MS Word (Word Processing) – Complete Guide for Students

Complete MS Word Tutorial – Free Computer Basics Course with Exercises

Opening and Saving Documents

Mastering document management is crucial for all Word users. Here’s an expanded guide:

Detailed Steps for Opening Documents

  • From Recent Files: Word automatically lists your recently opened documents under “File” → “Open” → “Recent”
  • Search Function: Use the search box in the Open dialog to quickly locate files
  • Multiple Methods: Double-click files in File Explorer, or drag and drop into Word

Advanced Saving Techniques

  • File Formats Explained: .docx (modern format), .doc (compatibility), .pdf (read-only), .rtf (works across word processors)
  • AutoRecover: Set up AutoRecover in “File” → “Options” → “Save” to protect against crashes
  • Version Control: Use “Save As” with version numbers (v1, v2) for draft management
EXPERT TIP: Create a consistent folder structure for your documents (e.g., School/Subject/AssignmentType) and use Ctrl + S every 5 minutes. This habit will save you from heartache!
EXERCISE 1: Document Management Practice
  1. Create three new Word documents named “Practice1”, “Practice2”, and “Practice3”
  2. Save them in different formats (.docx, .pdf, and .rtf) in a dedicated “Word Practice” folder
  3. Practice opening each version and note the differences
  4. Set up AutoRecover to save every 3 minutes (File → Options → Save)
  5. Intentionally close without saving to test AutoRecover
MS Word file management interface showing save options

Figure 1: Comprehensive file management options in MS Word

Formatting Text (Fonts, Sizes, Colors)

Transform your documents from plain to professional with these text formatting skills:

Font Selection Strategies

  • Serif vs. Sans-serif: Use serif fonts (Times New Roman) for print and sans-serif (Arial) for screens
  • Professional Combinations: Pair a decorative font for headings with a simple font for body text
  • Accessibility: Avoid fancy fonts for long documents as they reduce readability

Advanced Formatting Features

  • Text Effects: Apply subtle shadow or glow effects for emphasis (Format → Text Effects)
  • Character Spacing: Adjust letter spacing for design purposes (Advanced tab in Font dialog)
  • Style Sets: Use predefined style sets for consistent formatting (Design tab)
EXERCISE 2: Formatting Challenge

Recreate this professional document formatting:

The Evolution of Technology

Technology has transformed human civilization more in the last 50 years than in the previous 5,000 years. From the invention of the microprocessor to the rise of artificial intelligence, each decade brings revolutionary changes.

  • 1960s: Mainframe computers
  • 1980s: Personal computing
  • 2000s: Internet revolution
  • 2020s: AI integration

Bonus: Save your formatted document as “Tech_Evolution_YourName.docx”

Detailed view of MS Word font formatting options

Figure 2: Advanced text formatting tools in MS Word

Paragraph Alignment and Line Spacing

Proper paragraph formatting is the hallmark of professional documents:

Alignment Types Explained

  • Left Align: Standard for most Western languages (ragged right edge improves readability)
  • Center Align: Best for titles, invitations, and poetry (use sparingly for body text)
  • Right Align: Useful for dates, signatures, and certain design layouts
  • Justified: Creates clean columns but can cause awkward spacing (use hyphenation to improve)

Line Spacing Guidelines

  • Single: 1.0 spacing – compact but can feel crowded
  • 1.5: Ideal balance between space and compactness
  • Double: 2.0 spacing – required by many academic institutions
  • Exactly/At least: Set precise measurements for special requirements
DESIGN PRINCIPLE: For maximum readability, use left alignment with 1.5 line spacing for body text, and reserve centered text for titles and section headings.
EXERCISE 3: Document Formatting Practice

Format the following text according to these specifications:

  1. Main Title: Centered, 22pt, Bold, Dark Blue (#2d3436)
  2. Section Headings: Left aligned, 16pt, Small Caps, Teal (#008080)
  3. Body Text: Justified, 12pt Calibri, 1.5 line spacing
  4. Quotes: 0.5″ left indent, italic, with light gray background (#f5f5f5)
[MAIN TITLE: The Art of Typography]

[SECTION: History of Type]
Typography has evolved…

[QUOTE: “Good typography is invisible”]

[SECTION: Modern Applications]
Today’s digital typography…
Paragraph alignment and spacing options in Word

Figure 3: Paragraph formatting tools in MS Word

Bullet Points and Numbered Lists

Organize information effectively with professional list formatting:

When to Use Each List Type

  • Bullet Points: For unordered items, features, or when sequence doesn’t matter
  • Numbered Lists: For step-by-step instructions, rankings, or sequential information
  • Multilevel Lists: For complex outlines with multiple hierarchy levels

Advanced List Formatting

  • Custom Bullets: Import symbols or images as bullets (Home → Paragraph → Bullets → Define New Bullet)
  • List Styles: Create and save custom list formats for consistency
  • Restart Numbering: Control numbering sequences in complex documents
EXERCISE 4: List Creation Challenge

Create a document with these list types:

  1. A numbered list of your morning routine (7 steps)
  2. A bulleted list of your favorite foods (at least 5 items)
  3. A multilevel list for a book outline (3 main chapters with 2 subpoints each)
  4. Customize bullets using symbols (★, →, ✔)

Save as “Lists_Practice_YourName.docx”

List formatting options in MS Word

Figure 4: Advanced list formatting options

Inserting Tables and Images

Enhance your documents with visual elements:

Table Creation Techniques

  • Quick Tables: Insert preformatted tables from the Table menu
  • Excel Integration: Embed Excel spreadsheets for calculations
  • Table Styles: Apply professional designs with one click
  • Accessibility: Always add header rows and alt text for screen readers

Image Handling Best Practices

  • Wrap Text: Choose appropriate text wrapping (Square, Tight, Behind Text)
  • Compression: Reduce file size without losing quality (Picture Format → Compress Pictures)
  • Alt Text: Add descriptive alt text for accessibility
  • Captions: Insert automatic captions for figures and tables
EXERCISE 5: Table and Image Practice

Create a document with:

  1. A 4-column table comparing three types of computers (Columns: Type, Price, Uses, Rating)
  2. Insert relevant images for each computer type
  3. Apply a table style and add alt text to images
  4. Add captions below each image

Save as “Tech_Comparison_YourName.docx”

Inserting tables and images in Word

Figure 5: Working with tables and images in MS Word

Page Layout, Margins, and Printing

Prepare professional documents for printing and sharing:

Page Setup Essentials

  • Margins: Standard (1″), Narrow (0.5″), or Custom for special layouts
  • Orientation: Portrait for most documents, Landscape for wide tables/charts
  • Section Breaks: Use Next Page breaks for different layouts in one document

Printing Like a Pro

  • Print Preview: Always check before printing (Ctrl+P)
  • Print Selection: Print only selected text or pages
  • Double-Sided: Set up for automatic duplex printing
  • PDF Output: Save as PDF for digital sharing
EXERCISE 6: Document Setup Challenge

Prepare a document with:

  1. Three sections with different margins (1″, 0.75″, 1.5″)
  2. Mix of portrait and landscape pages
  3. Header with your name and page numbers
  4. Export as PDF and compare with print preview

Save as “Page_Layout_YourName.docx” and “Page_Layout_YourName.pdf”

Page layout and printing options in Word

Figure 6: Page layout and printing settings

COURSE COMPLETION: You’ve now completed all modules of our free computer basics course on MS Word! These skills form the foundation for our free certification online course. Practice regularly to prepare for your free computer certification exam.