📝 Module 2

Microsoft Word: Creating Documents

⏱ 12 hoursCore Skill10 topics
🎯 By the end: Students can write and format professional letters, resumes and reports.

Microsoft Word is the most popular program in the world for writing — letters, job resumes, school reports, notices and more. If you can type, you can use Word. In this module we start from opening the program and go all the way to saving your finished document as a PDF you can email to anyone. We move one small step at a time, with real examples you can try yourself. By the end you will be able to create a smart-looking document and feel proud to share it.

1Introduction to MS Word — opening, creating, and saving documents

Microsoft Word is a word processor — a program for writing and arranging text on a page. Whatever you type appears on a white sheet that looks just like a real piece of paper, ready to print.

Opening Word

1
Click the Start button (the Windows logo at the bottom-left of the screen).
2
Type the word Word on the keyboard. Windows will find the program for you.
3
Click Word in the list. It opens in a few seconds.

Creating a new document

When Word opens it shows a Start screen. Click Blank document to begin with a fresh, empty page. That blank white sheet is where you type.

Saving your work

Saving means storing your document so you can open it again later. Save early and save often — that way you never lose your work if the computer is switched off.

1
Go to File › Save As, or simply press Ctrl + S.
2
Choose where to keep it (for example the Documents folder), type a clear name in the File name box, and click Save.
Build the habit. Press Ctrl + S every few minutes while you work. After the first save it stores quietly in the background with no questions asked.
Key points
  • Word is a word processor — a program for writing and arranging text on a page.
  • Open Word from the Start menu, then click Blank document to start a fresh page.
  • Save with File › Save As (or Ctrl+S), give the file a clear name, and save often.

2Typing and basic editing — selecting, deleting, undoing mistakes

The blinking vertical line on the page is the cursor (also called the insertion point). It shows where your next letter will appear. Just start typing and the words flow onto the page.

You do not need to press Enter at the end of each line — Word moves to the next line for you automatically. This is called word wrap. Press Enter only when you want to start a brand-new paragraph.

Selecting text

Selecting means highlighting words so you can change them. Hold the left mouse button and drag across the words — they turn blue to show they are chosen.

To select…Do this
One wordDouble-click the word
One whole lineClick in the blank margin to the left of the line
The entire documentPress Ctrl + A

Deleting and fixing mistakes

  • Backspace — deletes the letter just before the cursor.
  • Delete — deletes the letter just after the cursor.
  • To remove a chunk of text, select it first, then press Backspace.
Made a mistake? Don't panic. Press Ctrl + Z to undo your last action — you can press it again and again to step back. Changed your mind? Ctrl + Y redoes it.
Key points
  • The blinking cursor shows where your typing will appear; word wrap moves to the next line for you.
  • Drag the mouse to select text; double-click selects one word, Ctrl+A selects everything.
  • Backspace deletes to the left, Delete to the right, and Ctrl+Z undoes any mistake.

3Formatting text — font, size, bold, italic, underline, colour

Formatting means changing how your text looks — its shape, size and style. The buttons you need live on the Home tab at the top of Word, in the Font group. The golden rule: select the text first, then click a button to change it.

Font and size

A font is the style of the letters (for example Calibri, Arial or Times New Roman). The size is how big they are, measured in points. Normal reading text is usually size 11 or 12; a title might be 18 or larger.

1
Select the words you want to change.
2
On the Home tab, click the font name box and choose a font.
3
Click the size box next to it and pick a number.

Bold, italic and underline

These three buttons sit together on the Home tab and help certain words stand out:

  • Click B for bold (thick, dark text) — or press Ctrl + B.
  • Click I for italic (slanted text) — or press Ctrl + I.
  • Click U for underlined text — or press Ctrl + U.

Colour

To change the text colour, select the words and click the small arrow next to the Font Color button (the letter A with a coloured bar under it). Pick any colour from the palette.

Less is more. A clean document uses one font and one or two colours. Too many fonts and colours make writing look messy and harder to read.
Key points
  • Always select text first, then click a Home-tab button to change how it looks.
  • Font = the letter style; size = how big the letters are (11–12 for normal text).
  • B = bold (Ctrl+B), I = italic (Ctrl+I), U = underline (Ctrl+U); use colour sparingly.

4Paragraph settings — alignment, line spacing, indentation

A paragraph is a block of text. Word lets you control where it sits on the page and how much space it takes. These tools are in the Paragraph group on the Home tab.

Alignment

Alignment decides which edge your text lines up with. Four small buttons control it:

ButtonEffectGood for
Align LeftText lines up on the left edgeMost everyday writing
CenterText sits in the middleTitles and headings
Align RightText lines up on the right edgeDates at the top of a letter
JustifyBoth edges are straight and evenFormal reports

Line spacing

Line spacing is the gap between lines of text. Click the Line and Paragraph Spacing button (lines with up-down arrows) and choose a value. 1.0 is tight; 1.5 is comfortable to read; 2.0 (double spacing) leaves room for handwritten notes.

Indentation

Indentation is how far a paragraph is pushed in from the margin. Use the Increase Indent button to push text to the right, and Decrease Indent to bring it back. A small indent on the first line is a classic way to mark the start of a new paragraph.

Quick alignment shortcuts: Ctrl + L left, Ctrl + E centre, Ctrl + R right, Ctrl + J justify.
Key points
  • Alignment sets which edge text lines up with: left, centre, right or justify.
  • Line spacing is the gap between lines — 1.5 is comfortable for most reading.
  • Indentation pushes a paragraph in from the margin; use the Increase/Decrease Indent buttons.

5Bullet points and numbered lists

Lists make information clear and easy to scan. Word offers two kinds, both on the Home tab in the Paragraph group.

  • A bulleted list puts a small dot before each item. Use it when the order does not matter (for example, things to buy).
  • A numbered list puts 1, 2, 3 before each item. Use it for steps that happen in order (for example, a recipe).

Making a list

1
Select the lines you want to turn into a list — or just click where you want to start one.
2
Click the Bullets button (three dots) for dots, or the Numbering button (1, 2, 3) for numbers.
3
Type your first item, then press Enter. Word automatically adds the next bullet or number.
4
When the list is finished, press Enter twice to stop making list items.
Choose a different bullet: click the small arrow beside the Bullets button to pick a tick, an arrow or another shape instead of a plain dot.

You can also make a list inside a list. Press Tab at the start of a line to push it in as a smaller sub-point, and Shift + Tab to move it back out.

Key points
  • Bulleted lists (dots) are for items where order doesn't matter; numbered lists are for steps in order.
  • Click the Bullets or Numbering button on the Home tab, then press Enter for each new item.
  • Press Enter twice to end a list; press Tab to create an indented sub-point.

6Inserting images, shapes, and tables into a document

A document is not only words. Pictures, simple shapes and neat tables make it clearer and more attractive. Everything here lives on the Insert tab at the top of Word.

Inserting a picture

1
Click where you want the picture to go.
2
Go to Insert › Pictures › This Device to use a photo saved on your computer.
3
Choose the file and click Insert. To resize it, click the picture and drag a corner handle (the small circles).
Drag from a corner, not a side. Corner handles keep the picture's shape; side handles squash or stretch it out of proportion.

Inserting a shape

Go to Insert › Shapes and pick a line, box, arrow or circle. Then drag on the page to draw it. Shapes are handy for highlighting or pointing at something.

Inserting a table

A table arranges information into neat rows and columns — perfect for a timetable or a price list.

1
Go to Insert › Table.
2
Move the mouse over the little grid to choose how many columns and rows you want, then click.
3
Click inside any box (called a cell) and type. Press Tab to jump to the next cell.
Key points
  • Pictures, shapes and tables all come from the Insert tab.
  • Use Insert › Pictures › This Device for your own photos; drag a corner handle to resize without squashing.
  • Insert › Table makes neat rows and columns; press Tab to move from cell to cell.

7Headers, footers, and page numbers

A header is the strip at the very top of every page; a footer is the strip at the very bottom. Anything you put there repeats automatically on every page — ideal for your name, a document title, or a date.

Adding a header or footer

1
Go to the Insert tab and click Header (or Footer).
2
Choose a simple style from the list. Word opens the header area for you.
3
Type your text — for example your name on the left.
4
Click Close Header and Footer (or double-click the main page) to return to your writing.

Adding page numbers

Page numbers help readers keep long reports in order.

1
Go to Insert › Page Number.
2
Choose where they should appear — Top of Page or Bottom of Page — and pick a style.
They number themselves. Word counts the pages for you and updates the numbers automatically as you add or remove pages — you never type them by hand.
Key points
  • A header repeats at the top of every page; a footer repeats at the bottom.
  • Add them from Insert › Header or Insert › Footer, then close the header area to keep writing.
  • Insert › Page Number adds numbers that update themselves automatically.

8Spell check and grammar tools

Word quietly checks your writing as you type and helps you catch mistakes before anyone else sees them.

  • A red wavy underline means a possible spelling mistake.
  • A blue wavy underline means a possible grammar or wording problem.

Fixing a single word quickly

1
Right-click the underlined word.
2
A small menu shows suggested corrections. Click the right one and Word fixes it instantly.

Checking the whole document

To review everything in one go, open the Editor:

1
Go to the Review tab and click Editor (or press F7).
2
Word walks you through each issue. For every one, click a suggestion to accept it, or Ignore to leave it as it is.
The checker isn't perfect. It can miss correct words used wrongly, like "there" instead of "their". Always read your document yourself once before sending it.
Key points
  • A red wavy underline flags spelling; a blue wavy underline flags grammar or wording.
  • Right-click any underlined word to pick a quick correction.
  • Use Review › Editor (or F7) to check the whole document, but always proofread yourself too.

9Print preview and printing a document

Before you print, it is wise to see exactly how the page will look on paper. Word shows this in Print Preview, which appears automatically on the Print screen.

Opening the Print screen

Go to File › Print, or press Ctrl + P. On the right you see a live preview of every page exactly as it will print.

1
Check the preview on the right. Use the small arrows below it to flip through the pages.
2
Make sure the correct Printer is chosen in the box at the top.
3
Set the number of Copies you want.
4
Click the big Print button. Your pages come out of the printer.
SettingWhat it does
CopiesHow many printouts you get
PagesPrint all pages, or only certain ones (e.g. type 1-2)
OrientationPortrait (tall) or Landscape (wide)
Save paper. Always glance at the preview first. It catches blank extra pages and wonky layouts before you waste ink and paper.
Key points
  • Open the Print screen with File › Print or Ctrl+P to see a live preview of the printed pages.
  • Pick the right printer, set how many copies, then click Print.
  • Always check the preview first to avoid wasting paper on mistakes.

10Saving as PDF and sharing documents

A PDF is a special kind of document that looks the same on every device and cannot be easily changed by accident. It is the best format for sending a finished resume or letter, because the person you send it to sees it exactly as you made it.

Saving your document as a PDF

1
Go to File › Save As and choose the folder where you want to keep it.
2
Click the Save as type box (just under the file name) and choose PDF from the list.
3
Click Save. Word creates a brand-new PDF copy, leaving your editable Word file untouched.
Keep both copies. Save the Word file (.docx) and the PDF. Edit the Word version whenever you need changes, then make a fresh PDF to send.

Sharing your document

The simplest way to share is to attach the PDF to an email:

1
Open your email, start a new message, and look for the Attach button (often a paperclip icon).
2
Find your PDF file, select it, and send the email as normal.
Congratulations! You have reached the end of Module 2. You can now create, format, print and share real documents. Try the practical task below, then take the quiz to lock it all in.
Key points
  • A PDF looks the same on every device and is the best format for sending finished documents.
  • Save a PDF with File › Save As, then choose PDF in the 'Save as type' box.
  • Keep both the editable Word file and the PDF; share the PDF by attaching it to an email.

★ Practical Task — Make your own one-page resume

Let's turn everything you've learned into a real resume you can actually use — there's nothing to submit, just build it with your own hands.

  1. Open Word and create a blank document, then save it as "My Resume" with Ctrl+S.
  2. Type your name at the top, then select it and make it bold, size 20, and centred.
  3. Below your name, type your phone number and email, and align them to the centre too.
  4. Add the heading "Skills" and make a bulleted list of three things you can do.
  5. Add the heading "Experience" and write two or three lines about your work or studies.
  6. Insert a footer with your name and add a page number from the Insert tab.
  7. Save the document as a PDF using File › Save As, ready to email to anyone.

Ready to test yourself?

Take the short module quiz. Score 60% or more to mark this module complete.

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