Microsoft Word Basics

Microsoft® Word 2019 Basics – Welcome to Microsoft® Word

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Objectives

• To examine the document creation

process.

• To understand the use of Microsoft®Word

in the workplace.

• To identify the layout of Microsoft®Word.
• To explore methods of customizing the

program window.

3

Main Menu

Creating Professional Documents

Word in the Workplace

Layout & Inside the Ribbon &
Backstage View

Customizing the Word Window

Creating Professional Documents

5

Microsoft®Word

• Is a word processing software which allows

users to create polished, professional
documents

−word processing

• act of creating, editing and producing a text

document

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Steps for Document Creation

• Includes:

−plan
−create and edit
−format
−distribute

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Planning

• Involves:

−determining what to say
−organizing information in a logical manner
−determining how the document should look

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Creating & Editing

• Involves:

−typing the text of the document
−reading the document
−adding, deleting or moving text
−correcting errors

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Formatting

• Involves:

−enhancing readability and organization

• adjusting margins
• setting line spacing
• applying font styles

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Distributing

• Involves:

−printing the document
−sending the document electronically
−sharing the document

Word in the Workplace

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Play iCEV Video

Instructions:

Show the Word in the Workplace video segment

Layout and Inside the Ribbon and Backstage View

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Word Window Layout

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Ribbon

• Is the major organizational unit of the

programs

• Contains tabs, groups and commands

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File Tab

• When clicked, opens Backstage View
• Holds the following options:

−Home, New, Open,

Info, Save, Save As,
History, Print, Share,
Export, Close,
Account, Feedback,
Options

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File Tab/Backstage View

• Includes:

−New

• contains:

− thumbnails which can be clicked to create a

new document from:

• a blank

document

• a template

− search box for

more templates

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File Tab/Backstage View

• Includes:

−Open

• contains the commands for:

− opening previously saved documents in a

variety of locations such as:

• recent locations
• cloud-based

storage

• locations on the

computer

− browsing for files
− opening recently

opened files

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File Tab/Backstage View

• Includes:

−Info

• contains commands to protect, inspect and

manage the document

• shows properties of the document

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File Tab/Backstage View

• Includes:

−Save

• if the file has been saved before, when clicked,

the command saves the file in its current
location

• if not previously

saved, when
clicked, it opens
the Save As
screen

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File Tab/Backstage View

• Includes:

−Save As

• shows sites where files can be stored

such as:

− the computer
− recently used

locations

• offers the command

to browse for other
available locations

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File Tab/Backstage View

• Includes:

−Print

• shows properties associated with printing the

document such as:

− preview of the file
− number of copies
− selected printer

and properties

− settings to be

applied to the
printed file

• contains the Print

button to start
printing

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File Tab/Backstage View

• Includes:

−Share

• contains commands to share the document by:

− sharing to a

cloud-based
location

− e-mailing
− sending to Adobe®

PDF for review

− presenting online
− posting to a blog

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File Tab/Backstage View

• Includes:

−Export

• contains the commands for:

− creating an Adobe®PDF
− creating a PDF/XPS version of the document
− changing the file type

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File Tab/Backstage View

• Includes:

−Close

• if clicked will exit the program

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File Tab/Backstage View

• Includes:

−Account

• shows:

− user information
− customization

options for Office
programs

− connected cloud

services

− product information

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File Tab/Backstage View

• Includes:

−Options

• opens the Word Options window where users

can edit various program settings

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File Tab/Backstage View

• Can be exited by clicking on the arrow at

the top left corner

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Home Tab

• Contains the following groups:

−Clipboard

• holds commands for cutting, copying, pasting,

formatting painter and opening the clipboard

−Font

• contains commands for formatting text such as

specifying font type, size, case, color, effects
and highlight

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Home Tab

• Contains the following groups:

−Paragraph

• holds commands for formatting paragraphs such

as adding bulleted or numbered lists, alignment,
paragraph indent and spacing, paragraph
background color and borders and visibility of non-
printing characters

−Styles

• contains styles which can be applied to text

−Editing

• holds commands to find, replace and select text

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Insert Tab

• Is composed of the following groups:

−Pages

• holds commands to insert various types of pages

and page breaks

−Tables

• contains commands to insert tables

−Illustrations

• holds commands to insert pictures, shapes, icons,

3-D models, SmartArt, charts and screenshots

−Add-ons

• contains custom commands to edit a document

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Insert Tab

• Is composed of the following groups:

−Media

• consists of the command to locate online videos to

add to documents

−Links

• contains commands to insert hyperlinks, bookmarks

and cross-reference lists

−Comments

• holds the command for inserting a comment

−Header & Footer

• consists of commands to add a headers and footers

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Insert Tab

• Is composed of the following groups:

−Text

• holds commands to insert text boxes, quick

parts, WordArt, drop caps, signature lines, time
stamps and objects

−Symbols

• contains commands to insert equations and

symbols

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Design Tab

• Contains the following groups:

−Document Formatting

• consists of commands which can be used for

editing document themes, styles, colors, fonts
and paragraph spacing as well as set default
document formatting settings

−Page Background

• holds commands which can add a watermark,

page background color and page borders

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Layout Tab

• Is composed of the following groups:

−Page Setup

• contains commands to set page margins, page

orientation, page size, columns, insert page
breaks and line numbers and specify
hyphenation settings

−Paragraph

• holds commands to adjust the left and right

paragraph indents as well as specify the
spacing before and after paragraphs

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Layout Tab

• Is composed of the following groups:

−Arrange

• consists of commands which can be used to

position objects in a document, wrap text
around objects in a document, align objects,
group objects and rotate objects in a document

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References Tab

• Contains the following groups:

−Table of Contents

• holds commands to create a table of contents

−Footnotes

• contains commands to insert and edit footnotes and

endnotes

−Smart Lookup

• looks up words or phrases instantly

−Citations & Bibliography

• holds commands to insert citations, manage

sources and create a bibliography

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References Tab

• Contains the following groups:

−Captions

• consists of commands to insert captions, create a

table of figures and cross-reference materials

−Index

• holds commands to create an index and mark

entries for the index

−Table of Authorities

• contains commands to create a table of authorities

and mark citations for the table of authorities

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Mailings Tab

• Is composed of the following groups:

−Create

• contains commands to develop personalized

envelopes and labels

−Start Mail Merge

• holds commands to start a mail merge and select

and edit a recipient list

−Write & Insert Fields

• contains commands to highlight fields, add an

address block, insert a greeting, add merge field,
create rules for the merge, match fields and update
the merge

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Mailings Tab

• Is composed of the following groups:

−Preview Results

• contains commands to preview how the mail

merge will look when the merge fields are
replaced with the recipient’s information

−Finish

• holds the command to complete the merge

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Review Tab

• Contains the following groups:

−Proofing

• holds the spelling and grammar check tool,

thesaurus and word count tool

−Speech

• holds the command to read a document aloud

−Accessibility

• holds the command to check a document’s

accessibility

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Review Tab

• Contains the following groups:

−Language

• consists of commands to translate words or

paragraphs and set other language options

−Comments

• holds commands to add, edit, navigate through

and show comments

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Review Tab

• Contains the following groups:

−Tracking

• contains commands to track changes made to

a document as well as open the Reviewing
Pane

−Changes

• holds commands to accept or reject changes

as well as navigate through changes in the
document

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Review Tab

• Contains the following groups:

−Compare

• consists of the command to compare versions

of a document

−Protect

• contains commands which allows users to

place restrictions on the types of changes
which can be made to a document

−Ink

• holds the command to hide any ink contained

in the document

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View Tab

• Consists of the following groups:

−Views

• contains different viewing options which can be

applied

−Immersive

• contains an assistive reading tool to make

documents easier to read

−Page Movement

• contains commands to change the page

movement from vertical to side to side

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View Tab

• Consists of the following groups:

−Show

• holds commands to show rulers, gridlines and

the Navigation Pane

−Zoom

• contains commands to view the file at different

zoom levels and the number of pages viewed
at once

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View Tab

• Consists of the following groups:

−Window

• holds commands for viewing a document in the

program window

−Macros

• consists of the command to create a macro

Customizing the Word Window

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Play iCEV Video

Instructions:

Show the Customizing the Word Window video segment

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Acknowledgements

Production Coordinator
Sara Allen

Videography/Post Production
Jake Saye

Video Narrator
Jason Kappus

Graphic Editors
Hilary Jasper, Megan O’Quinn,
Merah Barbee

Director of Brand Management
Megan O’Quinn

Quality Control Director
Angela Dehls

Executive Vice President

Clayton Franklin

Executive Producer

Gordon W. Davis, Ph.D.

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CEV Multimedia, Ltd.