HOW TO OPEN MICROSOFT WORD

If you have Word 2013 or 2016, you'll see a screen like the one in the link below:

Most of the time, you'll want to click on Blank Document. Click on that now and you'll see Word
open. It will then look like the screen in the image below (Word 2010 will be very similar to this
one, as well).

In Word 2010 to 2016, you won't see the round Office button in the top left. Instead, you'll have
an extra item in the top left - the File tab.

The main area, all that white space, is the page you type on, just like a piece of paper. The area
above the white space is called the Ribbon. The Ribbon contains all the toolbars (known as Tabs)
that you can use to brighten up the plain white text on your page. The Tabs are
called: Home, Insert, PageLayout, References, Mailings, Review and View. (Word 2010 to
Word 2016 will also have a Filetab, which will be the first item.)

Click each of these in turn to see what items are on each tab. When you have finished exploring,
click back on the Home tab. The Home tab contains the items you'll use the most, like font
formatting, alignment, cut, copy and paste.
Have a look at the bottom right of your screen and locate the following area:

Word 2007

Word 20010 to Word 2016

If your screen is too small or too large, you can use the zoom slider to increase or decrease the size
of your page. Hold down your left mouse button on the slider. Keep it held down and move it to
the left to make your page smaller, and to the right to make it bigger. (You can also click the plus
and minus buttons.) The default setting is 100%, and the slider is in the middle.

Just above the slide in Word 2007r, you'll see some arrows. The two sets of double arrows allow
you to move up or down one page at a time:

Clicking the round button between the two sets of double arrows opens up a shortcut toolbar. This
one:

The items on the menu are shortcuts that allow you to browse through various areas of your
document. The double arrows then turn blue. So, for example, if you wanted to jump from image
to image in your document, you would click the Graphic item on the toolbar, which is the second
from the right on the top row in the image above. After the double arrows turn blue, you would
click one to move to the next or previous image. Sadly, Word 2013 and Word 2016 don't have
these shortcuts.

Another area worth exploring is just to the left of the zoom slider. This one:

In Word 2013 and 2016, the icons look like this, and there are only three of them:

These are various page views you can have. The first one, highlighted above, is called Print Layout,
and is the default. (Print Layout is the middle icon in Word 2013 and 2016.) Click the other four
(or two) to see what they do. To get out of Full Screen, click the Close button in the top right. To
get out of Full Screen view in Word 2013 and 2016 (called Read Mode) click the Print Layout
icon again.

YOUR FIRST LETTER

Have a look at the blank page on your screen, all that white space. The first thing to notice is the
flashing vertical line. This is called the Cursor, or the Insertion Point. Its normal behavior is to
flash on and off.

The cursor is where all the action takes place. Try touching one or two of the letter keys on your
computer keyboard and watch what happens. You should see the vertical line, the cursor, move to
the right. Your letters will appear to the left of the cursor. In other words, when you tap a letter on
your keyboard, the letter will appear where the cursor is. The cursor will move across, ready for
the next thing you type.

Before we start typing the letter below, there are three keys on your keyboard that might come in
very handy: the Backspace key, the Enter key, and the Shift key.
If you have made a spelling mistake, tap the backspace key to get rid of your unwanted characters.
You can also click the Undo icon right at the top of Word. Here's what the Undo feature looks like
Word 2007:

In Word 2010 to 2016 it will look like this:

To get a new paragraph, press the Enter key on your keyboard. You cursor will move down one
line to the start of the new paragraph.

The Shift key is held down if you want uppercase characters (capital letters). Keep the Shift key
held down then press a letter. It will then be a capital letter. You also need to hold the Shift key
down to get any of the characters on top of another key. For example, to type an ampersand
character ( & ) hold down your Shift key. Keep it held down and press the number 7 (on a UK
keyboard).

So, time for your first letter. Type the following onto your new white page. Type it in exactly as it
is, spelling mistakes included. (You don't have to make your text bold, though):

Dear Sir or Madam,

It has come to my attention that our local council has decided to close down our one and
only library. While it is true that no new books have been bought for seven years. £12.50
was recently raised in a local raffle. This is nearly enough for an entire Delia Smith! Do
you not think that your decision is a little premature?

Yours truly

Mr John

SAVING YOUR WORK

To save your work in Word 2007, click the round Office button in the top left of your screen. You
should see a menu appear:
In Word 2010, click the File tab at the top of Word:

For Word 2013 and 2016 users, click the File tab as well. Your document will disappear when you
click File and you'll see this screen:
Click on Save from the menu on the left. (The area on the right shows you information about the
your document.)

When you click Save in Word 2013 and 2016, the area on the right will change to this:
Under Save As heading in Word 2013, you'll see three options: SkyDrive, Computer, and Add a
Place. The first option is SkyDrive (though this might have changed to OneDrive). This saves it
to servers operated and controlled by Microsoft. This is very useful if you want to work on your
Excel document from other locations. For example, you may be working on a document in your
office. Saving it to SkyDrive means you'll also be able to open it when you get home from work.
When you click the SkyDrive option you'll be able to Sign In, Sign Up, or simply Learn More.
We'll be saving to the Computer, though, so click this option. Then click the Browse option.

ALL VERSIONS OF WORD

In all versions of Word, when you click the Save item (or Save then Browse) you'll see a dialogue
box appear:

There are three main areas to the Save dialogue box: Where do you want to save your document?
What do you want to call it? What type of document do you want to save it as?
We'll take the three areas in turn, starting with "Where do you want to save your document?"

The "Where" is set right at the top? The default location is in the Documents folder on your
computer. You can see where this is by clicking the arrow in the top left:

The dropdown menu is a list of locations on your computer. The image above is from Windows 7
and shows that we are in the Libraries folder. (If you have Windows Vista, you won't see a
Libraries entry. It will say Users. There will then be another one next to Users that has the user
name you used when setting up your computer. For example: Users > Kenny > Documents.)

Inside the Libraries folder is another one called Documents. We're saving it to this folder. The
larger area of the Save As dialogue box shows you the folders that are already in the Documents
folder:

You can create folders of your own to hold your work. So click the New Folder button at the top:
You should see a new yellow folder appear in the main area of the Save As dialogue box, with
some blue highlighting:

The blue highlighting means that it is ready to be typed over. Type the name My WP Projects.
Then press the enter key on your keyboard (or just click away). The folder will then be renamed:

If you get it wrong, click back onto the folder. Now click again, and you should see the same blue
highlighting. Or just right click the folder to see a new menu appear. Select Rename from the
menu.

Now that you have created a new folder, double click the folder name to move inside of it. Notice
the location area at the top:

The name of our folder has been added to the right of Documents, indicating that this new folder
is inside of the Documents folder. In other words, there is a folder called Libraries, and inside of
that another one called Documents. The folder we have created, the My WP Projects one, is
inside of the Documents folder.

FILE NAMES
We now need to come up with a name for this particular document that we're saving. If you have
a look at the bottom of the Save As dialogue box you'll see two areas: one called File Name, and
the other called Save as Type. The File Name area is where you type a name for your document.
The Save as Type means which type of document is will be. Microsoft Word documents from
2007 onwards end with the letters docx. Previously, the letters where just doc. If you sent someone
a Word document with the ending docx, somebody with version 2003 of the software would not
be able to open your file. Simply because previous Office versions don't know how to handle the
newer format. The reverse is not true, though: they could send you a file that ended with the
letters doc and you would be able to open it up in Word 2007 or Word 2010 to 20613.
Microsoft Word allows you to save documents in a wide range of different formats. Click
anywhere inside of the Save as Type area to see a list of the different formats:

The image shows that we have Word 97 - 2003 Document in the Save as Type area. The three
letter extension shows .doc. The first one on the list, however, is Word Document .docx, which
is the one we want. Make sure this one is selected in your Save As dialogue box.

Now have a look at the File Name area. It should say Doc1.docx. (It might just say Doc1, however,
if you haven't enabled file extensions on your computer. If you can't see any file extensions, do the
tutorial here on our site: Enable File Extensions.) If your File Name area does not say Doc1, it may
just display the first line of text from your document.

If you clicked the Save button now, your file will be called "Doc1" (or whatever you have in the
File Name area). That's not a very descriptive name for a document, so we'll change it to something
else. To give your document a different name, simply click inside the File Name text box. Delete
everything in the text box. Type in a new name, something like Library Letter.

Your Save As dialogue box should now look like the one below. When it does, click
the Save button:
You have now saved your work to your hard drive. Word 2007 and Word 2010 users will be
returned to the main document area, with the letter displayed. Word 2013 and 2016 users, however,
will stay on the same screen. To get back to your letter, click the white arrow in the white circle
top left of your screen:

To prove that your document has indeed been saved, click the round Office button in the top left,
or the File tab in Word 2010 to 2016. Select Save As. (Word 2013/16 users will need to click the
Browse button again from the right hand side.) When the Save As dialogue box appears, you
should see the name of your file in the big white area:

Click the Cancel button to get rid of the Save As dialogue box.

You can continue to work on a document that has been saved. But if you add more lines to your
letter, or make any changes, you need to keep saving your changes on regular basis. You don't
have to use Save As any more. You can just click the Office button or the File tab, then click on
Save. Or click on the Save icon at the top of the screen, highlighted in the image below. This will
update your document.

Word 2007

Word 2010 to 2016

A shortcut for saving your work is to hold down the CTRL key on your keyboard. Keep it held
down and then press the letter S.

Remember to save your work on a regular basis. It's not a pleasant experience to have worked on
a document for some time only for your computer to break down. When you finally get your
computer to work again, if you haven't saved regularly you'll find all that hard work lost forever,
with no way to get it back!
 HIGHLIGHTING TEXT IN MICROSOFT WORD
It's a lot easier to show you what highlighting is, rather than explaining it. So examine the image
below, which is what your letter should look like so far:

The two lines with the blue background have been highlighted (the blue highlight will be grey in
some versions of Word). When you highlight some text you can do things with it. You can change
the size of the font, underline it, make it bold, delete it altogether, and many other things. But only
the text that you have highlighted will change. The rest of your document will remain unchanged.
So if we were to change the size of the font in the document above, only the two lines that have
been highlighted will change size. Highlighting is very important in word processing.

So how do you highlight some text?

There are quite a few different ways to highlight text. We'll go through a few now. Practice them
as you go along.

How to highlight an entire document

You can highlight your entire document from the Home tab at the top of Word. On the right hand
side, you should see an Editing section:
Click on the Select item to see a menu appear:

In Word 2010 to 2016 you'll see an extra item on the menu, right at the bottom:

Click Select All from the menu to highlight an entire document. To get rid of highlighted text,
click anywhere in your document with your left mouse button.

An easier way to highlight all the text in your document is via a keyboard shortcut. Hold down the
CTRL key on your keyboard. Keep it held down and press the letter A. This is will select all text.
(This shortcut works in other software, not just Microsoft Word.)

How to highlight an entire line

Most of the time, though, you won't want to highlight the entire document, but just sections of it.
You can highlight an entire line with just one mouse click.

To highlight a single line, move your mouse over to the left margin of your document. As in the
image below:
If you can't see a ruler at the top of the page and the left of the page, click the tiny icon in the top
right of Microsoft Word, for 2007 users:

Another way to display rulers is from the View tab in the Ribbon at the top of Word. Locate
theShow/Hide panel, and the click the Ruler item:

When you move your mouse pointer to the margins, it will turn into an arrow. When it does, click
your left hand mouse button once, then let go. A single line will be highlighted.
You can use the same technique to highlight more than one line at a time. Instead of letting go of
the left mouse button, keep it held down. Then move your mouse upwards or downwards in a
straight line.

Let go of the mouse button when you are satisfied.

Highlighting blocks of text

This one is a little trickier, but not too tricky. To highlight a block of text, do the following:

 Click at the start of the block of text you want to highlight. (For practice purposes, click just before
the letter "I" of "It has come …" on the first line.)
 Hold down the Shift key on your keyboard (The Shift keys are the ones with the block arrows on
them, pointing upwards. You hold down a shift key if you want a capital letter.)
 With the Shift key held down, click your left mouse button at the end of the block of text you want
to highlight. (Click after the question mark of " … premature?")
  A block of text will be highlighted

Highlight by dragging

This is another tricky one, when you're starting out. A bit of practice, though, and you'll soon
master it. To highlight some text by dragging, do the following:

 Click with your left mouse button at the start of the text you want to highlight
 Keep your left mouse button held down
 Drag your mouse pointer across the screen (Your mouse pointer will change shape. It will be the
shape of a capital letter I.)
 You can drag in any direction you like
 When you've reached the end of the text you want to highlight, let go of the mouse button
 Your text is highlighted

Highlighting a single word

Highlighting a single word is easy. All you have to do is to double click on the word with your left
mouse button. That's it!

Highlighting with the keyboard (no mouse needed)

For more precise highlighting, nothing beats the keyboard.

Line Highlighting

 To highlight a single line, move your cursor to the start of the line you want to highlight. (You can
move the cursor about with the arrow keys on your keyboard. Play about with them and see what
happens.)
 Hold down a Shift key on your keyboard
 With the Shift key held down, press the End key on your keyboard
 A single line is highlighted
 To go the other way, from the end of a line to the beginning, move your cursor to the end of the
line (or somewhere in the middle will do for. It works just as well.)
 Hold down a Shift key on your keyboard
 With the Shift key held down, press the Home key on your keyboard
 Your text is highlighted

Paragraph Highlighting
To highlight a paragraph with the keyboard alone, do the following

 Move your cursor to the start or end of the paragraph you want to highlight
 Hold down a Shift key AND a Ctrl key (bottom left of your keyboard)
 With the Shift key AND a Ctrl key held down, press the Up or DOWN arrows
 A paragraph will be highlighted

Highlighting one word at a time

 For practice purposes, move your cursor to the middle of a line of text
 Hold down a Shift key AND a Ctrl key
 With the Shift key AND a Ctrl key held down, press the Left arrow or the Right arrow key on your
keyboard

Highlighting one letter at a time

 For practice purposes, move your cursor to the middle of a line of text
 Hold down a Shift key
 With the Shift key, press the Left arrow or the Right arrow on your keyboard
 A single letter is highlighted for every tap of an arrow key

And that ends the highlighting section. Practice the techniques outlined above using your library
letter. It takes quite a while to master them all, so just pick a couple of highlighting techniques.
The ones you find the easiest to do.

OPENING MICROSOFT WORD DOCUMENTS

We'll shortly add an address to the top of our Library Complaint letter. Before we do that, we'll
learn how to open a file. After all, you might have closed down Microsoft Word, or your
computer might have crashed. The result being that you no longer have your library letter loaded
into Word. So here's how to open a file you have saved, and want to work on again.

In Word 2007, click the round Office button in the top left of Microsoft Word:
In Word 2010, you need to click on the File tab in the top left of Word:

If you see your file under the Recent Documents heading, you can simply click there to open it.
However, if it's not on the list, click the Open item on the menu.
In Word 2013 and, when you click the File menu, your document disappears and you'll see this
screen:

Click on Open from the menu on the left and the right hand side will change to this in Word
2013:
And this in Word 2016:

If your document is listed under Recent or Older Documents, simply click it to open it up. If it's
not theres, select a location under the Open heading. Click on the Computer or This PC item and
the screen will change to this:
Or this in Word 2016:

Click on the Browse item again.

In all Word versions, the Open dialogue box appears, and looks like the image below:
The Open dialogue box looks very similar to the Save As dialogue box. Notice, though, that
the File name text box is blank. If you can't see your document in the Documents Library section,
you can click where it says All Word Documents. You'll then see a list of file types that can be
opened with Microsoft Word:
This is more or less the same list you saw with the Save As dialogue box, under Save as Type. So
if you don't see your file displayed, remember to display this list.

But the File Name text box is empty because no file has been selected. A file is selected from the
larger white area in the middle. Clicking on the file once with the left hand mouse button will
select a file.

In the image above, the document we want is displayed. But if it's not there, you can use the area
at the top to search other folders. Click the My Documents item to see another drop down list:

The list shows you all the folders you have in your My Documents folder (this gets shortened to
just Documents from Windows 7 onwards). Select a folder to move inside of it.

You can see more areas on your computer by clicking the double arrows just to the left of My
Documents, in the image above. You'll then see another list:

Again, clicking an item on the list takes you to that location. Have a play about with them, and
watch how that dialogue box changes. To get back to where you where, you can either use the drop
down lists above, or click the arrow buttons just to the left of the lists:
Clicking the arrows just below the word Open above will take you either back one folder, or
forward one folder. If you get totally lost, just click the Cancel button at the bottom of the Open
dialogue box, then start again.

To open a file, though, select it by clicking the file once with your left mouse button. Its name will
then appear in the File Name at the bottom. Once it does, click the Open button.

SPELLING AND GRAMMAR CHECKING

One thing you probably will have noticed is the spelling mistakes in the letter. You should have
typed the letter exactly as it was, and left any spelling errors in. More than likely, the spelling
mistakes are underlined in red in your document. Anything with a wiggly green line under it is a
grammatical error, (or what Microsoft Word insists is a grammatical error).

The easiest way to correct spelling mistakes is to right click any word that has a red wavy
underline. You'll then see a menu appear (In later versions of Word, you might not see the
formatting toolbar at the top.):
In the image above, we've clicked with the right-hand mouse button on the incorrectly spelt
"counsil". The menu that appears shows three alternative words: counsel, council, and counsels.
We meant council, of course. Click this option with your left mouse button to replace the misspelt
word. The red wavy underline will disappear. (Incidentally, don't worry about the box that appears
above the menu as we'll get to formatting options in a later section.)

Do the same with the other two misspellings in your letter, and then save your work. Now highlight
the address you added to the right.

SPELLING AND GRAMMAR OPTIONS

To check more than one word at a time, you can bring up the Spelling and Grammar dialogue box.
To see it, click on the Review tab at the top of Word. On the Review tab, locate
the Proofing section. Then click Spelling & Grammar:
When you click on Spelling & Grammar, you'll see a dialogue box appear in Word 2007 and Word
2010. This one:

In Word 2013 and 2016, you'll see a panel appear on the right of your screen. This one:
This dialogue box allows you to do most of the things you can do by right-clicking a misspelt
word. TheSuggestions area lists alternatives to the word you're trying to correct. The suggestion
for our fictional town of Evercrease is for two separate words, Ever and Crease. To stop Word
highlighting our fictional town as an error, click the Add to Dictionary button on the right, or
just Add in later versions of Word. (Or you can click the Ignore buttons.)

In Word 2013 and 2016, you'll see an extra area at the bottom. You can click the speaker symbol
to hear the word. You may also see a list of alternatives to the word you typed. In the image above,
Word is suggesting assembly, commitee, and meeting.

When you have corrected a word, the dialogue box will move on to the next one. In our case it will
highlight the fictional postcode, insisting that it is a repeated word. Click Ignore Once and Word
will have finished with its corrections. The dialogue box will then go away. To get rid of the
Spelling area in Word 2013 and 2016, click the X in the top right of the panel.

SETTING SPELLING AND GRAMMAR RULES

Sometimes, however, you want a little more control over what spelling and grammar Microsoft
Word highlights. For that, there is a Proofing dialogue box.
In Word 2007, click the round Office button in the top left. At the bottom of the menu you'll see a
Word Options button:

In Word 2010 to Word 2016, click the File tab again. Have a look for the Options item, near the
bottom left:
Click Word Options (or just Options) button and you'll see another dialogue box appear. On the
left, select the Proofing item. You'll then see the following rather complex list of things you can
do:
The check marks in each box show what options are currently selected. Click a check mark to
deselect that option. Click an empty box to select it. So if you don't want Word behaving like a
grammar Nazi, uncheck the box that says Check grammar with spelling.

Microsoft Word AutoCorrect

One interesting option is AutoCorrect. Click the button at the top of the Proofing dialogue box that
says AutoCorrect Options. You'll see this dialogue box:
On the AutoCorrect tab, you can see a lot of inbuilt options have been checked. So Word will,
for example, automatically capitalize days of the weeks for you as soon as you press the space bar
on your keyboard.

The area at the bottom, "Replace text as you type", has also been checked. What this means is that
if you were to type a colon followed by a left round bracket Word will change the two characters
into a smiley face. If you don't want Word doing this, select that option from the list. Then click
the Delete button.

However, you can use the Replace feature to your advantage. If, for example, you didn't want to
keep typing your full name all the time, you can type say two characters into the Replace box. In
the Withbox, type your name, as in the image below:
After you click the Add button, your text will be added to the list:

Click the OK buttons on the AutoCorrect dialogue box, and on the Word Options dialogue box
and you'll be returned to Word. Now, whenever we type the initials "KC" and then press the space
bar on the keyboard, Word will replace them with the name "Ken Carney".
 BOLD TEXT IN WORD
To make any part of your text bold in Microsoft Word, you have to highlight the text. So using
one of the highlight techniques you learnt in a previous section, highlight the first line of the report.
In other words, highlight the words "Constable Tucker's Crime Statistics". Your page should like
this one:

Incidentally, if your lines have too much space between them, highlight the lines
from January down toSpeeding. Click the highlighted text with your right mouse button. From
the menu that appears, selectParagraph with your left mouse button. From the dialogue box, select
the item that says "Don't add space between paragraphs of the same style":
The space between the lines should then be reduced.

We're now going to make bold the text we highlighted. There are two very easy ways to make your
highlighted text bold. The first is by clicking the "B" icon on the Home tab at the top of Word. It
looks like one of these, depending on which version of Word you have:
With your text highlighted, click the "B" icon. Your text will turn bold. You might not be able to
tell because your text will still be highlighted. Click anywhere on your blank page to get rid of the
highlight.

The "B" icon will change to this:

That indicates that you have Bold text switched on. To turn off Bold text, highlight the text and
then click the B icon with the left mouse button.

Use Keyboard

Another easy way to make your text bold in Microsoft Word is with the keyboard. To make text
bold by using the keyboard, do the following

 Highlight the text you want to make bold

 Hold down the CTRL key on your keyboard
 Keep the CTRL key held down
 Press the letter B on your keyboard
 To switch off the bold text, keep the CTRL key held down and press the B key again

The Shortcut Toolbar

A third way to make text bold is via the shortcut toolbar that appears every time you highlight
something. (You'll need to right click a word to see it in Word 2013. In Word 2016, double click
a word to see it.) It first appears faintly. Move your mouse over, however, and you'll see it more
clearly:
Again, click the B to get bold text. Click the B again to undo the bold text.

When you have successfully changed the first line of the report to bold text, change the crimes
themselves so that they are all bold. Change the Months of the year to bold text, too. When you're
done, your document will look like this:

As you can see, there is a distinct difference between the bold text and the normal text. We'll now
use italics and underlining.
 ITALICS AND UNDERLINE
Again, we need to highlight the text that we're going to change. We'll turn part of the text to italics.
So highlight the following line

Does not include Mr Irate's alleged theft from his sweet shop

When you have highlighted the text, click the italic icon in the tool bar. The icon will look like this
after you have clicked the letter "I".

You can also click the letter "I" in the shortcut toolbar, once the text has been highlighted (right
click in Word 2013 and 2016):

Another way to turn text to italics is to hold down the CTRL key on your keyboard. With the
CTRL key held down, press the letter "I" on your keyboard.

Underline

To underline some text, click the letter "U" icon, on the font panel: (The keyboard shortcut is
CTRL plus the letter "U")
In the image above, we have both the underline and the bold switched on.

Look carefully just to the right of Underline icon, in the image above. You'll see an arrow. Click
the arrow to see more underline options:

So if you wanted a double underline instead of a single one, select the second one on the list.

In your report, though, underline "Constable Tucker's Crime Statistics". When you have finished,
the report should now look like this (don't worry about the red underlines):
Our document is coming along. The next thing we'll do is add some Tabs Stops. The Tabs will
help is to push some of the text along.

SETTING TAB STOP POSITIONS

A Tab Stop in word processing terms is the jump your cursor makes from one position to another
when you press the tab key on your keyboard. Your tab key looks like this:

Press the tab key on your keyboard and watch what happens. You'll see the cursor jump from left
to right in your document. Press the backspace key on your keyboard to get back to where you
were. Or just click with your left mouse button.

You can control how far the cursor jumps when you press the tab key on the keyboard. But why
would you want to?

You typically set tab stop positions for things like indenting the first line of a paragraph, or if you
wanted text to start three or four centimetres along the line. We're going to set three tab stops for
our line of text with the months of the year.

With your Crime Statistics document open, do the following:

 Move your cursor to the start of the January, February, March line of text in your document
 Locate the Paragraph panel in the Home ribbon at the top of Word
 Click the small arrow in the bottom right of the Paragraph panel:
When you click the arrow you should see a dialogue box appear. This one:

Click the Tabs button in the bottom left. Another dialogue box will appear, and will look like this:
The area to concentrate on is Tab stop position, right at the top. When you want to set a tab stop,
you type in a number in the text box below the words "Tab stop position". Then you press the "Set"
button.

We are going to set tab stop positions at 3, 5 and 7 centimetres from the left hand side. (If your
Word measurements are set to inches the figures to use are 1.18, 1.97, and 2.75.)

 Enter a 3 in the Tab stop position text box

 Click the "Set" button
 Enter a 5 in the Tab stop position text box
 Click the "Set" button
 Enter a 7 in the Tab stop position text box
 Click the "Set" button

When you are finished, your Tab dialogue box should look like this:
Click the OK button when you have finished. With your cursor still flashing before the J of
January, your top ruler bar will look like this:

Notice the three L-shaped lines on your ruler bar. These are your three tab stop positions.

If you can't see the ruler bar, click the View ribbon at the top of Microsoft Word. Locate
theShow/Hide panel and select the ruler item:
To move your text along, position your cursor before the J of January. Press the tab key on your
keyboard. The entire line will shift to right, and January will now be lined up with your first tab
stop at position 3. Position your cursor before the letter "F" of February, and then press your tab
key again. February will be lined up with your second tab stop at position 5.

Position your cursor before the letter "M" of March, and then press your tab key again. March will
be lined up with your third tab stop at position 7. Your document will now look like this:

You can see that the three months are lined up with the three tab stops in the ruler bar at the top.

Now move your cursor down one line and watch what happens to the ruler bar at the top. The tab
stops have vanished!

The tab stops have vanished because we only set them for one line - the months of the year line.
To set tab stops for the numbers, highlight the same area of text as in the image below:

When your text is highlighted, bring up the Tabs dialogue box again. Set three tabs at the following
tab stop positions: 3.5, 5.5, 7.5 centimetres. (In inches, 1.37, 2.16, 2.95.)
When you're finished, every line in the highlighted area will have tab stops at those three positions.
You now need to shift the numbers across so that one number is underneath one month. So position
your cursor before the first number and press your tab key. Position your cursor before the second
number and press your tab key. Position your cursor before the third number and press your tab
key. Do that for every line of numbers. When you're done, it should look like this one:

CREATING BULLETED LISTS

Bulleted lists have been used throughout this course. To create one of your own, do the following.

 Highlight the last three lines in your Crime Statistics document

 On the Home ribbon at the top of Microsoft Word, locate the Paragraph panel
 On the Paragraph panel, locate the three bullet options:

The first of the three is for bullets that are not numbers or letter. The default for the first option is
to have round bullets. If this is all you want then simply click the first option, after you have
highlighted your text. You can, however, have other symbols for your bulleted list. Click the arrow
next to the first bullet option to see the following:
You can select any of the bullets in the Bullet Library. Move your mouse over each one and you'll
see a preview on your page. Click with the left mouse button to choose a particular bullet.

You have a wider range of choices if you click the link at the bottom that says "Define New Bullet".
When you click the link, you'll see the following dialogue box appear:
Click the Symbol button at the top to see this screen:

Select the symbol you want and then click OK. You'll then be returned to the Define New Bullet
dialogue box. If you like the Preview, click OK on this dialogue box, as well. You can however,
select a picture, or a font as your bullet. Click the buttons at the top to see how these work.

The second bullet option on the Paragraph panel is for numbers and letters. The default is for
consecutive numbers starting from 1. Again, click the arrow to see more options:
So if you wanted lowercase letters instead of numbers, select this option from the list. You can
also set your own style by clicking the "Define New Number Format" link at the bottom. This
opens a dialogue box similar to the one you've just seen.

The third bullet option on the Paragraph panel is for lists that are more complex - bullets within
bullets. A list like this, for example:

To get the list above, we first typed the text "Heading One". After highlighting this text, we clicked
the third bullet option on the Paragraph panel to see this:
Clicking the first option got us the number 1 as a bullet. We then typed the next two items.
However, this gets you a numbered list, 1 to 3. To change the list into the one above, highlight an
item on your list. Then click the link at the bottom that says "Change List Level". You'll then see
the following:
Select the List Level you want. Do the same for any other items on your list.

But once you have set a bullet style for your list, it should look something like ours:

We went for a square bullet, but feel free to use something else. Notice, also, that we've made the
made bold the text "The crimes committed are:". We've also added a line break after this.
 WORKING WITH FONTS
A font is a style and design of text. Examine this letter:

Now examine this one:

As you can see, the two styles are completely different. Notice how straight and blocky the second
one is compared to the first. The first one has little pointy bits on its edges. The pointy bit is called
a serif. Fonts are basically split into two types - those that have the pointy edges, and those that
don't. The pointy fonts are called serif fonts, and the ones without pointy bits are called sans serif
fonts.

The first of the letter Es is the very popular serif font "Times New Roman". The second letter e is
the most popular sans serif font "Arial".

With Microsoft Word 2007 and later, the font you get if you don't make any changes is
called Calibri. Calibri is a sans serif font that looks very similar to Arial.

It's common practice to use a sans serif font for headings and a serif font for text. We'll follow that
tradition. We'll use Arial for the heading of our report, and use Times New Roman for the body
text. To change the font heading to Arial, do the following:

 Select the heading at the top of your report, the one that says "Constable Tucker's Crime
Statistics"
 Locate the Font panel on the Home ribbon at the top of Microsoft Word
 Now look for the Font and Font sizes area:
The font above is set to Calibri, and the size is 11. The big A and the little A just to the right of
font size are quick ways to either increase or decrease the size of selected text.

Click the down-pointing arrow to the right of the font box to reveal a list of the all the font on your
system:

Hold your left mouse button down on the vertical scroll bar to the right of the fonts. Move your
mouse down to scroll through all of your fonts (you may not have the same ones we have).

If you hover your mouse over a font name your text will change, giving you a preview of what it
looks like. Click a font once to select it.

We want Arial so select it from the list.

Use the font size box just to the right of the font name box and change the size to 16. Remove any
underline you added for the title. Centre your heading, as well. Your report will then look like this:
Font colours

You can set a different colour for your font. To do that, highlight the text you want to change.
Then locate the red underlined letter A on the Font panel of the Home ribbon:

Click the arrow next to the letter A to see some colours appear:
Select a colour from the list by clicking one with your left mouse button, or click the "More
Colours" link at the bottom. (Word 2013 and 2016 users will also have a Gradient option to
explore.)

To the left of the font colours option there is a yellow underline with the letters "ab" on top. What
this does is to change the background colour behind your text. Have a play around with this to see
what it looks like.

When you finished experimenting, click the Undo arrow to get back to how it was before. The
Undo arrow is at the top of Microsoft Word, just to the right of the Save icon:

Word 2007

Word 2010

Word 2013 to 2016

You can also use the keyboard shortcut combination of CTRL and Z to undo things. Just hold
down the CTRL key. Keep it held down and press the Z key.

SETTING UP PAGE MARGINS

If you look at the ruler bar on the left of your screen, you'll see blue (or grey) areas at the top and
bottom of the left ruler, and a white area in the middle. The blue areas are your top and bottom
margins. You can't move your cursor above the top margins, or below the bottom one. Quite often,
you'll want to change the amount of space used for the margins.

If you can't see a ruler on the left hand side, either select it from the Show/Hide panel on
the Viewribbon at the top of Word. Or click the ruler icon near the top right, if you have Word
2007:

We'll adjust the Top margin for our report. The ruler bar on the left of the screen currently looks
like this:
As you can see, there's a blue area to the left, and underneath a white area (this is grey and white
in Word 2010). If you trace your finger from the bottom of the blue area across and to "Constable
Tucker's Crime" you'll find they match up exactly. This is the top of our page. You can't move
your cursor above the white area and into the blue area. But you can change the size of the blue
area, and therefore your top margin.

There are a couple of ways you can change your margins in Microsoft Word. We'll start with the
tricky way!

 Move your mouse pointer half way between the blue area and the white area
 Your mouse pointer will change to the shape of a double arrow:

 Next, hold down your left mouse button

 Your screen should now look like this:
Notice the thin dashed line running across the page. This is your current top margin

 With your left mouse still held down drag your mouse downwards
 The thin dashed line will move with your mouse
 Let go of your mouse button when you see about 2.5 at the top of the blue area

Notice how your top margin jumps down when you let go of your mouse button. You'll have a
bigger gap at the top, and therefore more space.
 CHANGING MARGINS VIA THE PAGE LAYOUT TAB
Another way to change your page margins is via the Page Setup dialogue box. Try the following:

 Click Page Layout at the top of Microsoft Word (Just Layout in later versions)
 From the Page Layout or Layout tab, locate the Page Setup panel:

There is already a Margins option. Click this to see some pre-set margins. You can select one of
these, if they are what you need. But click the Custom Margins option at the bottom to see the
following dialogue box:
Another way to display the same dialogue box is to click the small arrow in the bottom right of the
Page Setup panel:

But as you can see from the Page Setup dialogue box, you can set the Top, Bottom, Left, and Right
margins from here. Try the following:

 Click inside the Top text box, the one highlighted and with 2.25 cm in it
 Use your backspace key to get rid of the 2.25 cm
 Type in the number 5 (1.97 in inches)
 Click the OK button
 This will give you a top margin of 5 centimetres

Change all the margins of your report so that they are the following

Left 3 cm (1.18 inches)

Right 4 cm (1.57 inches)
Top 5 cm (1.97 inches)
Bottom 3 cm

And that's all there is to it! In the next section, we'll look at some Cut, Copy and Paste techniques.
Before we leave this section, one extra piece about Tabs.

Remember how you set out the address for Review number one? You used right alignment. So
your address looked like this:

Mr Irate
12 High Street
Evercrease
EV1 EV1

If you wanted the left side of the address in a straight line, you could use tabs.

 Highlight all the lines of the address

 Click the left align icon to set the address back to the left hand side
 Bring up the Tabs dialogue box, like you did previously (Home > Paragraphs panel)
 Enter a tab stop position of about 10 cm (3.93 inches) and click the Set button
 Then click OK
 Position your cursor at the start of each line
 Press the tab key on your keyboard

The result is this style of address:

 TECHINQUES FOR CUTTING TEXT
In this section you'll learn all about cutting text, copying text, and pasting text. Word processors
come into their own with Cut, Copy and Paste, and those three operations are the primary reason
why the typewriter is now practically a museum piece.

Cutting text

There are a number of ways to cut text, and you'll learn three techniques: using the Word ribbon,
using the right click menus, and using the keyboard.

We're now going to chop out the unnecessary bits from the letter you've just opened. The first thing
to cut out is the double use of "Dear" in the first line. To cut text, use one of the following
techniques:

Technique 1 - Menu Cutting

Highlight the text you want to cut. In the image below, the word "Dear" is highlighted. This is the
word we want to cut:

 Make sure the Home tab is selected at the top of Microsoft Word
 From the Home tab, locate the Clipboard panel
 Click the Cut item:
Your highlighted text will disappear:

Technique 2 - Right Click Cutting

Highlight the text you want to cut:

Click on the highlighted text with the right mouse button to get the popup menu below:
Choose "Delete Repeated Word", by clicking it with the left mouse button.

Technique 3 - Keyboard Cutting

 Highlight the word or words you want to cut

 Hold down the Ctrl key on your keyboard
 Keep the Ctrl key held down
 Press the letter "X" on your keyboard
 Your highlighted text is cut from your document

And that's all there is to cutting text. Keyboard cutting is often the quickest way, as it means your
fingers don't have to leave the keys when you're typing.
Technique 1 - Cutting and Pasting with the Menu bar

 Highlight the text you want to cut and paste:

 From the Home tab, locate the Clipboard panel

 Click the Cut item
 Move your cursor to the place where you want to paste your text

 On the Clipboard panel, select the Paste item. You'll see this menu in Word 2007:

 In Word 2010 to Word 2016, however, you'll see this rather confusing new menu:

 Click the first of the three items, just above Paste Special, to do a simple paste:

Your text is pasted to the new position:

Technique 2 - Right Click

For this technique, we'll Cut and Paste Constable Tucker to the top. So do the following:

 Highlight the text you want to Cut and Paste

 Click on the highlighted text with the right mouse button
 From the popup menu, click "Cut" (Click with the left mouse button)

 Your highlighted text is cut

 Move your cursor to the place where you want to paste the text
 Click the new place with your right mouse button. You'll see the same menu as above
 From the popup menu, click Paste (Click with your left mouse button)
 The text is pasted to the new position:

Technique 3 - Keyboard
  Highlight the text you want to Cut and Paste
 Hold down the Ctrl key on your keyboard
 Press the letter "X" on your keyboard
 The text is cut
 Move the cursor to the place where you want to paste your text
 Hold down the Ctrl key on your keyboard
 Press the letter "V" on your keyboard
 The text is pasted to the new position

Technique 1 - Copy and Paste with the Menu

 Highlight the text you want to Copy and Paste. In our case, the words "will not". As in the
image below:

 On the Clipboard panel of the Home tab, select the Copy item:

 Move your cursor to the new location

 Click Paste from the Clipboard panel:

Word 2010 to Word 2016 users will see this Paste menu. Again, select the first of the three icons:

But your text is copied to the new location:

Technique 2 - Right Click

 Highlight the text you want to Copy and Paste

 Click on the highlighted text with the right mouse button
 From the popup menu, click Copy (Click with the left mouse button)
 Move your cursor to the place where you want to paste your text
 Click the new location with your right mouse button
 From the popup menu, click Paste (Click with the left mouse button)
 Your text is Pasted to the new location

Technique 3 - Keyboard

 Highlight the text you want to cut and paste

 Hold down the CTRL key on your keyboard
  Press the letter "C" on your keyboard
 The text is copied
 Move the cursor to the place where you want to paste your text
 Hold down the CTRL key on your keyboard
 Press the letter "V" on your keyboard
 The text is pasted to the new position

And those are the Cut, Copy and Paste techniques. Practice them with the letter you downloaded
for this section. There are some more duplicated words in the letter. Cut them out using the
techniques outlined. Re-arrange the letter so that it makes sense. You should NOT have to type
anything out.

Word Clip Art

Clip art is a picture or graphic that can be inserted into a word processed document. Clip art comes
in a wide variety of formats and styles, from a simple cartoon to a photographic image. Microsoft
Word comes with its own clip art collection that you can use. We'll see how to do that in this
section of the course. When you have finished, you will have produced the document below:

OK, create a new blank document and let's get started.

Inserting Clip Art

There is a document that goes with this section called ClipArtStory.docx and can be downloaded
by clicking below. It is one of a few documents you need for this course, and all the other files are
included in the download as well. However, it is a zip file. If you're not sure how to open zip files
then you also need to read the short tutorial below.
Once you've saved the file above, open up the document called ClipArtStory.docx in Microsoft
Word and we'll make a start.

To insert a piece of Clip Art, do the following in Word 2007 and Word 2010. (If you have Word
2013 or 2016, scroll down this page a little until you come to your section.)

 Position your cursor at the end of your text

 From the menus at the top of Word, click on the Insert tab
 Locate the Illustrations panel, and the Clip Art item:

When you click on the Clip Art item, you should see a new area appear to the right of Microsoft
Word:
To see all the clip art click inside of the Search For box at the top. With your cursor flashing
inside of the textbox, click the GO button. The big white area will then look something like this:

Use the scroll bars on the right hand side to see more clip art.

You can also narrow down the search by clicking the arrow on the Search In list. You'll then see
this in Word 2007:
In Word 2010, you'll see this:

Select the Illustrations item.

For Word 2007 users, click the small plus symbol next to Office Collections to see a list of
categories:
Click a checkbox to add or remove that category from your search. In the image below we've
unchecked all categories except for animals:

Once you've narrowed down your search, click the GO button at the top. You'll then see only the
clip art for your chosen categories:
We rather like the rabbit image, so we'll use that one. But feel free to select a different one. Word
2010 users will have to scroll down a bit on the Illustrations list before coming across the rabbit.
You can use a different graphic, though, if you can't find it.

Once you've located an image, move your mouse over it to see a dropdown option appear:

Click the arrow to see the following menu:

Click the Insert option on the menu and your chosen clip art will appear in your document. It will
appear at the point where your cursor is on your page.

Word 2013 and 2016 Clip Art

In Word 2013 and 2016, there is no Clip Art item. Instead, go to the Insert ribbon. Click the Online
Pictures item on the Illustrations panel:

You'll then see the following search area appear: (There may only be Bing Image Search, though.
If so, type Office Clip Art Rabbit into the search box.)
Click inside the search box and type what kind of picture you're looking. If you're connected to
the internet, you'll then see some images appear. In the image below, we're searching for Rabbits:

Click a picture you like and then click the Insert button.

In all versions of Word, your article should now look something like ours below:
Resize and Move Clip Art in Word

If your clip art is too big or too small you can resize to suit your needs.

Click on your image with the left mouse button. You should see some little white squares and
circles appear around the edges of your Clip Art. These squares and circles are the sizing handles.
The squares are used to change the height or width, while the circles are used to make the whole
image smaller or bigger. You can see them in the image below:
To change the size of your image, move your mouse pointer over one of the circles, the bottom
right circle is the best one for our purposes.

When you move your mouse pointer over a circle or square, the mouse pointer will change to the
shape of a double headed arrow.

When your pointer has changed shape, hold your left mouse button down. The pointer will now
change into a cross shape. With your left mouse button held down, drag your mouse outward to
make the image bigger, and inward to make it smaller. Let go of the left mouse button when you're
happy with the size.

If you let go of the mouse button and the image is not the size you want, just try again. If your
image loses the white squares and circles around the edges, click on the image to get them back.

Moving Clip Art

To move your image to the right hand side, try this:

 Click on your image to get the sizing handles back

 Hold down your left mouse button
 Keep the left mouse button held down
 Drag your mouse to the right

What happens? Nothing! The image refuses to move to the right hand side! What's going on? And
how do you move an image in Microsoft Word?

The reason the image won't move to the right is because of the way it is formatted. The wrapping
style is set to "In line with text". What this means is that you can move your image up, and the text
will shift to the top and bottom of the image. But it won't move to the right. It will be like this one
below:
To move your image anywhere on the page, do the following:

 Click on your image so that it has the sizing handles around its edges
 From the Ribbon at the top of Microsoft Word, make sure the Format tab is selected, if it's
not already

At this stage, you could choose a style for your picture, if you wanted. Try some of them out. Move
your mouse over any of the Picture Styles to see what happens:

If you find one you like, you can click on it to insert that style.

But leave the style alone, and locate the Arrange panel. The option we're looking for is Position:

Position means the position of the image in relation to the text. We want it square and to the right.

Click the arrow on the Position option to see a dropdown list:

(Word 2013 and 2016 users will see a small box top right of their images. Clicking the box reveals
the same menu options as above.)

Again, move your mouse over each one to see what they do. But don't left click any. Instead, click
the link at the bottom that says "More Layout Options". When you do, you'll see this dialogue box
(select the Text Wrapping tab if it's not already selected):
Select the same option we have, in the image above:
Wrapping Style: Square
Wrap Text: Left Only
Distance from Text: 1.5 cm Left (0.59 inches)

When you have set the three options above, click the Picture Position tab at the top of the dialogue
box (just Position in Word 2013).
For the Horizontal alignment, set it Right. Then click OK on the dialogue box. Your article and
image should then look like this:

You should now be able to move your image around the page. Position it on the right, with the top
of the image aligned with the top of the article text. Now select the text of the article and change
the font size to 14. Change the size of the headings as well, any size you want. Your article will
then look something like this:

To straighten the right edge of the text, do the following:

 Highlight all the text from "The remarkable Mr Presto" right down to the end "And they
say entertainment is dead!"
 Click the justify icon in the Home tab, on the Paragraph panel:

Your finished article will then look like ours: