Introduction to MS Word Workshop

After windows starts, you need to double click on the Microsoft Word  Icon. You should now be in MS Word. 

Please be aware this document is to be used as a quick introduction to MS Word.  The Patriot Bookstore on campus carries more detailed books about using MS Office and MS Word.  If you need more detailed instruction, please consider exploring the Library, the Media Center, or the Bookstore for more detailed references.

Creating a document

Start typing your document.  Once you start a paragraph, do not press enter until you have reached the end of the paragraph.  MS Word has automatic word wrap, so that if a word will not fit on a line it will be placed on the next line.  If you want double spacing, please do not press enter for the spacing.  We will discuss later how to get double spacing in the document.

Deleting/inserting text

The [Backspace] key deletes text to the left of your cursor.

The [Delete] key deletes text at the cursor position.

To insert text, move your cursor to the location to insert and type. 

To typeover text, press the [Insert] key and notice the status bar at the bottom of the screen  highlights OVR.  You can now type over the characters.  To return to insert mode, press [Insert] and the OVR will no longer be displayed. (Note: If your status bar doesn’t display at the bottom of the screen.  Choose Tools, Options, View, and make sure status bar is checked.)

Saving your document for the first time

To save your document, you can either press the Disk Icon or click on File and Save.  You will now have to choose a file name.  Click on file name box.  Type the new name and then click on OK. 

Note:  Please make sure that the drive and directory shows A:  (To change the drive click on the arrow which lists the drives.)  To change to a specific directory on the drive, click on the arrow beside the directory.

Future Reference:  Please note the file saves in the Word Format.  To save to another format click on arrow beside the format and choose the appropriate type.

Saving the document after the first  time

To save your document after the first time, press the Disk Icon or choose File and Save.  You  will not be asked for a name.   The document will be saved under the same name.  The changed document will replace the previous document.

Saving to a new name

To save to a new name choose File and Save As.  You will be prompted to enter a new name as you were for you  saving for the first time.

Blocking text

To block or highlight text, move to the beginning location to highlight with your mouse.  Click the left button and hold while dragging the mouse to the ending location.  Release the mouse button.  The text should be highlight on the screen.

You can now choose the editing you want for the block.

Underlining text

To underline new text.  Press the underline button on the ruler at the top of the screen. It looks as follows U

To underline old text, Block the text.   Press the underline button

Bold text

To bold new text,  Press the Bold button on the ruler at the top of the screen. It looks as follows B.

To bold old text, Block the text.   Press the bold button.

Moving a block of text

Block the text you want to move.  Select Edit and Cut from the menu bar.  The text will now disappear from the screen.  It is placed in the clipboard.  Move to the location to move the text.  Select Edit and Paste.  The text should now be moved.

Copying a block of text

Block the text you want to move.  Select Edit and Copy from the menu bar.  The text will not disappear from the screen.  A copy of the text  is placed in the clipboard.  Move to the location to copy the text.  Select Edit and Paste.  The text should now be copied to the new location.

Deleting a block of text

Block the text to be deleted.  Press the [Delete] key.  The text will now be deleted.

Exiting WS Word

To exit, choose File and Exit.  If the document has been changed since the last time saved, you will be prompted to save your changes before exiting.    Choose Yes to save before exiting.

Retrieving a document

Choose the File Open Icon or choose File and Open.  To choose the file to retrieve,  Double Click on the file name  you want to retrieve.  (If the file name does not show in the list., you must change the drive and/or directory to where the file is located).

Adding double spacing to your document

To use double spacing for new text being typed, choose Format and Paragraph.  Highlight  Indents and Spacing.  At the line spacing window, click on the choice arrow and select Double.  Then click OK.

To use double spacing for old text, block the text and follow the instructions above.

Adding page numbering to your document

Choose Insert and Page numbers.  Choose the position wanted.  Choose the Alignment wanted.  Choose whether to have numbers on first page.  Then Click on OK.

(To delete page numbering, choose View and Headers and Footers.  Then delete from the appropriate header or footer.)

Viewing your printed document prior to printing

Choose File and Print Preview.  This will show what your document will look likes before you print it.  After you have finished previewing your document, choose Close.

Printing your document

To print to the default printer, choose the Printer icon or choose File and Print and OK. 

To change the default printer, choose File and Print and Printer.  Highlight the correct printer and click on Set as Default Printer and click on Close.  To print with the new printer, now click on OK.

On-line Help

MS Word offers on-line help.  Click on Help and  choose the options you want.

REMEMBER TO ALWAYS SAVE YOUR DOCUMENT PERIODICALLY TO PREVENT ACCIDENTAL LOSS DUE TO A POWER FAILURE, ETC.