Chapter Three

Microsoft
Word 2013
 OVERVIEW
Part 1
Microsoft Word 2013 Basic Features

Part 2
More Basic Features

Part 3
Formatting paragraphs
 Part 1

Microsoft Word 2013 Basic

Features
Parts of MS Word 2013
Environment
 The File Menu Tab
In the upper-left corner of the Word 2013 window is the File
Menu Tab.

When you click the button, a menu like

this appears.

You can use the menu to:

• create a new file
• open an existing file
• save a file
• print a document
• and perform many other tasks
 The Quick Access Toolbar

• Next to the File Menu Tab is the Quick Access toolbar.

• The Quick Access toolbar provides you with access to commands
you frequently use.

• By default Save, Undo, and Redo appear on the Quick Access

toolbar.
• You can use Save to save your file,
Undo to rollback an action you have taken,
and Redo to reapply an action you have rolled back.
 Starting Microsoft Office Word 2013

1. Go to Start Button
2. Go to All Programs in the Start Menu
3. Select Microsoft Office
4. 4. Click Microsoft Office Word 2013
 Creating a New (Blank)
Word Document
To create a new blank document:
• Select the File tab
• Select New, then click Blank document.
 Adding Text in the Document

• To type/enter text or any character on your

document page, you just type the line(s) of text,
characters, sentences or paragraphs.
• Pressing the Enter Key will move the Insertion
Point to the next line in your created page.
• Pressing the Tab Key will move the Insertion
Point to a certain distance set as Tab setting.
• It is also used to give Indents to paragraphs.
 Controlling the Cursor

The text will appear where the blinking cursor is located.

Move the cursor by using the arrow buttons on the
keyboard or positioning the mouse and clicking the left
button. The keyboard shortcuts listed below are also helpful
when moving through the text of a document:
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document
CTRL+HOME
End of the document CTRL+END
 Selecting Text
• To change any attributes of text it must be highlighted first. Select
the text by dragging the mouse over the desired text while keeping
the left mouse button depressed, or hold down the SHIFT key on
the keyboard while using the arrow buttons to highlight the text. The
following table contains shortcuts for selecting a portion of the text:
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or lines drag the mouse over the words,
or hold down SHIFT while using
the arrow keys
Entire document choose Home| Select | Select
All from the Ribbon, or
press CTRL+A
 Formatting
Change Font Typeface and Size
 To change the font type face:
 Select the text you want to modify
 On the Home tab, click the drop-down arrow next to
the Font box.
 Then select the font
style you want to use.
 Formatting…
• To change the font size:
 Click the arrow next to the
font size and choose the
appropriate size, or click the
increase or decrease font size
buttons.
 Using the keyboard: Ctrl + }
to increase, Ctrl + { to decrease
 Font Styles and Effects
• Font styles are predefined formatting options that are used to
emphasize text. They include: Bold, Italic, and Underline. To add
these to text:
 Select the text
 On the Home tab, click the
Bold (B), Italic (I), or Underline
(U) command in the Font group.
In our example, we'll click Bold.

 Right-click.
 The Mini toolbar appears.
 Click the Bold button
 on the word you wish to bold.
 Font Styles and Effects …

• Press Ctrl + b (hold down the Ctrl key while pressing b).

Note: To remove the Bold, press Ctrl + b again. You can

also remove formatting by pressing Ctrl + spacebar.

• The same method applies for underline and italicizing but keys
involved will be Ctrl + u (underline) Ctrl + i (italic).

Bold

Underline
Italic
 Change Text Color
To change the text color:
• Select the text you want to modify.
• On the Home tab, click the Font Color drop-down arrow.
• Then select the font color you want to use.
 Cut, Copy and Paste
• Cut command removes the selected text and places it
on the clipboard.
– Alternatively, you may press Ctrl + x.
• Copy command places a duplicate of the selected text
on the clipboard.
– Alternatively, you may press Ctrl + c.
Paste command puts the contents of the clipboard into the
document.
– Alternatively, you may press Ctrl + v.

Cut
Paste

Copy
 Undo/Redo Actions

To Undo Your Most Recent Action

• Click the Undo button on the Standard Toolbar.
• In keyboard shortcut (Ctrl + Z)
To Cancel Your Most Recent Undo
• Click on the Redo button on the Standard Toolbar.
• In keyboard shortcut (Ctrl + Y)

Undo Redo
Change Paragraph Alignment
• Click the Home Tab
• Choose the appropriate button for alignment on the Paragraph
Group.
 Align Left: the text is aligned with your left margin
 Center: The text is centered within your margins
 Align Right: Aligns text with the right margin
 Justify: Aligns text to both the left and right margins.
 Save a File and Close Word

• To Save Your Work for the First Time /or under a New Name
1. To save your new document, click the File Menu Tab.
2. Then click Save. A box will pop up that allows you to name your
document and choose where it is saved on your computer. Click the
Save button in this box to save your document.
• Saving your Work after the First Time
• Click on the disk icon in the Quick Access Toolbar in the upper-left corner of
the window. OR, hold down the CTRL key and press the S
key on your keyboard to save.
 Part 2

More Basic Features

 Objectives

• You should be able to do the following:

– Open a File
– Deleting Blocks of Text
– Search and Replace Text
– Checking Spelling and Grammar
– Change Line Spacing
– And more …
 Open a File
Opening a Saved Document
• To open a word document that is saved on your computer, open Word and
then follow the steps below:
 Navigate to Backstage view, then click Open.
 Select Computer, then click Browse.

 The Open dialog box appears. Locate and select your document, then
click Open.
 Deleting Blocks of Text

• Use the BACKSPACE and DELETE keys on the keyboard to delete

text. Backspace will delete text to the left of the cursor and Delete
will erase text to the right. To delete a large selection of text,
highlight it using any of the methods outlined above and press the
DELETE key.
 Search and Replace Text

• To find a particular word or phrase in a document:

• Click Find on the Editing Group on the Ribbon.
• Then enter the word you need to search.
• And finally click Find Next.
• To find and replace a word or
phrase in the document,
click Replace on the Editing
Group of the Ribbon.
 Checking Spelling and Grammar

• Word checks your spelling and grammar as you type.

• Spelling errors display with a red wavy line under the word.
• Grammar errors display with a green wavy line under the error.
• In Word 2013, you can use the Review tab's Spelling & Grammar
button to initiate a spell and grammar check of your document.
• To check spelling and grammar
1. Select Review tab
2. Then click spelling and grammar

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Checking Spelling and Grammar…
 Change Line Spacing
You should be able to do the following:
1.Place your cursor anywhere in the first paragraph of the sample text you
working on.
2.Choose the Home tab.
3.Click the Line Spacing button
in the Paragraph group.
A menu of options appears.
1.Click 2.0 to double-space 1
the paragraph. 2

3
 Set the Orientation
• Before you print your document, you may want to
change the orientation of your pages.
• There are two orientations you can use portrait and
landscape.
 Set the Margins
• Margins define the amount of white
space that appears at the top, bottom,
left, and right edges of your document.

• The Margin option in the Page Setup

group of the Page Layout tab provides
several standard margin sizes from which
you can choose.
 Add Page Numbers
• Page numbers help you keep your document organized and enable
readers to find information quickly.
• You can add page numbers to the top, bottom, or margins of your
pages, and you can choose where the numbers appear.
• For example, numbers can appear at the top of the page, on the left,
right, or center of the page.
• Word also offers several number styles from which you can
choose.
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 Insert and Resize Pictures
To insert a picture:
1. In the main menu, select Insert.
2. In the Insert menu, click on Picture.
3. A new window will open. Select the picture file.
4. Click Insert.

Resize pictures:
1. Select the picture.
2. A new format menu will appear.
3. Go to the Size section of the Format menu.
4. Adjust the size of the picture in the document.
 Insert a Table in word 2013
 Click the Insert tab and click on the [Table] button - a table
grid and other options appear:
 Highlight the number of row and columns
 Then release the mouse.
• Click Insert Table and enter
the number of rows and columns:
 Position the Insertion Point where the
table is required - here, at the very end
 Click on the [Table] button (on the
Insert tab) and choose Insert Table...
 The Insert Table dialog box appears –
under size, enter the Number of
columns: and Number of rows:
 Insert Symbols, Special
characters and Equations

Insert Equations
To insert equations:
To insert Symbols Place the cursor in the
To insert symbols and document where you want
Special Characters
special characters: they equation to appear.
Special characters are Place your cursor in the Click insert tab on the
punctuation, spacing, or document where you want Ribbon.
typographical characters the symbol Click the Equation
that are not generally Click the Insert Tab on button.
available on the standard the Ribbon
keyboard. Click the Symbol button
on the Symbols Group
Choose the appropriate
symbol.
 Graphics
• Inserting Shapes:
 Move to the Insert tab and, in the
Illustrations group, click on [Shapes]
– a drop-down list appears, as shown
right:
 Then select the shape and draw.
 Graphics…

• Inserting Smart Art graphics

 Move to the Insert tab then click on the
 [SmartArt] icon in the Illustrations
group –
 the following window appears:
 Track, accept and reject changes
made in documents
Activate Tracking:
• 1. In the main menu select Review.
• 2. In the Review menu, click on Track Changes.
• 3. Track Changes is active now.
• a. Changes in the document will appear in red and a description
will be provided on a sidebar.
Reject or Accept Changes:
• 1. In the main menu select Review.
• 2. In the Review menu, select accept or reject.
• a. By default the system will accept / reject on click on go to the next
item.
 Add Comments to a Document

To add new comments:

• 1. In the main menu select Review.
• 2. Place the cursor where the comment will be located.
• 3. In the Review menu, select New Comment.
• a. A red balloon will appear on a side menu.
• 4. Type the new comment.
 Protect Documents
To protect documents:
1. In the main menu select Review.
2. In the Review menu, select Protect Document.
3. In the drop down menu, select Restrict Formatting and Editing.
4. A new side menu will appear.
5. In Editing restrictions, select “Allow only this type of editing in the
document:”
6. In the drop down menu select
No Changes (Read Only)
7. Click on “Yes, Start Enforcing Protection.”
8. A new window will open.
9. Type the new password.
10. Click OK.
 Header and Footer

To insert Header and Footer information:

• Click the Insert Tab on the Ribbon
• Click Header or Footer
• Choose a style

• The Header/Footer Design Tab will display on the Ribbon

• Enter the information that you would like to have in the header or
footer (date, time, page numbers, etc.) or type in the information you
would like to have in the header or footer
 Work with Different Headers

To have a different header in odd and even pages:

• 1. Double click on the existing header.
• 2. A new “design” menu will appear.
• 3. Select the option “Different Odd & Even Pages”
• 4. Type or create the new header.
• 5. Click on Close Header and Footer.

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 Work with Different Headers …

To have a different header in first page:

1. Double click on the existing header.
2. A new “design” menu will appear.
3. Select the option “Different First Page”
4. Type the new header or delete the existing header.
5. Click on Close Header and Footer.

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 How to create a table
of content in word
• We’ll use Word 2010 to show you how to create a table of contents, but you
can use the exact same method in Word 2007 or Word 2013:

Step1 Step2 Step3

Apply Heading Styles Insert the TOC:

Once you’ve applied Update as Needed:
To apply a heading style, heading styles Navigate If you edit or add to
select the text you want
to the your document, Just
References tab on the select the table of
to format, then choose Ribbon, then click the
the desired heading in contents, click Update
Table of Contents
the Styles group on Table, and then
command. Select a
the Home tab. built-in table from the
choose Update Entire
menu that appears. Table in the dialog box
that appears.
.