Microsoft Word is a word processing application that allows you to create a variety of documents, including letters, resumes, and more. In this lesson, you'll learn how to navigate the Word interface and become familiar with features such as the Ribbon, Quick Access Toolbar, and Backstage view.
The Word Interface
When you open Word for the first time, the Start Screen will appear. From here, you'll be able to create a new document, choose a template, and access your recently edited documents. From the Start Screen, locate and select Blank document to access the Word interface.
Click the buttons in the interactive below to learn more about the Word interface.
Quick Access Toolbar
Save, Undo, and Redo commands are located here.
Tell Me & Window Controls
Search for tools or minimize/close the window.
Ribbon Tabs
Click tabs like File, Home, and Insert to switch toolsets.
Styles Gallery
Quickly format text using headings and preset styles.
Clipboard
Cut, Copy, and Paste options.
Indentation
Adjust the left indent and margins here.
The Ruler
Use the ruler to set tabs and measure page width.
Document Body
This is where you type your content.
Scroll Bar
Drag to move up and down the document pages.
Page Information
See current page number and word count.
View Controls
Switch between Read Mode, Print Layout, and Web Layout.
Zoom Slider
Zoom in and out of the document view.
Working with the Word Environment
All recent versions of Word include the Ribbon and the Quick Access Toolbar, where you'll find commands to perform common tasks in Word, as well as Backstage view.
The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, which you can find near the top of the Word window.
- Tabs: Each tab contains groups of related commands (e.g., Home, Insert).
- Groups: Each tab contains several groups. For example, the Font group on the Home tab.
- Commands: Each group contains one or more command buttons.
Showing and hiding the Ribbon
If the Ribbon takes up too much screen space, you can hide it by clicking the Ribbon Display Options arrow in the upper-right corner.
- Auto-hide Ribbon: Hides the Ribbon completely.
- Show Tabs: Hides commands but keeps tabs visible.
- Show Tabs and Commands: Keeps everything visible (Default).
Using the "Tell Me" feature
If you're having trouble finding a command, the Tell Me feature works like a search bar. Type what you're looking for, and a list of options will appear. You can use the command directly from the menu.
The Quick Access Toolbar
Located just above the Ribbon, this toolbar lets you access common commands no matter which tab is selected. By default, it shows Save, Undo, and Redo.
- Click the drop-down arrow to the right of the Quick Access Toolbar.
- Select the command you want to add (e.g., Quick Print).
- The command will be added instantly.
The Ruler
The Ruler is located at the top and left of your document. It helps adjust your document with precision. To show or hide it, click the View tab and check the box next to Ruler.
Backstage view
Backstage view gives you options for saving, opening, printing, and sharing. To access it, click the File tab on the Ribbon.
Click the buttons in the interactive below to learn more about using Backstage view.
Back Button
Click here to exit the Backstage view and return to your document.
Info
Contains information about the current document, including permissions, versions, and properties.
New
Create a new blank document or choose from various templates.
Open
Access recently used documents or browse your folders to open an existing file.
Save As
Save a copy of your document to a specific location with a new name or file type.
Configure printer settings and see a preview of how your document will look on paper.
Export
Convert your document into other formats like PDF/XPS.
Close
Closes the current document without exiting the Word application.
Account
Manage your Microsoft account, change the Office theme, or check subscription details.
Options
Access advanced settings to customize how Word functions and displays.
Document views and zooming
Word has a variety of viewing options found in the bottom-right corner:
- Read Mode: Opens the document to full screen for reading.
- Print Layout: The default view; shows what the document will look like printed.
- Web Layout: Displays the document as a webpage.
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the Word window. You can also select the + or - commands to zoom in or out by smaller increments. The number next to the slider displays the current zoom percentage, also called the zoom level.
Challenge!
- Open Word and create a blank document.
- Change the Ribbon Display Options to Show Tabs.
- Add New and Quick Print to the Quick Access Toolbar.
- Use the Tell me bar to find "Shape" and insert one.
- Show the Ruler.
- Zoom to 120%.
Common Questions about the Interface
Where is the File menu?
The "File" tab is located at the far left of the Ribbon. Clicking it opens the Backstage View where you can Save, Print, or Open files.
How do I get the Ruler back?
If your Ruler disappeared, go to the View tab on the Ribbon and ensure the checkbox next to Ruler is ticked.
Can I customize the Ribbon?
Yes. You can right-click on an empty space in the Ribbon and select "Customize the Ribbon" to add your own tabs or groups.
