MS WORD programme is called a word-processing package. This means that it is useful for typing and storing letters, articles and anything that consists mainly of words. Many of Word’s most powerful formatting and processing tools may remain hidden until you discover where they are and learn how to use them. MS Word administrative documents are created and stored as files where information can be entered, edited and formatted and saved electronically. MS Word can be used to type letters, memos, notices, fax cover sheets and envelopes for mailing or distribution. Newsletters, brochures and books can also be created using MS Word. Additional graphs, photographs, charts, drawings and tables can be inserted into a Word document to further illustrate and enhance administrative documents. Microsoft Word’s native file formats are denoted either by a .doc or .docx file extension.

Function Keys

F1 – Get help or visit Microsoft office Online.

F2  – Move text or graphic.

F4 – Repeat the last action

F5 – Choose the Go To command (Home tab).

F6 – Go to the nest pane or frame.

F7 – Choose the spelling command (Review tab)

F8 – Extend a selection

F9 – Update the selected fields

F10 – Show key tips

F11- Go to the nest field

F12 – Choose the Save As command (Microsoft Office Button).


Control Keys + Function keys

Ctrl+F2 – Choose the print preview command (Microsoft office Button)

Ctrl+F3 – Cut on the spike

Ctrl+F4 – Close the window

Ctrl+F6 – Go to the next window

Ctrl+F9 – Insert an empty field

Ctrl+F10 – Maximise the document window

Ctrl+F11 – Lock a field

Ctrl+F12 – Choose the Open command (Microsoft Office Button)


Basic Keys Common Tasks

Ctrl + Shift + Spacebar   –   Create a non-breaking space

Ctrl + B   –   Make letters bold

Ctrl + I   –   Make letters italic

Ctrl + U   –   Make letters underline

Ctrl + Shift+ <   –   Decrease font size one value

Ctrl + Shift + >   –   Increase the font size one value

Ctrl + [   –   Increase the font size by 1 point

Ctrl + ]   –   Decrease the font size by 1 point

Ctrl + Spacebar   –   Remove paragraph or character formatting.

Ctrl + C   –   Copy the selected text or object

Ctrl + X   –   Cut the selected text or object

Ctrl + V   –   Paste text or an object

Ctrl + Alt + V   –   Paste special

Ctrl + Shift + V   –   Paste formatting only

Ctrl + Z   –   Undo the last action

Ctrl + Y   –   Redo the last action

Spreadsheets, files and memos are necessary documents in most businesses. Until computers became part of the typical business office, these types of records were created on paper and stored in metal filing cabinets. Today, these records are created using computer software programs such as Microsoft Word or Excel and filed electronically.Microsoft Excel is a spreadsheet program used to store and retrieve numerical data in a grid format of columns and rows. Excel is ideal for entering, calculating and analyzing company data such as sales figures, sales taxes. Excel can store and calculate the data as directed using existing or new data.