Microsoft Office

Microsoft Office
Word 2013 Core

Word 2013 Core Lesson 1: Getting Started

Courseware # 3250
Microsoft Office
Word 2013 Core

Lesson Objectives
• identify elements on the • switch between
screen documents
• use the Quick Access • save in different file
Toolbar formats
• use the Ribbon • close a document
• work with text • add document properties
• move around the • open and edit PDF files
document
• use Backstage

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Microsoft Office
Word 2013 Core

Looking at the Screen

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Microsoft Office
Word 2013 Core

Looking at the Screen

Quick
File Access Ribbon Help Ribbon
Tab Toolbar Tabs Title Bar Display Options

Ribbon Group Collapse the Ribbon

Insertion Point

Status View Zoom Zoom

Bar Buttons Slider Level

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Microsoft Office
Word 2013 Core

Looking at the Screen

File Tab Displays Backstage view to select commands for a
file.
Quick Access Provides quick access to frequently used
Toolbar commands.
Title Bar Displays name of document currently viewed in
window.
Ribbon Tabs Each represents group of commands used for
specific purposes.
Microsoft Word Displays Help window.
Help
Ribbon Options Click to show or hide items.

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Microsoft Office
Word 2013 Core

Looking at the Screen

Ribbon Group Contains related commands to edit, format, or
enhance items; may have dialog box launcher button.
Collapse the Displays Ribbon Tabs only.
Ribbon
Insertion Point Indicates cursor position in the document.
Status Bar Displays document information.
View Buttons Quickly alternate between document views.
Zoom Slider Click buttons at either side to increase or decrease
percentage by 10%, or drag slider button for
particular zoom percentage.

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Microsoft Office
Word 2013 Core

Looking at the Screen

• ScreenTips
– Help identify buttons or elements on screen
– To view ScreenTip, position mouse cursor on item

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Microsoft Office
Word 2013 Core

Using the Quick Access Toolbar

• Contains buttons for frequently used commands
• Use Customize Quick Access Toolbar button for other
commands you use frequently
• To move Quick Access Toolbar
below Ribbon:
– Click Customize Quick Access Toolbar and click Show
Below the Ribbon; or
– right-click Ribbon and click Show Quick Access Toolbar
Below the Ribbon
Word control
icon Undo Redo

Save Customize Quick

Access Toolbar

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Microsoft Office
Word 2013 Core

Using the Ribbon

• Commands grouped on tabs relating to type of activity
• Can customize to display those commands you use
frequently in particular order, or to add or remove
commands for Ribbon tab

• To reduce screen clutter, contextual tabs appear only

when applicable

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Microsoft Office
Word 2013 Core

Using the Ribbon

• Active button appears in different color or has outline
– Many can de-activate when you click same button or
another choice
• When Ribbon displays different choices, one item has
thick border to indicate it is active
– To see how text would appear with another style, point
mouse on item to display effect
• Each tab contains groups with similar commands
• If group shows feature with scroll bar, More button
displays full list or
gallery for that option

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Microsoft Office
Word 2013 Core

Using the Ribbon

• Click to show dialog box, window, or task pane

with more options

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Microsoft Office
Word 2013 Core

Using the Ribbon

• To show or collapse Ribbon:
– Click , or
– double-click any ribbon tab, or
– right-click Ribbon and click Collapse the Ribbon, or
– press CTRL+F1
• Can also click Ribbon Options
to display or hide ribbon

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Microsoft Office
Word 2013 Core

Using the Ribbon

• To access Ribbon using keyboard, press ALT or F10
• To access another tab, press Left or Right arrow
• To change highlight or focus from active tab, status bar,
or document press F6
• To display shortcut menu for selected command, press
SHIFT+F10
• Press Tab to move to next command in group, or
SHIFT+TAB for previous command
• To activate selected command, press ENTER
• To exit or cancel selection at any time, press ESC
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Microsoft Office
Word 2013 Core

Using the Backstage

• Click File tab to select command
• Displays number of commands to store or
share files
• Can also view information about Microsoft
account, switch user, add/modify properties
for files, or customize program options
• Simply click command to view options for
command
• Click to exit Backstage

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Microsoft Office
Word 2013 Core

Working with Text

Insertion The vertical blinking bar; shows where you currently
Point are in the document; also called the I-beam or cursor.

Deleting To delete character to right of insertion point, press

Text DELETE. To delete character to left of insertion point,
press BACKSPACE.
Word Wrap When enough words typed to fill line, next word
automatically wraps to next line. Press ENTER at end of
each paragraph of text.
Blank Lines Paragraph with no text; to insert blank line, press
ENTER. To remove blank line, move to blank line and
delete as if text character.

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Microsoft Office
Word 2013 Core

Working with Text

• Moving Around in the Document
– Can use mouse or keyboard to navigate around
– To use mouse to move insertion point to new location,
point and click at new location
– Some keyboard methods to quickly move around:

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Microsoft Office
Word 2013 Core

Working with Text

– Use vertical scroll bar to move or scroll view of screen
through document from top to bottom and vice versa
– When document wider than screen displays, use horizontal
scroll bar to scroll from side-to-side
– When dragging scroll box on vertical scroll
bar, ScreenTip displays position
– Use wheel on mouse to move up or down
– Use previously listed navigation tools to move left or right
by one or more words

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Microsoft Office
Word 2013 Core

Working with Documents

• Creating a New Document
– When Word starts, blank document appears
– To create a new blank document:
• Click File, click New, click Blank document, and click Create, or
• press CTRL+N

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Word 2013 Core

Working with Documents

– To create new document from template, click
File, click New

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Microsoft Office
Word 2013 Core

Working with Documents

– Use template if unsure how to lay out particular type of
document
– Preview of selection from Office.com list appears when
clicked
• To exit, click Close for window, click Home and then choose another
template more suitable for document type
– Automatic number appears with each new document to
identify as new document until you save it
• Document numbering restarts at 1 when you start new session
of Word

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Microsoft Office
Word 2013 Core

Working with Documents

• Switching Between Documents
– Click View tab, and in Window group, click
Switch Windows, or

– click Word button on taskbar to display

preview of each open document

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Microsoft Office
Word 2013 Core

Working with Documents

• Saving Documents
– Consider how to organize files for easy access
• Includes how to name file, where to save it, specific file type, and
whether to add or change the properties for file to help find it later
– Important to save documents to be able to use them again
– To save changes made to current document using same file
name:
• Click File and then Save, or
• on Quick Access Toolbar, click Save, or
• press CTRL+S
– Use Views in Save As dialog box to personalize display of
folders and files

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Microsoft Office
Word 2013 Core

Working with Documents

– When choosing name for document, consider:
• May be maximum of 255 characters but not include / \ : * ? “ < > |
• Use name to identify contents quickly
• Word automatically assigns .docx extension for file type
• Variety of different formats to save in, including PDF and Macintosh
operating system-compatible files
• When suggested file name in shaded box, begin typing new file
name to replace suggestion
• First time you save new document, Word displays Save As dialog
box by default

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Word 2013 Core

Working with Documents

– To save existing document with new name, click File and
click Save As

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Microsoft Office
Word 2013 Core

Working with Documents

– To save document as different file type, use Save as type in
Save As dialog box to find appropriate file format

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Microsoft Office
Word 2013 Core

Working with Documents

– By default, Windows sets Documents library to store files
– Can create own folders to help organize files by clicking
New folder on command bar in Save As dialog box
– Save in any location you can access
– To save file in different location, navigate from Documents
library to another drive
– If location is remote site or you want to share document
with others, use Share from File tab instead
– If file already exists in one location, can save same file to
another location
– To view file type, turn option on using File Explorer
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Microsoft Office
Word 2013 Core

Working with Documents

• Using Document Properties
– Provide information to locate file based
on specific search criteria
– To view properties for document, click
File, click Info, and review information
– To add properties, click field to change
– To add properties other than in
Backstage, click Properties

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Microsoft Office
Word 2013 Core

Working with Documents

– Show Document Panel

• Displays above document

• Click Document Properties for more
fields
– Advanced Properties
• Add or customize properties
• Each tab displays different information
for viewing or modifying

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Microsoft Office
Word 2013 Core

Working with Documents

– To protect confidential document, add password
– Rules for selecting password still apply
• Choose one that is logical, but not obvious
• Refrain from using any personal information
• Avoid passwords that may seem logical, but are easy to guess
• Use minimum six characters, although eight offers higher level of
security
• Use mixture of upper and lower case characters as well as including
numbers or symbols

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Microsoft Office
Word 2013 Core

Working with Documents

– To add password, open document, click File and in Info
category, click Protect Document
• Click Encrypt with Password to enter password to apply

• Click OK to enter password again to

verify you want to apply this password
– Ensure you type password exactly as
entered in previous screen.

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Microsoft Office
Word 2013 Core

Working with Documents

– Word now verifies password applied to document

• Still need to save document once more to enforce password

– To remove password, repeat steps to apply password and

delete it
• Remember to save document again to remove password

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Microsoft Office
Word 2013 Core

Working with Documents

• Maintaining Compatibility
– Some files incompatible with Word 2013
– Tools can check document for compatibility
– To check if problems exist before converting document,
click File, click Info, click Check for Issues, and click
Check Compatibility
• Potential issues appear for you
to decide whether to continue
or return to document to
make changes

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Microsoft Office
Word 2013 Core

Working with Documents

• Closing a Document
– To close document:
• Click File and then Close, or
• press CTRL+W or CTRL+F4, or
• point at Word button in taskbar and in live preview window for that
file, click

– To close Word application with document, click Close

– If add or change something in new or existing document
not yet saved yet, Word
always prompts

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Microsoft Office
Word 2013 Core

Working with Documents

– When all documents closed, no options available other
than File tab

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Microsoft Office
Word 2013 Core

Working with Documents

• Opening a Document
– Can open from any location for further processing
– Can open as many documents as need
– To open document:
• Click File, click Recent,
and click file from list;
or
• click File and click
Open; or
• press CTRL+O or
CTRL+F12

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Microsoft Office
Word 2013 Core

Working with Documents

– Word displays files in same order as opened
• When reach maximum number of files in list, oldest drops from list
• Click pin icon to make file always available in list until unpinned
• Default is up to 25 recent documents but can customize from
0 to 50
• To open file in Recent Documents list, click file in list

– SkyDrive is web-based storage location and can be

accessed via Internet connection to dedicated Microsoft
server
• Save or open documents wherever you are, with Internet access
• Must also have registered Microsoft account

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Microsoft Office
Word 2013 Core

Working with Documents

– If you use another location frequently, click Add a Place to
navigate to and then add location for quick access
– To open file stored on computer (or network), click Computer

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Word 2013 Core

Working with Documents

– Click Browse to display Open dialog box to navigate to
different drives and folders to find and select file

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Microsoft Office
Word 2013 Core

Working with Documents

– Option at right of File name box displays All
Word Documents
• Default setting for file formats native to Word,
including .docx, .docm, .dotx, .doc, .dot, etc.
• Click button to open the drop-down list
• Not all non-native files will open directly
– Some formats can be successfully converted while
others may result in error message
– Usually result of content type which may not be
recognized as acceptable format for word processing
document

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Microsoft Office
Word 2013 Core

Working with Documents

• Importing Files
– Use this method when Word document does not open, or to
insert text from one document directly into another document
without using copy and paste,
– Any formatting in imported document updates to reflect
current formatting or styles
– Can import content from file into new or existing document
– To import item, click Insert tab and, in Text group, click Object
• Use Object for object in file to import
• Click Text from File to import text

– May need to adjust or apply formatting

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Microsoft Office
Word 2013 Core

Working with Documents

• Opening PDF Files
– Portable Document Format, or PDF, is file format used to:
• Restrict editing of file contents
• Make file smaller so it can be set up as link on web site
• Maintain design layout and format of file for distribution

– Click OK to open PDF document as Word document to edit

• When changes complete, can save as Word document or PDF

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Microsoft Office
Word 2013 Core

Lesson Summary
• identify elements on the • switch between
screen documents
• use the Quick Access • save in different file
Toolbar formats
• use the Ribbon • close a document
• work with text • add document properties
• move around the • open and edit PDF files
document
• use Backstage

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Microsoft Office
Word 2013 Core

Review Questions
1. Explain how the Ribbon is organized.

2. Provide examples of when you might use a template to create

a new document.

3. Explain why you would save a file in a format other than the
Word 2013 document format.

4. Explain why you might want to save a document to your

SkyDrive account.

5. Provide an example of the type of information you might

enter for a file’s properties.

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Microsoft Office
Word 2013 Core

Review Questions
6. To protect a document you are sending to your lawyer, which
password would you consider using?
a. lawyer c. ltr-Lawyer_0313
b. Password d. your name

7. Why might you want to check the compatibility of a

document that will be shared with others?

8. Which option can you use to open a non-native file in Word?

9. Why might you want to import a file instead of opening it in

Word?

10. What steps do you need to take to view the contents of a

PDF file in Word?
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