microsoft word 101

Microsoft®

Word 2013 Training

Microsoft Word 101

Instructor: Debbie MinnerlyPoughkeepsie Public Library District

Course goals/informationGoals

Learn about the Ribbon in Word

Learn essential tasks:

Microsoft Word 101 - PPLD - Minnerly1/16/2020 2

Create a documentFormatSavePrint

Information

Handout is yours - write notes and take it with you

Must confirm seat by one business day before each class, especially if we have a waiting list

If you will be more than 10 minutes late, please wait to take the class another time. If anyone is waiting, I start giving away seats 10 minutes into the class.

Computers are frozen - when we shut them down, they lose everything we did

We are using Microsoft Office 2013 (Word, Excel, PowerPoint, Access, Publisher) – similar to 2007, 2010, 2016 and 2019

Ask questions if something isn’t clear

This course is an overview of the program. We cover a lot of material in the two hours. Practice will be needed. Practice on your own or come to Computer labs (see last page).

What is Word?

Microsoft Word is a word processor, part of the

Microsoft Office suite.

A word processor allows you to create, edit and print

documents including letters, memos, faxes, manuals

(user guides), blogs, newsletters, etc.

Word processors make it easy to change text after it’s

typed, including moving text to new locations, removing

text and inserting new text.

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Microsoft Office suite is a set of inter-related applications (programs) that share many common features and tools.

Starting Word1. Click on the Start button

2. Click on Microsoft Office 2013 folder

3. Click on Word 2013 (under the Microsoft Office folder)

4. Click Blank documentYou are now in a new blank document (Document1)

Or, you can click the Start button and begin typing what you are looking for. Type only what’s needed and look at the results. When you see Word 2013 app selected, press Enter, or click on it.


Go to File/New then

click Blank document

Creating a New Document within Word

Word 2013 screen


Ribbon

Window controls and HelpQuick Access Toolbar

Status Bar

Scroll Bar – will display as needed

Rulers – covered in Word 102

View options and Zoom control

Word 2013 Ribbon


The ribbon has tabs going along the top of the screen – the default tab is Home (the tab that displays when you start Word) Note: Ribbon basics are similar from Office 2007 through Office 2019.

File – managing files (Backstage View)

Home – common tools

Insert – insert objects

Design –adjust the look of the entire document (New in Word 2013)

Page Layout – printing

References – Table of contents, footnotes

Mailings – Mail merge

Review - spelling, grammar, sharing

View - how documents appear on screen (does not affect printing)

Basic Editing


Write first, format later – type most of the text before doing any formatting (formatting means changing the appearance of the text: changing the font, making the text larger, or adding bold, italics, centering, etc.)

While you are typing, Word automatically wraps text to the next line as needed.Press Enter only to start a new paragraph. Start a new paragraph for a new thought.

Word automatically capitalizes the first letter at the left margin. It will also capitalize the first letter in a sentence.

To delete characters to the left of the blinking insertion point:

Press the Backspace key on the keyboard

To delete characters to the right of the blinking insertion point:

Press the Delete key on the keyboard (may show as Del on the key)

Non-printing characters:Turning on the non-printing characters can help you find and remove extra spaces, paragraph marks (shows where

Enter was pressed) or unwanted page breaks(the Show/Hide button is on the Home tab in the Paragraph group)

Show/Hide button

Saving in Word 2013Office 2013 shows a Backstage View screen before the dialog box for Save As


SAVE AS

Saving Be sure to save your work as you type.

There is a Save button in the Quick Access Toolbar – click it often. Or, Ctrl+S on the keyboard. Or, File/Save.

The first time you save a document (Document1, etc.) you will go to the Save As dialog box where you will type the name of the file. Use any combination of letters, numbers, spaces and special characters.

While in Save As, be sure to note the location of the document so you can find it later – unless you choose, it usually defaults to Documents or My Documents.


Saving in Word 97-2003 format: Word 2003 and previous versions cannot open Word 2013 documents. When you choose Save As, you can specify that the document be saved as a Word 97-2003 Document so you can open the document in older versions of Word. Note: Word 2007 through 2019 use the same file type.

To Edit the document, click where you would like to make a change the mouse pointer looks like an . T.. The blinking insertion point determines where the change happens. The mouse pointer can be in that same spot or somewhere else on the screen. It’s the blinking insertion point that determines where a change occurs.

To insert (add) or remove (delete) text or spaces, click where you would like to make a change and begin typing to insert something or press delete (or backspace) to remove something. The text that follows adjusts based on the changes you make.

To replace text, select it, then begin typing the replacement . As soon as you type the first letter of the replacement, the selected text is deleted. Note: You can press Delete or Backspace on the keyboard before typing the replacement, but it is not necessary.

Undo can help when you accidentally click something and a change occurred that you don’t want. You can also use Undo if you change your mind about something you’ve added or deleted.

To Undo, click the Undo button in the Quick Access Toolbar (or use Ctrl+Z)

Redo lets you redo if you Undid something you need (if there is nothing to Redo, that button shows as Repeat)

To Redo, click the Redo button in the Quick Access Toolbar (or use Ctrl+Y)


Editing, Replacing Text and Undo/Redo

Undo Redo

Spelling and Grammar


As you type, Word underlines with a color anything that it doesn’t recognize or that is an actual error.

Wavy underline colors in Word 2013:

Red – potential spelling error or double word

Blue – incorrect word usage, extra space between words or formatting inconsistencies

Right-click a word (or group of words) that Word underlines with a color to see what choices are available.

Suggested replacements are at the top, followed by other options. Make a choice from the list – you have the option to ignore or even add something to the dictionary if it’s commonly used (such as your name). The dictionary is shared by all of the Microsoft Office programs.

Choices when right-clicking Adriance:

Selecting text in a document Before you can work with text, you need to select it (selected text has a grey background).

To select one word, double-click it.

To select one paragraph, triple-click anywhere in the paragraph.

To select the entire document, click Select in the Editing group, then Select All (or, you can press Ctrl+A on the keyboard).

To de-select, click once anywhere in the text – you must hold the mouse steady when doing this or it will select something (even a space can be selected). You should see a blinking insertion point after de-selecting.Note: if you see a grey background behind any text, something is selected.


Select using the area to the left of the text in the margin – when the mouse arrow points to the right, you are ready to use this special feature (in Microsoft Office only):

One click selects a lineTwo clicks selects a paragraphThree clicks selects the entire document

Arrow in margin area –one click selects a line of text (as shown here)

Formatting text (Font group)Write first, format later

1. Select the text to format

2. Choose formatting options from the Ribbon (Font group)


Note – to access more formatting choices, click the arrow in the bottom-right of the Font group to open the Font dialog box.

The Font Dialog box displays selected text in the Preview box so you can see how changes will affect your text.

Font Dialog box has some options that are not in the Font group on the Ribbon (Underline color, Double strikethrough, Small caps)

Changing fonts in documents


1. Select the text

2. Click the arrow to the right of the current Font name (Font group on the Home tab) – default Font is Calibri (Body). This drops down the Font box with choices in alphabetical order.

3. Begin typing the name of the font. If it is showing in the box where you are typing, you can press Enter. If not, you can click it in the list (may need to scroll).Or, scroll through the list to view all of the available fonts.

To change the font size, click the arrow to the right of current Font Size and choose (or type) a size.

Note: Keep the text selected if you would like to make other changes.

Live preview: As you move your mouse through font names or font sizes, you will see a live preview of how the text will be affected if you click. If you accidentally click something, you can change it to another Font or size or just Undo.The Font box may cover some/all of your text, hiding the preview.

Font name and size

(Home tab)

Moving around in a document

Arrow keys move one line or character at a time in the direction on the key(some arrow keys have numbers on them – to use those, NumLock must be off)

Ctrl+Home moves to the beginning of the document

Ctrl+End moves to the end of the document

Use the scroll bar to move up or down in the document – single arrow up or down moves one line at a time. Click above or below the scroll box to move one screen at a time. Drag the scroll box up or down. Note – scrolling does not move the insertion point – you’ll need to click somewhere on the page to place the insertion point.


Blinking Insertion Point (also known as the cursor): Shows where text will appear when you type.

Click with the mouse to move the insertion point to a particular spot in the document, or use the arrow keys on the keyboard to move the insertion point.

Other keys :Page Down moves down one screen at a timePage Up moves up one screen at a timeHome moves to the beginning of a lineEnd moves to the end of a line

Printing/Print Preview1. Go to File/Print

2. Print Preview on the right side shows how your document will appear printed (you can zoom in or out and move to other pages in your document). Number of pages to be printed is displayed below the preview.

If you decide to make changes, you’ll need to go back to the document – click the back arrow to return to the document.

3. Be sure to click the Print button if you want to print it.


Inserting a picture1. Click where you would like to place the picture – if you need to make a new line to insert

a picture, click at the end of a paragraph and press Enter to create the empty line.

2. Click the Insert tab, then Pictures (Illustrations group). Locate the picture, then click it to select it and Insert to bring it into the document.

Formatting paragraphs (Paragraph group)Write first, format later

1. Click anywhere in the paragraph to format

2. Choose formatting options from the Ribbon (Paragraph

group)


Note – to access more formatting choices, click the arrow in the bottom-right of the Paragraph group to open the Paragraph dialog box.

You can also apply styles to paragraphs from the Styles group

Closing/Opening a document


File/CloseIf changes were

made since you

last saved, you

will be

prompted to

save the

document.

File/ Open

Finding text


To find text in a document: On the Home tab in the Editing group, click Find

Type the text you would like to find in the box on the left side of the screen

(Navigation pane – Search Document) – snippets of text surrounding the

matches will be displayed below the search and all matches will be

highlighted in the document as you scroll through it

Getting Help in Office

Click the question mark at

the top-right of the screen

to open Word Help:


For more Help:Go to www.google.com (www. is optional) and type in some details about what you’re trying to do or the exact words of an error message to see what help is available.

For help with adding a page break: 1. Type page break in the search box, then

press Enter (or click the Search button)2. Click an article title to see more

information3. Click the back arrow to return to the list

Resources

Books

Microsoft Word 2013 Step by Step by Joyce Cox, Joan

Lambert

Word 2013 and 2010 for seniors : learn step by step how

to work with Microsoft Word by Studio Visual Steps Staff

Office 2013 simplified by Elaine Marmel

Office 2013 All-In-One For Dummies by Peter Weverka

Word 2013 For Dummies by Dan Gookin

Microsoft Word 101 - PPLD - Minnerly

All books on this list are available in the Mid-Hudson Library system

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Resources


Websites

Goodwill Community Foundation – Word 2013:

http://www.gcflearnfree.org/word2013

Create your first Word 2013 document:

https://support.office.com/en-us/article/Create-your-first-

Word-2013-document-abfe7d91-98e5-422f-9033-

6df5f5998b0a

youtube.com – search for “word 2013 tutorial for beginners”

to find videos

http://www.gcflearnfree.org/word2013

https://support.office.com/en-us/article/Create-your-first-Word-2013-document-abfe7d91-98e5-422f-9033-6df5f5998b0a

http://www.youtube.com/

Contact Information and Computer LabsDebbie Minnerly, Technology Instructor

Poughkeepsie Public Library District

Email – [email protected]

Phone – 845-485-3445 x3380

This class is brought to you by

Poughkeepsie Public Library’s Public Computer Center (PCC)


Computer Labs: Mondays thru Fridays 11:00-1:00 (Adriance – Marcotte Computer

Lab), Tuesday evenings 6:00-8:00 (Adriance – Marcotte Computer Lab), Thursdays 1:00-3:00 (Boardman Road Library – Teen Area).

Drop in to Computer Lab for just a few minutes or the whole 2 hours to practice skills learned in this class, work on your resume, search and apply for jobs, create or manage email accounts, learn basic computer skills, file for unemployment, etc.

Any changes will be noted in the Online Calendar, or call the library at 845-485-3445