Microsoft Word

MS Word is a word processing software that helps create and edit documents, useful for writing and formatting essays, reports and assignments.

Microsoft Word image

Microsoft Word Quick Guide

Welcome to the Microsoft Word Guide designed to help you navigate and utilise the features of Microsoft Word.

Whether you are writing an essay, or a report, or creating presentations, mastering Microsoft Word can enhance your productivity and quality of your work.

Here are some essential tips and tricks to efficiently use Microsoft Word for your academic endeavours.

  • Getting Started

    Opening Microsoft Word

    Launch Microsoft Word by locating it in your computer's applications.

    Search for it in the Start menu or access it through the student portal by selecting Microsoft 365.

    If Word is not on the left-hand side of the screen, select the app launcher, which is the dots in the top left-hand side of the screen.

    This will display all the Microsoft apps and you can select Microsoft Word.

    Creating a New Document

    Upon opening Word, you will see a blank document. Simply start typing to begin your work.

    Saving Your Document

    To save your work, click on the 'File' tab in the top-left corner of the screen, then select 'Save As.' Choose the destination folder and give your file a name.

    Dictate

    Verbally input text into a document using speech recognition technology.

  • Formatting Text
    • Font Styles: Use the toolbar at the top to change font styles, sizes, and colours to make your text stand out.
    • Paragraph Formatting: Adjust paragraph alignment (left, centre, right, justified) and indentation using the options in the toolbar.
    • Headers and Footers: Insert headers and footers containing page numbers, document titles, or other information by navigating to the 'Insert' tab.
  • Working with Images and Graphics
    • Inserting Images: To add images to your document, go to the 'Insert' tab and select 'Pictures.' Choose the image file from your computer and click 'Insert.'
    • Resizing and Positioning: Click on an image to select it, then use the resizing handles to adjust its size. Drag the image to reposition it within your document.
    • Wrapping Text: Control how text flows around your images by right-clicking on the image, selecting 'Wrap Text,' and choosing the desired wrapping option
  • Organising Your Document
    • Headers and Sub headers: Use headings to structure your document. Highlight text and select a heading style from the 'Styles' section in the toolbar to create a hierarchy.
    • Referencing when referencing its advised to use RefWorks which can be found in Add-ins, contact Library services for guidance on the use of RefWorks Ulster RefWorks Library Guide
    • Table of Contents: Easily generate a table of contents based on your headings by selecting 'References' tab and clicking on 'Table of Contents.'
    Step-by-Step Guide to Adding a Table of Contents in Word
    StepTaskInstructions
    1Apply Heading Styles
    • Open your Word document.
    • Highlight the text that you want to appear in the table of contents (e.g., chapter titles, section headings).
    • Go to the Home tab on the Ribbon.
    • In the Styles group, click on the style you want to apply (e.g., Heading 1, Heading 2, Heading 3). These styles will be used to generate the table of contents.
    2Insert the Table of Contents
    • Place your cursor where you want the table of contents to appear (usually at the beginning of the document).
    • Go to the References tab on the Ribbon.
    • Click on Table of Contents in the Table of Contents group.
    • Choose a built-in table from the drop-down menu, or select Custom Table of Contents for more options.
    3Customise the Table of Contents (Optional)
    • If you selected Custom Table of Contents, a dialogue box will appear.
    • You can adjust the Show levels setting to specify how many heading levels to include.
    • Click OK to insert the customised table of contents.
    4Update the Table of Contents
    • If you make changes to your document after inserting the TOC, you need to update it to reflect the changes.
    • Click on the table of contents to select it.
    • Go to the References tab.
    • Click on Update Table in the Table of Contents group.
    • Choose Update page numbers only or Update entire table, then click OK.
  • Collaboration and Reviewing
    • Track Changes: Enable ‘Track Changes’ under the ‘Review’ tab to keep track of edits made by you or others. This is especially useful for collaborative projects.
    • Comments: Insert comments to provide feedback or ask questions. Select the text you want to comment on, then click on ‘New Comment’ under the ‘Review’ tab.
    • Word Count: check the total number of words, characters, paragraphs, and pages within your document, assess document length and meeting word count requirements.
    • Spell Check and Grammar: Use the built-in spell checker and grammar checker under the 'Review' tab to ensure your document is error-free.
    • Editor: Use Editor for intelligent writing suggestions
  • Finalising your Document
    • Formatting Consistency: Check for consistent formatting throughout your document, including font styles, spacing, and alignment.
    • Saving and Exporting: Save your final document and consider exporting it to PDF format for easy sharing and printing. Go to 'File' > 'Save As' and choose PDF from the file type options. Save in your One Drive account for access across all devices.

Using Word to complete your assignment

Assignment check list

  • Formatting

    Always consult the module handbook for specific formatting instructions for your assignment.

    Here are some common instructions.

    1. Font: Use a font such as Times New Roman or Arial.
    2. Font Size: Typically, use a 12-point font size for the main text.
    3. Margins: Set 1-inch margins on all sides.
    4. Line Spacing: Use double spacing throughout the document.
    5. Alignment: Align text to the left; avoid justifying text.
  • Structure

    Always consult the module handbook for specific instructions on how to structure your assignment.

    Here are some common components.

    1. Title Page: Include the title of the essay, your name, course name/number, Lecturer's name, and submission date.
    2. Introduction: Provide a brief overview of the topic and state your assignment statement.
    3. Body Paragraphs: Each paragraph should focus on a single point or idea, supported by evidence and analysis.
    4. Conclusion: Summarise key points, restate the proposal , and offer concluding thoughts or recommendations.
  • Editing Tools
    1. Spell Check: Use the built-in spell check feature to identify and correct spelling errors.
    2. Grammar Check: Utilise the grammar check tool to improve sentence structure and grammar.
    3. Thesaurus: Access synonyms and alternative words for enhancing vocabulary.
    4. Word Count: Keep track of the word count to ensure adherence to assignment requirements.
    5. Contents and tables:  Insert  a table of contents
    6. Headers and Footers: Insert headers with page numbers and relevant information.
  • References
    1. Citations: Use the referencing style specified by your lecturer (e.g., APA, MLA) for citing sources.
    2. Bibliography: Include a bibliography or works cited page listing all the sources used in the assignment.
    3. Refworks: Ulster RefWorks Library Guide
  • Saving and Sharing
    1. Save: Regularly save your document to avoid losing work. Use descriptive filenames.
    2. Sharing: Share your essay electronically via email or online platforms as required.
    3. Printing: Do you need to print a physical copy, do you need to print to PDF? -file >print>printer>microsoft print to  PDF>print> name your document and save in your folder

Shortcuts For Word

Basic Shortcuts For Word
TaskInstruction
New Document Ctrl + N
Open Document Ctrl + O
Save Document Ctrl + S
Save As F12
Print Ctrl + P
Close Document Ctrl + W
Undo Ctrl + Z
Redo Ctrl + Y
Cut: Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Select All Ctrl + A
Find Ctrl + F
Replace Ctrl + H

Help and Support

If you need assistance, please contact the Student Success Centre UUSuccess@ulster.ac.uk

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