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Basic 6 · Computing · Word Processing

Command Buttons in Microsoft Word

In this topic you will demonstrate how to use the menu bar (ribbon tabs) and command buttons in Microsoft Word to create and format documents.

By the end of these notes you should be able to:

  • Identify the tabs and groups on the Word ribbon
  • Use common command buttons to format text
  • Create, save and print a simple document

What you already know

  • PowerPoint text tools

Copy everything that has a blue line on its left into your notebook. The other parts are for reading.

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Introduction To Word Processing
Sub-strand
Word Processing
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B6.3.1.1.1-3 – Demonstrate how to use the menu bar command buttons

Introduction

Microsoft Word is a word processing program for typing letters, reports and notes. Its ribbon contains command buttons that make formatting quick and easy.

1. The Word Window

Parts of the Word window
PartUse
title barshows the document name
Quick Access ToolbarSave, Undo and Redo buttons
ribbon tabsFile, Home, Insert, Layout, References, Review, View
document areawhere you type
rulersshow margins and tabs
status barshows page number and word count

2. Main Ribbon Tabs

Tabs and their commands
TabCommon commands
FileNew, Open, Save, Save As, Print, Close
Homefont, font size, bold, italic, underline, alignment, bullets, copy, paste
Insertpictures, tables, shapes, page numbers, header and footer
Layoutmargins, orientation (portrait/landscape), page size
Reviewspelling and grammar, word count
Viewzoom, print layout, read mode
The Microsoft Word Home tab showing Font and Paragraph groups
Figure 1: The Word Home ribbon Draw the Home tab and label six command buttons.Illustration: Sirbus

3. Formatting Commands

Command buttons
ButtonShortcutEffect
Bold (B)Ctrl + Bmakes text thick
Italic (I)Ctrl + Islants text
Underline (U)Ctrl + Uunderlines text
Align Left / Centre / Right / JustifyCtrl + L / E / R / Jpositions text
Bullets and Numbering—makes lists
Font Colour—changes text colour
Spelling & GrammarF7checks spelling

4. Creating a Document

  1. Open Word and choose Blank document.
  2. Type a short letter or report.
  3. Select the title, make it bold, larger and centred.
  4. Use bullets for a list.
  5. Press F7 to check spelling.
  6. Save with Ctrl + S and a clear file name.
  7. Print with Ctrl + P, choosing the printer and number of copies.

Common mistake: Select the text first before clicking a formatting button, or the change will only apply to new text you type.

New words

word processor
A program for creating text documents.
ribbon
The tabs and command buttons at the top of the window.
command button
A button that performs an action.
format
To change how text looks.
alignment
The position of text on the page.
orientation
Whether the page is portrait (upright) or landscape (sideways).

Summary

  • Word's ribbon has tabs: File, Home, Insert, Layout, Review, View.
  • The Home tab has font and paragraph formatting buttons.
  • Select text before formatting it.
  • Save with Ctrl + S and print with Ctrl + P.

Class activity: Format a Letter

  1. Type a short letter inviting parents to Speech Day.
  2. Format the heading (bold, centred, size 16) and use bullets for the programme.
  3. Check spelling, save and print preview your letter.

You need: Desktop computer, Mouse, Keyboard

Exercises

Answer in your exercise book first, then check your answers.

  1. 1. Which shortcut makes text bold?

    • A. Ctrl + B
    • B. Ctrl + I
    • C. Ctrl + U
    • D. Ctrl + P
    Show answer
    Answer: Ctrl + BB for bold.

  2. 2. Margins and page orientation are on which tab?

    • A. Layout
    • B. Home
    • C. Insert
    • D. Review
    Show answer
    Answer: LayoutPage setup.

  3. 3. F7 is used to…

    • A. check spelling and grammar
    • B. save
    • C. print
    • D. close
    Show answer
    Answer: check spelling and grammarReview command.

  4. 4. The Home tab contains font formatting buttons.

    • A. True
    • B. False
    Show answer
    Answer: TrueFont and Paragraph groups.

  5. 5. You can format text without selecting it first.

    • A. True
    • B. False
    Show answer
    Answer: FalseSelect existing text first.

  6. 6. Ctrl + E ______ the text.

    Show answer
    Answer: centresCentre alignment.

  7. 7. Name four tabs on the Word ribbon.

    Show answer
    Answer: File, Home, Insert, Layout (or Review, View).Any four.

  8. 8. Explain the difference between portrait and landscape orientation.

    Show answer
    Answer: Portrait is upright (taller than wide); landscape is sideways (wider than tall).Page direction.

Homework

  1. Type and format a one-page report about your favourite subject.