Microsoft Word offers many features for creating documents and also includes arithmetic features. Learn how to find all the basic features, from setting up the page to saving the document.
The Home Tab
MS Word is designed with a system of tabs to organize all of the features and tools. Each tab is divided into sections of similar tools. Some sections can be expanded by clicking the small box and arrow icon in the lower-right corner of the section. Some tools are activated by clicking the tool's icon, some open a drop-down menu when the down arrow is clicked and others open a pop-up with additional setting options.
To set an action for the entire document, place the cursor at the beginning of the document before you select a tool. To apply an action to a specific word, paragraph or area, highlight the text you want affected by the action and then select the tool.
The Home tab is the tab that opens automatically when you open a document or start a new document. The Home tab includes sections to:
- Copy and paste from the clipboard.
- Manage fonts and text.
- Change paragraph settings.
- Set text styles.
- Search for words in editing.
To find each occurrence of a word in a document, click Find. In the pop-up, type the word. MS Word highlights the word you typed. To find the next occurrence, select Find Next. Repeat until all the occurrences are found.
To replace a word, click Replace. In the pop-up, type the word you want to find and the one to replace it with and then select Replace or Replace All. A pop-up tells you how many instances there are and how many words were replaced.
MS Word starts searching for the word where the cursor is placed. To start at the beginning of the document, place the cursor at the beginning before you click Find.
The font and font size in use is displayed in the Font section. To change the font or font size, click the down arrow in the respective box and choose a font or size from the drop-down menu. Other actions to do with font formatting, such as bold, italics, underlining and changing cases, are also found in the Font section.
The Paragraph group offers options for line spacing, justification, background colors and indentation. To make a single change, click the desired tool. To make several changes, click the box and arrow icon, make selections in the pop-up and then click OK.
Some pop-up menus lock to the screen for ease of use. To unlock a menu, click the down arrow next to the X in the upper-right corner of the menu. Click Move, Size or Close from the drop-down menu.
The Styles section allows you to set global styles to regular text as well as headings, titles and chapters.
The Insert Tab
The Insert tab includes options to insert:
- Page Numbers
All of these options open a pop-up or drop-down menu that allows you to choose the type of element you want to insert. In this example, Links opens a menu to insert a hyperlink to a website, a bookmark or a cross-reference.
The Insert tab also allows the removal of some inserted elements, such as headers, footers and page numbers.
In this example, the Header drop-down menu offers several built-in header types and also options to edit or remove a header.
The Symbols section in the Insert tab is where to find Arithmetic features in MS Word. Click Equation to open a drop-down menu. Click a built-in equation or make a selection to find more equations or click Insert a New Equation.
After you make an equation selection, the tab changes to the Equation Tools Design tab with additional options.
From the Equation Tools Design tab, insert math symbols by clicking on a symbol. To open more symbol options, click the down arrow and choose a category from the drop-down menu.
The Structures section offers types of commonly used math structures such as fractions, functions and logarithms. In this example, the Fraction drop-down menu shows fraction structures that can be filled in by clicking the dashed line boxes in each fraction.
The Design Tab
The Design tab offers options for built-in themes, formatting and colors for a document. Watermarks and page borders can also be inserted from the Design tab.
Adding a watermark can alert readers to the confidentiality of a document or caution them not to copy it or bring other information to the their attention in a subtle way.
The Page Layout Tab
The Page Layout tab is sometimes confused with the Design tab. However whereas the Design tab refers to the decorative structure of the page, Page Layout can be thought of as providing options to control the physical structure of the page. Page Layout includes options to set:
- Page Orientation (Portrait or Landscape)
- Paper Size (Letter vs. Legal, etc.)
- Number of Columns
- Paragraph Dimensions
The Review Tab
The Review tab allows you to check spelling and grammar, translate text into other languages, track changes, compare versions and restrict editing. To proofread, click Spelling & Grammar. Mistakes are highlighted and MS Word gives suggestions for changes. Click Ignore or Ignore All to ignore the suggestions, Add to add a word to the program's dictionary or Change or Change All to accept the suggestion made.
To turn tracking on or off, click Track Changes, make selections in the pop-up and then click OK.
To restrict others from editing the document, choose Restrict Editing. Select the restriction levels and then click Yes, Start Enforcing Protection. Leave the password blank or enter and reenter a password and click OK.
Entering a password is optional; however, if you do choose a password, select one you can remember. There is no password recovery method if you forget the password.
Save or Export the Document
To save the document, select the File tab. Choose one of the saving options. Save saves a document the first time you save or saves changes made to an existing document. Save As allows you to save a copy of a document, with or without changes, under a different file name. Save as Adobe PDF allows you to save the document as an Adobe Portable Document File rather than a Word document. Export gives you the option to create an additional file in PDF format while still saving a copy of the document in Word format.