MS Word Interface, Document Creation, Editing and Formatting for JSS 1

MS Word

Performance Objectives

By the end of the lesson, students should be able to:

1. create MS Word document;
2. edit MS Word document;
3. format MS Word document;
4. insert table into MS Word document.

Introduction to MS Word

Microsoft Word, commonly referred to as MS Word, is a word processing software application used for creating, editing, formatting, saving and printing text-based documents.

Word processing software allows users to type letters, write essays, design posters and prepare reports on a computer. Unlike a manual typewriter, MS Word makes it easy to correct mistakes, change the appearance of text and add tables or images before printing the final document.

The User Interface of MS Word

The user interface refers to the visual layout and on-screen elements that allow a user to interact with the software application.

When MS Word is opened, a blank document window appears. This window contains several tools and areas designed to help users perform tasks efficiently.

The main components of the MS Word user interface include:

1. Title Bar: This is located at the very top of the window. It displays the name of the active document and the name of the software application. It also contains the window control buttons (Minimize, Maximize/Restore and Close) on the far right.
2. Quick Access Toolbar: Located on the top-left corner, this toolbar contains shortcuts to frequently used commands such as Save, Undo and Redo.
3. Ribbon: This is the wide band located below the Title Bar. It contains tabs (such as Home, Insert, Page Layout and View). Each tab is divided into groups of related commands.
4. Document Workspace: This is the large white area in the center of the screen that resembles a sheet of paper. It is the area where text is typed and edited.
5. Insertion Point (Cursor): This is the blinking vertical line in the document workspace that indicates where the next typed character will appear.
6. Scroll Bars: These are vertical and horizontal bars located on the right and bottom of the workspace. They are used to move the document up, down, left or right to view different parts of the page.
7. Status Bar: Located at the bottom of the window, this bar displays information about the active document, such as the current page number, total word count and language settings.
8. Zoom Control: Located on the bottom-right corner, this slider allows users to zoom in to make text larger or zoom out to see more of the page.

Creating, Saving, Closing and Opening Documents

Managing document files is a fundamental skill in digital technology. It involves starting new projects, preserving work, closing active files and retrieving saved work.

How to Create a New Document

Creating a new document provides a fresh, blank workspace for typing.

The procedure to create a new document involves the following steps:

1. Click on the File tab on the Ribbon.
2. Select New from the menu options on the left.
3. Click on Blank document from the available templates.
4. A new, empty document window will open with the default name “Document1”.

How to Save a Document

Saving preserves the document on the computer’s storage drive so that it can be accessed again in the future.

The procedure to save a new document for the first time involves the following steps:

1. Click on the File tab on the Ribbon.
2. Select Save As from the menu options.
3. Click on Browse to choose the folder or location on the computer where the file should be stored.
4. Type a descriptive name for the document in the File name box.
5. Click the Save button to complete the process.

For subsequent saves after making changes to an already saved document, click the Save icon on the Quick Access Toolbar or select Save from the File menu.

How to Close a Document

Closing a document removes it from the screen but keeps the MS Word application running.

The procedure to close an active document involves the following steps:

1. Click on the File tab on the Ribbon.
2. Select Close from the menu options.
3. If there are unsaved changes, a prompt box will appear asking whether to save the changes. Click Save to preserve changes, Don’t Save to discard them, or Cancel to return to the document.

How to Open an Existing Document

Opening retrieves a previously saved document from the computer storage and displays it in the workspace.

The procedure to open an existing document involves the following steps:

1. Click on the File tab on the Ribbon.
2. Select Open from the menu options.
3. Click on Browse to navigate to the folder where the document was saved.
4. Select the file name from the list of files.
5. Click the Open button to display the document in the workspace.

Editing MS Word Documents

Editing is the process of making changes, corrections or alterations to the text in a document.

Common editing tasks include selecting text, copying, cutting, pasting, deleting and reversing actions.

Selecting Text

Before text can be edited or formatted, it must first be selected. Selected text appears highlighted on the screen.

The methods for selecting text include:

1. Using the Mouse: Position the cursor at the beginning of the text, hold down the left mouse button, drag the pointer across the text to be selected, and release the button.
2. Selecting a Single Word: Double-click quickly on the word.
3. Selecting a Paragraph: Triple-click anywhere inside the paragraph.
4. Selecting the Entire Document: Press the Ctrl + A keys on the keyboard simultaneously.

Copying, Cutting and Pasting Text

Copying duplicates text, leaving the original text in place. Cutting removes the text from its original position. Pasting places the copied or cut text at the new cursor position.

The procedure to copy and paste text involves the following steps:

1. Select the text to be duplicated.
2. Click the Copy button in the Clipboard group on the Home tab, or press Ctrl + C on the keyboard.
3. Position the cursor at the exact location where the duplicate text should appear.
4. Click the Paste button in the Clipboard group on the Home tab, or press Ctrl + V on the keyboard.

The procedure to cut and paste text involves the following steps:

1. Select the text to be moved.
2. Click the Cut button (represented by a scissors icon) in the Clipboard group on the Home tab, or press Ctrl + X on the keyboard.
3. Position the cursor at the new location for the text.
4. Click the Paste button in the Clipboard group on the Home tab, or press Ctrl + V on the keyboard.

Deleting Text

Deleting removes unwanted characters, words or paragraphs from the document.

The methods for deleting text include:

1. Backspace Key: Pressing this key deletes characters to the left of the cursor.
2. Delete Key: Pressing this key deletes characters to the right of the cursor.
3. Deleting Blocks of Text: Select the block of text to be removed and press either the Backspace or Delete key.

Undo and Redo Actions

The Undo command reverses the last action performed, which is useful for correcting mistakes. The Redo command reverses the Undo action, restoring the original state.

The methods to use Undo and Redo include:

1. Undo: Click the Undo arrow on the Quick Access Toolbar, or press Ctrl + Z on the keyboard.
2. Redo: Click the Redo arrow on the Quick Access Toolbar, or press Ctrl + Y on the keyboard.

Formatting Documents

Formatting is the process of changing the appearance of text and layout in a document to make it more attractive, readable and organized.

Formatting does not change the actual words; it only changes how they look on the page.

Character Formatting

Character formatting changes the appearance of individual letters, numbers and symbols. Most of these tools are found in the Font group on the Home tab.

Common character formatting options include:

1. Font Style (Font Face): Changes the design of the letters. Examples include Calibri, Times New Roman and Arial.
2. Font Size: Changes how large or small the text appears. It is measured in points (e.g., 12pt, 14pt, 16pt).
3. Font Color: Changes the color of the text.
4. Bold (B): Makes the selected text thicker and darker to stand out.
5. Italic (I): Slants the selected text to the right, often used for emphasis or titles.
6. Underline (U): Draws a straight line beneath the selected text.

Paragraph Alignment

Alignment determines how text is positioned relative to the left and right margins of the page. These options are found in the Paragraph group on the Home tab.

The four main types of alignment are:

1. Align Left: Aligns all text evenly along the left margin, leaving the right edge uneven. This is the default alignment for most documents.
2. Center: Positions each line of text in the exact middle of the page, leaving both the left and right edges uneven. This is commonly used for titles and headings.
3. Align Right: Aligns all text evenly along the right margin, leaving the left edge uneven. This is often used for dates, addresses or specific document headers.
4. Justify: Aligns text evenly along both the left and right margins by adjusting the spacing between words. This gives a clean, formal look, similar to newspapers and textbooks.

Inserting Tables in MS Word

A table is a grid of cells arranged in horizontal rows and vertical columns.

Tables are used to organize, present and compare data clearly, such as school timetables, class lists or financial records.

How to Insert a Table

The procedure to insert a table into a document workspace involves the following steps:

1. Click on the Insert tab on the Ribbon.
2. Click on the Table button in the Tables group.
3. A grid of small squares will appear in a drop-down menu.
4. Move the mouse pointer over the grid to highlight the desired number of columns (horizontal squares) and rows (vertical squares). For example, highlight 3 columns and 4 rows for a 3×4 table.
5. Click the mouse button to insert the table at the cursor position in the document workspace.

Entering Data into a Table

Once a table is inserted, information can be typed directly into the individual cells.

The procedure to enter data into a table involves the following steps:

1. Click inside the cell where data needs to be entered.
2. Type the required text or numbers.
3. Press the Tab key on the keyboard to move the cursor to the next cell to the right.
4. Press the Shift + Tab keys to move the cursor back to the previous cell to the left.
5. Use the arrow keys on the keyboard to move up, down, left or right between cells.