Microsoft Word … A Few Tips

General Terminology

The Cursor is the blinking insertion point and is an I symbol where text appears.

Making changes to a document is known as Editing.

Text is known as the words on a page.

Font is the name given to different kinds of text appearance or styles and size.

Word Wrap allows a person to type on a new line automatically without hitting the enter key.

To make a hard copy of a document is known as printing.

Selecting text means to choose a part of a document to work with by dragging over it with the mouse to highlight words.

Overtype Mode allows the user to overwrite existing text, replacing whatever text was already there. (See Insert Key)

Insert Mode is the opposite of Overtype Mode. Allows user to add text at location without overwriting existing text. This mode is the default. (See Insert Key)

Formatting - Once a document has been created, you arrange how it will look by selecting the font, size, colors, spacing and how things line up on the pages.

Line Spacing is the distance between lines of text.

To make a word or part of a document stand out from other text, we emphasize it by Boldfacing, Italicizing or Underlining it.

Alignment refers to the way lines of text are arranged relative to the edges of a block of text. For example, the text can be flush with the left side of the document (left aligned), flush with the right side of the document (right aligned), or centered horizontally on the document (centered). There is also an alignment option called justified. In text that is justified both the right and left sides of the text will appear to line up evenly.

Header/Footer The header is one or more lines of text that appear at the top of every page of a document. The header often includes information like names and titles. The footer consists of one or more lines of text that appear at the bottom of every page of a document. The footer often includes the page number.

Business Letter Formatting

Full Block, Modified Block and Semi-Block formats of business letters - see handout.

6 Parts of a Letter - Identification, placement and usage of all - see handout.


One Space After: Words Semi-colons ; Parentheses () Commas Last Quotation Mark

Two Spaces After: Any punctuation that ends a sentence .?! Full Colons :


Backspace - deletes text to the left of the cursor

Delete - deletes text to the right of the cursor

Home - sends cursor to the beginning of the line

End - sends cursor to the end of the line

Ctrl + End - sends cursor to the end of a document

Insert - Toggles between "Insert" mode and "Overtype" mode. When you click the "Insert" key once, you go into "Overtype" mode. Click it again, it will go into "Insert" mode. When you are "Overtype" mode, you will see OVR on the Status bar at the bottom of the window.

Some important options on the Menu Bar in Microsoft Word:


Open How to open a document that you previously saved
Save As, your folder How to save and name a document for the first time (on our network)

Page Setup Where to change margins and which way the paper prints out – Landscape = horizontal, Portrait = vertical
Print Preview Shows how the document will be printed out
Print Where to print the document, change printers, print only certain pages

Select All Highlights an entire document before changing the format or appearance
Cut, Copy, Paste After selecting text use these commands to move from one place to another


Headers and Footers A header is printed in the top margin; a footer is printed in the bottom margin. Headers and footers are typically used in printed documents. You can create headers and footers that include text or graphics — for example, page numbers, the date, the document's title or file name, or the author's name.


Picture, ClipArt How to open the Clip Gallery, which previews a wide variety of pictures, photographs, sounds, and video clips that you can insert in your documents.
Picture, WordArt Molds a word or words into various shapes to enhance titles, headlines, signs or other document elements.
Date and Time Inserts the present date and time in many formats automatically


FontHow to change the text style, color and size of the words, as well as many other ways to enhance text, such as boldfacing, italicizing, underlining in many different ways, and even animation effects
Indents, Alignment, and Spacing How to change where words will appear when typed or change to double spacing
Columns How to change document to have text typed into columns
Picture, Layout How to have words wrapped around a picture
Change Case How to change the case of your text to lower case or UPPER CASE.


Spelling and Grammar How to look for incorrectly spelled words and incorrect grammar. DOES NOT REPLACE RE-READING AND PROOFREADING.

Language, Thesaurus How to select or type a word for which you want to find a synonym, an antonym, or related words

Word Count How to automatically count words in a document

Letters and Mailings,

Letter Wizard Used to automatically create various types of business letters

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