M S WORD
BASIC ICT Seminar
Part I
May 19 - 23, 2025
Resource Person
LARGIL M. TAOJO, ECE, RME
M S Word
Part I Basic ICT
Session Objectives
• The Interface
• Create &
Open
Documents
• Working with
Text
M S Word
Part I Basic ICT
Session Objectives
• Printing Documents
• Lists
• Columns
• Headers,
Footers and Page
Number
Let’s Begin!
M S Word Interface
Word Start Screen
Quick Access Title Tell Me Bar / Microsoft Search Bar
Toolbar Bar
File
Tab
Ribbon
Scroll
Bar
Edit
Window
Status Zoom Slide
The Ribbon
The ribbon is a set of toolbars at the top of the window in Office
programs designed to help you quickly find the commands that you
need to complete a task.
The Ribbon
The ribbon is a set of toolbars at the top of the window in Office
programs designed to help you quickly find the commands that you
need to complete a task.
Showing and hiding the
Ribbon
Ribbon
Display
Options
Showing and hiding the
Ribbon
“Show Tabs
Only” Display
If the ribbon isn't visible, click on any tab; this temporarily restores the
ribbon.
To keep the ribbon displayed, select a different state from the Ribbon
Display Options menu.
The Quick Access Toolbar
To add commands to the Quick
Access Toolbar:
The command will
Click the drop-down be added to the
arrow to the right of the Quick
Quick Access Toolbar. Access Toolbar.
Select the command you
want
to add from the menu.
Document views and zooming
Switching document views.
Read Mode: This view opens the document to a full screen. This view is
great for reading large amounts of text or simply reviewing your work.
Document views and
zooming
Switching document views.
Web Layout: This view displays the document as a webpage, which
can be helpful if you're using Word to publish content online.
Document views and
zooming
Switching document views.
Print Layout: This is the default document view in Word. It shows what the
document will
look like on the printed page.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the
bottom-right corner of the Word window. You can also select the
+ or - commands to zoom in or out by smaller increments. The
number next to the slider displays the current zoom percentage,
also called the zoom level.
Backstage View
Select the File tab. Backstage view will appear.
Backstage View
RETURN TO WORD
Return
NEW to document
Create
INFO
OPENa new document (blank
or templates)
Open
SAVE document properties,
Access
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ACCOUNT
you can access your Microsoft account
OPTIONS
information, modify your theme and
Here, you can change various Word options.
background, and sign out of your account.
For example, you can control the spelling and
grammar check settings, AutoRecover
settings, and language preferences.
Create and Open
Documents
To create a new blank
document:
1 Select the File tab. Backstage view will
appear.
To create a new blank
document:
2 Select New,
then click Blank
document.
or
simply
click
Ctrl +
3 A new N
blank
document will appear
To open an existing document:
1 Navigate to
Backstage view, then
click Open.
or click
Ctrl +
O
To open an existing document:
2 Select This PC,
then
click Browse.
To open an existing document:
3 The Open dialog box appears. Locate and
select your document, then click Open.
If you've opened the desired document recently, you
can browse your Recent Documents rather than search
for the file.
To pin a document:
1 Navigate to Backstage view, then click Open. Your
recently edited documents will appear.
To pin a document:
2 Hover the mouse over the document you want to pin. A
pushpin icon
will appear next to the document. Click the pushpin icon.
The document will stay in Recent Documents. To unpin a
3 document, click the pushpin icon again.
Using templates:
To create a new document from a
template:
Click the File tab
1 to access
Backstage view.
Using templates:
2 Select New.
Several templates
will appear below
the Blank
document option.
3 Select a template
to review it.
Using templates:
4 A preview of the template
will appear, along with
additional information on
how the template can be
used.
5 Click Create to use
the selected
template.
Let’s
Practice!
Open Word and create a blank document.
1.
Change the Ribbon Display Options to Show Tabs.
2.
3. Using Customize Quick Access Toolbar, add New,
Quick Print, and Spelling & Grammar.
4. In the Tell me bar, type Shape and press Enter.
5. Choose a shape from the menu and double-click
somewhere on your
document.
6. Show the Ruler if it is not already visible.
7. Zoom the document to 120%.
8. Change the Document view to Web Layout.
9. Change the Ribbon Display Options back to Always
show ribbon and change the Document View back to
Print Layout.
10. When you're finished, your document should look
Let’s
Practice!
COMPATIBILITY MODE
Compatibility mode
If the documents are not
created with the same
version of your MS
Word, this issue will
appear.
Compatibility mode
To convert a document:
•Click File Tab
•Select Convert
•Then press OK to
convert
Let’s
Practice!
1. Open our practice document. ( Activities
folder- word_createopen_practice
compatibility)
2. Notice that the document opens in
Compatibility Mode. Convert it to the
current file format. If a dialog box appears
asking if you would like to close and
reopen the file in order to see the new
features, choose Yes.
3. In Backstage view, pin a file or folder.
Working with
text
Copying and moving text:
Word allows you to copy text that is already in
your document and paste it to other areas of the
document or type, which can save you time. If
there is text you want to move from one area of
the document to another, you
can cut and paste or drag and drop the text.
Working with Texts
To copy To paste To cut To select all
text text text
text
Ctrl Ctrl Ctrl Ctrl
+C +V +X +A
To undo To redo
action action
Ctrl Ctrl
+Z +Y
Find and Replace
To replace
text:
1 From the Home
tab, click
the Replace
command
Find and Replace
2 The Find and Replace dialog box will
appear
3 Type the text you want to find in the Find what: field.
Type the text you want to replace it with in the Replace
4 with field.
Then click Find
Next.
Find and Replace
5 Word will find
the first
instance of the
text
and highlight it
in
gray.
6 Type the text
you want to
find in the
Find what:
field.
Find and Replace
7 Word will jump to the
next instance of the
text. If you want to
replace it, select one
of the replace options:
Replace will replace
individual instances of text.
In our example, we'll
choose this option.
Replace All will replace
every instance of the text
throughout the document.
Let’s
Practice!
1. Open the practice document with a file name
2. word_practice_Video
3. create using random text generator
4. Drag and drop the “For example” to the 2nd
paragraph
5. Find and replace a word Video and change it to
Media.
FORMATTING
TEXTS
The Font command group
The Font command group
To change the
font :
The Font command group
To change the
font size:
The Font command group
To change the
font color:
The paragraph command
group
To change
the text
alignment:
The paragraph command
group
To change
the text
alignment:
Let’s
Practice!
Open our activity file word_formattext_practice.
1.
2.Scroll to page 2.
3.Select the words For Rent and change the font size to 48 pt.
4.With the text still selected, change the font to Franklin
Gothic Demi. Note: If you don't see this font in the menu,
you can select a different one.
5.Use the Change Case command to change For Rent to
UPPERCASE.
6.Change the color of the words For Rent to Gold, Accent 4.
7. Remove the highlight from the phone number (919-555-
7237).
8.Select all of the text from For Rent to (919-555-7237) and
Center Align.
Let’s
Practice!
Save and Save As
Word offers two ways to
save aSave and Save file:
As.
These options work in similar
ways, with a few important
differences:
Save
You’ll use the Save command to save your
changes.
When you save a file
Note: The Save command will overwrite your
previous documents
Save As
You'll use this command to create a copy of a
document while keeping the original.
Note: you'll need to choose a different name
and/or location for the copied version.
Save
CTRL+
S
Save As
F12
Auto Recover:
When the recovery
option appeared?
Unintended
Shutdown or
Log off..
Auto Recover:
To use Auto
Recover
1 Open Word. If autosaved
versions of a file are found,
the Document Recovery
pane will appear.
2 Click to open an available file.
The document will be
recovered.
3 Save your
Documents
Exporting documents:
By default, Word documents
are saved in the .docx
file type. However, there
may be times when you
need to use another file
type, such as a PDF or Word
97-2003 document.
Exporting documents:
To export a document as a PDF file:
Exporting your document as an
Adobe Acrobat document,
commonly known as a PDF file,
can be especially useful if you're
sharing a document with
someone who does not have
Word. A PDF file will make it
possible for recipients to v i e w —
but not edit—the content of your
document.
Exporting documents:
1 Click the File tab to
access Backstage
2 Click Export, then
select Create
view. PDF/XPS.
Exporting documents:
3 The Save As
dialog box will
appear.
Select
the location Choose a
where you want location, Type a
file name, then
to export the click Publish
document, enter
a file name,
then click
Publish.
Sharing documents:
To share a document :
1 Click the File tab
to access
Backstage view,
then click Share.
Sharing documents:
Ways to share a
document :
Let’s
Practice!
Create an New Document
Type in your
Name
Position
Office
Sector
Export document to PDF with file
name Export_Activity _1
Let’s
Practice!
⮚ Open our practice
document.
(word_saveshare_practice)
⮚ Use Save As to create a copy of the
document. Name the new copy
Saving Challenge Practice. You can
save it to a folder on your computer
or to
your OneDrive.
PDF Format
Differences
Exported Text
VS. Scanned Text
or Document
Printing Documents
Printing documents in MS Word is
essential for producing professional
hard copies for meetings, records,
and legal purposes.
Word’s customizable print options
ensure documents are well-
formatted and ready for easy
sharing and offline access.
Importance of Printing Uses of Printed
Documents Documents in the Office
• Reports and Analysis
• Permanent Records
• Contracts and
• Professional
Agreements
Presentation
• Internal Memos and
• Convenient
Announcements
Sharing
• Marketing Materials
• Backup for
Digital Files
To print document:
1 Go to the File
tab > Print.
Choose your printer
2 and the number of
copies
Check the page
3 range, layout and
print quality
Review the output
4 and distribute as
needed.
Let’s
Practice!
1. Open our practice document.
2. In the Print pane, change the settings to print only pages 2 and
5.
3. Change the number of copies to 2.
4. Use the arrows at the bottom of the print preview to view each
page.
5. When you're finished, your Print pane should look something
like this:
Let’s
Practice!
Have a great
afternoon!
