Mary Immaculate Girls Techinical Secondary school

Computer Studies
Grdae 11

Unit II

THE USE OF WORD-PROCESSING SOFTWARE TO PRESENT INFORMATION

Basic Competencies
After completing this chapter, students are able to:
1. identify the menu and icons in word-processing software,
2. explain the functions of the menu and icons in word-processing
programs,
3. use the main menu and icons in word-processing software, and
4. create simple word-processing documents.

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 Concept Map

Keywords

menu icon menu bar

standard toolbar formatting toolbar drawing toolbar

A. INTRODUCTION
Introduction to MS Office
Microsoft Office (or simply Office) is a family of server software, and services developed by
Microsoft. It was first announced by Bill Gates on August 1, 1988, in Las Vegas. The first
version of Office contained Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
Over the years, Office applications have grown substantially closer with shared features such
as a common spell checker, data integration etc. Office is produced in several versions
targeted towards different end-users and computing environments. The original, and most
widely used version, is the desktop version, available for PCs running the Windows, Linux

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and Mac OS operating systems. Office Online is a version of the software that runs within a
web browser, while Microsoft also maintains Office apps for Android and iOS.
Microsoft Office is a suite of desktop productivity applications that is designed specifically to
be used for office or business use. It is a proprietary product of Microsoft Corporation and
was first released in 1990. Microsoft Office is available in 35 different languages and is
supported by Windows, Mac and most Linux variants. It mainly consists of Word, Excel,
PowerPoint, Access, OneNote, Outlook and Publisher applications.
Microsoft Office was primarily created to automate the manual office work with a collection
of purpose-built applications.
Each of the applications in Microsoft Office serves as specific knowledge or office domain
such as:

1. Microsoft Word: Helps users in creating text documents.

2. Microsoft Excel: Creates simple to complex data/numerical spreadsheets.
3. Microsoft PowerPoint: Stand-alone application for creating professional multimedia
presentations.
4. Microsoft Access: Database management application.
5. Microsoft Publisher: Introductory application for creating and publishing marketing
materials.
6. Microsoft OneNote: Alternate to a paper notebook, it enables an user to neatly
organize their notes.

Besides desktop applications, Microsoft Office is available to use online or from cloud under
a lighter (Office Web Apps) and full (Office 365) version. As of 2016, Microsoft Office 2016
is the latest version, available in 4 different variants including Office Home Student 2016,
Office Home Business 2016 and Office Professional 2 and the online/cloud Office 365 Home
Premium.
Among available word-processing software, one of the characteristics of Microsoft
Word is its icon, which is the letter W and its extention, i.e. doc. Word is one of the programs
in Microsoft Office, which is issued by a world software maker, Microsoft.
The application of the word-processor Microsoft Word basically focuses more on the
features of formatting, editing, and tools, and all the ease to insert texts or other objects
(pictures or photos). The higher the version of the word-processor is, the more sophisticated

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and complete the features it has. It is even refined with features related to the developing
technology (such as the internet) and a connection with other applications for file sharing.
Several things that can be done with the word-processor Microsoft Word are writing
many kinds of paper and letter, writing and sending email, creating documents with
newspaper layout, making labels or letterhead, creating web pages, making simple labels on
documents, etc. After learning this topic, you will be able to create many kinds of documents
and present them.
Important Features of Ms-Word

Ms-Word not only supports word processing features but also DTP features. Some of
the important features of Ms-Word are listed below:

i) Using word you can create the document and edit them later, as and when
required, by adding more text, modifying the existing text, deleting/moving some part of it.
ii) Changing the size of the margins can reformat complete document or part of
text.
iii) Font size and type of fonts can also be changed. Page numbers and Header and
Footer can be included.
iv) Spelling can be checked and correction can be made automatically in the
entire document. Word count and other statistics can be generated.
v) Text can be formatted in columnar style as we see in the newspaper. Text
boxes can be made.
vi) Tables can be made and included in the text.
vii) Word also allows the user to mix the graphical pictures with the text.
Graphical pictures can either be created in word itself or can be imported from outside like
from Clip Art Gallery.
viii) Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu.
ix) It also provides online help of any option.

B. THE IDENTIFICATION OF MENU AND ICONS

1. Basic Elements in Microsoft Word Document

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 When you start the application of Microsoft Word, automatically a blank document
named Document 1 is displayed. To change the name, save the document. The document
named Document 1 always appears everytime you open Microsoft Word. Then, if you open
another new document, the name is Document 2, Document 3, and so on.

Running Microsoft Word:

1 Figure 4.1. Starting Microsoft Word

1. Click Start on the taskbar menu

2. After the menu appears, click Program/ All Program
3. Click Microsoft Office if you are using Ms. Word 2003
4. Click Microsoft Office Word 2003
5. If you have the shortcut of Microsoft Office Word 2003 on the desktop,
you can double click it to open it

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 Then, a Microsoft Word document appears as seen in the figure of the basic elements of
Microsoft Word presented in the figure 4.2 below.
1. Title Bar
2. Icon Control
3. Menu Bar
2
4. Standard Toolbar
5. Formatting Toolbar
3 4
1

5
6

8 7 11

6. Ruler Lines 11. Horizontal Scroll Bar

7. Drawing Toolbar 12. Restore Down
8. View Layout Toolbar 13. Task Pane Bar
9. Status Bar 14. Insertion Point
10. Vertical Scroll Bar

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 Figure 4.2 A Microsoft Word document
Note:
1) Title Bar is the application program of the active file.
2) Icon Control Menu is the menu used to control the active window.
3) Menu Bar contains the menu in Microsoft Word, from File to Help.
4) Standard Toolbar contains the shortcuts in the form of icons, such as New,
Open, Save, Print, Cut, Copy, Paste, Undo, Redo, etc.
5) Formatting Toolbar contains the facilities to format texts, such as Bold,
Italic, Underline, Indentation, etc.
6) Ruler Lines contains paragraph spacing, left and right margin, tabs, page
layout, etc.
7) Drawing Toolbar contains simple facilities for drawing, Word Art, Clip Art,
Textbox, etc.
8) View Layout Toolbar contains the kinds of display, such as Web Layout,
Print Layout, and Outline.
9) Status Bar shows the information about the insertion point.
10) Vertical Scroll Bar contains the facilities to scroll the screen up and down.
11) Horizontal scroll bar contains the facilities to scroll the screen left and right.
12) Restore down is the measure to determine the size of the screen, whether it is
maximized or minimized.
13) Task Pane contains the available commands in the form of a panel.
14) Insertion Point is the cursor or point in the form of a blinking line.

2. Menu and Icons

In Microsoft Word, Menu consists of File, Edit, View, Insert, Format, Tools,
Table, Window, and Help. Within these menus, there are some submenus. The
menu File contains the commands that are related to file, Edit contains the
commands related to editing, View contains those related to display setting, Insert
contains those related to inserting, Format contains those related to printout setting,
Tools contains helping tools that are used to complete the previous commands,
Window contains the commands about working window and others, and Help
contains the information needed when questions arise during working
An icon is a symbol that represents a certain operation. It is a symbol that is
easy to recognize by users, and usually it is adjusted to the character of the

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command which is represented. For example, saving a file is represented by the
symbol diskette.

a. Menu Bar

Figure 4.3 Menu Bar

Table 4.1 describes the functions of the icons in the menu bar and its
submenu.
Table 4.1. Menu and Submenu

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b. Standard Toolbar

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 Standard Toolbar consists of a group of standard icons available in Microsoft
Word. By default, the standard toolbar consists of the following icons:

Figure 4.4 Standard Toolbar

The icons in the Standard Toolbar can be adjusted to the need of the users. The
name of the icons can be known by placing the mouse pointer on the targeted icons,
such as in Figure 4.5 below.

Figure 4.5 The icon Save

Table 4.2. Standard Toolbar

Icon Name Icon Name

New Redo Clear
Open Insert Hyperlink
Save Tables and Borders
Permission Insert Table
E-mail Insert Microsoft
Print Excel Worksheet
Print Preview Columns
Spelling and Drawing
grammer Document Map
Research Show/Hide
Cut Zoom
Copy
Microsoft Office
Paste
Word Help
Format Painter
Read
Undo Typing

c. Formatting Toolbar
Formatting Toolbar is a group of icons that are available in Microsoft Word
that are used to format an active document.

Figure 4.6 Sub menu in Formatting Toolbar

Table 4.3. Formatting Toolbar

Icon Name Icon Name
Styles and Formatting

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 Icon Name Icon Name
Align Right
Style Justify
Line Spacing
Font Numbering
Font Size Bullets
Bold Decrease Indent
Italic Increase Indent
Underline Border
Align Left Highlight
Center Font Color

d. Drawing Toolbar

Drawing Toolbar is a group of icons that are available in Microasoft Word to give some
effects on pictures.

Figure 4.7 Sub menu in Drawing Toolbar

Table 4.4. Drawing Toolbar

Icon Name Icon Name
Draw
3-D Style
Select Objects
AutoShapes
Line
Arrow
Rectangle
Oval
Textbox
Insert Word Art
Insert Diagram
Insert Clipt Art
Insert Picture
Fill Color
Line Color
Font Color
Line Style
Dash Style
Arrow Style
Shadow Style

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 TASK 1

Tugas 1
Turn on the computer to display a Microsoft Word
1. Mengakatifkan
komputer
document.
2. Look at the menu and icons. Identify the available menu.
3. Identify the submenus displayed in the main menu of
Microsoft Word. Write the results in a table.

C. The Functions of Sub menus and Icons

a. Menu Bar
Menu Bar consists of the submenus File, Edit, View, Insert, Format, Tools, Table,
Window, and Help. Each submenu has its own functions, they are:

b. File Menu
This menu contains some commands used to organize a file. It consists of some
submenus as presented in Table 4.5.
Table 4.5 File Menu

Menu and Icon Function

To open a new document
To open a document that has been
made before
To close an active document
To save an active document

To save a document using another

name
To save a document as a web page
To search for a file

To know the version of Microsoft

Word used
To preview a web page
To set a page
To preview the printout on screen
To print a document on paper
To send a file between directories

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 Menu and Icon Function
and web
To exit from Microsoft Word

c. Edit Menu
This menu contains commands used to edit a document, such as in the following table.
Table 4.6 Edit menu

Menu and Icon Function

To cut a paragraph or word
To copy a paragraph or word
To paste something copied
To paste something copied with special
format
To select all texts and pictures in a
document
To find a word or a phrase
To find and replace a word or a phrase
To go to a certain page

d. View Menu
This menu contains commands used to organize the screen display and the positions
of additional menu and icons.
Table 4.7 View menu

Menu and Icon Function

To display a document in simple view

To display a html (hyper text markup
language) view like in the Internet Explorer
To display a print layout

To display a document in the form of an

outline and to set its structure
A group of icons often used for editing,
consisting of:
1) Standard, which is used in the operations
of every document, such as opening,
closing, and copying a document
2) Formatting, which is used to format a
document, such as font, bold, italic,
underline, and indentation
3) Border, which is used in the creation of
borders

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 Menu and Icon Function

4) Database, which is used in the database

operation such as sorting data, organizing
a file, and adding data
5) Drawing, which is used in the operation of
shapes and other objects such as lines,
boxes, and colors
6) Forms, which is used when working with
forms
7) Microsoft, which is used when working
with other programs such as Microsoft
Excel and Microsoft Power Point
To help seeing and organizing a document

To display a document map per page, per

chapter and per file on the left window
To display and organize the header and footer
on a page
To place and organize the position of footnotes
in a document
To organize comments in a project
To display a document in a full screen so that
only the active document is visible
To set the display of the editor screen based on
percentages; a bigger percentage will result in a
bigger document display

e. Insert Menu
This menu contains a group of commands that are used to insert certain format into
an active document, such as in the following table.
Table 4.8 Insert menu

Menu and Icon Function

To insert a page break

To insert the page numbers of an active
document
To insert date and time in an active
document
To insert special words that have been made
in the internet (usually is used by internet
users)
To insert fields for formulas and others
To insert certain symbols

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 Menu and Icon Function

To insert comments in an active document

To insert a footnote, caption, cross
reference, and index
To insert pictures in a document in several
ways:
1. Clipart, to insert objects that are already
in the computer files
2. From file, to insert objects from certain
files in the hard disk, CD, or others
3. From a scanner or camera, to insert
objects resulted from a scanner or a
camera
4. New drawing, to insert objects made by
drawing
5. Autoshapes, to insert objects using the
facilities available in autoshapes
6. Wordart, to insert objects with artistic
designs
7. Organization chart, to insert objects in
the form of diagrams
To insert diagrams in a document
To insert a textbox in a document
To insert a file (another document) in an
active document
To insert an object in a document

To insert a bookmark in a document

To insert a hyperlink in a document

f. Format Menu
This menu contains commands used to format a document as presented in the following
table.

Table 4.9 Format menu

Menu and Icon Function

To choose font type, size, style, color, and effect
To format a paragraph, such as indentation,
spacing, margin, and before and after spacing
To choose indentation type whether using
bullets or numbers

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 Menu and Icon Function
To choose paragraph or page borders and
shading
To choose the number of columns to be used
(usually is for magazines and newspapers)
To choose the tabulation of a selected paragraph
To give an bigger effect to a letter, usually the
size is equal to three lines in a selected
paragraph
To give an effect of text direction (up to 3600)
of a selected paragraph
To change the case of letters in a text or a
selected paragraph
To give a background color to a document
To give a background texture to a document
To make the table of content of an active
document
To format a document with formats that are
commonly used
To choose the style and format to be used

To change the style, font, language, indentation,

bullets and numbering that are already used

g. Tools Menu
This menu contains commands that are used to control other commands, such as:
Table 4.10 Tools menu

Menu and Icon Function

To set, choose, and activate the pattern

of autocorrect grammar and spelling so
that every word will be checked based
on it
To set and choose the language used in
the activated autocorrect grammar and
spelling check
To count the words in a selected block
(page)
To compare an active document with a
new file that is to be merged; if the
result is the same, both are not merged
To protect a document for security and
secret

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 Menu and Icon Function

To create mail-merged letters with

many addresses to be printed
To create, record, and protect macros
To set things related to word correction
and Auto Wizard
To set, add, and reduce active icons to
be used in the menu
To choose setting methods in save,
edit, view, file location, grammar and
spelling, and other common settings

h. Table Menu
This menu contains commands that are used to make and format tables and also
manipulate them, such as:
Table 4.11 Table menu

Menu and Icon Function

To create a new table
To insert a table
To delete a table
To select a table
To merge several cells into only one cell
To split a cell that is previously merged
To split a table because of page changes
or other reasons
To create a table with available formats
To create a table that is autofitted to the
width of the texts, column, etc
To use a title or header repeatedly
To convert a table into text and vice
versa
To sort the content of a table based on
selected criteria, either ascending or
descending
To write a formula in a cell

i. Window Menu
This menu contains commands that are used concerning the active window.

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 Table 4.12 Window menu

Menu and Icon Function

To open a new window
To arrange all active windows
To compare documents
To split an active document into two
To show an active document

j. Help Menu
This menu contains commands that help users use Microsoft Word when they
experience difficulties.
Table 4.13 Help menu

Menu and Icon Function

To display Microsoft Word Help that
can be used to solve problems
To show or hide the office assistant
To create an internet connection with
Microsoft Office online
To create an internet connection to
contact Microsoft
To give information to Word Perfect
users
To check for updates from the official
site of Microsoft
To detect and repair errors
automatically
To activate the product of Microsoft
Office
To offer choices to Word users to give
feedback to Microsoft
To display information about the
program of Microsoft Word used

2. Standard Toolbar
The standard toolbar contains commonly used commands that are the same as
other software. The functions of the icons are such as in Table 4.14.

Figure 4.8 Sub menu in Standard Toolbar

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 Table 4.14 Functions of Standard Menu

Icon Name Function

New To create a new document
Open To open a file
Save To save a file
To determine the accessibility option of
Permission
using a document
E-mail To create an e-mail
Print To print a document
Print Preview To preview a document before printing
Spelling and grammer To check spelling and grammar
Research To search for a certain document
Cut To cut an object into a clipboard
Copy To copy a document
Paste To paste objects in the clipboard
To format a document with the painting
Format Painter
facility
To cancel the last command
Undo Typing
Redo Clear To cancel undo typing
IInsert Hyperlink To insert and fix hyperlink

Tables and Borders To format tables and borders

Insert Table To insert a table
Insert Microsoft Excel
To insert a Microsoft Excel worksheet
Worksheet
Columns To create columns
Drawing To show the drawing toolbar
Document Map To activate the document map
Show/Hide To show and hide characters
Zoom To zoom in and out a display
Microsoft Office Word
To display the Help menu
Help
Read To display Reading Layout

3. Formatting Toolbar
The functions of the icons in the Formatting Toolbar are related with the document
setting or format. The toolbar consists of the following icons:

Figure 4.9
Sub menu
in

11
 Formatting Toolbar

Table 4.15 Functions of Formatting Menu

Icon Name Function

Styles and
To show the style and formatting task pane
formatting
Style To choose the style of a chosen paragraph
Font To determine the font type
Font Size To determine the font size
Bold To thicken selected text
Italic To italicize selected text
Underline To underline selected text
Align Left To align left text
Center To center text
Align Right To align right text
Justify To justify text
To determine the space of the chosen text or
Line Spacing
paragraph
Numbering To give numbers
Bullets To give bullets instead of numbers
Decrease
To decrease indentation left
Indent
Increase
To move indentation right
Indent
Border To give borders/frames
Highlight To highlight text
Font Color To give font color

4. Drawing Toolbar
The icons in the drawing toolbar are used in drawing lines, inserting pictures, making
artistic writing, and etc. The functions of the icons are:

Figure 4.10 Sub menu in Drawing Toolbar

Table 4.16 Functions of Drawing Menu

Icon Name Function

Draw To organize objects
Select Objects To select objects
AutoShapes To draw a shape
Line To draw a line
Arrow To draw an arrow

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 Icon Name Function
Rectangle To draw a rectangle
Oval To draw an oval
Textbox To draw a textbox
Insert Word Art To insert a word art
Insert Diagram To insert a diagram
Insert Clipt Art To insert a clip art
Insert Picture To insert picture and other files
Fill Color To fill the color of an object
Line Color To color a line
Font Color To give font color
Line Style To modify the thickness of a line
Dash Style To format a dash style
Arrow Style To format an arrow style
Shadow Style To give a shadow to an object
3-D Style To give the effect of 3D

D. The Use of Menu and Icons

1. The Use of Menu and Icons in the Menu Bar
The menu bar can be used in two ways:
a. Using a Mouse:
1) Place the mouse pointer on one of the icons in the menu bar, for example on the
menu File
2) Click the menu File, then a sub menu appears which contains file formatting
commands as presented in Figure 4.8.

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 Figure 4.11 Menu Bar

3) Click one that is needed. For example, clicking New means opening a new document.
4) Do the same thing on other menus.

b. Using Keyboard:
1) Using Alt key
If you see a program’s menu, in each of the sub menus there is a letter that is
underlined. This shows that to run its function, you can use the Alt key. For example,
in the menu File, the underlined letter is F. To run it, press the Alt and F at the same
time. Another example is the menu New, in which the key N is pressed to create a
new document. The same also applies to other menus.

b. Using Ctrl key

Basically, the use of Ctrl is almost similar to that of Alt. However, not all menu can
use the function of the Ctrl key. Here are some of the menu that use Ctrl key:

Table 4.17 Functions of Ctrl key

Action Function
Ctrl + N To create a new document
Ctrl + O To open a document

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 Action Function
Ctrl + W To close a document
Ctrl + S To save a document
Ctrl + P To print a document
Ctrl + F To find a text
Ctrl + G To go to a specific area (cell, range) and worksheet
Ctrl + X To cut a part of a document
Ctrl + Y To cancel an command and go to previous condition
Ctrl + Z To go to the next condition
Ctrl + C To copy data
Ctrl + V To paste copied and cut data
Ctrl + 1 To format data cells

The function of Ctrl key can be seen in the display of the submenu in each Menu Bar.
Look at the submenu in the Edit menu:

The command of using Ctrl key in the submenu Edit

Figure 4.12 Function of Ctrl key

2. The Use of Icons in Standard Toolbar

There are some steps to use the icons in the standard toolbar:
a. Locate the mouse pointer on the icon

For example, locate the pointer on the icon in the standard toolbar.
b. Click the left button of the mouse.
c. As a result, a new document is created. Try to do the same thing to other icons.

3. The Use of Menu and Icons in Formatting Toolbar

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 There are some steps to use the icons in the formatting toolbar:
a. Block the words or sentences to be formatted.
b. Locate the mouse pointer on the icon.
For example, locate the mouse pointer on the icon in the formatting toolbar.
c. Click the left mouse button.
d. As a result, the words/sentences selected will be thickened. Try to do the same
to other icons.
4. The Use of Menu and Icons in Drawing Toolbar
Some steps to use the icons in the drawing toolbar are:
a. Locate the mouse pointer on the icon.

For example, locate it on the icon in the drawing toolbar.

b. Click it using the left mouse button.
c. As a result, the command to be used is word art. Try to do the same to other
icons.

E. Operating Microsoft Word

1. Opening a Microsoft Word Window
To open Microsoft Word, there are some steps to do:

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 Figure 4.13 Opening a Microsoft Word window

1. Click Start in the taskbar menu

2. After the menu appears, click Program/ All Program
3. Click Microsoft Office if using Ms. Word 2003
4. Click Microsoft Office Word 2003
5. If there is a shortcut of Microsoft Office Word 2003 on the Desktop,
doubleclick it
6. Wait for a moment until a Microsoft Word window is displayed and ready
to be operated

2. Creating a New Document

The steps to create a new document in Microsoft Word are:

Figure 4.14 Creating a new document

a. Choose menu File
b. Click New.
c. A document of Ms. Word is displayed as shown in the following figure.

Be careful with cables and 220

volt connector.
K3
Tugas 1
Mengakatifka
n komputer 17
 Figure 4.15 A New Document

Besides, you can also use another alternative:

a. Click the icon (New Blank Document) in the standard toolbar.

b. You can also use the combination of Ctrl+N keys to display a new document.

3. Opening a Saved Document/File

Computers have some advantages. They are able to save documents/files that you
have made, able to reopen them so that you can add the content, able to reprint them, and so
on.

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Below are the steps to open a document/saved file:

Figure 4.16 Opening a new document

a. Click menu File

b. Click Open
c. The Open dialog box is displayed

Figure 4.17 Open Dialog Box

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 d. Choose the file that you want to open first by deciding the folder position of
the document/saved file.
e. Click the file name to open it
f. Click Open, so the chosen file will be opened by Microsoft Word
Besides, you can use other alternatives i.e:
a. Click the icon in the standard toolbar
b. This can also be done by pressing the keys Ctrl+O, so the file is displayed on
the screen

4. Saving a Document
Among all activities in typing and processing a document, the most important
activity is saving it. This is to prevent from the possibility of losing it. The steps of saving a
document are as follows:

Figure 4.18 Saving a document

a. Click menu File

b. Click Save/Save As.
c. The computer screen will show Save As dialog box

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 Figure 4.19 Save Dialog Box

d. On the command Save in, choose and click a drive or a folder.

e. In the File name, type the name of the document
f. Click Save or enter to save it
g. Save the file as often as possible, to avoid the posibility of losing the data
when the computer suddenly shuts down.

Besides, you can use other alternatives i.e.:

a. Click the icon (Save) in the standard toolbar

b. Press Ctrl+S

5. Closing a Document
After you finish working on a document and want to close it without leaving
Microsoft Word window, you can close it by doing the following steps:

Before closing a document, make

sure that the document HAS
K3 BEEN SAVED.
Tugas 1
Mengakatifka
n komputer

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 Figure 4.20 Closing a Document

a. After saving the document, to close it, choose the menu File in Microsoft
Word window
b. Click Close, so Microsoft Word will close the active document
c. Or press (close) in the menu bar

6. Closing Microsoft Word Window

The last activity in document processing is leaving Microsoft Word window.
You can do it as follows:

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 Figure 4.21 Leaving Microsoft Word window

a. Make sure the document is saved, then choose the menu File
b. Click Exit to close Microsoft Word window
c. Besides, closing Microsoft Word window can be done by clicking X on top
right of Microsoft Word window

F. Formatting Text
1. Using a Pointer

Pointer is mouse direction when it is used and moved to access a command.

The shape can be changed according to the commands. By default a pointer is in the shape
of a small arrow if pointing to an icon, a vertical line if it is in a typing area, and a sand glass

( ) if you are processing something.

2. Moving Insertion Point (cursor)

Insertion point is the same as cursor, the difference is in the shape. Insertion point is
a vertical line  (I-beam) which blinks in Windows application. It functions as a location

23
signal to start typing or blocking text. In order to move it fast in a large document, you have
to know the commands.
Using a mouse, you can only click the areas shown on the screen. You can also use
the vertical scroll bar or horizontal scroll bar, with the symbol , on the right and
bottom of the screen. However, these scroll bars only function to scroll the screen not to
move the insertion point/cursor.

Table 4. 18 Moving a cursor using keyboard

Key Function
To move the cursor one character right
 or 
or left
To move cursor one line above or
 or 
below
To move the cursor one word right or
Ctrl+ or Ctrl+
left
To move the cursor one paragraph
Ctrl+ or Ctrl+
above or below
To move cursor to the beginning or the
Home and End
end line
To move cursor to the beginning or to
Ctrl+Home or Ctrl+End
the end of the document
To move the cursor one screen above or
PgUp or PgDn
below
To move the cursor to the above or
Ctrl+PgUp or Ctrl+PgDn
below page

3. Blocking Text
A text block is a text area to be processed. The area can be characters, paragraphs, or
the whole text in a document. By blocking a text, you can copy, move or delete it, and color
it fast.

a. Blocking text using a mouse

Table 4.19 Blocking text using a mouse

Activity Function
To block text based on
Click and drag text, move to the wanted text
need
Click twice the wanted word To block one word

24
 Activity Function

Click on selection bars To block one line

Press Ctrl (hold) and click the wanted sentence To block some lines

Press Ctrl and click the wanted sentence To block one sentence
Click words at selection bar or click 3x at
To block one paragraph
paragraph part
Press ALT and drag the mouse to the wanted
To block a column
position

b. Blocking text using keyboard

Table 4.20 Blocking text using keyboard

Activity Function
Shift+ To block one character to the left
Shift+ To block one character to the right
Shift+ To block one above line
Shift+ To block one line below
Ctrl+Shift+ To block one word to the right
Ctrl+Shift+ To block one word to the left
Ctrl+Shift+ To block up to the beginning of a paragraph
Ctrl+Shift+ To block up to the end of a paragraph
Shift+Home To block up to the beginning of a line
Shift+End To block up to the end of a line
Shift+PgUp To block up to one screen above
Shift+PgDn To block up to one screen below
Ctrl+Shift+Home To block up to the beginning of a document
Ctrl+Shift+End To block up to the end of a document
Ctrl+A To block the whole text in a document
Note:
To cancel a text block, click the left button of the mouse anywhere in the
document.

4. Text Alignment
Here you learn how to use left, center, right and justify alignment.

25
How to align text using formatting toolbar
a. Block the text to be processed
b. Then click the icon of text alignment

Figure 4.22 Example of aligning a document

Table 4.21 Text Alignment (alignment icon)

Alternative
Icon Name Function
Function
Ctrl + L Align Left To left align a text

26
 Ctrl + E Center To center align a text
Ctrl + R Align Right To right align a text
Ctrl + J Justify To justify a text

5. Changing Font Type and Style

Figure 4.23 Font Type and Style

There are various font types in Ms Word. Moreover, if you have software that
provides many font types and install them to Windows, your text will be much more
interesting.
Fonts have names, such as Arial, Times New Roman, and Comic Sans MS. To
change the font type, do the following steps:

27
 Figure 4.24 How to format font type
a. Block text whose font type will be changed
b. Click the icon Font in the formatting toolbar to display a list of font types
c. Click the font type you want, for example Times New Roman
d. The previous font is replaced by Times New Roman
e. Do the same steps for other texts

You can also use other alternatives:

a. Click the menu Format in the menu bar, then click Font to show the font
dialog box as seen below.

Figure 4.25 Font Dialog Box

b. Press Ctrl+Shift+F to change the font type

6. Changing Font Size

28
 In a blank document, by default Ms. Word uses the font type Times New Roman
sized 12 points. The steps to change the font size are as follow:

Figure 4.26 How to format font size

1. Block the text whose font size will be changed

2. Click the icon Font Size in the formatting toolbar to display a list of font sizes
3. Click a font size , for example 12
4. The font size is now changed into 12
5. For other font types follow the steps above.

Besides, you can use other alternatives:

6. Click the menu Format on menu bar, click Font to open the font dialog box.
Choose the font size.

29
 Figure 4.27 Font Dialog Box
2. Press Ctrl+Shift+P to change the font size

7. Choosing Font Style

To give and change font style of a text, do the following steps:
Choose and block the text that will be changed.
1. If you want to thicken a text, choose and click Bold in the formatting toolbar
or press Ctrl+B
2. If you want to italicize a text, choose and click Italic in the formatting toolbar
or press Ctrl+I

Figure 4.28 Using Bold and Italic

Table 4.22 The Icons of Bold and Italic

Icon Name Function
Bold To type bold letters
Italic To italicize letters

30
 8. Underlining a Text
To underline a text, do the steps below:
a. Choose and block the text to change
b. Choose and click the icon Underline in the formatting toolbar:
1) Press Ctrl+Shift+U to give single underline
2) Press Ctrl+Shift+D to give double underline
3) Press Ctrl+Shift+W to give single underline on words only

Figure 4.29 Using Underline

Table 4.23 The Icon Underline

Icon Name Function
Underline To underline a text

9. Choosing Font Color

If it is needed in typing, you can show text in color, so the letter display will be more
interesting. To change font colors the steps are as below:
a. Choose and block text to change and color

b. Choose and click the icon (Font Color) in the formatting toolbar

31
 Table 4.30 The Icon Font Color
Icon Name Function
Font Color To change font color

G.
TASK 2
Editin
Tugas 1
Mengakatifkan
g a Text
Copy the text ”Trik Menghemat Listrik” in the appendix, with
komputer If you
the following requirements:
make a
a. Type in 2 different fonts; you are free to choose any font type
mistake in
and size
typing,
b. Type foreign terms in Italic
you can
c. Type the title in Bold and Underline
edit it in
d. Type in 1.5 space
some
ways:
1. Press BackSpace to delete one character on the left of the cursor
2. Press Delete to delete one character on the right of the cursor
3. To repeat the text that you have just typed, choose the menu Edit, then Repeat
Typing (Ctrl+Y)
4. To delete the text that you have just typed, choose and click the menu Edit, then

Undo Typing (Ctrl+Z) or click the icon (Undo) in the standard toolbar
5. To move a text to a new line without inserting a paragraph sign, press Shift+Enter

1. Copying a Text
To copy a text, do the following steps:
a. Block the text to copy

b. Click the menu Edit and choose Copy in the standard toolbar or the icon
(Copy)
c. Move the cursor/insertion point to the copying location

d. Click the menu Edit and choose Paste or click the icon (Paste)

Table 4.25 The icon copy and paste

32
 Icon Name Function

Copy To copy a text to an outside area

Paste To take/attach the copy result

Or by:
a. Blocking the text to copy
b. Pressing Ctrl+Drag the text and scroll the mouse to the copying location

Or by:
a. Blocking the text to copy
b. Pressing Ctrl+C
c. Moving the cursor/insertion point to the destination area
d. Pressing Ctrl+V

2. Deleting a Text
To delete a text, do the following steps:
a. Block the text to delete

b. Click the menu Edit, then choose and click Cut or click the icon (Cut) in the
standard toolbar.

Table 4.26 The icon cut

Icon Name Function

Cut To cut/delete

Or the following steps:

a. Block the text to delete
b. Press Delete

3. Moving a Text
To move a text do the following steps:
a. Block the text to move

33
b. Click the menu Edit, then choose and click Cut or click the icon (Cut) in the
standard toolbar
c. Move the cursor/insertion point to the destination area

d. Click the menu Edit and choose Paste or click the icon (Paste)

Or the following steps:

a. Block the text to move
b. Drag the text and scroll the mouse to the destination area

Or:
a. Block the text to move
b. Press Ctrl+X
c. Move the cursor/insertion point to the destination area
d. Press Ctrl+V

The steps to cancel a command:

a. Click the menu Edit
b. Click Undo

Or:

Click the icon (Undo) in the standard toolbar

Table 4.27 The icon Undo Typing

Icon Name Function

Undo To cancel the last command

Or:
Press Ctrl+Z or Alt+Backspace

To repeat a command, do the following:

a. Click the menu Edit
b. Click Redo

34
 Or:

Click the icon (Redo) in the standard toolbar

Table 4.28 The icon Redo

Icon Name Function

Redo Typing To cancel the last cancellation

E. Formatting a Paragraph
A paragraph is anything which is ended by pressing the Enter key. It may be the title of a
report, part of a list, a blank line between two paragraphs, a series of texts or sentences
that have the same idea. You can format a paragraph by using one of the following:
1. Choose the paragraph to format, then format it as you wish.
2. Place the cursor at the beginning of a paragraph or format, then type the paragraph
that you want. By doing this, all paragraphs starting from the cursor will follow the
format that you choose until you make some changes or move the cursor to other parts
of the document.

1. Setting a Paragraph and Spacing

To set a paragraph and space in a document, do the following:
a. Click the menu Format and click Paragraph
b. Click Indents and Spacing

Figure 4.30 Paragraph Setting

35
 Notes:
a. Alignment, to set the text alignment. in 4 types i.e.
1) Left : text/script is left-aligned
2) Centered : text/script is center-aligned
3) Right : text/script is right-aligned
4) Justified : text/script is aligned in both on the left and right
b. Left, to determine paragraph indentation from the left margin
c. Right, to determine paragraph indentation from the right margin
d. Before, to set spacing before current line (text)
e. After, to set spacing after current line (text)
f. Line Spacing, to determine spacing from text.
1) Single : setting one space
2) 1.5 lines : setting one and a half space
3) Double : setting two spaces
4) At least : setting minimum space
5) Exactly : setting definite space
6) Multiple : setting space twice than before
g. Special, to set paragraph type, whether indented on the first line or hanging;
spacing is determined in the option by located to the right of the option

2. Breaking and Joining Paragraphs

a.Breaking a paragraph
Place the insertion point in sentences to break, then press Enter.

b.Joining paragraphs
It can be done by deleting the symbol enter ( ¶ ) at the end of a paragraph. To
show the symbol in a document, click the icon in the standar toolbar.
Table 4.29 The icon Show/hide ¶
Icon Name of Function
Show/hide To show or hide paragraph sign

c. Setting Indentation
You can indent a paragraph to left margin, right margin or both, either indentation
of the first line, or hanging indentation. The steps are as follow:

36
 1) Choose and place the cursor in a paragraph to indent.
2) Click the menu Format, then choose and click Paragraph.
3) In the Paragraph dialog box, click Indents and Spacing.
4) In indentation box, set the indentation that is wanted:
a) Left, sets indentation space from left margin
b) Right, sets indentation space from right margin
c) Special, determines special indentation with the space as it is in box By.
(1) (none), no special indentation
(2) First line, left indentation is for the first line only.
5) Hanging, set hanging indentation, in which all lines except the first line are
indented
6) See indentation sample in Preview
7) Click OK or Enter to end it

Left Indentation
First Line Indentation
Hanging Indentation
Right Indentation
Left margin Right margin

Figure 4.31 Indentation Setting

Table 4.30 The icons Increase Indent and Decrease Indent

Icon Name Function
Increase
To increase the indentation
Indent
Decrease
To decrease the indentation
Indent

F. Inserting Objects
1. Inserting Word Art
Word Art is a facility which is provided by Microsoft Word to create good looking
and artistic writing. The steps are:
a. Choose one of the things below:

37
 - Click Insert, Figure, then Word Art in the standard toolbar

- Or click the icon (Word Art) in the drawing toolbar,

Figure 4.32 WordArt Setting

b. Choose Word Art model that you like

c. Type a text in Word Art
d. Click OK

Figure 4.33 Editing WordArt Text

2. Inserting Clipt Art

a. Inserting Clipt Art in a document
1) First, open a document to insert a picture from Clipt art
2) Set the position of the picture, e.g. in the middle of a document.
3) Choose and click Insert, Figure, Clipt Art and wait until a dialog box is
active.

38
 Figure 4.34 Clip Art dialog box

4) In Search for, type a name to search, e.g. “Religion”, then click the icon Go or
enter.
5) After the pictures are shown, click a picture that you want.
6) Click Insert or drag it, so Ms. Word will place the clipt art in the document.

7) Then click the icon (Close)

b. Changing Picture Size

See the explanation below.

Figure 4.35 Changing picture size

1) Click the picture to set, then a picture with borders and drag points is shown.
2) Move the mouse pointer in drag points, click the left button, and drag as you wish.
a) Use angular point to change the figure size in the same shape

39
 b) Use horizontal point to maximize or minimize the picture to the right and to the
left
c) Use vertical point to make figure longer or shorter to top or bottom.

c. Moving a Picture
A picture in a document is sometimes difficult to format. It is because it is bound
to the original position. So if you want to place it as you wish, you have to set it first. To
do this, do the following:
1) Choose and click View, Toolbar, Picture
2) Click Text Wrapping and choose Square
3) Then place the picture as you wish by dragging it

d.Determining distance between picture and text

A picture in a text/document has its own characteristics concerning distance and
size. So, in order that the document has a proportional layout in relation to text and
pictures, you have to set it first.
The steps are as the following:
1) Choose and click first the picture to set
2) Choose and click Format, Picture

Figure 4.36 Layout Dialog Box

3) Click on the tab Layout

4) Choose and click Advanced
5) Choose Text Wrapping

40
 6) Click Square and Both slide
7) Set and click the arrow on Top, Bottom, Left and Right
8) Finally click OK

e. Decorating a picture with frame and background

To decorate a picture, you can add borders and colors. The steps are:
1) Choose and click first the picture to format
2) Choose and click Format, Picture

Figure 4.37 Colors and lines Dialog Box

a) Click the tab Color and Lines

b) In Fill, choose a color that you like
c) In Line, choose line color
d) Choose the thicknessof the line is in Dashed
e) Finally click OK

J. Formatting a Page
Formatting a page depends on print out result. The steps are:
1. Click the menu File, then choose and click Page Setup.
2. Wait untill Page Setup dialog box appears

41
 Figure 4.38 Page Setup Dialog Box

1. Margins

a. Margin, to set the margin of a page. To determine the size, click the symbol .
1) Top, to set the top margin of a document from the paper top edge.
2) Bottom, to set the bottom margin of a document from the paper bottom edge.
3) Left, to set the left margin of a document from the paper left edge.
4) Right, to set the right margin of a document from the paper right edge.
5) Gutter, to give specific distance on the left or top for bindery.
6) Gutter position, to provide two alternative positions, i.e. left or top position
b. Orientation, to determine page orientation.
1) Portrait, for vertical page orientation.
2) Landscape, for horizontal page orientation.
c. Mirror Margin, to set the margin so it can be printed like a book.
d. Apply to, to determine where the format is applied in a document. There are some
options:
1) Whole document, the margin is set for the whole document
2) This point forward, the margin is set from the active page (i.e. in insertion point
position) up to the last page.

2. Paper

42
 Figure 4.39 Paper Setup

Paper Size, is used to set paper size. The default size is letter. To choose other sizes,

click .
a. Width, for paper width size
b. Height, for paper height size

Note:
The format is seen in Preview. When you have finished formatting the document,
click OK to close the dialog box.

K. Printing a Document
1. Print Preview
To make sure that a document is neatly organized, it is better if you view the result
first in Print Preview. It is to check if there is any mistake in typing. The steps are below:
a. Choose and click File
b. Click Print Preview
c. Print Preview is displayed as in Figure 4.40.

43
 Figure 4.40 Print Preview

Besides, you can use the icon in the standard toolbar:

Table 4.31 The icon Print Preview

Icon Name Function

Print Preview To view a document before printed

2. Printing a Document
Before printing, make sure the printer is plugged and installed to your computer. The
steps are:
a. Click the menu file
b. Then choose and click Print

44
 Figure 4.41 Print Dialog Box

1) Name, to choose active printer type, click and choose the printer type.
2) Page range provides three printing alternatives:
a) ALL, i.e. printing the whole document.
b) Current page, i.e. printing an active page, which depends on the cursor
position.
c) Pages, i.e. printing the pages that you want. For example 1,3,5-12
(meaning to print page 1, 3, and page 5 up to page 12).
3) Print what, fill document if you want to print a document.
4) Prints provides three printing alternatives, odd, even, or all pages.
5) Copies is used to determine the total copy of printed documents. If you want
to print 5 copies, fill in it with number 5.
6) The option properties can be used to choose paper type, printing quality, and
so forth.
c. Click OK or Enter to print.

You can also use the icon (Print) in the standard toolbar.

Table 4.32 The icon Print

Icon Name of Function

Print To print a document

45
 Reflection

Put a tick (√) in the column provided if you understand or you

agree with the statements provided in the previous column.
Understand √ Statements √
Word Processor The material gives skill
and knowledge.
Menu bar The material increases
confidence.
Toolbar The material can give
the opportunity to have a
bussiness, e.g. typing
service.
Menu The material can
strengthen cooperation
among friends.
Icon The material in the
chapter is presented
orderly.
Menu Bar The material in the
chapter can broaden
students’ knowledge to
write various
information.
Standard Toolbar
Formatting Toolbar
Drawing Toolbar

Summary

1. Microsoft Word or Ms Word is word processing software which can be used to present
information. Besides Ms Word, there are other word processing software like AmiPro,
Word Perfect, WordStar, and so on.
2. Menu in software is the facilities or group of commands in an application program. For
example, Ms Word contains 9 main menus i.e File, Edit, View, Insert, Format, Tools,
Table, Window, and Help.
3. Each menu in software has submenu and each submenu has its own function.
4. Icon is a command shown in a figure or symbol which represents specific operation in
order to be easily remembered by users. In other words, icon is a “shortcut” to do a
command.

46
 5. Menu and icon can be activated in two ways by clicking a mouse and pressing keys on a
keyboard.

Evaluation

A. Multiple-choice Questions
Instruction: Choose the correct answers.
1. The Extention of Microsoft Word is ….
a. MDL c. DOC
b. XLS d. PPT
2. The menu to control the active window is …
a. title bar c. menu bar
b. status bar d. icon control menu
3. Shortcuts such as the icons New, Open, Save, Print and so on are
located in the …. toolbar.
a. Standard c. Formatting
b. Drawing d. Toolbar
4. The icon of Microsoft Word is ….
a. c.
b. d.
5. The following are the products of Microsoft Word, except ….
a. a newspaper c. a letter
b. a web page d. a database
6. Here are examples of menu bar, except .…
a. Front c. Format
b. File d. Edit
7. The icon which is used to open a new document is …

a. … c.
b. d.

8. The button which is used to format the screen size to become one full

47
 screen is ….
a. Minimize c. Restore
b. Maximize d. Close
9. The icon below that is used to save a document is ….

a. c.

b. d.
10. The steps below are to close or end Microsoft Word, except….
a. File Exit c. Alt + F4
b. Button close (X) d. Alt + Delete
11. The first step to run application program through the start button is
clicking:
a. Menu File c. Start
b. Icon on a desktop d. Shortcut
12. The paragraph command is in the menu:
a. Insert c. Tools
b. Format d. Table
13. The column command is in the menu:
a. Insert c. Tools
b. Format d. Table
14. If in the Insert Table dialog box we fill in 8 in the Number of columns
and 5 in the Number of rows, the table will contain:
a. 3 rows, 8 columns c. 8 rows, 5 columns
b. 5 rows, 8 columns d. 8 rows, 8 columns
15. Split Cells is used to:
a. divide cells into few lines or rows
b. divide cells into few lines
c. divide table into few cells
d. divide cells into some sub table

B. Essay-type Questions
1. What are the functions of the application program of Microsoft Word?
2. What are the uses of the application program of Microsoft Word in

48
 your school administration ?
3. What is a menu?
4. What is an icon?
5. What is Menu Bar? Explain it.
6. What does Standard Toolbar consist of? Explain it.
7. What is Formatting Toolbar? Explain it.
8. Mention the steps to activate the application program of Microsoft
Word using the start button in the taskbar.
9. Mention the differeneces between activating an application program
using the start button in the taskbar and using icon of a program on the
desktop.

C. PERFORMANCE TEST
Practice again:
1. Running Ms Word
2. Making folder and sub-folder
3. Copying file from My Document to Flashdisk, then from Flashdisk to
My Document
4. Sending a file from a Drive to another drive using Send To
5. Collecting some files in the same category or information to a folder
6. Tracing a folder or subfolder that you have just made using Windows
Explorer
7. Writing a formal letter using Ms Word.

49