Microsoft World

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Creating Documents with Microsoft Word

Microsoft Word Learning Resources

Essential skills for academic and professional success in health sciences

Introduction

This lesson introduces learners to the use of word processors, particularly Microsoft Word. It explains the importance, functions, and practical applications of word processing in academic and professional fields like health sciences.

Learning Objectives

By the end of this lesson, students should be able to:

  • Define a word processor and identify its types.
  • Explain the difference between a word processor and word processing.
  • Describe the key features and interface of Microsoft Word.
  • Use Microsoft Word to create and format documents.
  • Apply knowledge of Microsoft Word in medical-related fields.
  • Understand how to save, edit, and manage documents professionally.
Word Processor Basics

What is a Word Processor?

A word processor is a computer program that is used to create, edit, and print documents. It is a computer program or device that provides input, editing, formatting, and output of text, often with some additional features.

A word processor allows you to create a document, store it electronically (such as on a disk), view it on a computer screen, modify it, and print it.

Mechanical Word Processors

These are word processors which use mechanical machine parts to type or write documents. This includes typewriters.

Software Word Processors

These are word processors which use software to write or type text or documents using a computer. They include Microsoft Word and other software options.

Popular Word Processor Examples:

Microsoft Word

The most widely used word processor, part of Microsoft Office Suite.

OpenOffice Writer

Free and open-source word processor alternative.

Corel WordPerfect

Long-standing professional word processor with legal features.

Benefits of Using a Word Processor Over Typewriters

  • Word processors can save data while typewriters cannot.
  • You can edit while you work on a word processor, but with a typewriter, you have to start over.
  • Easy to correct mistakes while a typewriter cannot.
  • Typewriters also didn't have features like spell check while word processors have.

The Difference Between Word Processor and Word Processing

Word processor is the type of software.

Word processing is what you do with a word processor.

So, Microsoft Word is a word processor, typing a letter in Microsoft Word is word processing.

Microsoft Word Introduction

About Microsoft Word

Microsoft Word is one of the packages of word processors and it is a component of the Microsoft Office Suite. It is used primarily to enter, edit, format, save, retrieve, and print documents.

With Microsoft Word, you can:

  • Type your text
  • Correct spelling mistakes and grammatical errors
  • Align text within margins
  • Offer a variety of font styles and font sizes
  • See a preview of the text that you have typed in
  • Add images, tables, and diagrams

Microsoft Word Versions

VersionRelease YearNotable Features
MS Word 971997Office Assistant, improved formatting
MS Word 20001999Enhanced collaboration tools
MS Word 2002 (XP)2001Task panes, improved reliability
MS Word 20032003XML integration, reading layout
MS Word 20072007Ribbon interface, docx format
MS Word 20102010Improved ribbon, co-authoring
MS Word 20132013Touch mode, read mode
MS Word 2016/20192016/2019Tell Me feature, improved sharing
MS Word 2021/3652021/CurrentCloud integration, real-time collaboration

When to Use Microsoft Word

Communication
  • • Emails
  • • Letters
  • • Memos
Documentation
  • • Reports
  • • Simple brochures
  • • Electronic documents
Data Organization
  • • Simple tables
  • • Charts
  • • Forms
Starting Microsoft Word

How to Launch Microsoft Word

Traditional Method

  1. Click Start Button
  2. Go to All Programs
  3. Go to Microsoft Office
  4. Click Microsoft Office Word

Modern Methods

  • Type "Word" in Windows search bar
  • Click Word icon on taskbar (if pinned)
  • Open Start menu and select from app list
  • Double-click a Word document to open it in Word

Pro Tip: You can pin Microsoft Word to your taskbar for quick access. Right-click the Word icon and select "Pin to taskbar".

Understanding the Microsoft Word Interface

Title Bar

A title bar indicates the task which is currently running on its right.

Minimize, Maximize/Restore

Controls for the program window that allow you to minimize, maximize/restore, or close the application.

Quick Access Toolbar

It consists of buttons or icons that provide shortcuts to commands available in the menu bar.

Ribbon

Microsoft Office 2007 & newer versions use what is referred to as the "Ribbon" interface, which organizes commands into tabs and groups.

Tabs

The Words File, Home, Insert, etc. are referred to as tabs. Each tab contains related commands grouped together.

File
Home
Insert
Design
Layout
References
Review
View
Word Processing Terms

Format / Formatting

Changing the way things look in your document, for example, changing the style of some text.

Margins

The blank area around the edge of a printed page. You can adjust how much of the page is taken up by margins.

Font

Different text styles are referred to as fonts. Examples include Arial, Times New Roman, and Calibri.

Alignment

How things are lined up on the page. For example, center-aligned text will be lined up with the center of the page.

Tabs

Even spaces that can be used to line things up on a page.

Header & Footer

Information that can be repeated at the top (header) or bottom (footer) of each page, such as the title or page number.

Document Navigation

Navigating Within a Document

Using the Mouse

Use your mouse to click anywhere that you have typed text to position the cursor at that location.

Using the Keyboard

You can use the arrow keys on your keyboard to move the cursor vertically or horizontally.

KeyFunction
HOMEMoves the cursor to the beginning of the line
ENDTakes the cursor to the end of the line
Page UpMoves up one screen
Page DownMoves down one screen
Ctrl + HomeMoves to the beginning of the document
Ctrl + EndMoves to the end of the document
Page Layout & Setup

Page Orientation (Portrait/Landscape)

You can change the page orientation to either portrait or landscape. Portrait is the default orientation where the page is taller than it is wide. Landscape orientation makes the page wider than it is tall.

To change the page orientation:

  1. Go to the Layout or Page Layout tab.
  2. Click on Orientation.
  3. Select either Portrait or Landscape.

Margins

Margins are the blank spaces around the edges of your document. You can adjust the margins to fit more or less content on the page.

To adjust the margins:

  1. Go to the Layout or Page Layout tab.
  2. Click on Margins.
  3. Select from the predefined margin sizes or click Custom Margins to set your own.

Paper Size

You can change the paper size to match the type of paper you will be printing on. Common paper sizes include Letter, A4, and Legal.

To change the paper size:

  1. Go to the Layout or Page Layout tab.
  2. Click on Size.
  3. Select the desired paper size from the list.

Page Breaks

Page breaks allow you to control where a new page begins. This is useful for starting new sections or chapters on a new page.

To insert a page break:

  1. Place the cursor where you want the new page to begin.
  2. Go to the Layout or Page Layout tab.
  3. Click on Breaks and select Page.

Columns and Line Numbers

You can format your document into multiple columns and add line numbers for easier reference.

To add columns:

  1. Go to the Layout or Page Layout tab.
  2. Click on Columns.
  3. Select the number of columns you want.

To add line numbers:

  1. Go to the Layout or Page Layout tab.
  2. Click on Line Numbers.
  3. Select the desired line numbering option.
Proofing Tools

Spell Check

Spell check helps you identify and correct spelling errors in your document.

To use spell check:

  1. Go to the Review tab.
  2. Click on Spelling & Grammar.
  3. Review the suggestions and make corrections as needed.

Thesaurus

The thesaurus helps you find synonyms for words in your document.

To use the thesaurus:

  1. Right-click the word you want to find a synonym for.
  2. Select Synonyms from the context menu.
  3. Choose a synonym from the list.

Translate

You can translate selected text into different languages.

To translate text:

  1. Select the text you want to translate.
  2. Go to the Review tab.
  3. Click on Translate and choose the language you want to translate to.

Word Count

Word count helps you keep track of the number of words, characters, and other statistics in your document.

To view the word count:

  1. Go to the Review tab.
  2. Click on Word Count.
  3. Alternatively, you can find the word count in the status bar at the bottom of the Word window.
Working with Tables

Inserting Tables

Tables are useful for organizing data in a structured format. Here’s how you can create a table in Microsoft Word:

  1. Go to the Insert tab on the ribbon.
  2. Click on the Table button.
  3. Choose the number of rows and columns you need by selecting the corresponding grid cell.
  4. Alternatively, you can click Insert Table to specify the exact number of rows and columns.

Adding/Deleting Rows and Columns

You can easily add or delete rows and columns to adjust your table structure.

To add rows or columns:

  1. Click inside the table.
  2. Go to the Layout tab that appears under the Table Tools.
  3. Click Insert Above, Insert Below, Insert Left, or Insert Right to add rows or columns.

To delete rows or columns:

  1. Click inside the table.
  2. Go to the Layout tab that appears under the Table Tools.
  3. Click Delete and select Delete Rows, Delete Columns, or Delete Table.

Merging/Splitting Cells

You can merge or split cells to customize the layout of your table.

To merge cells:

  1. Select the cells you want to merge.
  2. Go to the Layout tab that appears under the Table Tools.
  3. Click Merge Cells.

To split cells:

  1. Click inside the cell you want to split.
  2. Go to the Layout tab that appears under the Table Tools.
  3. Click Split Cells and specify the number of columns and rows.

Table Formatting (Borders, Shading)

You can format your table with borders and shading to make it more visually appealing.

To add borders:

  1. Click inside the table.
  2. Go to the Design tab that appears under the Table Tools.
  3. Select the border style and color you want.

To add shading:

  1. Click inside the table.
  2. Go to the Design tab that appears under the Table Tools.
  3. Click Shading and choose a color.

Table AutoFit and Alignment

You can adjust the table to fit the content or the window, and align the table within the document.

To use AutoFit:

  1. Click inside the table.
  2. Go to the Layout tab that appears under the Table Tools.
  3. Click AutoFit and select AutoFit Contents, AutoFit Window, or Fixed Column Width.

To align the table:

  1. Click the table to select it.
  2. Go to the Layout tab that appears under the Table Tools.
  3. Click Align and choose the desired alignment option.

Pro Tip

You can quickly add a row by pressing Tab at the end of the last cell in the table.

Inserting Elements

Pictures and Clip Art

You can insert pictures and clip art to enhance your document visually.

To insert a picture:

  1. Go to the Insert tab.
  2. Click Pictures.
  3. Select the picture from your files or online sources.

To insert clip art:

  1. Go to the Insert tab.
  2. Click Online Pictures.
  3. Search for clip art and insert it into your document.

Shapes

You can insert various shapes to create diagrams or highlight information.

To insert a shape:

  1. Go to the Insert tab.
  2. Click Shapes.
  3. Select the shape you want and draw it in your document.

Icons and SmartArt

Icons and SmartArt graphics can help you create visually appealing lists and diagrams.

To insert an icon:

  1. Go to the Insert tab.
  2. Click Icons.
  3. Select the icon you want and insert it into your document.

To insert SmartArt:

  1. Go to the Insert tab.
  2. Click SmartArt.
  3. Choose a SmartArt graphic and insert it into your document.

Charts and Graphs

Charts and graphs can help you present data visually.

To insert a chart:

  1. Go to the Insert tab.
  2. Click Chart.
  3. Select the type of chart you want and insert it into your document.

Screenshots

You can insert screenshots of other windows or applications into your document.

To insert a screenshot:

  1. Go to the Insert tab.
  2. Click Screenshot.
  3. Select the window or screen area you want to capture and insert it into your document.
Reviewing and Collaboration

Add Comments

You can add comments to your document to provide feedback or notes.

To add a comment:

  1. Select the text or area where you want to add a comment.
  2. Go to the Review tab.
  3. Click New Comment and type your comment.

Track Changes

Track Changes allows you to see the edits made by collaborators.

To track changes:

  1. Go to the Review tab.
  2. Click Track Changes to turn it on.
  3. Make your edits. The changes will be highlighted and can be reviewed later.

Accept/Reject Changes

You can accept or reject changes individually or all at once.

To accept or reject changes:

  1. Go to the Review tab.
  2. Use the Accept or Reject buttons to review changes one by one.
  3. To accept or reject all changes at once, click the dropdown arrow next to Accept or Reject and select the appropriate option.

Compare Documents

You can compare two documents to see the differences between them.

To compare documents:

  1. Go to the Review tab.
  2. Click Compare.
  3. Select the original and revised documents to compare.
Inserting References

Table of Contents

A table of contents helps readers navigate your document by listing the headings and their corresponding page numbers.

To insert a table of contents:

  1. Go to the References tab.
  2. Click Table of Contents.
  3. Select a style from the dropdown menu.

Footnotes and Endnotes

Footnotes and endnotes are used to provide additional information or citations.

To insert a footnote or endnote:

  1. Place the cursor where you want to insert the note.
  2. Go to the References tab.
  3. Click Insert Footnote or Insert Endnote.
  4. Type your note in the box that appears.

Manage Citations

Citations are used to give credit to the sources of information in your document.

To add a citation:

  1. Go to the References tab.
  2. Click Insert Citation.
  3. Select the citation style and add the source information.

To format the bibliography:

  1. Go to the References tab.
  2. Click Bibliography and select a style.

Cross-references

Cross-references allow you to link to figures, tables, or sections within your document.

To insert a cross-reference:

  1. Place the cursor where you want to insert the cross-reference.
  2. Go to the References tab.
  3. Click Cross-reference.
  4. Select the reference type and the item you want to link to.
Printing Documents

Printing a Document

You can print your document using a printer or save it as a PDF for digital sharing.

To print a document:

  1. Go to the File tab and select Print, or press Ctrl + P.
  2. Choose the printer and the number of copies you want to print.
  3. Select the pages you want to print (all pages or custom ranges).
  4. Click Print.

Print to PDF

Printing to PDF allows you to save your document as a PDF file for digital sharing.

To print to PDF:

  1. Go to the File tab and select Print, or press Ctrl + P.
  2. Select Microsoft Print to PDF as the printer.
  3. Click Print and save the PDF file.
Accessibility and Readability

Read Aloud

The Read Aloud feature provides audio playback of your document, which can help with proofreading and accessibility.

To use Read Aloud:

  1. Go to the Review tab.
  2. Click Read Aloud.
  3. Listen to the audio playback and use the controls to pause, play, or adjust the speed.

Accessibility Checker

The Accessibility Checker helps you ensure that your document is accessible to people with disabilities.

To use the Accessibility Checker:

  1. Go to the Review tab.
  2. Click Check Accessibility.
  3. Review the accessibility issues and make the necessary changes.

Alt Text

Alt text provides a textual description of images, which is important for accessibility.

To add alt text to an image:

  1. Click the image to select it.
  2. Go to the Format tab that appears under the Picture Tools.
  3. Click Alt Text and enter a description of the image.
Shortcuts and Tips

Keyboard Shortcuts

Keyboard shortcuts can help you work more efficiently in Microsoft Word.

  • Ctrl + S: Save
  • Ctrl + Z: Undo
  • Ctrl + P: Print
  • Ctrl + C: Copy
  • Ctrl + V: Paste
  • Ctrl + X: Cut

Format Painter

The Format Painter allows you to copy formatting from one text to another.

To use the Format Painter:

  1. Select the text with the formatting you want to copy.
  2. Go to the Home tab.
  3. Click Format Painter.
  4. Select the text you want to apply the formatting to.

Context-Specific Options

Right-clicking on text or objects in your document will bring up a context menu with options specific to what you've selected.

To access context-specific options:

  1. Right-click on the text or object.
  2. Select the desired option from the context menu.
Security and Protection

Protect Document

You can protect your document to restrict editing and ensure its integrity.

To protect a document:

  1. Go to the File tab and select Info.
  2. Click Protect Document.
  3. Select the protection options you want to apply (e.g., password protection, restrict editing).

Password-Protect Files

Password-protecting your files adds an extra layer of security.

To password-protect a file:

  1. Go to the File tab and select Info.
  2. Click Protect Document.
  3. Select Encrypt with Password.
  4. Enter a password and confirm it.

Restrict Editing

You can restrict editing to ensure that only certain changes can be made to your document.

To restrict editing:

  1. Go to the File tab and select Info.
  2. Click Protect Document.
  3. Select Restrict Editing.
  4. Choose the editing restrictions you want to apply (e.g., read-only, comments only).

Mark Document as Final

Marking a document as final indicates that it is the final version and should not be edited further.

To mark a document as final:

  1. Go to the File tab and select Info.
  2. Click Protect Document.
  3. Select Mark as Final.
Advantages of Using Word Processor

Advantages and Uses of Word Processor

Word processors like Microsoft Word, WPS Office, and Google Docs offer a wide range of tools that make it easy to create, format, edit, and store documents. They are essential in healthcare professions where documentation, reporting, communication, and patient education are crucial.

General Advantages of Word Processors
  • Easy Editing – Text can be easily edited without rewriting the whole document.
  • Formatting Tools – Customize text appearance, add bullet points, headers, and tables.
  • Spell and Grammar Check – Helps reduce errors in professional communication.
  • Templates – Offers reusable formats for reports, letters, and forms.
  • Insert Images and Tables – Allows integration of visuals for better understanding.
  • Save and Reuse – Documents can be saved, duplicated, and shared.
  • Collaboration – Multiple users can edit the same document online.
  • Print and Export – Documents can be printed or exported to formats like PDF.
1. Word Processor Uses for a Pharmacist
Writing Drug Information SheetsPrepare easy-to-read drug instructions for patients.
Creating Prescription LabelsDesign clear and standardized templates.
Reporting Adverse Drug ReactionsDocument side effects and incidents professionally.
Inventory ReportsTrack and update stock using formatted tables.
Standard Operating Procedures (SOPs)Draft and store SOPs for pharmacy operations.
Patient Counselling NotesPrepare and keep structured counselling documents.
Policy and Compliance DocumentationWrite internal policy manuals and reports.
CommunicationDraft professional letters and memos for suppliers and staff.
2. Word Processor Uses for a Medical Laboratory Technologist
Preparing Lab ReportsCreate structured and standardized test result templates.
Documentation of ProceduresWrite procedures for different lab tests.
Inventory RecordsKeep logs of equipment and reagents.
Accident/Incident ReportsDocument lab-related accidents for review.
Quality Control LogsRecord QC procedures and maintain accuracy.
Equipment Maintenance LogsTrack regular maintenance and calibration.
Internal MemosCommunicate updates and protocols to team members.
Educational MaterialsCreate reference documents for students or interns.
3. Word Processor Uses for a Physiotherapist
Patient Assessment FormsCreate editable forms for documenting assessments.
Exercise PlansDesign personalized physical therapy instructions for clients.
Progress NotesDocument patients' recovery progress regularly.
Client Education MaterialsWrite and print guides on posture, back care, etc.
Reports to PhysiciansSend formal progress reports and recommendations.
Billing DocumentsGenerate service receipts and invoices.
Session SchedulingCreate printable weekly/monthly schedules.
Professional LettersCompose referral or communication letters for patients.
4. Word Processor Uses for a Diagnostic Radiography Professional
Radiology ReportsDocument and format results of imaging procedures.
Procedure ManualsPrepare guides for handling imaging equipment.
Patient InstructionsProvide clear prep instructions before scans.
Case DocumentationWrite detailed summaries for complex cases.
Training MaterialsDevelop learning resources for radiography students.
Audit RecordsDocument compliance checks and results.
Image Description TemplatesUse standardized language for consistency.
Communication LettersDraft letters to referring doctors or hospitals.
Question Assessment and other learning resources

Practical Questions

Theory Question Collection

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