MS Word basics – Beginners Guide To MS Word [Creating and Saving Word Document etc.]

By Tech Guides | October 15, 2019

Microsoft Word is one of the very popular Word Processors in the market. Almost every business uses MS Word to do some office work such as creating and modifying new documents. Hence, you should also have the basic knowledge about MS Word. In this Lecture You will learn about MS Word , one of the very useful components of Office . This will guide you how to create a new document, working with documents and saving the documents.

ms word basics

Features of MS-Word:

Word is the most popular word processor on the Market. Word helps you painlessly create:

  • Letters
  • Proposals
  • Web pages
  • Business Plans
  • Resumes
  • Novels
  • Graphics

How To Open MS Word:

You can start Word in several ways:

  1. Click the Office Shortcut Bar’s New Office Document button and double click the Blank Document icon to create a new document.
  2. Click the Office Shortcut Bar’s New Office Document button and open a word template or start a word wizard.
  3. Click the Office Shortcut Bar’s Open Office Document button and select an existing document you want to edit
  4. Use the Windows Start menu to start Word by selecting Microsoft Word from the program menu.
  5. Select a Word document from the Windows Start menu’s Documents option.
  6. Click the Office Shortcut Bar’s Word button to create a blank document.

 How To Create A New Word Document:

Creating a new file is the first step in working with a new document. A new file may be created by clicking on File / New or the New Blank Document button on the Standard toolbar, then choosing an appropriate template. The New dialog gives you a choice of many different document templates to choose from. Besides the templates provided with Office , you may find additional templates at a Microsoft web site.

ms word new document

Choose a template that is most consistent with the ultimate objective of your document. A Blank Document template has no specific format, although it does have default settings for such document attributes as font type and font size, which you can change to suit your needs. Also, from the new dialog, you may create a new template. This is a powerful tool that gives you the ability to capture and easily recall document formats used on a regular basis.

Typing Text, Saving and Closing the Document:

Once the New Document opened you can enter the text in the Edit Window.

Saving a New File:

  • To save a file (or template), select File / Save or press the Save button.
  • The File / Save menu selection and Save button save the file with its current name and file type.
  • The default name is Document X, where X is an integer whose value depends upon the number of new files already opened in the current work session. T
  • he default file type is the Word .doc type.

Saving a File under a New Name:

  • The File / Save As choice allows you to save your document under a new name and/or document type.
  • You can save the file with a new name by changing the filename in the File name text box.
  • Also, you can change the file type by choosing a different type from the Save as type text box.
  • The Save As dialog includes the following elements: A menu box with options like save, cancel, options and save versions The History icon displays the documents and sub-directories of recently saved documents.
  • Selecting a sub-directory from here will save the document in that sub-directory.
  • The My-Documents icon saves the document in the C:\My Documents directory. The Desktop icon saves the document to the Desktop directory.
  • The Favorites icon saves the document in whichever Favorites sub-directory you choose.
  • A favorite sub-directory may be added to favorites by selecting tools located near the top right of the Save as dialog and choosing Add to Favorites.
  • The Web Folders icon saves the document in the My-Computer \Web Folders directory.
  • The Save in: drop-down box allows you to choose the directory/sub-directory other than the current working directory where the file can be saved.
  • Click on the down arrow to choose another location. Also, clicking on the up arrow just to the right of the Save in: box will take you up one place in the sub-directory hierarchy.
  • If you want to save the document as a web document, you can click on the Search the web button which will start Internet Explorer and connect you to the Internet.
  • The Delete button will delete the sub-directory or file that is highlighted when the button is clicked. The Create New Folder button allows the user to place the saved document into a new directory (folder).
  • The List button allows the user to select a particular file/directory and the information is displayed in the main dialog box.
  • The Tools button has a drop-down menu list that includes several file management processes and usage options. Delete deletes a file or directory.
  • Rename allows a file or directory name to be changed. Add to Favorites will add the highlighted file or directory to the Favorites icon.
  • Map Network Drive allows the user to save files on a remote network drive. Properties displays file or directory information.

Saving a File for Use with Another Word Processing Program:

The Save as type: drop-down text box includes many different file types that the document can be saved as. We need to just click on the box’s down arrow and choose the document type desired. Documents can be saved as file types:

  • Word document (*.doc)
  • web page (*.htm;*.html)
  • rich text format (*.rtf)
  • text (various types) (*.txt)
  • Windows Write—various versions (*.wri)
  • Word for Windows—various versions (*.doc)
  • Word for Macintosh—various versions (*.mcw)
  • Word for MS-DOS (*.doc)
  • WordPerfect various versions (*.doc)
  • Works for Windows various versions (*.wps)

When you are ready to finally save the file, click on the Save button located on the bottom right side of the Save dialog. Or, if you change your mind, click on Cancel.

Closing Document:

Once you finalize your task in document, you can close your word window either from the file menu or you can use the right most close button to close the document.

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