Think about the last time you wrote something long by hand. You made a mistake, so you crossed it out. Then you wanted to move a sentence, so you drew an arrow. Then you had to write the whole thing out neatly again… What if you could fix, move and copy words in seconds, and never rewrite a page again? That is what a word processor is for.
In this post:
- What a word processor is
- Creating a new document and typing it well
- Selecting (blocking) text, then Cut, Copy, Paste, Undo and Redo
- Saving, closing and opening your work
- Print preview and printing
- Three activities and a quiz
What is a word processor?
A word processor is a program for typing, editing, formatting and printing documents such as letters, reports, stories and notices. Popular ones are Microsoft Word, Google Docs, LibreOffice Writer and Apple Pages.
Different versions look a little different. Word 2010, Word 2016 and Microsoft 365 all have a ribbon of tabs across the top (File, Home, Insert, Layout and so on). In Word 2007, the File tab is a round Office Button in the top-left corner. The good news: the commands, and their keyboard shortcuts, are almost exactly the same everywhere.
Image source: File:Calligra Words 3.2.1 screenshot.png (Wikimedia Commons)
Step 1: create a new document
- Open Word and click Blank document.
- Already in Word? Click File → New → Blank document, or press Ctrl + N.
- In Google Docs, go to docs.google.com and click Blank (the big plus).
Step 2: type like a pro
- Keep typing at the end of a line. The text moves to the next line by itself (this is called word wrap). Press Enter only when you want a new paragraph.
- Use one space after a full stop or comma.
- Backspace deletes the character to the left of the cursor; Delete removes the one to the right.
- Hold Shift for one capital letter. Leave Caps Lock off unless you really need lots of capitals.
- The blinking line is the cursor (insertion point). Click anywhere in your text to move it there.
Step 3: select (block) text
Before you can cut, copy, move or format words, you must select them, so the computer knows which words you mean. Selected text is shaded. Selecting is sometimes called blocking text.
- Drag across the words with the mouse.
- Double-click a word to select it; triple-click to select a whole paragraph.
- Hold Shift and press the arrow keys to select letter by letter.
- Press Ctrl + A to select everything.
Step 4: Cut, Copy, Paste, Undo and Redo
These five commands are on the Home tab (Undo and Redo are also at the very top of the window). When you cut or copy, the computer keeps the text on an invisible clipboard until you paste it.
| Command | What it does | Shortcut |
|---|---|---|
| Cut | Removes the selected text and puts it on the clipboard. Use it to move text. | Ctrl + X |
| Copy | Puts a copy of the selected text on the clipboard. The original stays where it is. | Ctrl + C |
| Paste | Puts whatever is on the clipboard where your cursor is. | Ctrl + V |
| Undo | Takes back your last action. Press it again to go back further. | Ctrl + Z |
| Redo | Brings back the action you just undid. | Ctrl + Y |
Image source: File:Ctrl Z.JPG (Wikimedia Commons)
To move a sentence: select it → Cut → click where it should go → Paste. To repeat a sentence: select it → Copy → click the new place → Paste.
Step 5: save your work
- The first time: click File → Save As. Choose a folder (for example Documents → ICT, like you set up in the files and folders lesson), type a clear file name such as About Me – Anya Ramdass, and click Save.
- After that: press Ctrl + S often (every few minutes). It saves the changes to the same file.
- Save As again when you want a separate copy with a new name or in a new place.
- Word saves as a .docx file. If your document is stored in OneDrive, Microsoft 365 may turn on AutoSave, but you should still give the file a good name. Google Docs saves by itself as you type.
Step 6: close and open
- Close: File → Close (or Ctrl + W). If you have not saved, Word asks whether to save your changes. Read the box before you click!
- Open: File → Open (or Ctrl + O). Pick the file from the Recent list, or click Browse and find it in your folder.
Step 7: print preview and print
Click File → Print (or Ctrl + P). In Word 2010 and later, the print preview appears on the right, so you can see exactly how each page will look. In Word 2007, use Office Button → Print → Print Preview. Check the preview first; it saves paper and ink.
- Choose the printer.
- Set the number of copies.
- Choose which pages: all of them, the current page, or a range such as 1-2.
- Click Print.
Watch: create, format and save a document
This video walks through making a document in Word from start to finish. As you watch, list every command from this post that you see being used.
Video: Microsoft Word Tutorial for Beginners: Create, Format, Save & Share Documents – LearnFree – https://www.youtube.com/watch?v=Lpfja0RrbGE
Activity: real cut and paste practice
Try it: fix the mixed-up steps
The steps below are in the wrong order. Use real cut and paste to fix them: select a whole line, press Ctrl + X, click at the start of the line where it belongs, and press Ctrl + V. Made a mess? Press Ctrl + Z. Click “Check my text” when you think you are done.
Activity: shortcut keys
Try it: match the shortcut to the command
Choose the command for each shortcut.
| Ctrl + X | |
| Ctrl + C | |
| Ctrl + V | |
| Ctrl + Z | |
| Ctrl + Y | |
| Ctrl + S | |
| Ctrl + O | |
| Ctrl + P | |
| Ctrl + A | |
| Ctrl + N |
Activity: saving for the first time
Try it: put the steps in order
Use ▲ and ▼ to put the steps for saving a new document in order, then click “Check my order”.
▲ First step
- Click File
- Click Save As
- Choose the folder, for example Documents → ICT
- Type a clear file name
- Click Save
▼ Last step
Class activity: follow-along practice file
Your teacher will guide you through these steps. Tick each one off in the checklist as you go.
| Task | Done? |
|---|---|
| Create a new blank document | |
| Type a short paragraph about yourself (at least five sentences) | |
| Save it in your ICT folder as About Me – your name | |
| Copy your first sentence and paste it at the end | |
| Use Undo to take the pasted sentence away again | |
| Cut one sentence and paste it somewhere else | |
| Save, close the document, then open it again | |
| Show the print preview to your teacher |
Self-check quiz
Click the best answer. You get feedback straight away; only your first click counts towards your score.
1. What is a word processor used for?
2. What must you do before you can copy some text?
3. What is the difference between Cut and Copy?
4. You deleted a paragraph by mistake. What is the quickest fix?
5. When should you use Save As instead of Save?
6. Why should you look at the print preview before printing?
Related posts on islandclass.org
- Introduction To Wordprocessing Formatting and Layout – video lesson
- Intro To word Processing Live Class – Form 1P (2026-02-26_11-32-27) – recording of our Form 1 class
For later, in Forms 4–5 (CSEC IT): these go deeper and are for when you reach CSEC Information Technology.
Next: Making Text Stand Out: Font Formatting
Syllabus link: Forms 1–3 ICT curriculum, Module 3, Objective 3.1 – create a simple document using a word processor and perform basic format and file operations.
Attributions to media used in this post:
- Calligra Words 3.2.1 screenshot.png – Software: KDE and developers; screenshot: VulcanSphere – GPL (via Wikimedia Commons)
- Ctrl Z.JPG – Yrithinnd – CC BY-SA 3.0 (via Wikimedia Commons)
- Video: Microsoft Word Tutorial for Beginners: Create, Format, Save & Share Documents – LearnFree (YouTube)
Updates
2026/10/21
– Fixed the activity code so its buttons keep working.
© 2026 Vedesh Kungebeharry. All rights reserved.