Tanzania Public Service College

Subject: Introduction to Computer Application

Instructor: Mr. Michael Johnmichaelmirambo@gmail.com

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Basics of Microsoft

Word-2007

(Word Processor)

Turning the Computer ON & OFF

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Turning on the computer1. Switch on switch socket (Power source)

2. Switch on UPS

3. Switch on both System switch and Monitor switch

4. Wait until Booting process complete its task then you can start to use computer.

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Turning Off the computer

1. Click on start button

2. Click shut down

3. Wait the computer until the monitor will show black screen

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Word Processor A word Processor is an application software that

helps in the production of a document. It is a text editor that allows us to type, edit and save text.

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Example of Word Processor Software

• Microsoft Word• Word Star• WordPerfect• Lotus Notes• Perfect Writer• Professional Write• MultiMate• Word Pad

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Microsoft Word (Ms-Word)

• Microsoft Word is an example of a word processor. It is a powerful Application with special capabilities to manipulate text.

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What is Microsoft Word?

Microsoft Word- Is a word processing application software that allows to type, edit, save and format text documents. Basically it deals with Production of a document such as letter, Memo, Report, Proposal etc

Is an electronic program used on processing document electronically.

NoteMicrosoft word can prepare a document in a

graphical word of “WYSIWYG” (What You See Is What You Get) This means that your able to see on the screen exactly what the page will look like when it is printed out.

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Microsoft word versions

There are several versions of Microsoft Office, the following are some of them:

Examples:• Microsoft Word 95• Microsoft Word 97• Microsoft Word 2000• Microsoft Word XP or 2002• Microsoft Word 2003• Microsoft Word 2007 • Microsoft Word 2010

Advantages of the Microsoft Word

1. MS Word is used to produce textual documents such as CVs, memos, Proposals, newsletters, questionnaires, Report, Calendar, Letters E-mail messages, Tables, Prepare tests and Examinations, etc.

2. It can be used to add graphics and pictures in a document.  

3. Ms Word used for creating tables for easy and quick to understand documents in summary.

4. Presenting a document in columns makes it easier to read and draw comparison.

5. Ms Word provides automatic spell checking of word and grammar, finding and replacing text etc are some of the features that make documents formal.

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Opening/Starting Microsoft Word

There are several ways which you can use to

launch Ms word

1st Option

• Click Start Button• Go to All Programs • Go to Microsoft Office• Click Microsoft Office Word 2007

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Cont…

2nd Option

Using the short cut Icon on the Desktop

Double Click it OR Point on the Icon

Right Click itClick Open

OR Click the Icon OncePress the Enter Key

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Opening Microsoft Word cont…

3rd OptionUsing the Run Command• Click Start Button • Click Run, the Run dialog box will appear

• Click OK Button or press the enter key

Type the Program file

name e.g. winword for

MS Word

To Create a New Document from the Start Menu

• Clicks start Programs Microsoft Office Microsoft Word 2007.

To Create a Document from Existing Document • Click the Office Button New Create, or press

<Ctrl> + <N>. • You will see the MS-Word screen appears. It is

just a blank document page is ready for you to start typing.

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Microsoft Word Screen or Window

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Elements of MS-Word 2007 Screen/ window

• Office button-It Provides access to menu commands in Word. Here is where you will find commonly known features such as New, Open, Save, Print and Recent Documents.

• Quick Access- It provides easy access to command you use most frequently. The save, Undo, Redo/Repeat and quick print button appears on Quick Access toolbar by default.

• Ribbon tabs- These tabs each contain a different set of options relevant to the tab name. There are three basic components to the Ribbon: 1. Commands 2. Command Sets/Groups 3.Command Tabs

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Cont…

• Title Bar: This is a bar at the top of Microsoft Word screen that displays the program Name and the current File Name e.g. – Microsoft Word Document1

• Help icon -Click the question mark to see the Help screen.• Rulers- To help you line up text and objects, Microsoft

Office Word have a vertical and a horizontal ruler. (If you can’t see the rulers, use the View ribbon to enable them.)

• Scroll Bars- These are the bars along the right side and bottom of a document window used to display hidden parts of the document.

• Status bar- This bar at the bottom of your screen displays number of pages and words, spelling & grammar check

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Cont…• Zooms slider -Move the zoom slider left or right to decrease

or increase the size of the document• The Text Area- Is a working area where you can type and

edit text, insert pictures, graphics, tables e. t. c• Minimize Button-A button located to the left of the

Maximize/Restore button in the top right corner of the window, which reduces the window to an icon at the bottom of the screen.

• Maximize/ Restore Button- A button located to the left of the Close button in the top right corner of the window, which controls the size of the application and document windows.

• Close Button- A button located to the right of the Maximize/Restore button in the top right corner of the window, which displays an X. It is used to close the current window. 20

Document Views Icon

Layout Views Icon

These are 5 buttons at the bottom left of a document window.

Click any of the document view icon to change the document

view. OR• Click View menu• Select View layout to display

Types of Layout views

1. Print layout View 2. Full Screen reading View 3. Web layout View 4. Outline View 5. Draft View.

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Opening an Existing Document• Click the Microsoft Office Button  Open, or• Press CTRL+O (Depress the CTRL key while

pressing the “O”) on the keyboard

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To Save a DocumentTo Save a Document: Click the Save button on the Quick Access Toolbar, or press <Ctrl> + <S>.

• Note: Save – Using this button normally presume that you had already saved your button and it does not change your file folder or name. It just Save the current changes done to your word document.

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To Save a Document with a Different Name/ Save As

• Select the Office Button>Save As. You may change the file format, but it’s best to save the file as Word 97-2003 Document In the File Name field, type the name of the document and then Click Save

• Note: Save As command will enable you to save your document in a new location, and also to rename the word document.

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To Close a Document• 1) Click the Microsoft Office Button, and then click Close

• 2) If a Microsoft Office Word dialogue box appears displaying a “Do you want to save…?” message:

• Click Yes to save, No to discard, or Cancel to close the dialogue box.

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Previewing and Printing a Document

• Click the Microsoft Office Button, point to print and select one of the following options:

• Print - Allows you to select a printer, number of copies, and other printing options before printing. 

• Quick Print- Allows you to send the document directly to the default printer without making changes. 

• Preview- Allows you to preview and make changes to pages before printing.

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Cut, Copy and Paste• Often times you will need to move text from one

location in a document to another, or to a different application. In this case you will perform a Cut and Paste. To reproduce a specific part of a document and place it elsewhere, you will perform a Copy and Paste.

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To Cut Text• Cut - Remove a text permanently from one

location to another through pasting.

• Select the text you want to move• Click on the Cut icon located on the Home

tab in the Clipboard group

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To Copy Text• Copy – Carry text or graphic to another location

through paste.• 1) Select the text you want to copy• 2) Click on the Copy icon located on the

Home tab in the Clipboard group• Right click on selected text, and then Click

“COPY”

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To Paste Text

• Paste - allow you to duplicate content from another file to a different section of the Word Document; you can either paste text or graphics by cutting and pasting

• 1) Click in the area of the document where you want to paste your text

• 2) Click on the Paste icon located on the Home tab in the Clipboard group. Or

• Press CTRL+V (Paste Key)• Right Click on new location, and then Click

“PASTE30

FONT GROUPTAB GROUP COMMAND COMMAND’S NAME

DESCRIPTIONS

HOME FONT Font list click pull-down arrow to choose font face

HOME FONTFont size pick size from list or type a

size

HOME FONTGrow font increases font size

HOME FONTShrink font decreases font size

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Cont…

HOME FONT Clear Formatting

removes all style elements to selected text

HOME FONTBold Bold, makes the text to become much

thick in size and visible

HOME FONT Italic makes your text italics

HOME FONTUnderline Click on it to underline your text

HOME FONTStrikethrough draws a line through selected text

HOME FONTSubscript

lets you type text as a subscript to main text, like a footnote reference

HOME FONTSuperscript lets you type text as a superscript to

main text, like an exponential number

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HOME FONTChange case

Change all selected to UPPERCASE, lowercase or

other common capitalizations

HOME FONTHighlighting highlights the selected text. Click

the pull-down arrow to see a number of different highlight

colors

HOME FONTText Color Click the pull-down arrow to

choose from a number of different text colors

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Font face

• To change the text to a different font, follow this quick method:

• Select the text by clicking the left mouse button and dragging until the text is selected.

• Click on the Font Face box , which is located at the top-left corner of the font section.

• Once clicked, the box will open and reveal a long list of fonts.

• Click on the desired font.

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To change the font size

• Offers three options after selecting the text like before.

1. Click on the arrow on the Font Size box (located to the right of the Font Face box), and click on the desired size.

2. Click on the number inside the Font Size box, type in the number with the keyboard and press ENTER.

3. Click on the Grow Font to increases font size or Shrink decreases font size

• Font buttons to the right of the Font Size box.35

Bold• Select the text• Click the Bold icon on the Ribbon.

Note: To turn off bold, highlight the text and press the Bold icon again.

• Click anywhere in the Text area to remove the highlighting

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Italicize

• Select the text• Click the Italic icon on the Ribbon.

Note: To turn off italics, highlight the text and press the Italic icon again.

• Click anywhere in the Text area to remove the highlighting.

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Underline

• Select text• Click on the arrow to the right of the

Underline icon on the Ribbon. Note: To turn off underlining, press the Underline icon again.

• Click anywhere in the Text area to remove the highlighting

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Font color• Font Color – this enables you to change the font

color of your text to your own choice, black, blue or red, this according to what you are writing

• Select the text that you'd like to change the font color.

• Select the Home tab in the toolbar at the top of the screen.

• click on the arrow to the right of the Font Color button

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Change Case

• Changes your sentences case either lower case, Upper Case

• Select the text you want to change it case • Click on the Icon • Select what case you want for your text.

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Text Highlight Color

• Select the text that you want to highlight.• On the Home tab, in the Font group, click the

arrow next to Text Highlight Color .• Click the color that you want.

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Subscript and Superscript

• Subscript appears smaller and below the baseline (Ex. H2O or X2) while a superscript appears smaller and above the baseline (Ex. X3)

• select the character that you would like to change

• Click the Superscript or Subscript symbol from the ribbon under the home tab

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PARAGRAPH GROUPTAB GROUP COMMAND

Name of command Descriptions

HOME PARAGRAPH Bullets Click the arrow to choose different bullets styles

HOME PARAGRAPH Numbering Click the arrow to choose different numbering formats

HOME PARAGRAPH Multilevel List

Click the arrow to choose different Multilevel List styles

HOME PARAGRAPH Decrease Indent

Decrease Indent level of the paragraph

HOME PARAGRAPH Increase Indent

Increase Indent level of the paragraph

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Cont…

TAB GROUP COMMANDName of command Descriptions

HOME PARAGRAPH Left alignment Align text to the left

HOME PARAGRAPH Center alignment

Center text

HOME PARAGRAPH Right alignment Align text to the right

HOME PARAGRAPH Justify This create a clean look along the left and right side of the page

HOME PARAGRAPH Line Spacing Change the spacing between lines of the text

HOME PARAGRAPH Shading Color the back ground behind the selected text or paragraph.

HOME PARAGRAPH Border Customize the borders of selected text or cells

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ALIGNMENT• Alignment: to align means to place your text

within the desire section of the page, you can choose to align left

• Select the text you want to use in the left alignment, and then use the left alignment command to choose left alignment.

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Left alignment

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Centre alignment

All text will be place on the middle of your page and will look like thisSelect the text you want to use in the center, and then use the center alignment command to choose center alignment.

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Right Alignment

To align right means all text will have an a uniformity ending at the right side of your page,

• Select the text you want to use in the right alignment, and then use the right alignment command to choose right alignment.

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Justify• Justify – This will make you document have

uniformity both at the left and right margin of the page

• Select the text you want to use in the justify, and then use the justify alignment command to choose justify alignment

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