Certified Office Administrator Learning Resources MS-Word

Learning Resources


Starting Ms Word
Click on the Start button to display the Start Menu.
Click Programs.
Click on the Microsoft Office Sub-Menu and then click on the Microsoft
Word 2003 button.
Closing the Word program using the Close Button
Click on the Close button displayed at the top right of the Microsoft Word window.
Setting Print Layout View
We normally view the document in Print Layout View.  The Print Layout view shows the document as it will look when it is printed.

  • Click on View.
  • Click on Print Layout

The Title Bar
The  Title  bar is  located  at  the  very  top  of  the  screen.   On  the  Title  bar,  Microsoft  Word
displays the name of the document on which you are currently working.   
Typing and Using the Backspace Key
To enter text, simply type just as you would if you were using a typewriter. To capitalize, hold
down the Shift key while typing the letter. Use the Backspace key to delete text. You do not
need to press Enter to start a new line - Microsoft Word automatically wraps at the end of the
line. Press Enter to start a new paragraph.
The Delete Key
You can also delete text by using the Delete key. First, highlight the text you wish to delete;
then press the Delete key.

Inserting Text  
To insert text, you must be in the Insert mode.  To check to see whether you are in the Insert
mode, look at the Status bar, located at the very bottom of the screen.  Look at the right side
of the Status bar.  If the letters "OVR" are gray, you are in the Insert mode.  If the letters
"OVR" are black, you are in the Overtype mode.   
Insert Mode and Overtype Mode
To change to the Insert mode:  
Double-click the letters "OVR."
The letters "OVR" are now gray.
Bold, Underline, and Italicize  

  • First highlight the text you need to make bold.
  • Click the Bold icon  on the toolbar.  
  • Note: To turn off bold, highlight the text and press the Bold icon again.  
  • Click anywhere in the Text area to remove the highlighting.


  • First highlight the text you need to make italic.
  • Click the Italic icon  on the toolbar.   
  • Note: To turn off italics, highlight the text and press the Italic icon again.  
  • Click anywhere in the Text area to remove the highlighting.


  • First highlight the text you need to underline.
  • Click the Underline icon  on the toolbar. You will get a single underline.  
  • Note: To turn off underlining, press the Underline icon again.  
  • Click anywhere in the Text area to remove the highlighting.

Save and Save As
Saving a New File
Click File on the Menu Bar.
Select Save - Ctrl+S.  
Choose the Save button   from Toolbar.
Save As Dialog Box
After  selecting  Save  from  the  Menu  Bar  or  the  Standard  Toolbar,  the  Save  As  Dialog  Box
Open a file
Click on File Menu - Open.
The open dialogue box opens.   
Click on the downarrow next to Look In and search for the file you want to open.
Cut, Copy, Paste
Often  in  word  processing,  you  will  need  to  transfer  information  from  one  document  to another.
Instead of having to re-type or replace this information, Word allows you to move a block of text (a
word, sentence, paragraph, page, document, or graphic).

To Cut and Paste a Block of Text:
Select the text you want to move.
Click the Cut button on the Standard Toolbar.  
Place the insertion point where you want the text inserted.
Click the Paste button.  

Aligning Text
Align Text Using the Alignment Buttons:
Select the text you want to align.
Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.
In order to change the margins (space along the top, left, right and bottom) in your document, you will need to access the
Page Setup dialog box.
Click File on the menu bar.
Select Page Setup.
Select Margins tab in the Page Setup dialog box.
Paper Size
On the File menu, click Page Setup, and then click the Paper tab.
Click a paper size.  Normal Size is A4.
Graphics - Objects vs Pictures
There  are  two  basic  types  of  graphics  that  you  can use  to  enhance  your Microsoft  Word  documents: drawing  objects and pictures.  Drawing objects include AutoShapes, diagrams, curves, lines, and WordArt drawing objects.  
Pictures  are  scanned  pictures  and  photographs,  and  clip  art.  You  can  change and  enhance  pictures  by  using  the options  on  the Picture toolbar  and  a limited number of options on the Drawing toolbar.  
Insert clip art  
On the Insert menu, point to Picture, and then click Clip Art.
In the Clip Art task pane, type the search term (for example, "cats") in the Search for field.
Place the insertion point in your document where you want to insert clip art, and then click the clip you want.
Insert a graphic from a file into a Word document
On the Insert menu, point to Picture, and then click From File.
Browse to your graphic file.
Click the file, and then click Insert.
After you insert a graphic, you can use wrapping styles to modify the layout of the text in relation to the graphic.

Wrapping styles
We  use  wrapping  styles,  so  that  text  wraps  neatly  around  the pictures and you can be able to move the picture to any position you like.

Apply wrapping styles to a graphic
Click your graphic to select it.
On the Format menu, click Picture.
In the Format Picture dialog box, click the Layout tab.
Click a wrapping style, and then click OK.
WordArt Drawing Objects
Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden and much, much more. WordArt can even be shadowed, skewed, rotated, and stretched.
To Insert WordArt:
Place the insertion point where you would like to insert WordArt.
Click the WordArt button on the Drawing toolbar  .
The WordArt gallery opens.
Choose (click) a WordArt style.
The Edit WordArt Text dialog box appears.
Edit the font, size, and style.
Click OK.
Resizing WordArt
Be careful when resizing text so that you do not distort the letters excessively, making them
unreadable. Using side handles does not resize proportionally. To resize proportionally, use the corner handles and hold down [Shift].
Select the WordArt.
Sizing handles appear on the text box area.
Place the pointer over one of the square handles.
When the pointer changes to a two-directional arrow, you can move the pointer in any direction.
Click and drag the border to the desired size.
A dotted outline appears indicating the new size.
Release the mouse.

Editing WordArt
To change the spelling or wording of the WordArt you have created, use the WordArt toolbar.
Select the appropriate piece of WordArt by clicking it once
The WordArt toolbar appears.
Click EDIT TEXT...   
The Edit WordArt Text dialog box appears.
Make the desired changes
Click OK
 Formatting Background
Click on Format.
Click on Background.
Choose a colour of your choice.
Drawing Toolbar
Accessing the Drawing Toolbar
From the View menu, select Toolbars » Drawing.
The Drawing toolbar appears at the bottom of the screen.

Add a border to a page
On the Format menu, click Borders and Shading, and then click the Page Border tab.
To specify an artistic border, such as trees, select an option in the Art box.
Click one of the border options under Settings.

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