1. UNDERSTANDING WORD Lesson 1 1

2. WORD 2013  Full featured software word processing program that allows users to create professional-looking documents  Allows you to easily revise documents 2

3. START WORD The new Word 2013 screen appears (below). On the left side of the screen, you see the recent documents that have been accessed, and the right side displays the blank document page and templates. 3

4. SOFTWARE ORIENTATION Before you begin working in Microsoft Word 2013, you need to acquaint yourself with the primary user interface (UI). When a blank document in Microsoft Word 2013 is opened, you see a screen similar to that shown below. 4

5. INSERTION POINT  Blinking cursor  The blinking insertion point in the upper-left corner of this document is where you will begin creating your text.  When you place your cursor near it, it changes to a large “ I,” which is called the I-beam. 5

6. TITLE BAR  Displays the file name of the document and the program that created it.  On the right side it contains the Minimize, Restore, and Exit buttons  On the left side it contains the Quick Access Toolbar. 6

7. RIBBON Control Center for Word 2013  Contains multiple commands identified by Tabs.  Commands are organized in related Groups.  Allows the user to perform certain commands.  The Home Tab is the default Tab on the Ribbons.  Example: the Home Tab houses the Font Group, which houses commands such as Bold and Italics 7

8. TABS  The Ribbon contains multiple commands separated by Tabs.  Tabs allow access to groups of commands on Ribbons, a way to identify each Ribbon  Examples: Home, Insert, Page Layout 8

9. RULER  Is located at the top and left side of the screen.  It allows for use of Tab stops and Indents.  By default will not be displayed, to show place a check mark by Ruler on the View Ribbon. 9

10. USE THE RIBBON  The Dialog Box Launcher appears in the lower-right corner of a Group.  The Dialog Box contains additional commands not found on the Ribbon.  For example: The Font dialog box contains two tabs with the Font tab being the active tab. There are many options to select within the Font dialog box.  Only Groups with more commands will have a Dialog Box Launcher button. 10

11. MINI TOOLBAR  A small toolbar with popular commands that appears when you point to selected text.  Automatically appears when text is selected on the screen  The Mini Toolbar contains commands related to changing the appearance of text in a document. 11

12. SHORTCUT MENU  Menu that appears when you right click in the document.  Displays a list of useful, frequently used commands.  The Mini Toolbar also appears when you right click. 12

13. QUICK ACCESS TOOLBAR  Located above the Ribbon on the left side and provides access to commonly used task.  By default it includes Save, Undo, and Redo  It can be customized so you can add commands you use frequently.  Click Show Below the Ribbon to move the location below the Ribbon. 13

14. QUICK ACCESS TOOLBAR  Save – Use when saving a document for the first time or saving changes to an existing document  Undo – Used to undo the changes you made to your document  Redo – Used to repeat the changes you made after pressing the Undo command 14

15. KEYTIPS/ACCESS KEYS  Lets you launch a command with keystrokes.  Appears after pressing the Alt key.  Allows user to choose commands using the keyboard, every command on the Ribbon and QAT has an Access key.  Badges: Labels that display the KeyTip, appears in small black letters across the Tab and numbers on the QAT. 15

16. SHORTCUT KEYS  Shortcut keys are a combination of keys pressed together to perform a command.  Shortcut keys provide a quick way to access commands without having to take your hands from the keyboard.  Keyboard shortcuts from previous versions of Word that began with Ctrl have remained the same, such as Ctrl+C (Copy) and Ctrl+V (Paste). Ctrl+S Save Ctrl+P Print Ctrl+Z Undo 16

17. FILE TAB – BACKSTAGE VIEW  When you choose the File Tab, you are in Backstage View  Offers quick access to commands for performing many file management tasks.  Gives the user access to Word Options and allows you to create new documents, Save and Print. 17

18. THE HELP BUTTON  Click the Microsoft Word Help button in the upper-right corner of the screen or press F1 (Keyboard Shortcut).  You can access help from Office.com or from your computer. 18

19. SCREENTIP When you hover over a command on the Ribbon, a ScreenTip appears displaying the name of the command and additional information about what the command does. 19

20. NON-PRINTING CHARACTERS  When documents are created, Word inserts nonprinting characters, which are symbols for certain formatting commands.  Symbols that appear on the screen, but do not print.  Help with formatting.  Displayed by clicking on the Show/Hide icon on the Home Ribbon.  Represent a space (dots)   Represent a tab  Represent a new paragraph

21. AUTOCOMPLETE  The AutoComplete feature automatically completes the text of the current date, day of the week, and month.  When you type the first four characters of the day of the week, a ScreenTip appears with a suggestion for the completed text; press Enter to accept the suggestion.  AutoComplete reduces the amount of time spent typing content or phrases in a document.  The AutoComplete feature is turned on by default and can be turned off in the Word Options settings. 21

22. HIDING WHITE SPACE  The white space (top and bottom margin) is the space between pages of the document.  This appears in Print Layout view at the top and bottom of each page with the gray area separating the pages.  Place the mouse below the Ribbon, you see the ScreenTip [Double- click to hide white space].  Place the mouse between the gray border line until you see two arrows again and then double-click. This reveals the white space. 22

23. SAVE A DOCUMENT  When Saving a document for the first time, you can specify a filename, the file type, and the location to Save the document.  The filename should help users find and identify the file.  You can Save files to portable storage devices such as a flash drive, to your computer’s desktop or hard drive, to a network location, or to OneDrive.  In the Backstage view – under Save as - click Browse and the Save As dialog box opens. Click New folder located below the address bar to organize your documents in folders.  Word 2013 are organized in folders by lesson. To help you manage documents for this lesson, you will create folders on your network file. 23

24. AUTORECOVER  AutoRecover is a feature that automatically saves your data at scheduled intervals.  By default, Word 2013 saves your work every 10 minutes. This makes it possible to recover some of your work if a problem occurs.  This useful option is not a substitute for frequently saving your documents as you work.  You should always click the Save button regularly to avoid losing work in case of a power outage or computer crash. 24

25. SHOW FILE EXTENSIONS  Word gives you the option of saving your document in a number of formats.  A document’s file type is embedded in the filename as a file extension.  File extensions are associated with certain programs. (The Save As type dropdown list shows the file type formats available. 25 File Type Description Word Document.docx-Microsoft Word 2007, 2010, and 2013. Word 97-2003.doc-Microsoft Word 97-2003. Word Template.dotx-Template for Microsoft Word 2007, 2010, and 2013. PDF.pdf-Portable Document Format, open with Adobe Reader. XPS Document.xps-XPS preserves document formatting and enables file sharing. Web Page.htm,*.html-Hypertext Markup Language,open in a web browser. Rich Text Format.rtf-RTF documents are opened with text editor programs. Plain Text.txt-Plain text documents.

26. CONVERTING A DOCUMENT  Compatibility Mode enables you to work in a document created in an earlier version of Word, but the features of the newest version will not be available.  The Title bar shows when you are in Compatibility Mode.  Converting the document clears the Compatibility Mode on the title bar and upgrades your document to Word 2013 format, which allows you to access Word’s new features. 26 Backstage View

27. TEMPLATES  A Template is a master document with predefined page layout, fonts, margins, and styles that is used to create new documents with the same basic formatting.  Templates are reusable. You actually use a copy of a Template, leaving the original. Using templates keeps you from having to recreate the layout and formatting of recurring documents such as interoffice memorandums, monthly newsletters, recordings of minutes, etc.  The New command has many options to select a template of your choice. You can work with templates that are already installed or search for a template online. 27

28. PRINT PREVIEW  The Print command is located on the File tab in Backstage.  There are three groups of printing options: Print, Printer, and Settings.  Choosing the Print button automatically prints the document to the default printer using the default settings.  The Printer options enable you to select a printer, print to file, or change printer properties.  Use the Settings options to print only specific pages or selections of the document, collate the document, and so on.  You also have access to Page Setup here, where additional settings can be changed on the document.  The Preview Pane shows what your document will look like when printed. 28