Easy Computer Basics, Windows 10 Edition (2016)
Chapter 8. Using Microsoft Word
When you want to write a letter, fire off a quick memo, create a fancy report, or publish a newsletter, you use a type of software program called a word processor. For most computer users, Microsoft Word is the word processing program of choice. Word is a full-featured word processor, and it’s included on many new PCs and as part of the Microsoft Office software suite. You can use Word for all your writing needs—from basic letters to fancy newsletters and everything in between.
Several versions of Word are available. Microsoft Word Online is a free web-based version you access using Internet Explorer or another web browser. Then there’s the traditional desktop software version of Word, which you can purchase from any consumer electronics store or download from Microsoft or various Internet retailers. Microsoft also makes a universal Word app, that’s optimized for touchscreen tablets and phones running Windows. There are even versions of Word optimized for Apple and Android smartphones and tablets.
For many users, Word Online is sufficient, even though it lacks some of the advanced formatting and reference features of the more expensive desktop version. If you want to do sophisticated page layouts, mail merges, and similar functions, you’ll need to purchase the desktop software version of Word. Otherwise, use the free online version—it’s fine for writing memos, letters, and the like.
Comparing Desktop and Web Versions of Word
Launching Word Online
If you don’t want to go to all the trouble of purchasing and installing an expensive piece of software, you can use the Microsoft Word Online free from your web browser.
From within Internet Explorer or another web browser, enter www.office.com into the Address box and press Enter.
From the Office Online web page, click the Word Online tile.
Note: OneDrive
You can also open and edit existing Word documents from Microsoft’s OneDrive online storage service, located at onedrive.live.com. All the documents you create with Office Online are stored online with OneDrive.
Note: Microsoft Office Online
Microsoft Office Online is a suite of applications that include Word (word processing), Excel (spreadsheets), PowerPoint (presentations), and OneNote (notes and planning). Learn more about Office Online—and the desktop version of Office—online at products.office.com.
You now see the home page for Word Online. Files you’ve recently created are listed in the Recent pane on the left. To open an existing document, double-click it.
To open a new Word document, click one of the templates shown in the main part of the window or...
Click New Blank Document to open a blank document without a template.
The document opens with the filename Document 1 or something similar. To change the name of this document, highlight the existing filename at the top of the workspace and enter a new name.
Note: Templates
A template is a document with preformatted styles and often placeholder text.
Note: Word for Windows 10
Microsoft offers a universal app version of Word (and of all Office apps), from the Windows Store. This version of Word really isn’t designed for Windows 10 computers; it’s optimized for use with Windows tablets, smartphones, and other touchscreen devices. You can, however, run it on your Windows 10 PC.
Launching the Word Desktop App
When you need to create more sophisticated documents, use the full-featured desktop version of Microsoft Word. It works similarly to the web version, but with more formatting options.
Open the Windows Start menu and click the Word 2013 tile or item.
Word 2013 launches. Files you’ve recently created are listed in the Recent pane on the left. To open an existing document, double-click it.
To open a new Word document, click one of the templates shown in the main part of the window or...
Click New Blank Document to open a blank document without a template.
Note: Word 2013
The latest version of Microsoft Word is Word 2013. Older versions look somewhat different and operate slightly differently from what is described in this chapter.
Note: Office 365 Home Premium
You usually purchase Microsoft Word as part of the Microsoft Office suite of programs. Microsoft offers several editions of Office for purchase, but most home users will find the Home Premium edition the best fit, because it includes the Word, Excel, PowerPoint, Outlook, Publisher, Access, and OneNote apps. You can also get Word (and the rest of Office) on an annual subscription basis; you’ll pay $99.99/year to install what Microsoft calls Office 365 on up to five PCs.
Navigating Word Online
Word Online, like the desktop version of Word, uses a ribbon-based interface with different ribbons for different types of operations. Each ribbon contains buttons and controls for specific operations. For example, the Home ribbon contains controls for formatting fonts, paragraphs, and the like; the Insert ribbon includes controls for inserting tables, pictures, clip art, and such.
Click any tab to display the related ribbon.
Click a button or control on the ribbon to perform the given operation.
Tip: Context-Sensitive Ribbons
Some ribbons appear automatically when you perform a specific task. For example, if you insert a picture and then select that picture, a new Format ribbon tab (not otherwise visible) will appear, with controls for formatting the selected picture.
Tip: Different Ribbons
The desktop software version of Microsoft Word contains additional ribbons (such as Design, References, and Mailings) not found in Word Online.
Entering Text
You enter text in a Word document at the insertion point, which appears onscreen as a blinking cursor. When you start typing on your keyboard, the new text is added at the insertion point.
Within your document, click where you want to enter the new text.
Type the text.
Tip: Move the Insertion Point
You move the insertion point with your mouse by clicking a new position in your text. You move the insertion point with your keyboard by using your keyboard’s arrow keys.
Note: Working with Documents
Anything you create with Word—a letter, memo, newsletter, and so on—is called a document. A document is nothing more than a computer file that can be copied, moved, deleted, or edited from within Word.
Cutting/Copying and Pasting Text
Word lets you cut, copy, and paste text—or graphics—to and from anywhere in your document or between documents. Use your mouse to select the text you want to edit, and then select the appropriate command from the Home ribbon.
Click and drag the cursor to select the text you want to copy or cut.
From the Home ribbon, click Copy to copy the text or Cut to cut the text.
Within the document, click where you want to paste the cut or copied text.
From the Home ribbon, click Paste.
Tip: Keyboard Shortcuts
You also can select text using your keyboard; use the Shift key—in combination with other keys—to highlight blocks of text. For example, Shift + left arrow selects one character to the left.
Note: Cut Versus Copy
Cutting text removes the text from the original location, at which point you can paste it into a new location. When you copy and paste text, the text stays in the original location and a copy of it is placed into a new location—essentially duplicating the text.
Formatting Text
After your text is entered and edited, you can use Word’s numerous formatting options to add some pizzazz to your document.
Click and drag the cursor over the text you want to edit.
Click the desired button in the Font section of the Home ribbon: Font, Font Size, Bold, Italic, Underline, or Font Color.
Formatting Paragraphs
When you’re creating a more complex document, you need to format more than just a few words here and there. To format complete paragraphs, use Word’s Paragraph formatting options on the Home ribbon.
Click anywhere within the paragraph you want to format.
Click the desired button in the Paragraph section of the Home ribbon—including Bullets, Numbering, Decrease Indent, Increase Indent, Line Spacing, or any of the Align Text options.
Tip: Spell Checking
If you misspell a word, it appears onscreen with a squiggly red underline. Right-click the misspelled word and select the correct spelling from the list.
Saving Your Work
If you’re working on a file in the Word desktop app, you need to save your edits periodically. This is an easy process.
Select the File ribbon to display the Info panel.
Click Save.
Tip: Saving Your Work Online
If you’re using Word Online, you don’t have to manually save your work. The online app automatically saves any changes you make—so you can ignore the instructions on this page!
Printing a Document
When you’ve finished editing your document, you can instruct Word to send a copy to your printer.
Click the File ribbon.
Click Print to display the Print pane.
Click the Print button to display the Print panel.
Configure any necessary options, and then click the Print button to print the document.
