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CHAPTER VII: MICROSOFT OFFICE WORD
VII.1 Microsoft Office
Definition: Microsoft Office is an application program software that has been designed or
developed to help people use computer more easily.
Microsoft office is a package that comprises the following programs:
- Microsoft Office Word: A Microsoft Office word is a word processing program
designed especially for working with text-based information.
- Microsoft Office Excel: The organization and analysis of numerical information is at the
heart of every business, and using spreadsheet software such as Microsoft Office Excel
does it better. In general Microsoft Office Excel is a spreadsheet program, designed to
help you learn how to record, analyze, and present quantitative information. A
spreadsheet is a ledger sheet that enables you to enter, edit and manipulate numeric
information. Spreadsheets are used to manage complex calculations and collections of
numbers.
- Microsoft Office PowerPoint: Is a presentation program, a software that helps to create
a slide show presentation.
- Microsoft Office Access: Is used to create database.
- Microsoft Office Publisher: Is used to design cover page, card, etc.
Launching Microsoft Office Word
There are two ways of launching Microsoft office Word; you can launch Microsoft office by
 Using Start Menu
 Using Short Cut icon
1) Using Start Menu
To launch Microsoft office word by using a start menu, you need to follow these steps:
-Click on Start button
-Click on All programs
-Click on Microsoft Office
-Click on Microsoft Office Word
-Microsoft Office Word will be opened.

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2) Using a Shortcut Icon
To launch Microsoft office word by using a Shortcut Icon, you need to follow these steps:
-Double-Click on Microsoft Office Word Shortcut icon on desktop
Or
-Right-Click on the shortcut icon on desktop.
-Click On Open.
To close Microsoft Office Word document or file you need to follow these steps:
-Click on office button
-Click on Close
-Microsoft Office Word document or file will be closed.
Word Environment
There are many elements in Microsoft Office word environment, but let us focus on:
 Title bar
 Scroll bar
 Ribbon
 Quick Access toolbar
 Status bar
 Task bar
 Ruler
 Tabs
Title bar: At the top of the screen, the title bar tells you the name of the document you are
working on.
Scroll bar: Microsoft Office Word may have scroll bars that appear on the right side and at the
bottom of the window. These scroll bars appear when the document is too large to be viewed
entirely on one screen. Clicking on the arrows on either end of the scroll bar moves the images or
text through the window. Clicking and dragging the scroll bar moves the images or text even
more quickly through a window (the scroll bars help you get from place to place in a document).
There are two types of Scroll bar: Vertical Scroll bar and Horizontal Scroll bar
Ribbon: The Ribbon is the panel at the top portion of the document. It has seven tabs: Home,
Insert, Page Layout, References, Mailings, Review, and View that contain many new and
existing features of Word. Each tab is divided into groups. The groups are logical collections of
features designed to perform functions that you will utilize in developing or editing your Word
document. Commonly used features are displayed on the Ribbon, to view additional features
within each group, click on the arrow at the bottom right of each group.

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However you can minimize the Ribbon to make more space available on your screen.
To minimize the Ribbon you need to follow these steps:
-Click Customize Quick Access Toolbar.
-In the list, Click Minimise the Ribbon.
Or
-To quickly minimize the ribbon, double-click the name of the active tab. Double-Click a tab
again to restore the ribbon.
 To use the Ribbon while it is minimized, click the tab you want to use, and then click the
option or command you want to use.
 Keyboard shortcut to minimize or restore the ribbon, press Ctrl+F1
 Use keyboard keys to quickly work with the ribbon items. Press Alt once and you will
see the letters you can press to access a given ribbon item.
Quick Access toolbar: No matter where you travel in an Office program, you see the Quick
Access toolbar in the upper-left corner of the screen, next to the Office button. This toolbar
offers the Save, Undo, and Repeat buttons. The quick access toolbar is a customizable toolbar
that contains commands that you may want to use. You can place the quick access toolbar above
or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the
end of the toolbar and click on Show below the Ribbon. You can also add items to the quick
access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to
Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.
Status bar: It is located at the bottom of the window, the status bar shows useful information,
such as page numbers, section numbers, cursor position, line number, column number, the total
number of pages and words in your document, etc. Status bar acts as a communication link
between the user and the program. It can display interactive actions like saving or opening a file.
It always appears together with the taskbar at the bottom of the window.
Ruler: Microsoft word has the horizontal and vertical ruler that helps the user to place text or
objects in the required position. You can hide or display ruler.
To display the rule: - Check the Ruler check box in Show/Hide group of the View tab on the
ribbon
To hide the rule: - Uncheck the Ruler check box in Show/Hide group of the View tab on the
ribbon

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Tabs: In Microsoft Office Word , we have the following Tabs:
-Home tab
-Insert tab
-Page Layout tab
-References tab
-Mailings tab
-Review tab
-View tab
Home tab: By default the Home tab in Microsoft Office Word window is activated to show all
the commonly used formatting commands in easy-to-use the layout.
Insert tab: On the Ribbon, use the Insert tab to insert anything you want to insert in your
document; you can also access other formatting items (e.g. drop cap, word art) and all commands
for creating Tables, Illustrations, Graphs, etc. Page numbers, headers and footers, shapes, page
breaks are created using the Insert tab.
Page Layout tab: Use page layout tab for all the page setup needs, e.g. indents, line spacing,
page colour/background, page orientation, page margins, etc.
References tab: Use this tab to insert table of contents, footnotes, captions, etc., in a document.
Mailings tab: Use this tab to create a mail merge, labels, etc.
Review tab: Use this tab to proofread your document i.e. checking grammar, making comments
or protect your document.
View tab: Use the view tab to see your document in different document views such as Print
Layout, Web Layout, Full Screen Reading, Outline, Draft; show/hide ruler, access zoom options,
arrange windows (Splitting), etc.
✦ Minimize, Restore, Maximize, Close buttons: These four magic buttons make it very easy
to reduce in size, enlarge and close the window you‟re working in.
Minimize button: This button is very useful if you need to temporarily switch from Word
into another application without closing Microsoft Word window down completely. When
you click minimise button the Microsoft word window will be changed into an icon on
the task bar.
Restore button: This button only appears when a window is maximized. A maximized window
has no border, if you want to put the window back inside its border so that you can move and
size it, click the restore button.

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Close button: This button is used when you want to close a Microsoft word window.
Maximize button: This button is used when you want to maximize a Microsoft word window.
Office button: In the upper-left corner of the window is the Office button. The office button is
the start of the Microsoft office word and has many important commands and options. Such as
Word settings, opening, saving, printing and closing files.
 Saving a Document (Use of Save As and Save)
Save As is used when you want to save a new document for the first time.
To save a new document you need to follow these steps:
- Click on the office button
- Click on Save As of drop-down list and a Save As pop-up will appear.
- Choose the location where you want to save your file or document (Desktop, Document,
Computer, etc….)
- Type the name in file name box
- Click on save.
Save is used when you want to save the changes done in a document.
- Click on office button
- Click on Save
Or
- Click on save button which is on Quick Access Toolbar
Or
You can use shortcut Ctrl+S
File and Folder Management
File and folder management is done to organize or clean up a computer. Just as a desk or a room
can become messy and many items scattered around, so can the files on a computer. Folders
allow the storage of computer files in a logical and neat manner.
The operating system creates a file structure on the hard disk drive to allow data to be stored. A
file is a block of related data that is given a single name and treated as a single unit. Program
and data files are grouped together in a directory or folder.

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Files are referred to as documents, Files must be stored in folders .The terms directory and folder
are equivalent terms for the same concept to describe a place to store information (Files). A sub-
folder is simply a folder within a folder.
The files and directories are organized for easy retrieval and use. Directories can be kept inside
other directories. These nested directories are referred to as subdirectories. Directories are called
folders in Windows operating systems, and subdirectories are called subfolders.
When you use a program and save your work or when you install a program you are creating
files. File is the basic storage unit that enables a computer to identify one set of information
from another.
A file is a complete, named collection of related information, such as a program, a set of data
used by a program, or a user-created document.
A computer stores information on a disk in form of file. A folder (a place where files are kept) is
a storage place for files and other folders, for example Document, and Computer are folders.
Folders keep related files and folders together.
Size of file or folder
To check the size of a file or folder you need to follow these steps:
-Select or highlight the name of a file or a folder
-Right-Click on the name of a file or folder
-On drop-down list, Click on Properties
-Check the size of file or folder (Size)
Creating a New Folder
To create a new folder on desktop you need to follow these steps:
-Right-click in a blank area.
-On drop down list Choose New
-Then Choose Folder.
Creating a new file in a folder
To create a new file in a folder you need to follow these steps:
-Right click on the folder
-Click on Open
-Right click inside that opened folder
-Choose New
-Select any type of file you want from available file types, for example Text document, or
Microsoft word, tec.
-The file with a temporary name appears.

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-Type in a new name for the file and press the Enter key
-Press Enter key again to open the file.
-Start entering new information and afterwards click on Save button then close the file.
Renaming a new folder
 The characters / ; : * ? " < > should not be used to rename a file or folder
because they are associated with special functions when executing commands from a
prompt. If these characters are used, a warning displays prompting the user to rename a
file. Legal or allowable characters include all other characters and numbers available on a
standard computer keyboard.
 When the folder is created, the rename mode is operating as evidenced by the highlighted
words “New Folder”. Simply start typing the folder name and the changes appear on the
screen. Press Enter or simply click on a blank screen area when finished typing.
 Remember, a folder name can have up to 255 characters and must only use valid
characters.
 The folder can be renamed later by clicking once on the folder to highlight it and pressing
the F2 key. The name highlights. Type the new name.
Or you can use the following steps to rename a file or folder:
-Right-click on the name of a file or folder
-On drop-down list choose Rename
-Type the new name of a file or folder
-Press Enter key on keyboard
Copying and Moving a file or folder from one location to another location
Another folder can be created inside the previous folder and files or documents copied into this
folder. By right-clicking on an item we have different options to Copy, Cut, or Create Shortcuts.
 Copy makes a duplicate of the file and pastes it into the newly created folder. There will
be two files, one file inside the new folder and one file outside the new folder. Both files
will have the same name, which is permitted as long as the files are not in the same folder
and the same attributes.
To copy a file or folder you need to follow these steps:
-Right click on the name of a folder or a file
-Choose copy
-Choose the location where you want to put your file or folder
-Right click then choose paste
-The file or folder will appear in that new location

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To copy a file or folder onto a floppy disc or flash disc:
-Right click on the file or folder
-Then choose Send to
-Select the floppy disc or flash disc
-Then Click
-The file or folder appears in its new location
You can also move/copy a file/folder from one folder to another by using the drag and drop
method. This you do after opening the two windows i.e. the source and destination window; then
you select and drag to a new location.
Opening a file or a folder
To open a file or folder you need to follow these steps:
-Locate your folder either on desktop or in a drive from My Computer window
-Double click on the drive or folder that contains your file or folder.
-Locate your file.
-Double click on the name of a file or a folder
-Then the file or folder will be opened.
Deleting Files or Folders
To delete a file or folder you need to follow these steps:
-Right click on the name of a file or folder
-Choose Delete
-Then delete file /folder dialog box appears
-Click Yes
-The file or folders will be removed to the Recycle Bin.
Using the Recycle Bin
The Recycle Bin can be used to temporarily delete or permanently delete files and folders from
the computer. Until the Recycle Bin is emptied, the files remain on the hard drive. Files can be
restored or “undeleted” from the Recycle Bin to the original folder.
To delete permanently files or folders:
-Double-clicking on the Recycle Bin icon on the desktop
-A window will be opened showing the files that have been deleted.
-Right-click on a file or folder name
- Then select Delete from the shortcut menu to permanently clear the file/folder from the
Recycle Bin.
-Then delete file /folder dialog box appears
-Click Yes

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To restore the files or folders:
-Right-click on a file or folder name
-Then select Restore from the shortcut menu to restore back to the hard drive.
Note:
-The folder itself will not be shown, but by restoring a file that was previously in the folder, the
folder will be restored automatically. An empty folder cannot be restored.
A recycle bin that is not empty but has at least one file or folder:
-Right clicking on this Recycle Bin brings up a menu
-Select Empty Recycle Bin to remove all of the Recycle Bin contents permanently.
-Then delete file /folder dialog box appears
-Click Yes
-The recycle bin will be empty
 If you delete an item from the removable media for example Flash disc; it is not stored
in the recycle bin and cannot be restored.
File types in Windows
The most widely used types of files in folder are:
-Word processing files
-Spreadsheet files
-Database files
- Presentation files
-Rich Text Files (RTF)
-Image files
The following file extensions describe the file format or the type of application that used to
create the file:
File extensions and their descriptions
File Extension Description
.doc Microsoft Word document or WordPad
.xls Microsoft Excel File (Works with numeric data)
.mdb Microsoft Access database file (stores and sorts information)
.ppt Microsoft Power Point file (Displays slide shows)
.sys System File
.exe Executable file/Program (Can be run like any other program)

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.ini Object file (Intermediate stage for source and executable program)
.bak Backup file
.gif or jpeg Image file/Graphic file (used on the internet)
.bmp Bitmap image/Graphic file ( Graphic file format for images)
.txt Plain text file which opens in Notepad
.rtf Text document used to transfer text based application
.dat Data files
Localization of a files /folders
The default location of files and folders is the computer‟s hard drive. The hard drive is usually
referred to as the” C drive” and is written as C: (the colon represents the word „drive‟). Other
places that you can save documents are the floppy drive (A:) and DVD drive and CD drive
(usually referred to as D: and E:). When you decide where to save files and folders you need to
select the drive according to the place you want the data to be stored. Wherever you save your
work, you need to make sure that you also set up a good file management system where you
organize your files into logical groupings and create folders and sub-folders for each logical
group.
EXERCISES ON FILE AND FOLDERS
1.
a) Create a folder called MINEDUC on desktop.
b) Inside MINEDUC folder, create two subfolders called UNIVERSITIES and
SECONDARY SCHOOLS.
c) Inside UNIVERSITIES folder Create a subfolder called University of Kigali.
d) Inside University of Kigali folder create Three subfolders called Main Campus,
MUSANZE Campus and Rubavu Center.
e) Inside Rubavu Center folder create a subfolder called Faculty of Education.
f) Inside Faculty of Education folder create a subfolder called Post Graduate Diploma in
Education.
g) Inside Post Graduate Diploma in Education folder create Microsoft office Word file
Called STUDENT.
h) Write this sentence “I am a student at University of Kigali, Faculty of Education,
LEVEL:I Trimester: I” in STUDENT file.
i) Rename the folder Rubavu Center and give it this new name “UoK Rubavu Center”.
j) Create the third folder called RUBAVU DISTRICT inside MINEDUC.
k) Move the UoK Rubavu Center inside RUBAVU DISTRICT Folder
l) Delete the folder SECONDARY SCHOOLS.

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m)Restore the folder SECONDARY SCHOOLS
n) Delete again the folder SECONDARY SCHOOLS
o) Go in the recycle bin and then delete permanently the folder called SECONDARY
SCHOOLS

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VII.2 Formatting a text
Definition: to format a text is to change the appearance of the text.
 Changing the font Style
Setting a font face before you type the text:
-Click the Home tab
-Choose the Font group of the ribbon
- Click on the drop-down list arrow to the right of the currently displayed font name.
- Select the font to use.
Changing a font face of a text you have already typed:
- Select the text to change
-Click the Home tab
-Choose the Font group of the ribbon
- Click on the drop-down list arrow to the right of the currently displayed font name.
- Select the font to use – the selected text will alter accordingly.
Or
-Select the text to change
- Press CTRL+ SHIFT+F to open up the font dialog box focusing on the current font.
-Use the cursor keys to drop down the list of available fonts, use the up and down arrows to
move the highlighted bar up and down in the list and Press ENTER key on the keyboard to
apply the chosen font to the selected text and close the dialog.
 Changing the Font Size
Setting a font size before you type the text:
-Click the Home tab
-Choose the Font group of the ribbon
- Click on the drop-down list arrow to the right of the currently displayed point size.
- Pick a new number from the list.
Changing a font size of a text you have already typed:
- Select the text to change
-Click the Home tab
-Choose the Font group of the ribbon

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- Click on the drop-down list arrow to the right of the currently displayed point size.
- Pick a new number from the list – the selected text will change size accordingly.
Or
- Select the text to change
- Press CTRL+SHIFT+P to open up the font dialog box focusing on the point size.
-Either type the point size that you want to use (your typing will replace the currently
selected number) or use cursor keys to move through the list of point sizes.
- Press ENTER key on keyboard to apply the currently highlighted size to the selected text and
close the dialog.
Note: Although Microsoft Office Word displays from 8 to 72 points in the list, you can type
your own number in and press ENTER key on keyboard to apply the format.
 Changing the Font Colour
This will change the colour of the on-screen text. It will also print the text in the chosen
colour if you are connected to a colour printer.
Setting a font Colour before you type the text:
-Click the Home tab
-Choose the Font group of the ribbon
- Click the drop-down list arrow displayed on the right- hand side of the font colour
button and choose the desired colour.
Changing a font colour of a text you have already typed:
- Select the text you want to change.
-Click the Home tab
-Choose the Font group of the ribbon
- Click the drop-down list arrow displayed on the right- hand side of the font colour
button and choose the desired colour.
 Bold, Italic and Underline
Bold, Italic and Underline can be applied to the selection using buttons on the formatting
toolbar or keyboard shortcuts.
- Select the text to change
-Click the Home tab
-Choose the Font group of the ribbon
- Click on either the bold Button B, Italic Button I or Underline buttons U on the toolbar. The
button will “switch on”and the selected text will display the applied format
Or

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By using Keyboard keys:
- Select the text to change
- Press CTRL+B to apply bold formatting, CTRL+I to apply italic formatting or CTRL+U to
apply single underline formatting to the selected text.
 Paragraph Alignment
Definition: A paragraph is a group of sentences.
 Paragraph alignment
Paragraph alignment, this is the placement of paragraph on the page relative to the left, center or
right of the page. Paragraph can be left aligned, centred, right aligned or justified. Because the
paragraph alignment allows you to set how your text will appear, to change the alignment of a
paragraph you need to follow these steps:
 Aligning text to the Left
For most documents that you type, the text will be aligned with your left margin.
To align a text to the left (the text will be aligned with your left margin) you need to follow these
steps:
-Select the paragraph you want to align to the left
-Click the Home tab
-Choose the Paragraph group of the ribbon
-Click on Align Text Left button
Or
Using Keyboard keys:
-Select the paragraph you want to align to the left
-Press Ctrl+L on the Keyboard
 Aligning text to the Right
To align a text to the Right (the text will be aligned with your right margin) you need to follow
these steps:
-Select the paragraph you want to align to the Right
-Click the Home tab
-Choose the Paragraph group of the ribbon
-Click on Align Text Right button
Or
Using Keyboard keys:
-Select the paragraph you want to align to the right
-Press Ctrl+R on the Keyboard

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 Justifying a Paragraph
To justify the paragraph means to make the text stretch right from the left-hand margin to the
right-hand margin (To mean that all lines of a paragraph both begin and end below each other).
To justify a paragraph you need to follow these steps:
-Select the paragraph you want to justify
-Click the Home tab
-Choose the Paragraph group of the ribbon
-Click on Justify button
Or
Using keyboard keys
-Select the paragraph you want to justify
-Press Ctrl+J on the Keyboard
Note: When text is justified the computer selects the spacing between the words. This can be
sometimes look a bit strange if there are only a few words on a line, so choose carefully when to
use this function.
 Centering a text
To centre a text means that the text is arranged in the centre of the page.
To centre a text you need to follow these steps:
-Select the paragraph you want to put in the centre
-Click the Home tab
-Choose the Paragraph group of the ribbon
-Click on Center button
Or
Using keyboard keys:
-Select the paragraph you want to put in centre
-Press Ctrl+E on the Keyboard
Summary:
The paragraph alignment allows you to set how your text will appear. To change the alignment
of a text:
 Click the Home Tab
 Choose the appropriate button for alignment on the Paragraph Group.
 Align Left: the text is aligned with your left margin
 Center: The text is centered within your margins
 Align Right: Aligns text with the right margin

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 Justify: Aligns text to both the left and right margins.
 Line Spacing
Line spacing, this is the vertical distance between text lines, for example by default text is typed
in single line spacing. You can change line spacing as you want, for example to 1.5, double, etc.
To put line spacing between text lines you need to follow these steps:
-Select the paragraph
-Click the Home tab
-Choose the Paragraph group of the ribbon
-Click on Line Spacing button
-Choose the distance you want
Or
Using keyboard keys:
-Select the paragraph
-Press Ctrl+2 (For double line spacing) on the Keyboard
Ctrl+5 (For 1.5 line spacing) on the Keyboard
Ctrl+1 (For single line spacing) on the Keyboard
Changing case of a Text
This is how the text should appear, the text can be in:
 Upper Case: means that the text will be in Capital letters.
 Lower case: means that the text will be in small letters.
 Capitalize Each Word : Means that every word must begin with a Capital letter
To change the text in Upper case:
-Select the text to format
-Click the Home tab
-Choose the Font group of the ribbon
-Click on Change Case button
-In the list, Click-on UPPERCASE
To change the text in Lower case:
-Select the text to format
-Click the Home tab
-Choose the Font group of the ribbon
-Click on Change Case button
-In the list, Click-on lowercase

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To Capitalize each Word
-Select the text to format
-Click the Home tab
-Choose the Font group of the ribbon
-Click on Change Case button
-In the list, Click-on Capitalize Each Word
 Inserting Page Numbers, Header and Footer
 Page Numbers
It is important to page number your work. The page number will appear on every page from the
beginning of the first page in the file.
To insert on every page a page number you need to follow these steps:
 Click the Insert Tab on the Ribbon
 Choose Header & Footer group on the Insert tab of the ribbon
 Click the Page Number button
 Choose the position i.e. Top of the page or Bottom of the page
 Choose the style of the page number you want, then Select the alignment i.e. Right, Left,
Centre.
 Close the Header and Footer
 The page number will appear on your document
N.B: Click on Format Page Number in case you want to get the different number formats
 Header: Header is an area in the top margin of a document.
To insert a header you need to follow these steps:
-Click on Insert tab of the Ribbon
-Click on Header Button of the Header and Footer group of the Ribbon
-Choose Style of Header you want
-Begin typing your Header
-Close Header and Footer
-Header will appear on your document
 Footer: Footer is an area in the bottom margin of each document
To insert footer you need to follow these steps:
-Click on insert tab of the ribbon

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-Click on footer button of the Header and Footer group of the Ribbon
-Choose Style of Footer you want
-Write your Footer
-Close Header and Footer
- Footer will appear on your document
You can insert text or graphics in header and footer. In general Page numbers, date, company
logo, document „title, file name or the author‟s name are some examples of header and footer
that can be printed at the top or bottom of each page in a document.
Inserting Footnotes and Endnotes
Footnotes and Endnotes: Footnotes and Endnotes are used in printed documents to explain,
comment on or provide references for text in a document. You use footnotes for detailed
comments and endnotes for citation of sources.
To insert footnotes, you need to follow these steps:
-Click the Reference tab on the ribbon
-Click the Insert Footnotes button on the Footnotes group of the Ribbon
-Begin typing the footnotes
To insert Endnotes, you need to follow these steps:
-Click the References tab on the Ribbon
-Click the Insert Endnote button on the footnotes group of the Ribbon
-Begin typing the endnotes.
 Borders and Shading
You can add borders and shading to paragraphs and entire pages. To create a border around a
paragraph or paragraphs:
 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose Border and Shading
 Choose the appropriate options
 Inserting Symbols and Special Characters
Special characters are punctuation, spacing, or typographical characters that are not generally
available on the standard keyboard.
To insert symbols and special characters:

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 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Symbol button on the Symbols Group
 Choose the appropriate symbol.
 Click on Insert
 Click on Close
VII.3 Text Editing
 Selecting a text: To select a part of a text you need to be able to use the mouse properly.
Use your mouse to place your cursor at the point where you want to start selecting your
text. Then, hold down the left-hand button of the mouse, drag the cursor to the end of the
section of the text that you want to select. When you get to the end of the section (a part of
text), release the left-hand button of the mouse, then the text will be highlighted.
To change any attributes of text it must be highlighted first. Select the text by dragging
the mouse over the desired text while keeping the left mouse button depressed, or hold
down the SHIFT key on the keyboard while using the arrow keys to highlight the text.
The following table contains shortcuts for selecting a portion of the text:
Selection Technique
Whole word Double-click within the word
Whole paragraph Triple-click within the paragraph
Several words or lines Drag the mouse over the words, or hold down SHIFT key on the
keyboard while using the arrow keys.
Entire document Choose Editing | Select | Select All from the Ribbon, or press
CTRL+A on keyboard
Deselect the text by clicking anywhere outside of the selection on the page or press an
arrow key on the keyboard.
 Copying a text
If you want to copy a text you need to follow these steps:
- Select the text that you want to copy
-Click the Home tab
-Choose the Clipboard group of the ribbon
- Click onCopy button
Or
- Select the text you want to copy

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- Press CTRL+C on keyboard
Or
-Select the text you want to copy
- Right-Click
-Click Copy on a pop-up menu that appears
 Cutting a text
If you want to cut a text you need to follow these steps:
- Select the text that you want to cut
-Click the Home tab
-Choose the Clipboard group of the ribbon
- Click on Cut button
Or
- Select the text you want to cut
- Press CTRL+X on the keyboard
Or
-Select the text you want to cut
- Right-Click
- Click on Cut on the pop-up menu that appears.
 Pasting a text
- Firstly you must Copy or Cut the Selected text
-Click where you want to paste your text
-Click the Home tab
-Choose the Clipboard group of the ribbon
- Click on Paste button
Or
- Firstly you must Copy or Cut the Selected text
-Click where you want to paste your text
- Press CTRL+V on the keyboard
Or
-Firstly you must Copy or Cut the Selected text
-Click where you want to paste your text
- Right-Click
- Click Paste on the pop-up menu that appears.
Copy and Paste text: Select or highlight the text you wish to copy and right click and click
Copy, put your cursor where you want the text in the document and right click and click Paste.

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 Copy and Paste place a copy of the text in a new location (and the original text still
remains where it was).
Cut and Paste Text: Select or highlight the text you wish to copy and right click and click Cut,
put your cursor where you want the text in the document and right click and click Paste.
 Cut and Paste will remove the text from its current location and paste it in a new
location
 Drag and drop method
You can move a text by selecting and dragging it with the mouse. When you do this you
must ensure that you have the correct mouse pointer shape displaying before dragging
and dropping the text.
To drag and drop the text you need to follow these steps:
- Select the text you want to move
- Move your mouse pointer over the selection.
- hold down the left-hand button of the mouse
-Drag the selection through your document; you will see a vertical dotted line near the tip of your
mouse cursor indicating the insertion point of the dropped text.
- When you are at the desired position let the mouse button go (release the left-hand
button of the mouse), the text will appear in the desired position.
Typing a text
A keyboard is an input device designed to enter text, characters and other commands into a
computer or similar device.
A standard computer keyboard has about 100 keys.
 Most keyboards use the QWERTY layout, named for the first six keys in the top row of
letters.
 Other keyboards use the AZERTY layout, named for the first six keys in the top row of
letters.

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Most keyboards have keys arranged in five groups:
1. Alphanumeric keys which are mainly the letters, numbers and symbols.
2. Function keys : from F1 to F12 are arranged in a row across the top of the keyboard,
and are assigned specific commands by the operating system or by the application
program that is active; for example, the F1 key usually brings up a help screen. (Extra
functions are brought into operation by using an „F-key‟ together with the Shift, Alt or
Ctrl key.)
3. Modifier keys: Include Shift, Alt and Ctrl keys.
4. Cursor movement keys also called Navigating keys: Include the four arrow direction
keys, the Insert key, Home key, Page Up key, Page Down key, Delete key, Backspace
key, and End key.
5. Numeric keypad: Is a group of keys on the right part of the keyboard. It is activated by
pressing the Numlock key. This keypad is arranged like a calculator to allow fast capture
of numeric data.

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Shift and Caps Lock keys: You use the shift key to access the upper case options on different
keys on the keyboard. Also the following symbols are all accessed by using the Shift key:
! @ # $ ^ % & * ( ) { }
You also use the Shift key to type single capital letters. If you want to type a longer section of
text in capital letters then you use the Caps Lock key.
The number row
The number row consists of numbers and a few special characters. You can type additional
special characters on the number row if you use the Shift key at the same time.
Keys combination
 F1: Start Windows Help
 CTRL+ESC: Open Start menu
 ALT+TAB: Switch between open programs
 ALT+F4: Close the current window
 SHIFT+DELETE: Delete item permanently
 Windows Logo+L: Lock the computer (without using CTRL+ALT+DELETE)
 CTRL+C: Copy
 CTRL+X: Cut
 CTRL+V: Paste
 CTRL+Z: Undo
 CTRL+Y: Redo
 CTRL+B: Bold
 CTRL+U: Underline
 CTRL+O: Open
 CTRL+S: Save
 CTRL+N: New paper
 CTRL+W: Close a file
 Windows +E: Opens up windows Explorer
 Windows +F: Opens up Search window
 Windows +R: Opens up Run window
 CTRL+ALT+DELETE: Stops or Ends the action or a Task.
 CTRL+F: Find
 CTRL+G: Go To
 CTRL+H: Replace
 CTRL+A: Select All
 SHIFT+F3: Change in Upper Case or Lower Case
 CTRL+P: Print

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 Inserting words in the middle of a text
The following steps show you how to insert a word or line of text into a document:
1. Use your mouse to place your cursor at the point that you want to insert a word or line of
text into a document. Click the left mouse button and you will see the flashing cursor.
You can also use the arrow keys to choose the place where you want to insert your word
or line of text into a document
2. Remember to insert a space before you type in the word or text and always check the
spacing after any new punctuation that you insert. Remember to save your work after you
have made the changes.
 Deleting a text:
You can delete text by using the Backspace key or the Delete key on keyboard.
Deleting a text by using a Backspace key on keyboard:
If you want to delete text with the Backspace key then you need to use your mouse to place the
cursor at the END of the text you want to delete and then press Backspace key on keyboard. A
letter will be deleted each time you press the Backspace key on keyboard. If you use Ctrl+
Backspace you can delete a word at a time.
Deleting a text by using a Delete key on keyboard:
If you want to use the Delete key then you need to use your mouse to highlight the word or text
that you want to delete and then press the Delete key. The whole word or section of text will be
deleted when you press the Delete key. If you simply press the Delete key anywhere in the text,
it will delete a single character to the right of the cursor. To delete a single whole word to the
right of the cursor, use Ctrl+ Delete.
 UNDO and REDO Command
From the Quick Access Toolbar:
 Click the Undo button on the Quick Access Toolbar.
 Click the Redo button on the Quick Access Toolbar
Or
Using shortcut on the keyboard:
Ctrl +Z for UNDO command
Ctrl+Y for REDO command

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Moving around a text
There are many ways to move around a text by using:
-Scroll Bars
-Mouse
-Keyboard
Let‟us have a look the different options that you can use.
 Scrolling through the text
To scroll through a document, you can use the:
-Scroll bars
-Page up/ Page down keys
-Up and down arrow keys
 Scroll bar
If you want to use the scroll bar you need to use the mouse.
There are two types of scroll bar:
-Vertical Scroll bar: Which is on the right-hand side of your screen.
-Horizontal Scroll bar: Which is at the bottom of the screen.
At either end of the vertical scroll bar there are up and down arrows and in the middle there is a
scroll box that shows you where you are in the document you are reading through. The
horizontal scroll bar has left and right arrows.
You can use the scroll bar in a number of different ways:
A) To scroll up or down your document one line at a time, click on the up or down arrows on the
scroll bar.
B) To scroll up or down a whole screen at a time, click above or below the scroll box on the
vertical scroll box.
C) You can left-click on the scroll box, hold down the button and move it up or down if you
want to scroll through number of pages at the same time and scan them as you go along.
D) To move up to the previous page or down to the next page, click on the up or down double-
arrows at the bottom of the vertical scroll bar.
 Using the Page up /Page down keys
The page up/page down keys do exactly what they describe, they allow you to scroll through the
text one page at a time. These keys are useful if you need to move through the text quite quickly
and need to scan each page as you move up or down your document.

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 Using the up and down arrow keys
If you want to scroll up or down (and even from left to right) on a single page then the best way
to do this is to use the “up and down arrow keys” and “the left and right arrow keys” to scroll
line by line through a document.
 Using the mouse scroller
You may have a mouse that has a scroller. If you want to scroll up or down on a page you can
use the scroller situated between the left and right hand mouse buttons. It works in the same way
as clicking on the up/down arrows on the vertical scroll bar.
 Getting to the start of text
You can get to the start of your text by using the Home key. This function is useful if you want
to get to the start of text quickly. To get to the start of text you need to hold down the Ctrl key
and press the Home key at the same time. If you do this, your mouse cursor will jump to the
beginning of your document.
 Getting to the end of text
You can get to the end of your text by using the End key. This function is useful if you want to
get to the end of text quickly. To get to the end of text you need to hold down the Ctrl key and
press the End key at the same time. If you do this, your mouse cursor will jump to the very end
of your document.
 Clicking in a text
You can make a simple click where you want in a text and you get there easily, to mean that you
can move your cursor directly on a given place.
Note: Below we have a summary, how you can move around a text by using the keyboard keys.
Key Function
Left Arrow Moves the cursor one character to the left
Right Arrow Moves the cursor one character to the right
Upward Arrow Moves the cursor one line up in a document
Downward Arrow Moves the cursor one line down in a document
Home Moves the cursor to the beginning of the line
End Moves the cursor to the end of the line
Page down Moves the cursor on a page one screen full down
Page up Moves the cursor on a page one screen full up
Ctrl+ Page Down Moves the cursor one full page down
Ctrl+ Page Up Moves the cursor one full page up
Ctrl+ Home Moves the cursor to the beginning of the document
Ctrl+ End Moves the cursor to the end of the document

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Ctrl+ Moves the cursor to the next word
Ctrl+ Moves the cursor to the previous word
Ctrl+ Moves the cursor to the previous paragraph
Ctrl+ Moves the cursor to the next paragraph
Ctrl+G or F5 Moves the cursor to a specified page, section, etc.
MANIPULATING PARAGRAPHS
If you are typing a long document you will need to use paragraphs. Paragraphs are also used
when you type up a variety of documents, for example notices, reports, agenda, minutes of
meeting, newsletters, conditions of services, legal document and text-based advertisements. You
use an open line to indicate a paragraph break. In general, one blank line is left between
paragraphs, often an open line is left after heading.
Note: The following mark ¶ shows where you have pressed the “Enter key”. You can choose to
have these marks displayed on your screen or to hide those marks. This mark ¶ is known as the
paragraph mark.
To display the marks:
-Click on the Home tab.
-Choose the Paragraph group of the ribbon
- Click on paragraph mark button
To hide the marks:
-Click on the Home tab.
-Choose the Paragraph group of the ribbon
- Click on paragraph mark button
 Splitting a paragraph
If you type a long piece of text and decide that you want to add paragraph breaks, place your
cursor at the place where you want to break the text and press the “Enter key”
 Combining paragraphs
If you have typed up a number of separate paragraphs and want to combine them, place your
cursor at the beginning of each paragraph and then press the “Backspace key” until a paragraphs
join up.
Note: Check the punctuation and spacing between words when you combine paragraphs.
Sometimes a punctuation mark or space can be deleted by mistake.

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Exercises
There are many ways to move around a text. By using mouse, keyboard and scroll bar;Move up,
down, left, right, at the beginning and at the end of the paragraph below:
Data: Data is a piece of information processed or stored by a computer. This piece of information
may be in the form of text documents, images, audio clips, software programs. This piece of
information may be processed by the computer's CPU and is stored in files and folders on the
computer's hard disk. At its most rudimentary level, computer data is a bunch of ones and zeros,
known as binary data. Because all computer data is in binary format, it can be created, processed,
saved, and stored digitally. This allows data to be transferred from one computer to another using
a network connection or various media devices. It also does not deteriorate over time or lose
quality after being used multiple times.
 Split this paragraph into three paragraphs.
 Combine those three paragraphs to form one paragraph

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Creating shortcuts
Definition
In Windows, a shortcut is an icon that points to a program or data file. Shortcuts can be placed
on the desktop or stored in other folders, and double clicking a shortcut is the same as double
clicking the original file. However, deleting a shortcut does not remove the original file.
On your desktop, you probably have several shortcuts. Shortcuts are denoted with a small arrow
in the lower left corner of the icon. If you double-click them, the program that the icon represents
will open.
A shortcut does not change the location of file but is just a pointer that you can use to open a
program, file or folder more quickly.
A shortcut icon is similar to the original icon but with a small black arrow in a white box at the
bottom left hand corner of the icon.
Note: If you delete a shortcut; the original file is not deleted
Normally a shortcut is a path that is shorter than the usual or formal path to something or a
method of operation that saves time over the regular operation. In Windows 95 and later
operating systems, a shortcut is a computer desktop icon that enables a user to easily see and
select a particular program or data object. The operating system comes with some shortcuts
already visible on the desktop. A user can remove these shortcuts or add new ones.
A shortcut is a Windows icon that when clicked does something - starts a program, views a
graphic, plays a sound, etc. Since they are only paths to the program, they can be deleted without
deleting the actual program itself. Similarly, if you delete a shortcut, the program itself isn't
erased.
Just like a physical top of a desk, the Windows desktop is where you put the things you want to
access frequently. The desktop is the main screen in Windows where you can put icons that act
as shortcuts to various programs.
To create a shortcut to a file or folder or an application
Method I
 Locate the file from a drive or folder, for example Documents
 Right-Click on a file, a shortcut menu appears.
 Point to send to and Click Desktop to create a shortcut on the Desktop.
Click Create shortcut from the pop-up menu (If you want the shortcut to remain in the same
window)

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Method II
 Open the folder or drive where the file is
 Use the Right mouse button to drag the file to the Desktop
 On the pop-up menu that appears, click on Create shortcut here
 The shortcut appears on the Desktop, which you can Copy or Cut and Paste to another
location
Method III
 Right-click on open area on the desktop
 Click New
 Choose Shortcut.
 Click Browse.
 Locate the program or file to which you want to create a shortcut
 Click the program or file
 Click Open
 Click Next.
 Click Finish
 The shortcut appears on Desktop

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Inserting office objects
 Symbols and Special Characters
Special characters are punctuation, spacing, or typographical characters that are not generally
available on the standard keyboard.
To insert symbols and special characters:
 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Symbol button on the Symbols Group
 Choose the appropriate symbol.
 Click on Insert
 Click on Close
Illustrations: Clip Art, Picture and SmartArt
Microsoft office Word allows you to insert Clip Art, Picture and SmartArt into a document.
 Clip Art
To insert Clip Art:
 Place your cursor in the document where you want the Clip Art
 Click the Insert Tab on the Ribbon
 Click the Clip Art Button on the illustrations group of the Ribbon
 The dialog box will be opened on the screen and you can search for clip art.
 Choose the Clip Art you wish to insert
 Picture
To insert a picture:
 Place your cursor in the document where you want the picture
 Click the Insert Tab on the Ribbon
 Click the Picture Button from the illustrations group
 Browse the picture you wish to include
 Click the Picture
 Click on Insert

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 SmartArt
SmartArt is a collection of graphics you can utilize to organize information within your
document. It includes timelines, processes, or workflow.
To insert SmartArt:
 Place your cursor in the document where you want the SmartArt
 Click the Insert Tab on the Ribbon
 Click the SmartArt button
 Click the SmartArt you wish to include in your document
 Click the arrow on the left side of the graphic to insert text or type the text in the graphic.
Resizing Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and
dragging the cursor to the size you want the picture.
 Watermarks
A watermark is a translucent image that appears behind the primary text in a document.
To insert a watermark:
 Click the Page Layout Tab in the Ribbon
 Click the Watermark Button in the Page Background Group
 Click the Watermark you want for the document or click Custom Watermark and create
your own watermark
To remove a Watermark
 Click the Page Layout Tab on the Ribbon
 Click the Watermark Button in the Page Background Group
 Click Remove Watermark
 The Watermark will be removed directly.
 WordArt
WordArt is an Ms Office Program that allows you to add visual enrichment to your Ms Word
text. It goes beyond merely changing a font or font size.

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WordArt is an object that you can move, resize and rotate. You may want your text to appear in a
unique form i.e. Circle, Curves, Oval, etc. Inserting Word Art does this better.
To insert a WordArt:
 Click the Insert Tab in the Ribbon
 Click the WordArt Button in the text Group
 Select the option you want from WordArt Gallery
 Then type or edit the text in the window that displays
 Click Ok to display the WordArt in your Window (You can resize by increasing or
decreasing the text using the selection boxes or circles)
 AutoShapes
AutoShapes is a collection of shapes that range from rectangles and circles to arrows and stars.
When you place text in an auto shape, text becomes part of auto shape so you must use it
together with a text box.
You may feel like inserting a specific object/graphic i.e. cube, triangle or a polygon.
To insert AutoShapes:
 Place your cursor in the document where you want the Shape
 Click the Insert Tab on the Ribbon
 Click the Shapes button on the Illustrations group
 Select the shape you want from a variety of objects/Shapes given for example from Basic
shapes
 The mouse will change to a thin cross
 Click and drag to draw the shape
 Charts
Charts: Charts are very useful way to communicate information. Some examples of different
types of charts include pie charts, bar/Column charts and line charts. They can all be used in a
text report to show statistics in an interesting way.
If you want to use a graphical representation of data in a Microsoft Office Word document, you
choose Insert Tab then you select chart you want from the illustration group of the Ribbon. By
selecting a chart; datasheet, chart and legend will be generated automatically.

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To insert the chart, datasheet and legend:
 Place your cursor in Microsoft Office Word document at the place you want to show the
chart, datasheet and Legend
 Click the Insert Tab of the Ribbon
 Click the Chart Button on the illustrations Group of the Ribbon
 Choose the type of Chart you want to create
 A datasheet, chart and legend are automatically generated. Changes that are made to the
datasheet will immediately be reflected in the chart.
You can edit chart by clicking the chart and resizing it.
Example of a Chart
Beans Rice Potatoes
Rwanda 100 30 50
Uganda 80 50 90
Kenya 40 70 60
 Date and Time
To insert Date and Time:
 Click the Insert Tab on the Ribbon
 Click the Date and Time Button in the text Group of the Ribbon
 Select the format of data and time you want
0
20
40
60
80
100
120
Rwanda Uganda Kenya
Beans
Rice
Potatoes

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 Then Click Ok, the Date and Time will appear in the document (You can Update the Date
and Time as you want).

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Inserting a table of contents
Automatic Table of Contents
A table of contents provides an outline of main topics and page location.
Microsoft Word can create a simple Table of Content and place it at the beginning of a document
or to a specified location.
The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to
include in the Table of Contents. For example: Heading 1, Heading 2, etc., based on the content
of your document. When you add or delete headings from your document, Word updates your
Table of Contents. Word also updates the page number in the table of contents when
information in the document is added or deleted. When you create a Table of Contents, the first
thing you want to do is mark the entries in your document. The Table of Contents is formatted
based on levels of headings. Level 1 will include any text identified with the style Heading 1.
Creating a Table of Contents
To create the table of contents:
 First create a document
 Applying heading styles to the document using Word‟s standard heading styles.
 Put your cursor in the document where you want the Table of Contents
 Click the References Tab
 Click the Table of Contents button
 Choose the style you want
 Then the table of content will appear in the document directly.
Update Table of Contents
If you have added or removed headings or other table of contents entries you can update by:
 Applying heading styles to the document using Word‟s standard heading styles.
 Click the References Tab in the Ribbon
 Click Update Table
 Select Update entire table
 Then Click Ok
 The table of Content will be updated directly.

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Delete Table of Contents
To delete a table of contents:
 Click the References Tab on the Ribbon
 Click Table of Contents
 Click Remove Table of Contents

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VII.4 Table
In general tables are used to display data in a table format. A table is an arrangement of text in
grid of rows and columns. Since tables are in form of rows and columns, they organize
information neatly in these rows and columns. Depending on the nature of work, there will
always be a need to use tables.
Tables are easy to handle and edit. Every column is independent of the other. Therefore use the
mouse cursor to where you want to put the information.
To move from one cell to another, use the arrow keys in the desired direction.
If you enter a large text, the size of the cell will adjust/increase instead of jumping to another
cell.
 To create a table
To create a table you must make sure that the cursor is on the position where you want the table
to be created.
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group. You can create a table by using one of the
following four ways:
1) Highlight the number of rows and columns
2) Click on Insert Table and enter the number of rows and columns
3) Click on Draw Table, create your table by clicking and entering the rows and columns
4) Click on Quick Tables and choose a table.
 Selection in Tables
An active cell is the selected cell.
There are four types of Selections:
1) Selecting an entire row. Make sure that the mouse changes into an arrow on the left of
the table then click.
2) Selecting an entire column. Move the mouse on the top of the table. Make sure that
the mouse changes to a small black arrow pointing down. Click and drag one if more is to
be selected.
3) Selecting the whole table. Move the mouse on the top of the table. Make sure that the
mouse arrow is pointing down. Click and then select the whole table.

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4) Select the text only inside the table. This is usual selection, click and highlight.
 Inserting a row
If you want to remove or add some of the columns or rows, it is easy. This helps when you want
to fit in some missing information. Such a task can be easily done by right-clicking a selected
row or column before which you want another row or column.
You can add a new row at the bottom of your table, or you can add a new row within your table
Inserting a row at the bottom of your table:
The simplest way to insert a row at the bottom of your table is to follow these steps:
1) Place your cursor in the bottom right-hand cell of your table
2) Press the Tab key on keyboard. A new row will automatically be inserted.
Inserting a row within your table
To add a row anywhere in your table, follow these steps:
1) Place your cursor where you want within the table
2) Right-Click
3) Click on Insert
4) Choose Insert Rows Above or Insert Rows Below.
5) Click or press Enter key on Keyboard
6) A new row will appear above or below the row that you selected with the cursor.
 Inserting columns in table
There are different ways to insert columns in a table. If you decide that you need to add a column
or columns to the table you have created then you can follow these steps:
1) Place your cursor in one of the columns of your table.
2) Right-Click
3) Click on Insert of a pop-up menu that appears.
4) Choose Insert columns to the left or Insert columns to the Right.
5) Click or press Enter key on the Keyboard
6) A new column will be inserted to the Right or to the left of the column you selected in step 1
above
 Inserting cells in a table
The simplest way to insert cells in a table is to follow these steps:
1) Place your cursor where you want within the table
2) Right-Click
3) Click on Insert of a pop-up menu that appears.

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4) Click on Insert cells of the sub-menu that appears.
5) Choose or select the direction:
o Shift cells right
o Shift cells down
o Insert entire row
o Insert entire column
6) Click on Ok
 Deleting rows from a table
If you want to delete a row or rows from a table you have created then you need to follow these
steps:
1) Select a row or rows you want to delete
2) Right-Click
3) Choose Delete Rows of a pop-up menu that appears.
4) Click or Press Enter key on the keyboard, the selected row or rows and all its contents will be
deleted.
 Deleting Columns from a table
If you want to delete a column or columns from a table you have created then you need to follow
these steps:
1) Select a column or columns to be deleted
2) Right-Click
3) Choose Delete columns of a pop-up menu that appears
4) Click or Press Enter key on the keyboard, the selected column or columns and all its contents
will be deleted.
 Deleting the contents of a table
To delete the contents of a table you need to follow these steps:
1) Select the items you want to delete
2) Press Delete key on the keyboard
 Deleting a whole table
If you want to delete a whole table then you need to highlight the whole table and click on Cut.
Note that if you press Delete key on keyboard you will only delete the contents of the table.
 Merging Cells in Table
A very useful feature about working with tables is that you can merge cells as you want.
Merging cells means turning two or more cells into one cell (Combining or joining 2 or more
cells into one single cell).

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To merge a number of cells in a table you need to follow these steps:
1) Select the cells to be merged
2) Right Click
3) Choose Merge cells on a pop-up menu that appears.
4) Click or Press Enter key on keyboard.
 Splitting a Cell into many cells in a table
Another very useful feature about working with tables in Microsoft Office Word is that you can
split cells as you want. Splitting cells means dividing one or more cells into smaller cells
(Dividing cell into two or more cells).
To split a cell into many cells you need to follow these steps:
1) Select a cell that you want to divide into many cells
2) Right-Click
3) Click Split cells on a pop-up menu that appears
4) Type the number of columns and rows you want.
5) Click on Ok
 Entering a text into a table
Each square or rectangle in a table is called a cell. To enter text into a cell, follow these steps:
1) Place your cursor in the cell where you want to insert text.
2) Type as you normally would. The computer will automatically „fit‟ the text into the cell.
3) Use the Tab key, your arrow keys or the cursor to move to other cells.
4) You can format the text in the table in different ways. You can either highlight the contents of
the cell and then select the formatting you want or you can select the formatting option before
you type the text.
 Mathematical Calculations
To perform simple calculations you must have a table in Microsoft Office Word. That table must
have also data to be used in simple calculation, those data must be numbers. There are many
functions or formulas used in simple calculations, but let us focus on:
-Sum
-Product
-Minimum
-Maximum
-Average

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Note: A formula is an equation that analyses values to return result. All formulas begin with =
symbol followed by arguments.
Examples:
=SUM(LEFT)
=PRODUCT(ABOVE)
=AVERAGE(ABOVE)
=MIN(RIGHT)
=MAX(LEFT)
Performing the sum function
To perform the sum function, you need to follow these steps:
1) Place your cursor in the cell where you want the result of your calculation to appear.
2) Click Layout tab of the Ribbon
3) Click on Formula button of the Data group of the Ribbon
4) The formula pop-up that opens should default to the Sum function which looks like this:
=SUM(ABOVE) or =SUM(LEFT)
5) If the sum formula appears correctly, click on OK, if not you can change the direction: LEFT,
RIGHT, BELOW or ABOVE.
6) The sum of data will appear in the cell where you placed the cursor
Performing the product function
To perform the product function, you need to follow these steps:
1) Place your cursor in the cell where you want the result of your calculation to appear.
2) Click on Layout tab of the Ribbon
3) Click on Formula button of the Data group of the Ribbon
4) The formula pop-up that opens shows a Formula box that should default to the Sum function
5) Delete the text from the formula box so that only the equal sign (=) or = symbol remains.
6) Use the drop-down arrow alongside the Paste function box to select PRODUCT from the list
that is available.
7) Next, you need to go back to the formula box and indicates the direction: LEFT, RIGHT,
BELOW or ABOVE and Then Click OK.
8) The product of data will appear in the cell where you placed the cursor.
Performing the maximum function
To perform the maximum function, you need to follow these steps:
1) Place your cursor in the cell where you want the result of your calculation to appear.
2) Click on Layout tab of the Ribbon
3) Click on Formula button of the Data group of the Ribbon
4) The formula pop-up that opens shows a Formula box that should default to the Sum function
5) Delete the text from the formula box so that only the equal sign (=) or = symbol remains.

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6) Use the drop-down arrow alongside the Paste function box to select MAX from the list that is
available.
7) Next, you need to go back to the formula box and indicates the direction: LEFT, RIGHT,
BELOW or ABOVE and then click on OK.
8) The maximum number of data will appear in the cell where you placed the cursor.
Performing the minimum function
To perform the minimum function, you need to follow these steps:
1) Place your cursor in the cell where you want the result of your calculation to appear.
2) Click on Layout tab of the Ribbon
3) Click on Formula button of the Data group of the Ribbon
4) The formula pop-up that opens shows a Formula box that should default to the Sum function
5) Delete the text from the formula box so that only the equal sign (=) or = symbol remains.
6) Use the drop-down arrow alongside the Paste function box to select MIN from the list that is
available.
7) Next, you need to go back to the formula box and indicates the direction: LEFT, RIGHT,
BELOW or ABOVE and then click on OK.
8) The minimum number of data will appear in the cell where you placed the cursor.
Performing the average function
To perform the average function, you need to follow these steps:
1) Place your cursor in the cell where you want the result of your calculation to appear.
2) Click on Layout tab of the Ribbon
3) Click on Formula button of the Data group of the Ribbon
4) The formula pop-up that opens shows a Formula box that should default to the Sum function
5) Delete the text from the formula box so that only the equal sign (=) or = symbol remains.
6) Use the drop-down arrow alongside the Paste function box to select AVERAGE from the list
that is available.
7) Next, you need to go back to the formula box and indicates the direction: LEFT, RIGHT,
BELOW or ABOVE and then click on OK.
8) The average of data will appear in the cell where you placed the cursor.

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Exercises
1. Create a folder called UoK. In it, create a Microsoft Word document and give it your name. In
the created file carry out the following tasks:
A) Create the following table in Microsoft Word document you have created; as it appears.
Name Age Sex Fees (Rwf)
Keith 23 M 580000
Cynthia 43 F 300000
Angelique 25 F 760000
Pacifique 32 M 780000
John 19 M 550000
Olivier 22 M 600000
Eric 18 M 450000
Claude 43 M 550000
Chantal 44 F 660000
Pascal 15 M 650000
B) Insert a merged row at the top of the table and type “STUDENTS REGISTER”
C) Bold the column headings and change them to Italic style. Format to font size 15,colour :Blue
D) Sort the Names in descending order.
E) Add a row at the bottom of the table and find the Average age and AutoSum for school fees
collected.
F) Insert the header containing your University name, Faculty and Department.
G) Insert page numbers centered
H) Save your work using your full names.
2) Describe the four ways of making selections in a table
3) What is a formula?
4) Give the steps for creating a formula that will give the average of data in a column
5) A) Create the following table in Microsoft Office Word and save it under your name.
A B C D E
2 2 2 2 2
6 6 6 6 6
9 9 9 9 9
13 13 13 13 13
24 24 24 24 24
[Sum] [Product] [Maximum] [Minimum] [Average]

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B) -Follow the steps to calculate the sum of data in Column A.
-Follow the steps to calculate the Product of data in Column B.
-Follow the steps to calculate the Maximum number in Column C.
-Follow the steps to calculate the Minimum number in Column D.
-Follow the steps to calculate the Average of data in Column E.
C) Save your work under the same file name when you have completed the activity.

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VI.4 Printing a Word document
After all your work has been completed on the computer, there might be a need to print it out in
order to have a copy on a paper.
The printout is referred to as a Hard Copy and when it is still on the computer it is called Soft
Copy.
When you are sure that you have finished preparing any document that needs to be printed, there
are a few things that you need to do before you print it out. First you need to proofread your
document one last time and then you need to preview the document to check that it will print the
way you want it to.
 Proofreading: You should always read through the text you have keyed in or edited to
make sure that there are no errors or mistakes before you print.
 Print Preview: Is a useful function that allows you to see how your document is going to
look when it is printed. Print preview allows you to identify possible problem areas
before you print. This is very useful to check the look or layout of the document, and to
ensure that it fits properly on the page.
To print preview:
 Click the Microsoft Office Button
 Place the cursor over Print
 Click Print Preview
 Click the Next Page or Previous Page buttons to scroll backwards and forwards
through your document‟s pages. ( or you can press PAGE UP or PAGE DOWN on your
keyboard to scroll backwards and forwards through your document‟s pages)
 To print from Print Preview, click Print
The Print Preview toolbar only appears when you are in Print preview. It gives you useful
tools for changing such things as magnification and how many pages you can see on one
screen. The button functions are described in details below:
To close the Print Preview:
 Click the button marked Close print preview from the Print preview Ribbon (Using a
mouse).
 Or Press ESC key on the keyboard.

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To go back to edit mode:
 Uncheck the Magnifier check box on the Print Preview ribbon
Pages per Screen:
You can preview your document page by page in the Print preview screen or you can see several
pages at once.
Changing the number of pages viewed:
-From the Print Preview ribbon, click the Zoom button, a dialog will appear.
-Click the many pages drop down button. Drag your mouse over the grid to select the number
of pages you want to see and click. Your Print Preview screen will change to reflect your choice.
Or
-Click on One page button to show only a single page in the Print preview.
-Showing multiple pages can also be done by reducing the zoom on a status bar.
 Quick Print a Document
You can print a document directly from whatever view you are using. Word will send the
document to your default printer.
To Quick print the document:
 Click the Microsoft Office Button
 Place the cursor over Print
 Click Quick Print
 Word will send directly the document to your default printer.
 Printing options
The options from the print group allow you to determine what aspects of your document
should be printed such as document properties, hidden text, etc.
Printing a Part of a Document:
The print button from the toolbar will always open the print dialog box to allow you to choose
what is printed such as print to pages 1 and 2, or you may want to be even more specific and
print just one paragraph. To do any of these, you need to access the Print dialog box.
To print a document you need to follow those steps:
 By using the keyboard you can press Ctrl+P
Or
 Click the Microsoft Office Button
 Place the cursor over Print

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 Click on Print, then the print dialog box will open up.
 When the print dialog box opens, you need to check the following boxes:
 Printer Name: Ensure that the correct printer is selected. If your computer is linked to
more than one printer then you may need to use the down arrow to scroll through the
different printer options and then you will choose only one printer.
From the Page Range section of the dialog box you can choose:
 Current page: When you want to print the current page you must locate the page you
wish to print and click on that page, so you see the flashing cursor anywhere on that
page. Then you choose the Current Page option button in the Page Range section
of the dialog box.
 Selection: When you want to print the selected text, first of all you must select the text
you want to print. Then you choose Selection option button in the Page Range section of
the dialog box.
 Pages: When you want to choose a number of pages to be printed. In the Page Range
section of the dialog box, click in the text box next to pages. Type in the page number
that you want to print, or tell Word the range of pages (e.g.1-6).If your pages are not
consecutive, you can enter them separated by commas (e.g. 1,10, 13, 16-70, 203-564).
 All: If you want to print the whole document, then choose All option button in the Page
Range section of the dialog box.
From the Copies section of the dialog box you can choose:
 Number of Copies: In general your computer will print one single copy for every page,
but you can use the up arrow to increase the number of copies for every page. (The down
arrow will allow to reduce the number of copies.)
 Collate: Set the Collate check box by clicking in it to change the current settings. By
default, Word will print one copy of the item you have sent to print. You can print
multiple copies by changing the Print dialog settings. When you print multiple copies of
a document, Word lets you choose whether the copies are collated (Word prints each
whole document before it starts on the next copy) or uncollated (Word prints however
many copies you have requested of each page).
From the Zoom section of the dialog box you can choose:
 Pages per Sheet: By default, Word will print one page per sheet of the document you
have sent to print. You can choose a number of pages you want per sheet by using the
down arrow (for example 4 pages per sheet).

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 Scale to paper Size: From scale to paper size, you can choose the format of paper you
want for example A4.
From the Print section of the dialog box you can choose:
 Print: You can choose if you want to print Even pages, All pages in range or Odd
pages.
 After checking all the above boxes: Click on OK to start Printing
 Cancelling a Printing action
If you accidentally send something to print and need to cancel it, you can do so by double-
clicking on the document printing icon that appears on the task bar. Then delete the document
to be printed.
 Troubleshooting printing problems
If a document does not print, the obvious solution is to check whether or not the printer is
connected to the power supply and switched on; and whether or not the printer is connected to
the computer or to check if the printer contains the papers. Once both of these have been
checked, it is sometime necessary to shut down the computer or to restart it and often the
problem will have been solved.