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Microsoft Word Basic Instructions, Lecture notes of Printing

The University of Texas at AustinPrinting

The Ribbon contains multiple tabs located near the top of the Word window. The tabs you will use for simple Word documents are File, Home, Insert, Layout, ...

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2022/2023

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Microsoft Word
Basic Instructions
THE WORD INTERFACE
• Click on the “window” icon at the bottom left corner of your screen.
• Open the Word box located in the top row. A new screen will appear.
• From here, you will be able to create a new document, choose a template, or access
your saved documents.
• The Open Other Documents folder at the bottom of the list lets you select
documents that were saved on a flash drive or another drive.
• Locate Blank document and click on that to access the Word interface. The blank
document is automatically named Document1 - Word. You will know how to
rename it after you have read through this handout.
THE RIBBON
Word uses a tabbed Ribbon system instead of traditional menus.
• The Ribbon contains multiple tabs located near the top of the Word window. The
tabs you will use for simple Word documents are File, Home, Insert, Layout, and
Review. Home is used more than the others.
• Review will only be used to check Spelling & Grammar.
• Each tab contains several groups of related commands.
MICROSOFT WORD
BASIC INSTRUCTIONS
for
CREATING A DOCUMENT
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Microsoft Word

Basic Instructions

THE WORD INTERFACE

  • Click on the “window” icon at the bottom left corner of your screen.
  • Open the Word box located in the top row. A new screen will appear.
  • From here, you will be able to create a new document , choose a template , or access your saved documents.
  • The Open Other Documents folder at the bottom of the list lets you select documents that were saved on a flash drive or another drive.
  • Locate Blank document and click on that to access the Word interface. The blank document is automatically named Document 1 - Word. You will know how to rename it after you have read through this handout. THE RIBBON Word uses a tabbed Ribbon system instead of traditional menus.
  • The Ribbon contains multiple tabs located near the top of the Word window. The tabs you will use for simple Word documents are File, Home, Insert, Layout, and Review. Home is used more than the others.
  • Review will only be used to check Spelling & Grammar.
  • Each tab contains several groups of related commands.

MICROSOFT WORD

BASIC INSTRUCTIONS

for

CREATING A DOCUMENT

Groups within the Ribbon have a small arrow in the bottom-right corner that give more options. For example, the arrow in the Font Group will allow you to set up your font style and font size for the entire document. [ Otherwise, if you select a font to use somewhere within your document, it will still revert back to the default font of Calibri Light, 1 1 pt. ]

  • Select your font style and size.
  • Left click the arrow button in the lower right corner of the Font Group as seen in the first diagram below.
  • A small window appears, as seen in the second diagram.
  • Click on the Set As Default button in the lower left corner.
  • A small window appears. Indicate apply to this document only.
  • Refer to the diagram shown below.
  • If you want Color Background to Text (like you see here in yellow), click on the drop-down menu and select a color.
  • Then Highlight your text.
  • To remove the colored background, Highlight the text.
  • Click on the drop-down menu, and click on the No Color box. TEXT ALLIGNMENT By default, Word aligns text to the left margin in new documents.
  • From the Home tab, select one of the four alignment options from the Paragraph Group.
  • Align Left , Align Center , Align Right , and Justify are on the second row.
  • The diagram below also shows the Bullets Command highlighted in gray above the row of alignment options. This was clicked on at the beginning of this handout, and the “black dot” was selected from available symbols. This must be done at the beginning of each paragraph and continues each time you hit Enter. Backspace to clear the next Bullet if you do not want it there.

BACKSTAGE VIEW Refer to the four diagrams located at the end of this section.

  • To access Backstage view , click the File tab on the Ribbon.
  • The Backstage view lists various options on the next screen.
  • The Back Arrow located at the top of the menu takes you back to your document.
  • Click on the New button to create a new document.
  • Click on the Save As button to name your new document for the first time, or after you edit it or if you want to rename it. The following screen (seen on the third display) shows places where you can save a document. This PC lets you save to Documents on your computer. However, if you want to save it on your flash drive, click on the Browse option. Insert the flash drive in one of the computer’s ports. The fourth display shows the drop-down menu where you can click on USB Drive (E:) Then name your document.
  • Click on the Open button to open a document that you have already saved.
  • Later, after you have opened and edited your document, click on the Save button.
  • The Print button provides options for printing.

THE RULER The Ruler is located at the top, and to the left of your document. It makes it easier to adjust your document with precision. You can Hide the Ruler to create more space. To Show or Hide the Ruler:

  • Click the View tab.
  • Click the checkbox next to Ruler to show or hide the Ruler. The Layout Tab The Page Setup Group provides the icons for changing margins , page orientation , size document selection, selecting columns , and more.
  • The Orientation drop-down arrow provides Portrait (vertical) and Landscape (horizontal) options.
  • The Margins icon provides a drop-down menu showing options.
  • The Custom Margins option at the bottom of the menu give more flexibility.

The Header and Footer

  • Double click anywhere in the top or bottom margin of your document, depending on whether you need a header or a footer.
  • The Design Tab on the ribbon appears. The header or footer on the document will open, where you can type in your data.
  • When finished, click Close Header and Footer or the Esc Key. To Insert Page Numbers
  • Click on the Insert Tab.
  • Click on the Page Number icon in the Header & Footer Group.
  • The drop-down menu lists options for page number placement.

To Insert Date and Time in the Header or Footer The Insert Tab provides the icon that lets you select the Date & Time format of your choice. It is located to the far right within the Text Group box. The following screen shows the different formats available. You can check a box to update it automatically. Information for this handout has been borrowed from the following website. https://edu.gcfglobal.org/en/ This link is available at https://www.haynerlibrary.org/ and clicking on the tab to Online Resources. The Hayner Public Library District Reference Services August 2020