preview window and return to the normal view of the document for editing. Save changes before exiting the program.

Use the Exit command under the File menu or the X button in the top right corner to end the program.

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