MS Word (Introduction) - JSS 1 lesson note

MS WORD (INTRODUCTION)

SUBJECT: Digital Technologies
CLASS: JSS 1 (Basic 7)
TERM: First Term
WEEK: 10
DURATION: 80 Minutes

INTRODUCTION

Computers are used for many activities, including writing letters, preparing school assignments, creating reports, designing simple documents and preparing notices. One of the applications commonly used for these activities is Microsoft Word.

Microsoft Word is a word-processing application. It provides tools for creating, editing, formatting, saving and printing documents.

MEANING OF MICROSOFT WORD

Microsoft Word is a word-processing application developed by Microsoft and used to create, edit, format, save and print text-based documents.

Microsoft Word is part of the Microsoft Office suite of productivity applications. It can be used to prepare different types of documents for school, home, business and other purposes.

USES OF MICROSOFT WORD

Microsoft Word can be used to create many different types of documents.

Use	Example
Writing letters	Formal and informal letters
School assignments	Essays, projects and class work
Reports	School or office reports
Notices	School announcements
Curriculum vitae	Preparing a CV or résumé
Forms	Simple forms and information sheets

OPENING MICROSOFT WORD

The exact steps for opening Microsoft Word may differ depending on the version of Windows or the computer being used. A common method on Windows is:

1. Turn on the computer and allow it to finish booting.
2. Open the Start menu.
3. Locate Microsoft Word in the list of applications.
4. Click Microsoft Word to open it.
5. Select a blank document when required.

Note: Microsoft Word may also be opened through a desktop shortcut or an existing Word document.

BASIC PARTS OF THE MS WORD WINDOW

When Microsoft Word is opened, several parts of the interface are displayed. These parts help the user create and work with documents.

Part	Function
Title Bar	Displays the document name and application name.
Ribbon	Contains commands and tools organised into tabs and groups.
Quick Access Toolbar	Provides quick access to commonly used commands.
Document Area	The area where text and other content are entered.
Cursor	Shows where the next character will appear.
Scroll Bar	Allows the user to move through the document.
Status Bar	Displays information about the current document.

CREATING A NEW DOCUMENT

A new document provides a blank working area where the user can enter text and other content.

A simple procedure is:

1. Open Microsoft Word.
2. Select Blank Document.
3. Click in the document area.
4. Begin typing using the keyboard.

EDITING A DOCUMENT

Editing means making changes to the content of a document.

Examples of editing include:

• Adding new words.
• Deleting unwanted words.
• Correcting spelling mistakes.
• Moving text from one location to another.
• Copying and pasting text.
• Replacing existing words or sentences.

Common Editing Commands

Command	Purpose
Cut	Removes selected content and places it on the clipboard.
Copy	Copies selected content to the clipboard.
Paste	Places copied or cut content into another location.
Undo	Reverses a recent action.
Redo	Restores an action that was undone.

FORMATTING TEXT

Formatting is the process of changing the appearance of text or other content in a document.

Common text-formatting options include:

• Bold – makes text appear thicker.
• Italic – makes text slant.
• Underline – places a line beneath text.
• Font size – changes the size of text.
• Font type – changes the style of characters.
• Text colour – changes the colour of text.
• Text alignment – controls the position of text on the page.

Common Text Alignments

Alignment	Description
Left	Text is aligned with the left margin.
Centre	Text is positioned around the centre of the page.
Right	Text is aligned with the right margin.
Justify	Text is aligned evenly along both the left and right margins.

SAVING A DOCUMENT

Saving stores a document so that it can be opened and used again later. A document should be saved regularly while working on it.

A basic saving procedure is:

1. Click the File menu.
2. Select Save or Save As.
3. Choose the location where the document should be stored.
4. Enter an appropriate filename.
5. Click Save.

Good practice: Give documents clear and meaningful filenames. This makes them easier to find later.

INSERTING PICTURES

Pictures can be added to a Word document to make the document more informative and attractive.

A common procedure is:

1. Place the cursor where the picture should appear.
2. Open the Insert tab.
3. Select the picture or image option.
4. Choose the required picture.
5. Insert the picture into the document.
6. Adjust its size or position when necessary.

PAGE SETUP

Page setup involves adjusting the appearance and arrangement of a document page before printing or sharing it.

Page Setup Option	Meaning
Margins	The spaces around the edges of a page.
Orientation	Determines whether the page is Portrait or Landscape.
Paper Size	Determines the size of paper used for the document.

Portrait and Landscape

Portrait orientation displays the page vertically and is commonly used for letters and ordinary documents.

Landscape orientation displays the page horizontally and can be useful for wide tables, charts and other documents.

PRINTING BASICS

Printing is the process of producing a physical copy of a document using a printer.

Before printing, the user should:

1. Save the document.
2. Check the document for errors.
3. Make sure the correct printer is available.
4. Open the Print command.
5. Select the required printing options.
6. Click Print.

Important: Always check the document carefully before printing to avoid wasting paper and ink.

CLASS PRACTICAL ACTIVITY

Students should create a document using Microsoft Word with the following:

1. A heading titled My School.
2. One short paragraph about their school.
3. The heading formatted in bold.
4. A different font size for the heading.
5. A suitable picture inserted into the document, where available.
6. The completed document saved with an appropriate filename.

SUMMARY

Microsoft Word is a word-processing application used for creating, editing, formatting, saving and printing documents. Users can type information, correct mistakes, change the appearance of text, insert pictures and adjust the page before printing.

Learning the basic features of Microsoft Word provides students with useful skills for preparing school assignments, letters, reports, notices and other documents.

EVALUATION

1. What is Microsoft Word?
2. State five uses of Microsoft Word.
3. What is editing?
4. What is formatting?
5. Mention four text-formatting options.
6. What is the purpose of saving a document?
7. State three page setup options.
8. What is the difference between Portrait and Landscape orientation?

ASSIGNMENT

Create a one-page document titled “The Importance of Computers”. Type at least one paragraph, format the heading using bold and a larger font size, insert a suitable picture if available, and save the document using the filename Importance_of_Computers.

INTERACTIVE PRACTICE QUIZ

1. What is Microsoft Word?

A. A word-processing application B. An antivirus program C. A computer game D. A web browser

2. Which of the following is used to make text thicker?

A. Italic B. Underline C. Bold D. Centre

3. What is the purpose of saving a document?

A. To delete the document B. To store the document for future use C. To shut down the computer D. To change the keyboard

4. Which page orientation displays a page horizontally?

A. Portrait B. Vertical C. Landscape D. Normal

5. Which command is used to place copied text into a document?

A. Cut B. Paste C. Undo D. Delete