Microsoft Word: Basics & Introduction

Objectives: Microsoft Word: Basics & Introduction

Microsoft Word - Introduction & Document Management

Microsoft Word: Introduction, UI & Document Management

1. Foundations & History

Microsoft Word is a powerful word processing software developed by Microsoft. It is part of the Microsoft Office suite and available for:

  • Platforms: Windows, macOS, Web, Mobile
  • Editions: Word for DOS, 32-bit/64-bit versions, LTSC (Long-Term Servicing Channel), Microsoft 365 Apps
  • Use: Writing documents, reports, resumes, books, letters, and more

File Types Supported

  • .docx - Default Word document
  • .doc - Older Word format
  • .dotx / .dotm - Word templates
  • .rtf - Rich Text Format
  • .txt - Plain text
  • .odt - Open Document Text
  • .pdf - Portable Document Format
  • .xml - Word XML file
  • .mht / .mhtml - Web archive format

2. User Interface (UI) Tour

Microsoft Word has a modern ribbon interface with multiple elements:

  • Ribbon: Tabs contain Groups, which contain Commands.
  • Quick Access Toolbar (QAT): Add frequently used commands for easy access.
  • Status Bar: Shows page number, word count, language, and view options.
  • Navigation Pane: Quickly navigate headings, pages, or search results.
  • Mini Toolbar: Appears when you select text for quick formatting.
  • Context Menus: Right-click menus to access commands efficiently.

Customization

  • Customize Ribbon and QAT via File β†’ Options β†’ Customize Ribbon / Quick Access Toolbar
  • Keyboard Shortcuts: Press Alt to see Ribbon shortcuts, or create your own
  • Touch/Pen Mode: Draw Tab β†’ Touch/Draw
  • Dark Mode: File β†’ Options β†’ General β†’ Personalize your copy of Microsoft Office β†’ Office Theme β†’ Dark Gray or Black

3. Creating, Opening & Saving Documents

Microsoft Word offers multiple ways to create, save, and recover documents.

  • Create: File β†’ New β†’ Blank Document / Template
  • Open: File β†’ Open β†’ Recent / Browse
  • Save: Ctrl + S, AutoSave (Microsoft 365), Save As for different formats
  • AutoRecover: Word automatically recovers unsaved documents after a crash
  • Version History: File β†’ Info β†’ Version History

Lab Steps Example:

1. Open Word β†’ File β†’ New β†’ Blank Document.
2. Type: "Hello Microsoft Word".
3. Save document as: File β†’ Save As β†’ Desktop β†’ Name: MyFirstDoc.docx.
4. Close Word β†’ Reopen β†’ File β†’ Open β†’ Desktop β†’ MyFirstDoc.docx.
5. Observe AutoSave and Version History options.

4. Properties & Metadata

Every Word document stores metadata that you can view or edit:

  • Author, Title, Tags β†’ File β†’ Info β†’ Properties β†’ Advanced Properties
  • Inspect Document β†’ Remove hidden data or personal info β†’ File β†’ Info β†’ Check for Issues β†’ Inspect Document

5. Document Navigation

  • Scroll: Use mouse or scroll bar
  • Go To (Shortcut: Ctrl + G) to move to pages, sections, or bookmarks
  • Find/Replace (Shortcut: Ctrl + F / Ctrl + H)
  • Document Map / Headings View: View β†’ Navigation Pane

6. Document Views

  • Read Mode – Focus on reading: View β†’ Read Mode
  • Print Layout – Default editing layout: View β†’ Print Layout
  • Web Layout – How document looks in web browser
  • Draft – Simple layout for fast editing
  • Outline – For structured headings
  • Split Window – Compare sections: View β†’ Split
  • Side-by-side – Compare two documents

7. Language & Proofing

  • UI Language: Changes Word interface language β†’ File β†’ Options β†’ Language
  • Proofing Language: Spellcheck dictionary for text β†’ Review β†’ Language β†’ Set Proofing Language
  • Custom Dictionaries: File β†’ Options β†’ Proofing β†’ Custom Dictionaries

8. Clipboard

  • Copy (Ctrl + C), Cut (Ctrl + X), Paste (Ctrl + V)
  • Paste Options: Keep source formatting, Merge formatting, or Keep text only
  • Paste Special: Home β†’ Paste β†’ Paste Special
  • Office Clipboard: Stores multiple copied items β†’ Home β†’ Clipboard β†’ Clipboard Pane

Lab Step Example for Clipboard:

1. Open a document and type "Word Training Notes".
2. Select text β†’ Ctrl + C (Copy).
3. Move cursor elsewhere β†’ Ctrl + V (Paste).
4. Use Paste Special β†’ Keep Text Only and observe differences.

Tip: Learning all shortcuts like Ctrl + S, Ctrl + P, Ctrl + Z, Ctrl + Y, Ctrl + B/I/U makes Word much faster and professional.

Microsoft Word Basics

Microsoft Word: Basics & Introduction

1. History of Word – Versions (DOS, Windows, Mac, Web, Mobile)

Microsoft Word started as a simple text processor in 1983 for DOS. Over time, it evolved into versions for Windows, Mac, and now Web & Mobile. Each version introduced new features to make writing, editing, and formatting easier:

  • DOS Version: Command-line interface, simple text editing.
  • Windows Version: Introduced graphical interface, menus, and toolbar.
  • Mac Version: Optimized for Apple devices, similar to Windows version.
  • Web Version: Online editing, collaboration, real-time sharing.
  • Mobile Version: Editing documents on phones/tablets with touch interface.

Understanding the history helps you know why Word works the way it does and how features evolved to support users.

2. Word User Interface (UI)

The User Interface (UI) is how you interact with Word. Key parts include:

  • Ribbon: Horizontal strip at the top with commands organized in tabs.
  • Tabs: Categories like Home, Insert, Layout, References. Each tab shows relevant tools.
  • Quick Access Toolbar: Customizable toolbar for frequently used commands like Save, Undo, Redo.
  • Status Bar: Displays page number, word count, language, and view shortcuts at the bottom.

Steps to explore UI:

  1. Open Word.
  2. Click through each tab to see the tools.
  3. Right-click Quick Access Toolbar to add frequently used commands.
  4. Look at Status Bar at the bottom for document info.

3. Files & Extensions

Word files can be saved in different formats depending on your needs:

  • .docx – Standard Word document (editable).
  • .doc – Older Word format (for compatibility with old versions).
  • .dotx – Word template (used to create new documents with same formatting).
  • .dotm – Template with macros (automated commands).
  • .rtf – Rich Text Format (works on multiple software).
  • .txt – Plain text file (no formatting).
  • .pdf – Portable Document Format (read-only, great for sharing).

Steps to save in different formats:

  1. Click File β†’ Save As.
  2. Choose location.
  3. Select desired format from Save as type.
  4. Click Save.

4. Creating, Saving & AutoRecover

  • Save: Save current work manually using Ctrl + S.
  • Save As: Save document with new name or format.
  • AutoSave: Automatically saves document in real-time if using OneDrive.
  • Version History: Allows you to view and restore previous versions of the document.

Steps to enable AutoRecover:

  1. Go to File β†’ Options β†’ Save.
  2. Check Save AutoRecover information every X minutes.
  3. Specify the file location.

5. Properties & Metadata

Metadata stores information about your document that helps with organization and search:

  • Author: Name of the person who created the document.
  • Title: Document title.
  • Tags: Keywords to identify the document.
  • Inspect Document: Check for hidden data before sharing.

Steps to view/edit properties:

  1. Click File β†’ Info.
  2. Edit Title, Author, Tags on the right side.
  3. Click Check for Issues β†’ Inspect Document to remove hidden metadata.

6. Views

Word offers multiple ways to view documents depending on what you need:

  • Print Layout: Default view showing pages as they will print.
  • Read Mode: Optimized for reading on screen, hides most tools.
  • Web Layout: Shows how document would appear in a web browser.
  • Outline: Displays headings for easy navigation and organization.

Steps to switch views:

  1. Go to View tab.
  2. Click desired view from Views group.

7. Languages & Proofing

Word helps you write accurately using proofing tools:

  • Dictionaries: Word checks spelling based on selected language.
  • Spell Check: Highlights spelling mistakes.
  • Proofing Packs: Optional language tools for grammar and thesaurus in multiple languages.

Steps to use proofing:

  1. Go to Review β†’ Language β†’ Set Proofing Language.
  2. Select the language you want to check spelling in.
  3. Click Spelling & Grammar to start proofing your document.

© 2025 Microsoft Word Learning Notes

Reference Book: N/A

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