Microsoft Word 2013 Fundamentals Manual
Faculty and Staff Development ProgramWelcomeMicrosoft Word 2013 FundamentalsWorkshopComputing Services and Systems DevelopmentPhone: 412-624-HELP (4357)Last Updated: 03/19/15
Technology Help Desk412 624-HELP [4357]technology.pitt.eduMicrosoft Word 2013 Fundamentals WorkshopMicrosoft Word 2013 is a powerful word processing application. This is a hands-onworkshop to help University faculty and staff become more proficient with MicrosoftWord in creating and editing documents. Topics covered include: Working with theRibbon, Accessing available templates, Document formatting, Spell and Grammarchecking, Inserting and formatting graphic images, Working with page layouts, Usingtrack changes, creating and formatting tables, and Printing a document.Table of ContentsI.Launch Word . 2II.Window and Ribbon Features . 3III.File Tab . 5IV.Templates. 6V.Window Options . 6VI.Customize Your Ribbon . 7VII.Quick Access Toolbar . 8VIII.Non-Printing Characters . 9IX.Practice Document . 9X.Save a Document . 9XI.Select Text . 11XII.Margins . 12XIII.Line Spacing . 13XIV.Format a Document . 13XV.Additional Font Options. 15XVI.Text Alignment. 17XVII.View Modes . 17XVIII.Spelling and Grammar Checks . 18XIX.Page Breaks and Section Breaks. 19XX.Tables . 20XXI.Edit a Table . 23File: Microsoft Word 2013 FundamentalsPage 1 of 3703/19/15
A. Move within a Table . 23B. Adjust Column Width . 23C. Insert Rows or Columns . 24D. Merge Cells . 26E. Delete Cells, Rows, Columns and Table . 27XXII.Format a Table . 27A. AutoFormat. 27B. Text Format and Alignment . 28XXIII.Print a Document . 28XXIV. Illustrations Demonstration . 29A.Instructor Led. 29XXV.Illustrations Quick Reference . 30A.Add a Picture . 30XXVI.Track Changes Quick Reference. 33A. Turning on Track Changes . 33XXVII. Additional Quick References . 35A. Cover Page . 35B. Working with an Image . 36I.Launch WordFile: Microsoft Word 2013 FundamentalsPage 2 of 3703/19/15
To start Word 2013, click on the Start button, select All Programs, select MicrosoftOffice, and then select Microsoft Word 2013 from the menu options.A Microsoft WordIcon may also be available on your desktop for quickaccess. Double click on the icon to start the application.II.Window and Ribbon FeaturesThe screen shot below displays the primary components of the Word 2013 interface.Quick Access ToolbarTitle barFile tabRibbonRibbon CollapseInsertion pointHorizontal rulerScroll barDocument windowVertical rulerStatus barFile: Microsoft Word 2013 FundamentalsView OptionsPage 3 of 37Zoom slider03/19/15
A. TermsThe table below consists of definitions for the Microsoft Office features.TermDescription1Quick AccessToolbarDisplays quick access to commonly used commands.4File TabThe File tab has replaced the Office button in 2007. This area iscalled the Backstage which helps you to manage the Microsoftapplication and provides access to its options such as Open, New,Save As, Print, etc.2Ribbon TabTitle or name of the specific Ribbon.3RibbonDisplays groups of related commands within tabs. Each tabprovides buttons for commands.5GroupContain category of command buttons.6Show Dialog BoxShow additional options.B. Use the Ribbon options to select and process your commands.Microsoft Word 2013 uses Tabs instead of menus to organize variousfunctions. In addition, command buttons have been placed in a Groupwithin the Ribbon. The Dialog Box Launcher in a group shows additionaloptions.TabsDialog box launcherFile: Microsoft Word 2013 FundamentalsGroupPage 4 of 3703/19/15
III.File TabThe File tab provides you with the Backstage that provides informationpertaining to your document and options to help setup your window defaults. TheBackstage also contains standard commands such as, Save, Save As, New,Print, etc.File: Microsoft Word 2013 FundamentalsPage 5 of 3703/19/15
IV.TemplatesMicrosoft Office has a variety of predesigned templates within specific categories.A. Open Templates1. Select the File tab, and then click on the New option.2. The Available Templates window will appear.V.Window OptionsThe Microsoft Word application allows you to customize setting and preferencesas you work within your Word document.A. Set options1. Click on the File tab, and then select the Options item.2. The Word Options window will appear. This is where you can chooseyour desired settings and preferences.File: Microsoft Word 2013 FundamentalsPage 6 of 3703/19/15
VI.Customize Your RibbonYou can easily customize the Ribbon to suit your needs by creating new tabs andfilling them with the commands you use the most.A. Customize Ribbon commands1. Click on the File tab, and then select the Options Item.2. The Word Options window will appear.File: Microsoft Word 2013 FundamentalsPage 7 of 3703/19/15
3. Click on the Customize Ribbon option.4. From the Choose commands from list, click on your desired ribbonoption, and then click on the Add button to place it in the Customizethe Ribbon list.5. Click on the OK button.VII.Quick Access ToolbarMicrosoft Word 2013 has a Quick Access Toolbar, so you can have quickaccess to your most used commands.A. Add Commands1. To add your most used commands to the Quick Access Toolbar, clickon the drop-down arrow next to the Quick Access Toolbar.2. The Customize Quick Access Toolbar option panel will appear.File: Microsoft Word 2013 FundamentalsPage 8 of 3703/19/15
3. Click on your desired command option to be placed on the QuickAccess Toolbar.VIII.Non-Printing CharactersThe Show/Hide button displays non-printing characters, including paragraphmarks, spaces and tabs. This button works as a toggle switch: click it to turn thedisplay of non-printing characters on and click it again to turn them off.A. Working with Show/Hide1. On the Home Ribbon in the Paragraph group, click on theShow/Hidebutton to view paragraph marks. Paragraph, space,and tab marks will not appear on your printed documents.2. On the Home Ribbon in the Paragraph group, click on theShow/Hidebutton to hide paragraph marks.IX.Practice DocumentOpen Garden.docx practice document.(Instructor will demonstrate where to access document.)X.Save a DocumentA. Save1. Click on the File tab, then select the Save As option to save adocument permanently to your hard drive or other storage device.(The instructor will demonstrate where to save document.)File: Microsoft Word 2013 FundamentalsPage 9 of 3703/19/15
2. The Save As window will appear.3. In the Directory sections on the left side of the window, click on theicon where you wish to save your document. In this exercise click onthe Desktop.4. In the File Name box, type your desired document name, and thenclick on the Save button.File: Microsoft Word 2013 FundamentalsPage 10 of 3703/19/15
XI.Select TextYou must select text before you can change the format. You can use the mouseto select text in a variety of ways which is explained in the table below.SelectActionany textClick at the beginning of the area and press the Shift keyas you click at the end of the area. You can also dragacross the text you want to select.a wordDouble click on the word.a linePlace the mouse pointer in the left margin. Position themouse pointer next to the desired line and click once.multiple linesPlace the mouse pointer in the left margin next to the firstdesired line and click once. Then press the Ctrl key andclick additional lines to select them.a sentencePress the Ctrl key and click anywhere in the sentence.a paragraphPlace the mouse pointer in the left margin and doubleclick next to any line in the paragraph.multipleparagraphsClick at the beginning of the first paragraph then hold themouse button down while dragging through your desiredparagraphs.a documentPress the Ctrl key then place the mouse pointeranywhere in the left margin and click once.File: Microsoft Word 2013 FundamentalsPage 11 of 3703/19/15
XII.MarginsMicrosoft Word 2013 margins are defaulted to 1 inch for the top and bottom, and1 inch for the left and right. To change your margins, use the Margin buttonfound on the Page Layout ribbon.A. Create Margins1. Select the entire document text, by pressing the Ctrl key, then placethe mouse pointer anywhere on the left margin, and then click once onthe right mouse button.2. Select the Page Layout tab.3. In the Page Setup group, click on the Margins button.4. The predesigned margins panel will appear.5. Change the margin by selecting the top margin button (top and bottom0.5” – Left and Right 0.5”).Note: If you prefer a margin not listed, then click on Custom Margins at thebottom of the panel to customize your margin. The Page Setup windowwill appear, and then make your desired margin choices from the windowoptions.File: Microsoft Word 2013 FundamentalsPage 12 of 3703/19/15
XIII.Line SpacingMicrosoft Word 2013 defaults the line spacing to double space (2.0). Linespacing affects an entire paragraph or document. Use the Line Spacing buttonon the Home Ribbon to change line spacing.A. Add Spacing1. Make sure the entire document is still selected.2. Click on the Home tab. On the Paragraph group, click on the LineSpacing button, and then select 1.5.XIV.Format a DocumentFormats can be applied to any text within your document. The formatting stylesare the most common way to change the appearance of text in a document.A. Apply Format1. Select text, and then click on your desired format from the Homeribbon.File: Microsoft Word 2013 FundamentalsPage 13 of 3703/19/15
Format Option Examples: Click on the Boldbutton to make text bold. Click on the Italic button to italicize text. Click on the Underline button to add an underline to text. Click on the Bulletsbutton to add a bulleted list to text. Click on the Numberingbutton to add a numbered list to text.Note: Microsoft Word Mini Toolbar feature gives you quick access to commonformatting commands. The mini toolbar appears faintly when you select text inyour document. If you want to use this mini toolbar, you can activate it byhovering the mouse pointer on the toolbar and making your selections. If youprefer not to use the toolbar, you can continue working within the document andthe toolbar will disappear.A. On the Garden.docx practice document, do the following formattingexplain above:1. Select the Energy Savings sub-heading text above the secondparagraph, and then press the Control key on the keyboard.2. Select the Feasibility of Converting Flat Roofed Building toGardens sub-heading text above the third paragraph.3. While the Control key is still pressed, select sub-heading text from thefourth and fifth paragraphs (Structural Requirements, PossibleProblems).4. Click on the Bold button.5. Click on the Italic button.6. Click on the Underline button.7. Select all three lines after the Structural Requirements paragraph(Garages and sheds, Balconies and terraces, and Patios or decks).8. Click on the Bullets button.9. Create a Numbered list at the end of the first paragraph of PossibleProblem, by placing the insertion point after the text include, pressonce on the Enter key, and then click on the Numbering button.File: Microsoft Word 2013 FundamentalsPage 14 of 3703/19/15
10. Type the following text, “Rainwater build-up can sacrifice thestructural soundness of the roof. Make sure the structure isslightly angled or has proper drainage to allow for water runoff.”,and then press once on the Enter key.11. Type the following text, “Selecting plants that require too muchwater can add considerable weight to the garden. The best optionis to research and understand which flowers and plants thrive in agiven area and do not require a lot of water.”, and then press oncethe Enter key.12. Type the following text, “The structure may be unable to sustain theweight. Consider container gardens which consist of lower weightbut offer the same benefits of in-ground plants.”, and then presstwice on the Enter key.XV.Additional Font OptionsAdditional font options are available, such as font effects, special styles andpreviewing font changes. You can view additional options by clicking on theHome tab, and then click on the Dialog box launcher on the Font group.A. Add All Caps1. Place the Insertion point before the first line of the document.2. Type the text, Roof top gardens, and then press twice on the Enterkey.3. Select your new title text, and then click on the Bold button.Dialog box launcher4. While the title text is still selected, click on the Dialog box launcher onthe Font group.File: Microsoft Word 2013 FundamentalsPage 15 of 3703/19/15
5. The Font window will appear.6. In the Effects area, click on the check box next to All caps, and thenclick on the OK button.Note: The Font window contains additional formats you can select from.File: Microsoft Word 2013 FundamentalsPage 16 of 3703/19/15
XVI.Text AlignmentMicrosoft Word 2013 aligns paragraphs four different ways relative to the left andright margins: left, center, right and justified. The Word 2013 default paragraphalignment is left. You can change paragraph alignment by clicking on anAlignment button, located on the Home ribbon on the Paragraph group.Alignment Option Examples: First button - Align Text Left Second button - Center Text Third button - Align Text Right Fourth button - Justify TextA. Add Center Alignment1. Select the title text, ROOF TOP GARDENS, and then click on theCenter button.XVII. View ModesMicrosoft Word 2013 has five view modes.1. To select a view mode, click on the View tab.2. In the Document Views group, select your desired view mode.File: Microsoft Word 2013 FundamentalsPage 17 of 3703/19/15
View NameDescriptionRead ModeThe best way to read a document, including some toolsdesigned for reading instead of writing.Print LayoutCheck out how your document will look when it’s printed.Web LayoutSee how your document will look as a webpage.This layout is also great if you have wide tables in yourdocument.OutlineSee your document in outline form where content is shownas bulleted points.This view is useful for creating headings and moving wholeparagraphs within the document.DraftSwitch your view to see just the text in your document.This is useful for quick editing because headers/footers andcertain objects won’t show up, allowing you to focus on yourtext.XVIII. Spelling and Grammar ChecksMicrosoft Word 2013 automatically checks for incorrect spelling and grammar.As you type the document, Word uses wavy red underlines to indicate possiblespelling errors and wavy green underlines to indicate possible grammaticalerrors. To correct an error, right-click on a word with a wavy underline, and thenclick on the correction from the option panel that you desire. You can also editthe error directly in the document if no suggestions are applicable.A. Make Error Corrections1. In the first paragraph on the Garden practice document, place themouse pointer over the misspelled text (gardning), click on the rightmouse button, and then select the correction from the option panel.File: Microsoft Word 2013 FundamentalsPage 18 of 3703/19/15
2. In the second paragraph, place the mouse pointer over the misspelledtext (envirnment), click on the right mouse button, and then select thecorrection from the option panel.3. In the third paragraph, place the mouse pointer over the grammaticalerror text (is), click on the right mouse button, and then select thecorrection from the option panel.4. In the third paragraph, place the mouse pointer over the repeated text(on), click on the right mouse button, and then select Delete RepeatedWord from the option panel.Note: To use additional spelling and grammar options, select the Review tab. Inthe Proofing group, click on the Spelling & Grammar button.XIX.Page Breaks and Section BreaksPage Breaks and Section Breaks can be inserted anywhere within a document.A. Insert Page Break1. On the Garden practice document, place the Insertion point at theend of the last sentence in the last paragraph.2. Select the Page Layout tab, and then click on the Breaks button.File: Microsoft Word 2013 FundamentalsPage 19 of 3703/19/15
3. A Page Break panel will appear with the Page and Section Breakoptions.4. Select the Page option. This will insert a page break that will place youon a new page in the document.XX.TablesTables offer a convenient way to display information that might otherwise beconfusing and cluttered. Text is neatly formatted in a table without setting tabstops as shown below.Microsoft Office TrainingSeminarT
Microsoft Word 2013 is a powerful word processing application. This is a hands-on workshop to help University faculty and staff become more proficient with Microsoft Word in creating and editing documents. Topics coveredinclude : Working with the Ribbon, Accessing available templates, Document formatting, Spell and Grammar
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