Microsoft Word 2019 Fundametals Manual
Microsoft Word 2019 Fundametals Manual
Microsoft Word 2019 Fundametals Manual
PittInformation Technology
technology.pitt.edu
Last Updated: 11/01/19
Technology Help Desk
technology.pitt.edu
Table of Contents
I. Launch Word ........................................................................................................ 3
II. Window and Ribbon Features ........................................................................... 3
III. File Tab .................................................................................................................. 5
IV. Templates.............................................................................................................. 6
V. Window Options ................................................................................................... 6
VI. Customize Your Ribbon ...................................................................................... 7
VII. Quick Access Toolbar ......................................................................................... 8
VIII. Non-Printing Characters ..................................................................................... 9
IX. Practice Document .............................................................................................. 9
X. Save a Document ................................................................................................ 9
XI. Select Text .......................................................................................................... 11
XII. Margins ................................................................................................................ 12
XIII. Line Spacing ....................................................................................................... 13
XIV. Format a Document ........................................................................................... 13
XV. Additional Font Options..................................................................................... 15
XVI. Text Alignment.................................................................................................... 17
XVII. View Modes ........................................................................................................ 17
XVIII. Spelling and Grammar Checks ........................................................................ 18
To start Word 2019, click on the Office Start button, and then select Microsoft
Word 2019 from the options panel.
The Microsoft Word Icon can be pin to the start bar for quick access.
The screen shot below displays the primary components of the Word 2019 interface.
File tab
Ribbon
Ribbon Collapse
Horizontal ruler
Document window
Vertical ruler
The table below consists of definitions for the Microsoft Office features.
Term Description
1 Quick Access Displays quick access to commonly used commands.
Toolbar
4 File Tab The File tab has replaced the Office button in 2007. This area is
called the Backstage which helps you to manage the Microsoft
application and provides access to its options such as Open, New,
Save As, Print, etc.
2 Ribbon Tab Title or name of the specific Ribbon.
3 Ribbon Displays groups of related commands within tabs. Each tab
provides buttons for commands.
5 Group Contain category of command buttons.
6 Show Dialog Box Show additional options.
Tabs
The File tab provides you with the Backstage that provides information
pertaining to your document and options to help setup your window defaults. The
Backstage also contains standard commands such as, Home, Save, Save As,
New, Print, etc.
A. Open Templates
1. Select the File tab, and then click on the New option.
V. Window Options
The Microsoft Word application allows you to customize setting and preferences
as you work within your Word document.
A. Set options
1. Click on the File tab, and then select the Options item.
2. The Word Options window will appear. This is where you can choose
your desired settings and preferences.
You can easily customize the Ribbon to suit your needs by creating new tabs and
filling them with the commands you use the most.
1. Click on the File tab, and then select the Options Item.
4. From the Choose commands from list, click on your desired ribbon
option, and then click on the Add button to place it in the Customize
the Ribbon list.
Microsoft Word 2019 has a Quick Access Toolbar, so you can have quick
access to your most used commands.
A. Add Commands
1. To add your most used commands to the Quick Access Toolbar, click
on the drop-down arrow next to the Quick Access Toolbar.
X. Save a Document
A. Save
1. Click on the File tab, then select the Save As option to save a
document permanently to your hard drive or other storage device.
(The instructor will demonstrate where to save document.)
3. In the Directory sections on the left side of the window, click on the
icon where you wish to save your document. In this exercise click on
the Desktop.
4. In the File Name box, type your desired document name, and then
click on the Save button.
You must select text before you can change the format. You can use the mouse
to select text in a variety of ways which is explained in the table below.
Select Action
any text Click at the beginning of the area and press the Shift key
as you click at the end of the area. You can also drag
across the text you want to select.
a word Double click on the word.
a line Place the mouse pointer in the left margin. Position the
mouse pointer next to the desired line and click once.
multiple lines Place the mouse pointer in the left margin next to the first
desired line and click once. Then press the Ctrl key and
click additional lines to select them.
a sentence Press the Ctrl key and click anywhere in the sentence.
a paragraph Place the mouse pointer in the left margin and double
click next to any line in the paragraph.
multiple Click at the beginning of the first paragraph then hold the
paragraphs mouse button down while dragging through your desired
paragraphs.
a document Press the Ctrl key then place the mouse pointer
anywhere in the left margin and click once.
Microsoft Word 2019 margins are defaulted to 1 inch for the top and bottom, and
1 inch for the left and right. To change your margins, use the Margin button
found on the Layout ribbon.
A. Create Margins
1. Select the entire document text, by pressing the Ctrl key, then place
the mouse pointer anywhere on the left margin, and then click once on
the right mouse button.
5. Change the margin by selecting the top margin button (top and bottom
0.5” – Left and Right 0.5”).
Note: If you prefer a margin not listed, then click on Custom Margins at the
bottom of the panel to customize your margin. The Page Setup window
will appear, and then make your desired margin choices from the window
options.
Microsoft Word 2019 defaults the line spacing to double space (2.0). Line
spacing affects an entire paragraph or document. Use the Line Spacing button
on the Home Ribbon to change line spacing.
A. Add Spacing
2. Click on the Home tab. On the Paragraph group, click on the Line
Spacing button, and then select 1.5.
Formats can be applied to any text within your document. The formatting styles
are the most common way to change the appearance of text in a document.
A. Apply Format
1. Select text, and then click on your desired format from the Home
ribbon.
Note: Microsoft Word Mini Toolbar feature gives you quick access to common
formatting commands. The mini toolbar appears faintly when you select text in
your document. If you want to use this mini toolbar, you can activate it by
hovering the mouse pointer on the toolbar and making your selections. If you
prefer not to use the toolbar, you can continue working within the document and
the toolbar will disappear.
3. While the Control key is still pressed, select sub-heading text from the
fourth and fifth paragraphs (Structural Requirements, Possible
Problems).
11. Type the following text, “Selecting plants that require too much
water can add considerable weight to the garden. The best option
is to research and understand which flowers and plants thrive in a
given area and do not require a lot of water.”, and then press once
the Enter key.
12. Type the following text, “The structure may be unable to sustain the
weight. Consider container gardens which consist of lower weight
but offer the same benefits of in-ground plants.”, and then press
twice on the Enter key.
Additional font options are available, such as font effects, special styles and
previewing font changes. You can view additional options by clicking on the
Home tab, and then click on the Dialog box launcher on the Font group.
1. Place the Insertion point before the first line of the document.
2. Type the text, Roof top gardens, and then press twice on the Enter
key.
3. Select your new title text, and then click on the Bold button.
4. While the title text is still selected, click on the Dialog box launcher on
the Font group.
6. In the Effects area, click on the check box next to All caps, and then
click on the OK button.
Note: The Font window contains additional formats you can select from.
Microsoft Word 2019 aligns paragraphs four different ways relative to the left and
right margins: left, center, right and justified. The Word 2019 default paragraph
alignment is left. You can change paragraph alignment by clicking on an
Alignment button, located on the Home ribbon on the Paragraph group.
1. Select the title text, ROOF TOP GARDENS, and then click on the
Center button.
Print Layout Check out how your document will look when it’s printed.
Draft Switch your view to see just the text in your document.
This is useful for quick editing because headers/footers and
certain objects won’t show up, allowing you to focus on your
text.
Microsoft Word 2019 automatically checks for incorrect spelling and grammar.
As you type the document, Word uses wavy red underlines to indicate possible
spelling errors and wavy green underlines to indicate possible grammatical
errors. To correct an error, right-click on a word with a wavy underline, and then
click on the correction from the option panel that you desire. You can also edit
the error directly in the document if no suggestions are applicable.
3. In the third paragraph, place the mouse pointer over the grammatical
error text (is), click on the right mouse button, and then select the
correction 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 Repeated
Word from the option panel.
Note: To use additional spelling and grammar options, select the Review tab. In
the Proofing group, click on the Spelling & Grammar button.
Page Breaks and Section Breaks can be inserted anywhere within a document.
2. Select the Layout tab, and then click on the Breaks button.
4. Select the Page option. This will insert a page break that will place you
on a new page in the document.
XX. Tables
To create a table in Microsoft Word, click on the Insert ribbon. The Table
button is the only one option on the Tables group.
1. Click on the Insert ribbon, and then click on the Table button.
3. Select two rows and two columns as seen above. To insert a table
onto your document, move the mouse pointer over the number of rows
and columns you desire. The cell selection will be highlighted as you
move the mouse. When the desired rows and columns are highlighted,
click on the last cell.
4. Type the information in the table shown above. The insertion point will
appear in the first cell of the table. Type text in the first cell, and then
use the Tab key on the keyboard to move from one cell to the next.
5. After you type the information in the last cell, press the Tab key. Word
automatically inserts a new blank row.
Moving the insertion point and selecting text in a table is very similar to the
ways you do so for regular text in a document. However, there are some
procedures that are unique to tables as illustrated below.
Procedure Description
Tab and (Shift + Tab) Use the Tab key to move from left to right; use Shift+Tab to
move from right to left.
Keyboard Arrow Keys The up and down arrows will move up and down rows.
Move the insertion Use the Mouse to position the cursor as needed.
point
To select a single cell Click three times inside the cell or drag over the cell's
contents.
To select an entire row Place the mouse pointer on the left margin, pointing to the row
than click once or drag over row cell’s contents.
To select an entire Click the column’s top gridline/border or drag over column
column cell’s contents.
To select the entire Single click on the table move handle on the top left corner
table of table or press the Alt key and double click in any cell of the
table.
Columns in a new table are always the same width. It is often necessary
to change the width of one or more columns in the table, so that text or
data can be seen.
To insert a column, select a cell in the desired column where the new
column will be inserted to the right or left.
Seminar Time
2. Type the information below in the new column, press the down arrow on
the keyboard after each entry:
Location
Room A
Room B
Room A
Room B
3. Insert a new row at the top of the table. Click anywhere in the first row.
4. On the Table Tools ribbon, click on the Layout tab located in the Row
& Columns group, and then click on the Insert Above button. The new
row will appear.
D. Merge Cells
Computer
Training
2. On the Table Tools ribbon, click on the Layout tab located in the
Merge group, and then click on the Merge Cell button.
Computer Training
3. The multiple cells will merge into one cell, and then format your text if
desired.
AutoFormat has numerous table formats that may be applied to your table.
These different Table Styles may affect the style of the lines or borders in the
table, the justification of text and font formats. If your Word document contains
more than one table, each table may have its own format. Try to make all editing
changes to the table before using AutoFormat.
A. AutoFormat
3. On the Table Tools ribbon, click on the Design tab located in the
Table Styles group, and then click on the drop-down arrow to view
multiple formats to select from.
Text within a table can be formatted the same way you format text in other
areas of the document. Use the command buttons found on the Home
ribbon.
Click on the File tab and select the Print option to print your current document.
This will display the Print window options, along with a preview of the document
to the right, such as the range of pages to print and the number of copies to print.
The default printer is the printer that your applications will use unless you specify
otherwise. To change printers, click on the drop-down arrow next to Printer
Name. This will display a list of installed printers and allow you to select another
printer.
A. Instructor Led
This section of the manual will be completely instructor led as you follow
along with the instructor to produce the finished document.
The instructions in this section are a quick reference that will help you add
illustrations onto your document as demonstrated in the previous section.
The Microsoft Illustrations group allows you to insert pictures, shapes, smart art,
and charts into your document. These options will enhance the layout and
appearance of your documents.
Drawing Tools and Picture Tools tabs only appear when a graphic image is
selected.
A. Add a Picture
3. Select a photo.
Within Microsoft Office there are numerous online pictures (clip art and
stock photographs) to illustrate a specific topic. From the Insert ribbon,
add a graphic to your document:
B. Shapes
D. Chart
To illustrate and compare data you can utilize the chart option. This is like
the Excel chart feature. From the Insert ribbon, add a chart onto your
document:
5. Enter your desired data onto the spreadsheet and the chart will reflect
your data.
Track Changes is a tool that is utilized in Microsoft Word 2019 for electronically
reviewing and marking up a document. A document can be reviewed and edited
by a group of readers and the author of the document has final control over
which changes to accept or reject. The instructions in this section are a quick
reference that will help you use Track Changes.
This will mark changes in the current document and keep track of each
change by reviewer name.
3. Now the document can be edited with Track Changes. Click on the
Track Changes button a second time to turn it off.
Example:
2. Click on the Review tab. In the Comments group, click on the New
Comment button.
3. The text you select will be highlighted and a comment box will display
on the right side of the document.
2. Resize an image to make it smaller or larger. Select the image and place
the mouse pointer on one of the sizing handles (circles/boxes). When
the pointer changes to a double-sided directional arrow, left-click the
image and drag it until the desired size is achieved. Use a corner circle
handle for the best results in resizing an image.
3. Rotate an image to a different angle. Select the image and place the
mouse pointer on the curved arrow handle. When the pointer changes
Note: Before moving an image, you can change the way text wraps
around the image. Select the image, click on the Format tab on the
Picture Tools ribbon, and then click on Wrap Text button to select
your wrapping option.