Word Processing is the ability of a program to edit, manipulate, store and print

documents and other related materials like newsletter, personal letters, reports and
greeting cards. This is also a powerful tool in formatting and presenting formal documents
like business letters, manuals, books, and magazines.
Microsoft Word is an application classified as word processing.

Opening an Existing Document

• By using the menu bar or Ctrl+O.

• Move the pointer to the menu bar

and click the File option.
• Choose and click Open.
• And select the existing document
you want to open.
 Selecting Text
In Word, you can select all text in a document (Ctrl+A), or select specific text or
items in a table by using the mouse.

Editing Text
Add text

1. Place the cursor where you want to add the text.

2. Start typing.

Replace text

1. Select the text you want to replace.

2. To select a single word, double-click it.
3. Start typing.

Format text

1. Select the text you want to format.

2. Select an option to change the font, font size, font color, or make the text bold, italics, or
underline.

Finding and Replacing text

1. Go to Home > Replace or press Ctrl+H.

2. Enter the word or phrase you want to locate in the Find box.
3. Enter your new text in the Replace box.
4. Select Find Next until you come to the word you want to update.
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5. Choose Replace. To update all instances at once, choose Replace
All.

To specify only upper or lowercase in your search,

select More > Match case.

Saving the Document

Icon Name Keyboard Shortcut Function

/ Action

Save Ctrl +S Saves the documents with the modifications

made.

Save As F12 Saves a copy of a file to a different file name,

other format, and location that you specify.

Save Move the mouse Saves the documents with the modifications
find and choose made.
this icon into the
title bar.

Printing Document

1. Click File > Print or Ctrl + P

2. Choose the number of copies, and any other options you want, and click
the Print button.

Closing Microsoft Word

Ms Word can be closed in two different ways:

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 1. By Using Menu Bar

• Click the File option. A drop-down menu will appear.

• Choose and click Close.

2. By using the close icon

Creating Mail Merged and Printing

1.In a blank Microsoft Word document, click on the Mailings tab, and in
Figure 1
the Start Mail Merge group, click Start Mail Merge.

2. Click Step-by-Step Mail Merge

Wizard. (Fig. 1)

3. Select your document type. In this demo we will select Letters. Click
Next: Starting document. (Fig. 2)

4. Select the starting document. In this demo we will use the current
(blank) document. Select Use the current document and then click Figure 2

Next: Select recipients. (Fig.3)

Φ Note that selecting Start from existing document (which we are not
doing in this demo) changes the view and gives you the option to choose
your document. After you choose it, the Mail Merge Wizard reverts to Use
the current document.

Figure 3

Figure 5
Figure 4
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5. Select recipients. In this demo we will create a new list, so
select Type a new list and then click Create. (Fig. 4)

ΦCreate a list by adding data in the New Address List dialog

box and clicking OK. (Fig. 5)

ΦSave the list.

ΦNote that now that a list has been created, the Mail Merge
Wizard reverts to Use an existing list and you have the
option to edit the recipient list. (Fig.6)
Figure 6
ΦSelecting Edit recipient list opens up the Mail Merge
Recipients dialog box, where you can edit the list and select
or unselect records. Click OK to accept the list as is. ( Fig. 7)

ΦClick Next: Write your letter. (Fig. 8)

6. Write the letter and add custom fields.

ΦClick Address block to add the recipients' addresses at the Figure7

top of the document. (Fig. 9)

Figure 9 Figure 10

ΦIn the Insert Address Block dialog box, check or uncheck

boxes and select options on the left until the address appears
Figure 8
the way you want it to. (Fig.10)

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ΦNote that you can use Match Fields to correct any
problems. Clicking Match Fields opens up the Match
Fields dialog box, in which you can associate the fields
from your list with the fields required by the wizard.
(Fig.11)

7. Press Enter on your keyboard and click Greeting line...

to enter a greeting. (Fig. 12)

8. In the Insert Greeting Line dialog box, choose the Figure 11

greeting line format by clicking the drop-down arrows and

selecting the options of your choice, and then click OK.
(Fig. 13)

9. Note that the address block and greeting line are

surrounded by chevrons (« »). Write a short letter and
click Next: Preview your letters (Fig.14)

ΦPreview your letter and click Next: Complete the

Figure 12
merge.(Fig. 15)

ΦClick Print to print your letters or Edit individual letters to

further personalize some or all of the letters.

Figure 13

Figure 15
Figure 16

Figure 14

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Character and Paragraph Formatting
Functions for character, paragraph and style formatting are found in three groups
in the Home Category.
Alt+H+PG Alt+H takes you to the Home catigory,
PG activates the control for the Paragraph dialog box
Alt +H+ FN Alt+H takes you to the Home category,
FN activates the control for the Font dialog box

The following commands are under character or font formatting:

Icon Name Function Shortcut key
Font Pick a new font for your text Ctrl +Shift +F

Font Size Change the size of your text Ctrl +Shift +P

Increase Font Make your text a bit bigger Ctrl +Shift +>
Size
Decrease Font Make your text a bit smaller Ctrl +Shift +<
Size
Change case Change the selected text to
uppercase, lowercase or other
capitalization.
Clear all Remove all formatting from the
Formatting selection

Bold Make your text bold Ctrl + B

Italic Italicizes your text Ctrl + I

Underline Underline your text Ctrl + U

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 Strikethrough Cross something out by drawing
a line through it
Subscript Type very small letter just below Ctrl + =
the line of text
Superscript Type very small letter just Ctrl +Shift ++
above the line of text
Text effects & Add effects and styles to your
Typography text
Text highlight Make your text pop by
color highlighting bright color
Font color Change the color of your text

Font Opens the Font dialog Ctrl+D

box for character
formatting to
format font type, style,
size, color etc.

The following commands are under Paragraph formatting:

Icon Name Function Shortcut
key
Bullets Create a bulleted list

Numbering Create numbered list

Multilevel list Create a multilevel list to

organize items or create
an outline.
Decrease Indent Move your paragraph
closer to the margin

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 Increase Indent Move your paragraph Tab
away to the margin
Sort Arrange the selected
numerically or
alphabetically.
Show/ Hide Show paragraph marks Ctrl +*
and other hidden
formatting symbols
Align Left Align your content with Ctrl +L
the left margin
Center Center your content on Ctrl + E
the page
Align Right Align your content with Ctrl + R
the right margin
Justify Distribute your text Ctrl + J
evenly between the
Margin
Line and Choose how much
Paragraph space appears
Spacing
1.0 1.0 Single line spacing Ctrl+1
2.0 2.0 Double line spacing Ctrl+2
1.5 1.5 1.5 line spacing Ctrl+5
Shading Change the color behind
the selected text,
paragraph or table cell.
Borders Add or remove borders
from your selection
Paragraph Setting Open Paragraph Dialog

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Page Design and Layout

Groups/Button
(Page Setup Description
Group)
This button is used to chnaged the margins for a document. A list
Margins of possible margins will display. Click the custom margins link to
apply custom settings for the margins
To change the orientation of a document from portrait to lanscape,
Orientation click this button

Size Click this button to change the size of the paper that will be
used for the
Size
document. A list of different paper sizes will appear. Click the More
Paper Sizes link to specify a size that is not in the list.
To apply column formatting to a document, click this button. A
gallery
of different column formats will appear. Select from one of the
Columns
options
in the list. Click the More Columns link to open the Columns dialog
box.
This button is used to insert page, column, and section breaks into
Breaks a
document. A gallery of different types of breaks will display.
To number lines in a document, click this button. Line numbering
Line Numbers can

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 be continuous throughout the document or can be re-started with
each
page or each section of the document. To open the Page Setup
dialog
box, click the Line Numbering Options link
This button is used to specify how hyphenation in a document
should
Hypertention
be applied. The options are None, Automatic, or Manual. Click the
Hyphenation Options link to specify additional hyphenation options

Group Button Description

This feature is used to apply a temporary right or left margin to a

document. The size of the indent is specified by clicking the
spinning
Indent
arrow for each option. This option is usually used to format long
quotes
in a document or to indent bulleted or numbered lists
To change the indent for the left margin, click the spinning
arrows for
Left this option. The indent will be applied to the whole paragraph,
not
parts of the paragraph.
The spinner arrows for this button are used to apply a temporary
Right right
margin to a paragraph.
To change the spacing before and after a paragraph, click this
Spacing
button.

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 This option can be used in place of pressing the Enter key twice
before
and after each paragraph in a document. It is the same as
inserting an
extra line before and after a paragraph.
Click the spinning arrow to change the amount of spacing before
a
Before paragraph of text. The spacing will change in increments of six.
The
spacing of 12 represents one blank line between paragraphs.
To change the spacing in increments of 6 after each paragraph
in a
After document, click the spinning arrows for this option. The number
six is
equal to one-half of a blank line between paragraphs.
This button is located in the lower right corner of the Paragraph
Paragraph Setting Group.
Dialog Box It is used to open the Paragraph dialog box. In this box it is
launcher possible to
specify the amount of spacing between paragraphs
Arrange Group
When a graphic image, WordArt, or a text box has been inserted
into a
Position document, this button is used to select the position of the object
on the
page.
This button is used to specify how text will wrap around an
Wrap Text object.
Several options are available in the list that appears.

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 When one object has been placed on top of another one, this
option is
used to bring the bottom one to the front of the other one. Click
Bring Forward the
arrow for this button to select from Bring Forward, Bring to Front,
or
Bring to Front of Text.
To place an object placed on top of another one in the back,
click this
Bring Backward button. Click the arrow for this button to select from Send
Backward,
Send to Back, or Send to Back of Text.
Selection Pane
Click this button to align a group of selected objects to the left,
Align right,
top, or bottom.
This button is used to group objects together so that they can be
Group treated
as a single object.
Rotate To rotate or flip an object, click this button.

Checking and Correcting Spelling

Check your entire file

1. Select Review > Spelling & Grammar or press F7.

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2. In the Editor pane, select the correct spelling from the list of suggestions.
3. Select Change All to fix every time this word appears in your file.

Or you can select:

o Add to Dictionary: If you’d like Office to remember this spelling across all apps in the
future.
o Ignore Once: To ignore the mistake and remove the squiggly line or double underline.
o Ignore All: To ignore the mistakes and remove the squiggly line or double underline for
all instances of this text in the file.

Creating Tables and Charts

What is graphics in MS Word?

Create a SmartArt graphic to quickly and easily make a visual representation of your
information. You can choose from among many different layouts, to effectively
communicate your message or ideas. SmartArt graphics can be created in Excel,
Outlook, PowerPoint, and Word, and they can be used throughout Office.
• Instructions for using graphics
1. Click the mouse at the point where you want to insert
the graphic.
2. From the Insert menu, choose Picture, From File.
3. In the File name box, type or select the name of the file you
want. ...
4. Click the Open button.

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What is chart in MS Word?
• In Microsoft Excel and other spreadsheet programs, there are two types
of charts: an embedded chart and chart sheet. An embedded chart is
a chart object that can be inserted into a worksheet. A chart sheet is
achart that is a sheet of its own.

Create an Excel chart in Word

1. In your Word document, click Insert > Chart.

2. Select the type of chart you want, such as column or pie chart, and click OK. (If
you're not sure which to choose, move down the All Charts list to preview each
type.)

3. Enter your data into the spreadsheet that automatically opens with the chart.

Creating Table

For a basic table, click Insert > Table and move the
cursor over the grid until you highlight the number of
columns and rows you want.

For a larger table, or to customize a table,

select Insert > Table > Insert Table.

Document Template and Wizards

With the Wizard Add-In you can dynamically personalize your documents tailored to
your needs. To access the Wizard Add-In, you just need one click on the Personalize
icon on the Home tab of your Office ribbon.

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By the way - we also offer the Template Chooser Add-In
that will allow you to find the right curated template to start
with.

Personalize your documents

It’s never been easier to personalize your

documents! Just go through the Document Wizard
field by field. Hereby you can choose data from
SharePoint and Microsoft Graph. Additionally, the
Wizard can offer custom drop-down lists, date input
fields and plain text input fields. All of these options
allow you to mix and match your input and
selections to create personalized compliant data
driven documents specific to your requirements. All
the data you select or enter will be displayed in various locations within your
documents. There is a large number of scenarios that could benefit from this
personalization feature like letters, contracts, reports etc.

Once you are finished personalizing your document you might want to go on and add
some content to it. A simple and efficient way to do this is by using the Content Chooser
Add-In.

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