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Download Free PDF. Microsoft Office Word for Windows Garuba Mujeeb. A short summary of this paper. Download Download PDF. Translate PDF. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU – UITS Division is expressly prohibited.
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Microsoft product screenshot s reprinted with permission from Microsoft Corporation. It includes an introduction to the interface, and covers the various aspects of creating, formatting, editing, saving, and printing a document. The following describes the Word interface. The Backstage View When first opening the program, the user will be presented with options to open recent documents, start a new blank document, or select from a number of templates.
The following explains how to enter the Backstage View after creating your document: 1. Click the File tab. Figure 1 – File Tab Backstage View 2. From the Backstage View, you can perform the following actions: a. Back – Takes you back to edit your document See Figure 2. Info – Obtain information about your documents See Figure 2. New – Create a new document from a blank or pre-formatted template See Figure 2. Open – Open a document See Figure 2. Save – Save the document to keep your edits See Figure 2.
Save As – Resave a saved document as a different filename or file type See Figure 2. Print – Print documents and see a preview of your document See Figure 2. Close – Close the document See Figure 2. Each product in the Office Suite has a set of tabs that pertain to the functionality of that application. Each tab is further divided into groups such as the Font and Paragraph. Clicking this button opens a dialog box for that group containing further option selections for the group.
Figure 4 – Dialog Box Launcher Contextual tabs ill appear depe di g o hat ou are orki g o. The following explains how to customize the Ribbon to build your own tabs and groups. Figure 6 – File Tab Backstage View 2.
In the Backstage View, click Options. Click the New Tab button See Figure 7. A New Tab has been added in the list of Main Tabs. From the column on the left, select a command from the list under Choose commands from to add to the New Group See Figure 7. Click the Add button See Figure 7. Figure 7 – Creating a New Tab 8. The command will be added to your New Group tab.
Click Rename See Figure 8. To hide a tab, remove the check-mark next to the name of the tab See Figure 8. It provides easy access to commands that you may use often and be customized to your preferences. The following explains how to customize the Quick Access Toolbar: 1.
Click More Commands See Figure 9. Figure 9 – Customize Quick Access Toolbar 4. Click the Add button See Figure Click the Ok button See Figure It can also be used to look up helpful information related to the topic.
It is located on the Menu bar, above the ribbon. Search for Features 1. Click the Tell Me box. Figure 11 – Tell Me 2. Type the feature you are looking for See Figure In the Tell Me drop-down, you will receive a list of features based on your search. Click the Feature you were looking for See Figure Figure 12 – Select a Feature 4. You will either be taken to the feature or a dialog box of that feature will open.
Click in the Tell Me box. Figure 14 – Tell Me 2. Type your question you want help with See Figure Figure 15 – Get Help on Feature 4. In the Word Help dialog box, you will get a list of help topics based on your search. Click the Topic you wanted help with. Figure 17 – Tell Me 2. Type a word or phrase you are looking up information for See Figure Figure 18 – Smart Lookup on Word 4.
In the Insights pane, you will receive the following information: a. Explore – Wiki articles, image search, and related searches from the internet See Figure Define – A list of definitions See Figure Note: The Insights pane uses the Microsoft search engine Bing.
For Smart Lookup to work you have to be connected to the internet. The Mini Toolbar provides quick access to some commonly used formatting tools, such as font, font size, bold, italics, and more. Click the OK button See Figure Figure 21 – Turn off the Mini Toolbar The Status Bar The Status Bar is located at the bottom of the Word i do a d gi es ou a at a gla e s apshot of important information regarding your current document e.
Right-click the Status Bar See Figure When finished, click anywhere outside the Customize Status Bar drop-down. Click Blank Document See Figure Figure 25 – Blank Document Setting up Your Document When you begin creating a new Word document, there are certain aspects of the document that you should consider, such as margin settings, fonts and styles, and line spacing.
Making these choices before you begin typing could save you time editing your document later on. A few clicks set the margins for a page or an entire document. The following instructions explain how to change the margin settings: 1. Click the Layout tab See Figure Click the Margins button See Figure Click one of the preset margin options See Figure Note: Clicking on Custom Margins at the bottom of the Margin options will open the Page Setup window and allow you to enter the specific margin values that you want.
Figure 26 – Margins Setting the Default Font You can change the default font options so your favorite font is always selected in Word. The following explains how to change the default font options: 1. Click the Home tab See Figure Figure 28 – Font Dialog Box 5. Alignment, indentation, and line spacing are all set from the Paragraph dialog box.
The following explains how to change the default paragraph options: 1. Figure 30 – Paragraph Dialog Box Launcher 3. Figure 31 – Paragraph Dialog Box 5. Using styles can make formatting text faster and easier than applying individual formatting options. Styles can also help with navigating your document, and marking sections for later use in a table of contents.
The choices in the Styles Gallery incorporate a feature called Live Preview. When you hover your mouse over a selection in a Gallery, your document takes on the formatting attributes of that selection in order to give you a preview of how that selection will look when applied to your document. Add a Style to Your Document 1. Select the text you wish to add a style to See Figure Click one of the preset styles See Figure Note: Only the most recently used Styles in the Styles Gallery are displayed on the ribbon.
The entire Styles Gallery can be displayed by clicking the more button at the right of the displayed Styles. Figure 33 – Styles 4. The style will be added to your selected text.
A theme includes a set of colors, a set of fonts, and a set of effects. Using themes shortens formatting time and provides a unified, professional appearance. Themes can be accessed from the Design tab. From here you can select a theme from the Document Formatting group, as well as customize the colors, fonts, and effects of a theme.
The default theme that is applied to every new document is the Office Theme. The following shows how to apply a different theme to a document: 1. Click the Design tab See Figure Click the Themes button See Figure Click the Theme to apply it to your document See Figure Note: Hover the mouse over the selections in the Themes Gallery to preview how each theme will look when applied to your document.
There is no need to press the ENTER key unless you want to start a new paragraph or add space between lines of text. Formatting Text Character and paragraph formatting commands are found on the Home tab of the Ribbon. To apply any of the formatting options, first select the text and then click the button or check box for the option s that you want to apply. Character Formatting Character formatting involves changing the font, size, color, and spacing of characters, as well as applying bold, italics, and various other effects.
Commonly used commands are found in the Font group, under the Home tab, while more commands can be found in the Font Dialog Box. Left click next to the text to highlight, then go to the Styles bar in the Home tab and select the desired style. This method can be used to apply styles to headings and other text. Simply follow the highlighting steps then select your desired style. To preview a style, highlight the text then hover the cursor over the style.
The style will be temporarily applied to the highlighted text until the cursor is moved. Breaks A useful formatting element in Word is breaks.
Breaks are used to insert new pages or sections into a document and preserve formatting within sections. In the Insert tab under Pages, select Page Break. For example, page number format often varies throughout a document. Section breaks allow the page number component of the document to have multiple formats throughout. This action creates a section break on the next page, and formatting for the next section can be done independently from previous sections.
Adding a next page section break automatically adds a page break. Note that it is essential to add a next page section break when changing page number formatting within a document. Professional reports include all of these elements for quick reference for the reader.
These can be created automatically in Word if Quick Styles are used to format headings, subheadings, titles and captions. For a List of Tables, select Table instead. These instructions will only work if Quick Styles is used for formatting headings and subheadings. Page Numbers Page numbers are used in all professional reports to improve ease of locating information within the document. As mentioned, general formatting for Engineering reports has no page number on the title page, roman numerals starting at i for tables of contents and figures, and Arabic numbers starting at 1 for the report body.
Section specific formatting requires a few more steps. These steps may have to be altered or omitted depending on specific formatting requirements. First, format document with section breaks: Add next page section breaks in the document between sections that will have different formatting. Next, add page numbers: As described previously. To add Roman numerals to a section: Double click the header of the first page of the section to select it. In the window that opens, use the Number Format drop down menu to select Roman numerals.
Follow the same process for any subsequent sections to switch to any other numbering format. To remove number from title page: Select header on title page. This will leave the header blank on the first page only. To add text such as last name next to numbers: Double click the header and type next to the number.
Changes to one header will appear on every page, regardless of section breaks, except for the first page if the Different First Page box is checked. Equation Editor In engineering reports it is often useful to include equations that are relevant to the analysis.
To insert equations easily into a document, use Equation Editor. Type your equation in the box that appears. The following keyboard shortcuts are particularly useful for generating equations quickly in Word. References in IEEE It is often necessary for engineers to use information found online and in texts, which necessitates using citations. Citation management tools make this process more accurate and efficient.
While this tutorial only outlines the use of the Microsoft Word citation management tool, other tools such as Zotero, RefWorks, and Mendeley, are appropriate. It is important to be aware that no citation management tools are perfect. Whenever citations are generated using a citation management tool, they should be closely compared with the appropriate citation style guide to ensure they follow the correct format.
For example, when referencing in APA Style, all citations should be reviewed to ensure they follow the format described in the official Publication Manual of the American Psychological Association. Complete all manual changes after your reference list is complete. In the Microsoft Word citation management tool, the Source Manager is used to cite material not written by the authors of the document. The Source Manager saves sources and can be used to generate references lists and add citations to text.
To use these functions, sources must be saved in the Source Manager. The style of citations can be selected in the Citations and Bibliography bar in the Styles drop down menu. Generally, APA format is used. A new window will come up. Select the type of source in the drop down menu and fill as much information into the manager as possible.
Select OK to add to the current list of sources. Be mindful of how you are entering the information in the Source Manager. Detailed instructions describing how to correctly enter information for the most common types of sources have been included below. In the References tab under Citations and Bibliography select Insert Citation and double click the citation to place it. In text citations should always be placed at the end of a sentence before the period.
Each sentence containing information published by another author should be cited. It is not sufficient to cite the last sentence in a paragraph containing information from one source. This will automatically insert a list of References into the document. Ensure that the list that is generated is appropriately formatted and the list of numbers is properly aligned. The following outlines, in detail, how to properly input information into the Microsoft Source Manager to ensure that citations are generated in proper APA format.
In the Type of Source drop-down menu select Journal Article. To enter the author names: 1. Do NOT simply type the author names into the Author field. Instead, click Edit next to the Author field. Starting with the first author listed on the journal, type their first, middle, and last names into the appropriate fields.
Select Add. Repeat this process for all authors of the journal in order. Click OK. To enter the journal title: 1. Simple type the full journal title into the Title field.
To enter the journal name: 1. Instead, research the abbreviated journal name and type this into the Journal Name field. All journals have abbreviated names that can very easily be found online. To enter the year, pages, volume, and issue: 1. Simply type the year, page range, volume, and issue into their respective fields. Ensure that the citation generated in your References section follows proper APA format. Adjust if necessary. In the Type of Source drop-down menu select Book. Starting with the first author listed on the book, type their first, middle, and last names into the appropriate fields.
Repeat this process for all authors of the book in order. To enter the book title: 1. Simple type the full book title into the Title field. To enter the year and city: 1. Simply type the year and city into their respective fields.
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