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WORD PROCESSING TUTORIAL
WORKING WITH TEXT
Entering Text
Text is entered at the position of the cursor, called the
Insertion Point (that is, a vertical blinking bar indicates
where text to be typed and items to be inserted will be inserted).
At the right margin, Word Wrap takes care of words that do
not fit such that a whole word is not broken up, but is shifted
to the next line (unless hyphenation is on).
The ENTER key ends a paragraph. Short lines may be ended
with Shift-Enter.
Insert or/Over type mode
When you load MS Word for Windows, you are said to be in insert
mode in which case characters at the right of the cursor shift
to the right to leave space for the in coming characters.
This mode can be turned off by pressing the Insert key that
switches you to overtype mode. The word OVR will appear
on the status line. In overtype mode, a character typed
in replaces the one at the cursor. Overtype is helpful
in correcting certain kinds of mistakes.
Editing text
This includes making corrections in a document, deleting unwanted
text, inserting omitted text, moving and copying text from
one place to another.
Deleting text
Backspace - deletes character to the left of the insertion
point.
Delete - deletes character to the right of the insertion
point.
Holding delete while pressing Backspace or Delete deletes
the whole word near the cursor e.g:
- Ctrl-Backspace - deletes word to the left of the insertion
point.
- Ctrl-Delete - deletes word to the right of the insertion
point.
Selecting text
MS Word Windows is built on the “select and then do” model.
Before you can change any part of a document or any setting
in a dialogue box, you must select text and then choose the
appropriate action.
Cutting and pasting text allows you to move/copy contents
from one place in a document to another and from one document
to another. You can transfer contents between MS word
for Windows documents and also between MS Word for Windows
documents and documents of other Window applications.
The information moves through the Clipboard, a temporary
storage area designed to accept text and graphics from all
Windows programs for transportation from one place to another.
Cutting/Copying a selection to a clipboard
1. Select text.
2. Choose Edit Cut
3. To copy, choose Edit Copy
The text will replace any text previously found on the clipboard.
Pasting text from clipboard
1. Position the insertion point where you want to insert
Clipboard contents.
2. Choose Edit Paste
Moving within a document with the Move key (F2)
The Move key does not put contents, onto the clipboard.
1. Select the contents you want to move.
2. Press F2.
A prompt: "Move to where?" Will appear on the Status line.
If you want to cancel before you move, press ESC.
3. Move the insertion point to the new location.
4. Press ENTER to get the text in the location.
OR:
1. Position the insertion point at the destination for the
move.
2. Press F2.
A prompt: "Move from where?" will appear on the Status line.
3. Select the contents you want to move.
4. Press ENTER to get text in the location.
Copying text within a document with the Copy key (Shift-F2)
1. Select the contents you want to copy.
2. Press Shift-F2.
A prompt: "Copy to where?" Will appear on the Status line.
If you want to cancel before you move, press ESC.
3. Move the insertion point to the new location.
4. Press ENTER to get a copy of the text in the location.
Copying/Moving between documents
1. Open both documents.
2. Use one of the methods listed above for moving within document.
To move between documents, click in the document window or
press Ctrl-F6.
Character formatting
Character formatting determines how characters will appear
on the screen and in print and enables you to determine the
size and the appearance of the selected text.
The following shows examples of available formats:
- Bold
- Italics
- Underline
- Double-underline
- Strike-out
- lowercase
- UPPERCASE
- Increased font
- Superscript (e.g. 8th )
- Subscript (e.g. logx )
You can format existing text or format as you type.
To format existing text using the icons on the ribbon
The ribbon, which can be turned on and off using the
View command, consists of icons for formatting characters.
1. Select text.
2. Click the icon on the ribbon representing the
kind of format you want.
Formatting paragraphs
Formatting paragraphs involves alignment, indentation, line
spacing, paragraphs spacing keep together, keep together,
keep with next, page break before, line numbering, borders
and style.
Alignment
Using this feature, you can align multiple lines of text on
the right/left margins, on both margins, or centre it between
margins. This means that the text lines up with the
paragraph boundaries.
There are four types of alignment you can use – left, right,
centre and justified. See below for several examples,
noting that 'justify' spreads the text across the line:
To enhance chances of success, financial institutions
must create advisory services to scrutinize and advise borrowers
on prudent financial management, book-keeping, purchasing
and marketing techniques (left alignment).
To enhance chances of success, financial institutions
must create advisory services to scrutinize and advise borrowers
on product financial management, book-keeping, purchasing
and marketing techniques (centre alignment).
To enhance chances of success, financial institutions
must create advisory services to scrutinize and advise borrowers
on product financial management, book-keeping, purchasing
and marketing technique (right alignment).
Left Alignment:
Each line is even with the left paragraph boundary.
The right ends of the lines are uneven.
Centre Alignment
Each line is centered between the left and right paragraph
boundaries. Both ends of the lines are uneven.
Right Alignment:
Each line is even with the right paragraph boundary.
Justify Alignment:
Each line is even with both the left and right paragraph boundaries.
Each full line is padded with extra space between words to
make the right end of the line even with the right paragraph
boundary.
Indenting paragraphs
A paragraph indent is the distance between the paragraph boundaries
and the page margins. The amount of indentation controls
the width of a paragraph and the placement of its horizontal
boundaries.
Paragraph spacing
Paragraph spacing is the amount of blank space used as a visual
break between two paragraphs, or space preceding headings,
lists, tables and pictures.
In words, you control and adjust paragraph spacing by adding
space before and after a paragraph. If one paragraph
has added space after and the next paragraph has added space
before, the amount of space between them is the total of the
two amounts of added space.
Line spacing
Line spacing is the amount of blank spacing between the lines
of a paragraph. MS Word for Windows has icons on the
ruler for single-spaced, double-spaced, and one-and-one-half
spaced, but you can set any amount of spacing you want.
The following units are used as measurements:
| Lines (li) |
Points (pt) |
- 1 li (single spacing)
- 2 li (double spacing)
- 3 li (triple spacing)
- 1.5 li (one-and-one-half line spacing). |
- 12 pt (approximately single spacing)
- 24 pt (approximately double spacing0
- 18 pt (approximately one-and-one-half). |
Other units (in, cm, pi)
For example, 0.167 in, 0423 cm, and 1 pi are all approximately
equal to one line at 6 lines per inch.
You can also increase the number of lines for any selected
line spacing option using the AT Box opposite the line spacing
box.
Click on the up arrow to increase the number of lines or
the down arrow to decrease the number of lines.
For all paragraph formats the preview box shows how the text
will be appear if the format is applied.
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