The Word Workspace
Component
Function of Component
Menu Bar
Has the following menus: File,Edit, View, Insert, Format, Tools, Table, Window
and Help
Standard
Toolbar
Has shortcut icons to common menu items
Formatting
Tool Bar
Has menus for style, font, and font size; icons for bold, italic, and underline; icons
for alignment; number and bullet list icons; justification icons, highlight icon, and
font color icons
Ruler
Assists with setting tabs, paragraph alignment, and other formats.
Status Bar
Displays page number, section number, total number of pages, and pointer
position on page
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Opening a Document
1. Select Open... from the File menu.
2. Navigate to the desired file, click on the
filename and then on the Open button.
Saving a Document
When wish to save a document, you can either choose the Save or Save as… command from the
File menu.
What are the differences between the two?
Use Save if you are saving a document for the first time, or if you are saving an existing document.
The newly saved file writes over the older saved file.
Use Save as… when you want to save a copy of the current document with a different name or in
a different location (like to a floppy if the original document is on the H drive).
Entering Text
To enter text, just start typing. Text is placed on the document at the insertion point. If you make a
mistake, just use the Delete key to erase the mistake.
You can insert text anywhere in the document, just click the mouse in the desired location to
move the insertion point. If there is existing text around the insertion point, it will move to
accommodate the new text.
Deleting Text
You can either use the Backspace key, or the Delete key on your keyboard to remove unwanted
text. Using the Backspace key deletes one character to the left of the insertion point, and the
Delete key deletes one character to the right of the insertion point.
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Selecting Text
To delete, replace, copy, move, or format text, you need to select it.
To select text you can hold down the mouse button and drag the cursor across the text.
You can also:
…select a word by double-clicking it.
…select a sentence by holding the ctrl key and clicking anywhere in the sentence.
…select a paragraph by clicking three times anywhere in the paragraph.
…select a block of text by clicking at one end of the block and shift-clicking key at the other end
…select the entire document by pressing the ctrl key and the A key at the same time
Cut, Copy, and Paste
Moving or duplicating selected text is easy using the Cut, Copy and Paste commands from the
Edit menu.
Cut – Removes the selected text and places on an “invisible” clipboard.
Copy – Leaves the selected text as is, but places a copy on the clipboard.
Paste - Inserts the contents from the clipboard at the insertion point. Existing text moves to
accommodate pasted text. If text is selected, it is replaced by the pasted text.
Checking Spelling
To check the spelling in entire document, move the insertion point to the top of the document
before you starting the spell checker.
To run spell checker, select Spelling and Grammar from the Tools menu. Word will begin to
check for misspellings. If an unknown word is found, the checker pauses, displays the word, and if
possible, suggests alternatives.
You have several choices at this point described in the table below. If the word is spelled correctly,
you can have Word ignore it or add it to a custom dictionary. If the word not spelled correctly, you
can have Word replace it with one of its suggestions or with a spelling you supply in the Change
To: box.
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Numbering Pages With the Header and Footer
A header is text that appears within the top margin on each page. You would usually place your
name or other information that you may want included on all pages in a header. The footer
appears in the bottom margin and is normally used for page numbers.
To create a header (or footer) in a document, select View from the menu bar, then Header and
Footer. Type the header or footer text in the header or footer window. Click on the Header and
Footer tool bar buttons (this tool bar should appear on the screen when inserting a header/footer)
to insert a page number, the current date, the time, and to switch between the Header and Footer
template.
Printing
Select Print Preview from the File menu to view your document’s print appearance prior to
printing.
Select File, then Print to print your document.
Graphics
Inserting a Graphic
To insert a graphic from clip art:
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2.
3.
4.
Choose Insert, Picture, Clip Art.
The Clip Art window opens to the right.
In the box under Search text: type a word or two that names the picture you are looking for
Click the clip to insert it into the document at the insertion point.
Wrapping Text Around a Graphic
By default text does not wrap around a graphic. To get text to wrap around a graphic, do the
following:
1. Double-click on the graphic to open the Format Picture window.
2. Select the Layout tab.
3. Choose the style of wrap that you want to use, then click OK.
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Resizing a Picture
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•
Select the inserted picture by clicking once on it.
Drag one of the corners outward to increase the size of the graphic, or inward to decrease
the size of the graphic.
Inserting WordArt
1.
2.
3.
4.
5.
To insert Word Art, choose Insert from the menu bar, then Picture, then WordArt.
Click a WordArt style, then click OK.
The Edit WordArt box opens.
Type the text you want, then choose a font, size and style (bold or italic).
Click OK to close the Edit WordArt box.
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Tables
To insert a table, select Table from the menu bar, then Insert Table.
Enter the number of columns and rows desired, then click OK.
The table is placed in the document at the insertion point, and the
cursor is in the first cell in the table.
Use the tab key to move forward to the next cell and hold the shift
key while clicking the tab key to move back to the previous cell.
You can also create a table using the Table button in the standard tool bar.
Click the button, then the table button selection box pops down. Drag the mouse over the area to
select the number of rows and columns that you want. After you have selected the rows and
columns, release the mouse button. A table with the number of cells you have specified is inserted
in your document.
Inserting Columns and Rows
You can insert rows of columns before or after an occupied row or column. Click Table in the
menu bar, then Insert. From there you can choose Column to the Left, Column to the Right,
Row Above, or Row Below.
Deleting Tables, Columns and Rows
To delete a column or row, select the column, row or table, then click Table from the menu bar.
Choose Delete, then Column, Row or Table.
Adding Borders
The table gridlines around each cell do not print unless you select a border style. To add printed
lines or borders to a table, first you need to select the table. Click Format on the menu bar, then
click Borders and Shading. You can choose from a variety of border styles, widths, and colors.
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