Microsoft Word online training course

Word lesson 1, Getting to know Word

Open documents

In this lesson i will teach you to make basic documents in Word.
To open a document we first need to know where it is.
Is it on a folder on our computer, a dvd or cd ?
Once we know that we click on the "Open" word_small_17.jpg (1.323 bytes) button in the standard toolbar, or "File" followed by "Open" in the menubar.
In the new window that will open you choose the folder where the document is saved, you select it and double click on the document or click on the "Open" button.
When you want to open several documents in the same folder you can select them by holding down the Ctrl key on your keyboard while clicking on all the files you want to open followed by then "Open" button again.

microsoft word open document

Close documents

To close a document we click on "File" followed by "Close" in the menubar.
Or we click the icon close icon in the right corner of the document window.

When you click on close icon in the application window you will close Word entirely.

When we close the document before saving it Word will ask us if we want to save it before closing.
Answer "Yes" if you want to and "No" if you don't want to, and if you wish to continue with Word click on "Cancel".

Make a new document

To make a new document in Windows 2003 and Xp we click on the "New" button in the standard toolbar or we click on "File" followed by "New" in the menubar.
If you choose the second option then the Task bane will open (if this is not allready open), Where we choose for "Blank document".

microsoft word make new document
To make a new document in Windows 2000 and 97 we click on the "New" button in the standard toolbar or we select "File" followed by "New" in the menubar.
If we choose the second option the "New" window will open.
Select "Blank document" and push "OK".

new document

Saving a document

When we want to open a document at a later time we need to save it.
When it is the first time we will save the document we choose to "File" followed by "Save as.." in the menubar.
In the window that opens we select a location and give a name to the file.
Give the file a name that corresponds with the text and a location that you can remember.

Once you have saved the file the name of the file will be shown in the titlebar.
If we alter the file then next time we only need to click the "Save" button in the standard toolbar.
We don't need to give a location or name to the file this time.

File names can have 255 characters but in my opinion its best to keep then short and relevant.
Word does not allow use to use the following characters in a file name: / \ < > " * | ; :

Adding text to a document

When we open a new Word document the cursor will allways be in the top left of our document.

microsoft word add text to document
The place of the cursor controls where the text that we type will appear.
From the moment the document is opened we can start to type.
If we come to the end of a line we can just continue typing because Word will automaticly start a new line, this is what people call "Wrap text".
If you want to start a new line manually then just push the "Enter" key on your keyboard.
With the "Backspace" key on our keyboard we can delete characters before the cursor and with the "Delete" key on the keyboard we can delete characters after the cursor.
With the "Tab" key on our keyboard we can just some text.

When you see a red waving line underneath a word then this word is not spelled correctly.
When we see a green waving line underneath a word then the grammar is wrong.
This is a spelling and grammar check that is executed automaticly.
I will explain more about this in a later lesson.

Move through text with a cursor

We can place the cursor on our document by simply clicking the left mousebutton wherever you want to put it.
Or we can use the arrow keys on our keyboard to navigate in the document.

Selecting text

After we have entered some text in Word, we need to select this partially or completly to be able to edit it.
To select this we have a couple of options.
The quickest in my opinion is by clicking and dragging the mousecursor over the text you want to select.
Or if its just a word you want to select you can doubleclick this word.
Text that is selected has a black background a is colored white.

microsoft word selecting text
You can also select text with the arrows on your keyboard.
To do this click on the first letter you want to select and then use the arrows left, right, down and up.
Or another possibillity, you place the cursor infront of the first letter and while holding down the shift key you click on the last letter you want to select.

Non printable characters

In Word, the tab button, the spacebar and the enter button all create characters like any other key on our keyboard.
Normally we cannot see these characters but if we wish to see these nontheless we click on the button "Show/Hide" in the standard toolbar.

microsoft word non printable characters
Click once more on this button to make these characters disappear again.


To zoom in and out we click on "View" followed by "Zoom" in the menubar.
Give a percentage in the zoom window and click on "OK".
Through zooming we can closer look at a text.
By zooming out we can look at our document in whole.

Full screen view

We can view our document in Full screen.
To do this click on "View" followed by "Full screen mode" in the menubar.
This hides all toolbars, scrollbars etc.
You see only the document and a new toolbar, the "Full screen" toolbar.
When we want to go back to "Normal" view we click on the Esc key on our keyboard.
Or we use the "Close full screen" button in the "Full screen" toolbar.

Open multiple documents

Sometimes its neccesairy to open multiple documents to possibly copy information from one document to another.
If we open multiple documents then the document that has a blue titlebar is the active document.
We can make another document "Active" by clicking on it.
We can arrange the different windows of the different documents manually by clicking the titlebar and drag this to the location we want it to be.

Overtype function

When we click on the "OVR" button in the statusbar we can rewrite text.
To do this click the "OVR" button in the statusbar.
For example when you place the cursor between two words and start typing you will see that Word will overwrite the first typed text instead of adding text between those words.
Click on "OVR" once again to disable this function.

Changing document names

When you have saved a document you can change the name of it at a later time.
When you want to make a copy of a document before you alter it, which is advisable, then you can save the document with a new name.
For this we use the button "Save as.." below the "File" button in the menubar.
Once the "Save as.." window has opened we choose a name and location for our copy.