MICROSOFT OFFICE
WORD
2025
PRACTICAL GUIDE
Designed by:
KENNEDY MAWA
Email: [email protected]
1|Page
MICROSOFT OFFICE WORD
Opening the word program
Type “w” in the search bar to locate word 2013, 2016 etc.
search bar
Hit “Enter” key on the keyboard
Understanding the main layout of word program
Title bar: Shows the name of the current document
Menu bar: includes Home, insert, layout etc.
Standard toolbar: Contains graphical shortcut tools for editing
document.
Vertical/ horizontal scroll bar: for viewing hidden part of the
document
Status bar: shows information about your document e.g. number of
pages, number of words, paragraphs, number of lines etc.
File tab: shows options of saving, printing, opening, exporting etc.
[email protected]
2|Page
File tab Menu bar Standard toolbar Title bar
Status bar
Formatting word document
Bold: makes your text darker/ thick e.g. Home
Italic: makes your text leaning to the right e.g. Home
Underline: draws a line under the text e.g. Home
Font type: changes the style of text. [Times New Roman] is official
Font size: used to increase or decrease the size of text
Font color: for changing the color of the text
Superscript/subscript: use to write above the normal line of text e.g.
[x3 here “3” is superscript and here in x3 “3” is subscript]
Uppercase/lowercase: changing from capital letters to small letters
Bullets and numbering: for making a list to look smart and organize
Shading: changing a color behind a text
alignments (left, center, right): change position of text
[email protected]
3|Page
Sorting: for arranging the current selection in alphabetical order
Font type Font size Change case Bullet Numbering Sorting
Indenting
Borders
Bold text Italic Subscript Center
Underline Superscript Font color
Shading
Align left Right
Inserting (Table, picture, shape, page number, Word art)
Page Orientation (Landscape/ Portrait)
Design page border, page color and watermark
Table Pictures Shapes Page numbers Word Art
[email protected]
4|Page
Orientation
Watermark color Page
borders
Saving a word document
Click “File” menu
[email protected]
5|Page
Select save As from the list shown
2
Choose a location for saving the document
[email protected]
6|Page
Type an appropriate filename for the document
Click “Save”
Creating a folder
Right click on desktop empty space to see this menu below
[email protected]
7|Page
place the pointer on “New” to see the second menu then move
horizontally and click “Folder”.
Type a name for it
Creating a folder inside a folder
Open the folder you have just created
Right click on the empty space
place the pointer on New
click folder and type a name for it
Copy/ Cut / Paste
Used for copying/ moving a text, file or folder to a different location or
destination.
Ctrl + C ------------- Copy
Ctrl + X ------------- Cut
Ctrl + V ------------- Paste
[email protected]
8|Page
Printing a hardcopy of a document
Click “File” menu
1
Select print from the list shown
[email protected]
9|Page
Set the printer settings (number of copies, orientation etc.)
Click “Print”
Protecting a document (Encryption)
Click “File” menu
Select “Protect document”
[email protected]
10 | P a g e
Choose “Encrypt with Password”
Create a password
Re-enter the password
Click “OK”
[email protected]
11 | P a g e
Inserting a table
Go to “insert” tab on the menu bar
move to “Table” as shown below
click “insert table”
name age Position address salary
Jack 23 IT Block 1 12000
o Example of a table with 5 columns and 2 rows
Enter the number of columns and rows
click “ok”
Inserting a picture
Go to “insert” tab on the menu bar
move to “Pictures” as shown below
[email protected]
12 | P a g e
Select the picture location
Click “Insert”
Note: you can adjust the picture size using the 8 handles around it as show
below
Inserting shapes
Click “insert”
[email protected]
13 | P a g e
Go to “shapes”
all shapes are shown here
o square
o rectangle
o circle
o star
o cube
o lines
o trapezium
o triangle
o sign post shapes
o equation shapes
o shapes for banners
o etc.
select the shape you want and double- tab on it
Inserting a page numbers.
Click insert
Go to page numbers and select the position (top, bottom etc.)
[email protected]
14 | P a g e
Inserting a date/time
Click insert
Go to the far right and find “Date & time”
Select the format you want to use. e.g.
Click “ok” and it will insert the current date and time on your
computer
Inserting Mathematical Equation
Click insert
Go to the far right and click equation
[email protected]
15 | P a g e
Note: The equation is put in a general form; you will have to
substitute the values to fit your question
Designing a watermark
Go to the far right and locate “watermark”
o You can either use the ready-
made watermark or you
select custom at the bottom
to type your own watermark.
o watermark protects your
document from being
altered.
Changing color of a page
Click “Design”
Go “background” at the far right corner
Select the color of your choice
[email protected]
16 | P a g e
o Note: you can click any color or more colors
to get specialized colors
o Fill effects at the bottom can also give you
options o using a picture as the background
Designing with borders
Click “Design”
locate “page border” at the right
Set the styles of the borders,
color and which art to use
then click ok
or using two textures of a
[email protected]
17 | P a g e
An example of a document
page with star border is
shown here;
MICROSOFT OFFICE EXCEL
This is an application software designed
to store, organize and manipulate
numerical data and charts.
[email protected]
18 | P a g e
Active cell Address bar Formula bar
Excel program example
USES OF SPREADSHEET
Accounting and budgeting
Statistical analysis
Data management
Forecasting (Future events)
Excel Workbook
this is an excel document that contains worksheet with data.
Senior two
[email protected]
19 | P a g e
S2A S2B S2C S2D
SETTING UP AND MANAGING EXCEL
1. To create a new workbook
Click “Start”
locate the excel program
Then “Create” a new blank workbook
2. To rename a worksheet
Right-click on the worksheet tab you want to rename
Select “Rename” from the menu
Type the new name for the worksheet
3. Inserting and removing rows and columns
Right-click on the row or column header
Choose the appropriate action from the menu
4. Adjusting rows height and column width
Right-click on the row or column you want to adjust or simply place
the pointer on the row or column header s until it turns ( )
then hold the left button on the mouse and drag
5. Saving a workbook
Click on “File “and Select Save As
Select the file type
Select the location where you would like to save the workbook
Name the file
Click “Save”.
Cell Reference
In Excel, every Cell is referenced by its address, the address of the cell is got
by combination of the column headers (A, B, C, D, E etc.) and row identifiers
(1,2,3,4,5 etc.)
[email protected]
20 | P a g e
A B C D E
1 23 50 69 49 60
2 57 90 75 87 91
3 60 76 68 69 56
4 45 24 80 45 75
A1 = 23 E2 = 91
B2 = 90 D3 = 69
A3 = 60 B4 = 24
D2 = 87 A4 = 45
C4 = 80 C3 = 68
EXCEL FORMULAS AND FUNCTIONS
The following are common excel formulas and functions. To use an excel
formula, you must first put an equal sign before it otherwise you will get an
error.
1. Sum(): Used for addition of two or more cells in excel
e. g
=sum(A1:E1)
When you hit ENTER, the result of the calculation is displayed in place of
the formula.
NB: When adding specific cells, use a comma.
e. g =sum(A1,E1) This will only add A1 and E1.
but when adding a range of cells, use a colon;
e. g =sum(A1:E1) this will add the total of A1,B1,C1,D1 and E1
2. Product(): Used for multiplying two or more cells in excel
=Product(A1,E1) OR =Product(A1:E1)
3. Average(): Used for getting the average
=Average(A1,B1)
this will add the value of A1 and B1 then divided by 2
but if you use a colon instead of comma,
=Average(A1:B1)
this will add the value of A1,B1,C1,D1,E1 then divided by 5
[email protected]
21 | P a g e
4. MAX(): Used for getting the the biggest number in a row/ column
=Max(A1:E1)
this will check the values of cells A1,B1,C1,D1,E1 and return the biggest
value or number.
this formula will return 69, because it’s the biggest number from A1 to
E1
5. MIN(): Used for getting the the Smallest number in a row/ column
=Min(A1:E1)
this will check the values of cells A1,B1,C1,D1,E1 and return the smallest
value or number.
this formula will return 23, because it’s the smallest number from A1 to
E1.
Example 1
Using the below data;
S/N NAME CRE BIO ICT ENG
1 Sam 59 55 56 60
2 Anna 67 64 76 65
3 Emma 91 72 69 78
4 Dan 77 49 77 80
5 Yar 100 51 64 81
1. Design this table in Excel program
2. Calculate the total of each student
3. Calculate the average of each student
4. Calculate the Minimum and the maximum marks of each student
5. Insert a table on the records
Design the table to look like the one below
[email protected]
22 | P a g e
NB: Calculate only for the first student, the rest will automatically be generated by
placing the pointer on the lower corner of that cell here as shown below
when the pointer turns BLACK cross ( ), hold down left-click and drag
towards the last student.
Finally, sort the students average from biggest to smallest
Steps for sorting records in Excel
1. on the home tab, you will see sort & filter on the far right as shown below
[email protected]
23 | P a g e
2. Select Custom sort from the list,
make the following changes;
Sort by : Average
Order: Largest to smallest
Example 2
birthday anniversary food budget
S/N PRODUCT NAME Description QUANTITY UNIT PRICE TOTAL PRICE
1 Sugar kg 2 250000
2 Wheat flour sack 3 400000
3 Beans sack 4 275500
4 Tomato kg 7 10500
5 Carrots kg 15 7500
6 Soda crates 25 17000
Grand total
I. Design the table in Excel program
II. Calculate the total price of each item
III. Calculate the Grand total
[email protected]
24 | P a g e
[email protected]
