Contents

MICRO SOFT OFFICE .......................................................................................................................... 8

What Is Microsoft 365?.................................................................................................................. 8
Packages Available......................................................................................................................... 8
Microsoft OFFICE Definition............................................................................................................... 9
MICROSOFT WORD DEFINITION....................................................................................................... 11
Office Button ................................................................................................................................... 12
Office Button Menu Options ........................................................................................................ 12
 New ................................................................................................................................. 12
 Open ................................................................................................................................ 12
 Save ................................................................................................................................. 13
 Save As............................................................................................................................. 13
 Print ................................................................................................................................. 13
 Prepare ............................................................................................................................ 13
 Send................................................................................................................................. 13
 Publish ............................................................................................................................. 13
 Close ................................................................................................................................ 13
Quick Access Toolbar ....................................................................................................................... 13
Title Bar........................................................................................................................................... 14
Ruler ............................................................................................................................................... 14
Tabs and Ribbon .............................................................................................................................. 15
Home tab ........................................................................................................................................ 15
Clipboard Group .......................................................................................................................... 15
 Paste ................................................................................................................................ 15
 Copy................................................................................................................................. 15
 Cut ................................................................................................................................... 15
 Format Painter ................................................................................................................. 15
Font Group .................................................................................................................................. 15
 Font style ......................................................................................................................... 15
 Font size........................................................................................................................... 15
 Grow font ........................................................................................................................ 15
 Shrink font ....................................................................................................................... 15
  Clear Formatting .............................................................................................................. 16
 Bold ................................................................................................................................. 16
 Italic ................................................................................................................................. 16
 Underline ......................................................................................................................... 16
 Strike through .................................................................................................................. 16
 Subscript .......................................................................................................................... 16
 Super script ...................................................................................................................... 16
 Change Case..................................................................................................................... 16
 Text Highlighter................................................................................................................ 16
 Font color change............................................................................................................. 16
Paragraph Group ......................................................................................................................... 16
 Bullet ............................................................................................................................... 16
 Numbering ....................................................................................................................... 16
 Multilevel List................................................................................................................... 16
 Decrease Indent ............................................................................................................... 16
 Increase Indent ................................................................................................................ 16
 Sort .................................................................................................................................. 16
 Reverse P Symbol ............................................................................................................. 16
 Left Align.......................................................................................................................... 16
 Center Align ..................................................................................................................... 16
 Right Align........................................................................................................................ 16
 Justify............................................................................................................................... 16
 Line Spacing ..................................................................................................................... 16
 Shading ............................................................................................................................ 16
 Borders ............................................................................................................................ 16
Styles Group ................................................................................................................................ 16
Editing Group .............................................................................................................................. 16
 Find.................................................................................................................................. 16
 Go to ................................................................................................................................ 16
 Replace ............................................................................................................................ 16
 Select ............................................................................................................................... 16
Insert tab......................................................................................................................................... 17
Pages Group ................................................................................................................................ 17
 Cover Page ....................................................................................................................... 17
  Blank Page ....................................................................................................................... 17
 Page break ....................................................................................................................... 17
Table Group................................................................................................................................. 17
 Table ................................................................................................................................ 17
Illustrations Group ....................................................................................................................... 17
 Picture ............................................................................................................................. 17
 Clipart .............................................................................................................................. 17
 Shapes ............................................................................................................................. 17
 Smart art .......................................................................................................................... 17
 Chart ................................................................................................................................ 17
Links Group ................................................................................................................................. 18
 Hyperlink ......................................................................................................................... 18
 Bookmark......................................................................................................................... 18
 Cross reference ................................................................................................................ 18
Header and Footer Group ............................................................................................................ 18
 Header ............................................................................................................................. 18
 Footer .............................................................................................................................. 18
 Page number.................................................................................................................... 18
Text Group .................................................................................................................................. 18
 Text Box ........................................................................................................................... 18
 Quick parts ....................................................................................................................... 18
 Word art .......................................................................................................................... 18
 Drop Cap .......................................................................................................................... 18
 Signature Line .................................................................................................................. 18
 Date and Time .................................................................................................................. 18
 Object .............................................................................................................................. 18
Symbols Group ............................................................................................................................ 18
 Equations ......................................................................................................................... 18
 Symbol ............................................................................................................................. 18
Page Layout tab ............................................................................................................................... 19
Theme Group .............................................................................................................................. 19
 Themes ............................................................................................................................ 19
 Color ................................................................................................................................ 19
 Fonts ................................................................................................................................ 19
  Effects .............................................................................................................................. 19
Page Setup Group ........................................................................................................................ 19
 Margins............................................................................................................................ 19
 Orientation ...................................................................................................................... 19
 Size .................................................................................................................................. 19
 Columns ........................................................................................................................... 19
 Breaks .............................................................................................................................. 19
 Line number ..................................................................................................................... 19
 Hyphenation .................................................................................................................... 19
Page Background Group .............................................................................................................. 19
 Watermark....................................................................................................................... 19
 Page Color........................................................................................................................ 19
 Page boarders .................................................................................................................. 19
Paragraph Group ......................................................................................................................... 19
 Indent .............................................................................................................................. 19
 Spacing ............................................................................................................................ 20
Arrange Group............................................................................................................................. 20
 Position ............................................................................................................................ 20
 Bring to front ................................................................................................................... 20
 Send Back......................................................................................................................... 20
 Text Wrapping ................................................................................................................. 20
 Align Objects .................................................................................................................... 20
 Group............................................................................................................................... 20
 Rotate .............................................................................................................................. 20
References tab ................................................................................................................................ 21
Table of Contents Group .............................................................................................................. 21
 Table of contents ............................................................................................................. 21
 Add Text........................................................................................................................... 21
 Update Table ................................................................................................................... 21
Footnotes Group ......................................................................................................................... 21
 Insert Footnote ................................................................................................................ 21
 Insert Endnote ................................................................................................................. 21
 Show Notes ...................................................................................................................... 21
Citations & Bibliography Group .................................................................................................... 21
  Insert Citation .................................................................................................................. 21
 Manage Source ................................................................................................................ 21
 Style ................................................................................................................................. 21
 Bibliography ..................................................................................................................... 21
Captions Group............................................................................................................................ 22
 Insert Caption .................................................................................................................. 22
 Insert Table of Figures ...................................................................................................... 22
 Update Table ................................................................................................................... 22
 Cross Reference ............................................................................................................... 22
Index Group................................................................................................................................. 22
 Mark Entry ....................................................................................................................... 22
 Insert Index ...................................................................................................................... 22
 Update Index ................................................................................................................... 22
Table of Authorities Group .......................................................................................................... 22
 Mark Citation ................................................................................................................... 22
 Insert Table of Authorities ................................................................................................ 22
 Update Table ................................................................................................................... 22
MAILINGS TAB ................................................................................................................................. 23
Create Group ............................................................................................................................... 23
 Envelopes......................................................................................................................... 23
 Labels............................................................................................................................... 23
Start Mail Merge Group ............................................................................................................... 23
 Start mail merge .............................................................................................................. 23
 Select Recipients .............................................................................................................. 23
 Edit Recipients ................................................................................................................. 23
Write & Insert Fields Group ......................................................................................................... 23
 Highlight Merge Fields...................................................................................................... 23
 Address Block................................................................................................................... 23
 Greeting Line.................................................................................................................... 23
 Insert Merge Field ............................................................................................................ 23
 Rules ................................................................................................................................ 23
 Match Fields..................................................................................................................... 24
 Update Labels .................................................................................................................. 24
Preview Results Group................................................................................................................. 24
  Preview Results ................................................................................................................ 24
 First Record ...................................................................................................................... 24
 Previous Record ............................................................................................................... 24
 Next Record ..................................................................................................................... 24
 Last Record ...................................................................................................................... 24
 Find Recipients ................................................................................................................. 24
 Auto check for Errors ....................................................................................................... 24
Finish & Merge Group.................................................................................................................. 24
 Finish ............................................................................................................................... 24
REVIEW ........................................................................................................................................... 25
Proofing Group ............................................................................................................................ 25
 Spelling & Grammar ......................................................................................................... 25
 Research .......................................................................................................................... 25
 Thesaurus ........................................................................................................................ 25
 Translate .......................................................................................................................... 25
 Translation Screen tip ...................................................................................................... 25
 Set Language .................................................................................................................... 25
 Word Count ..................................................................................................................... 25
Comments Group ........................................................................................................................ 25
 New Comment ................................................................................................................. 25
 Delete .............................................................................................................................. 25
 Previous ........................................................................................................................... 25
 Next ................................................................................................................................. 25
Tracking Group ............................................................................................................................ 25
 Track changes .................................................................................................................. 25
 Balloons ........................................................................................................................... 25
 Display for Review ............................................................................................................ 25
 Show Markup ................................................................................................................... 25
 Reviewing pane ................................................................................................................ 25
Changes Group ............................................................................................................................ 25
 Accept .............................................................................................................................. 25
 Reject............................................................................................................................... 25
 Previous ........................................................................................................................... 25
 Next ................................................................................................................................. 26
 Compare Group ........................................................................................................................... 26
 Compare .......................................................................................................................... 26
 Show Source Document ................................................................................................... 26
Protect Group .............................................................................................................................. 26
 Protect Document ............................................................................................................ 26
VIEW ............................................................................................................................................... 27
Document Views Group ............................................................................................................... 27
 Print Layout ..................................................................................................................... 27
 Full screen Reading .......................................................................................................... 27
 Web Layout ...................................................................................................................... 27
 Outline ............................................................................................................................. 27
 Draft ................................................................................................................................ 27
Show/Hide Group ........................................................................................................................ 27
 Ruler ................................................................................................................................ 27
 Gridlines........................................................................................................................... 27
 Message Bar..................................................................................................................... 27
 Document Map ................................................................................................................ 27
 Thumb nails ..................................................................................................................... 27
Zoom ........................................................................................................................................... 27
 Zoom ............................................................................................................................... 27
 100% ................................................................................................................................ 27
 One Page ......................................................................................................................... 27
 Two Pages ........................................................................................................................ 27
 Page Width ...................................................................................................................... 27
Window....................................................................................................................................... 27
 New Window ................................................................................................................... 27
 Arrange All ....................................................................................................................... 27
 Split ................................................................................................................................. 27
 View side by side .............................................................................................................. 27
 Reset window position ..................................................................................................... 27
 Switch Windows............................................................................................................... 27
SHORT CUTS .................................................................................................................................... 28
 MICRO SOFT OFFICE

What Is Microsoft 365?

The latest version of Microsoft Office is called Microsoft Office 2019, although the web-
based Microsoft 365 is the version that Microsoft would prefer users to adopt. Various
versions of the suite have been around since 1988, including but not limited to Microsoft
Office Professional, Microsoft Office Home and Student, and various collections of
Microsoft Office 2016. Most people still refer to any version of the suite as Microsoft Office,
though, which makes distinguishing among editions difficult.

What makes Microsoft 365 stand out from older editions of MS Office is that it integrates all
aspects of the apps with the cloud. It’s a subscription service, too, which means users pay a
monthly or yearly fee to use it, and upgrades to newer versions are included in this price.
Previous versions of Microsoft Office, including Office 2016, didn’t offer all the cloud
features that Microsoft 365 does and were not subscription-based. Office 2016 was a one-
time purchase, just as other editions were, and as Office 2019 is.

Packages Available
Microsoft 365 Business comes in four different packages: Basic, Standard, Premium, and
Apps.Basic includes web and mobile versions of Word, Excel, and PowerPoint. Standard
adds Publisher and Access (PC only). Premium adds all cloud services such as in tune and
Azure Information Protection. Apps include all Standard applications and One Drive.
 MICROSOFT OFFICE DEFINITION

 Microsoft Office is a collection of office-related applications.

 Each application serves a unique purpose and offers a specific service to its users. For

example, Microsoft Word is used to create documents.

 Microsoft office is application software which was developed and published by

Microsoft in the year of 1990.

 It is widely used in business and educational sectors through which we can create

 Word – to create documents, flyers, publications.

 PowerPoint – to organize and manipulate data including formulas, graphing tools,

and more.

 Excel – to store, organize, and manipulate data.

 One Drive– to store data online.

 OneNote – to organize data you collect including handwritten notes, drawings,

screen captures, audio clips, and more.

 Publisher – to create extensive publications, posters, flyers, menus.

 Outlook- to manage email and calendars, to-do lists, and contacts.

 Access – to compile and organize large amounts of data.

Application Works on Examples Extensions

Ms word documents Resumes, letter, .docx

Application,

Certificates

Ms excel spreadsheets Accounts, billing, .xlsx

result, mathematical

calculations

Ms power point slides text images, sound .pptx

video, animations

Ms access database Tables, data entry .msdb

Ms outlook mailing email configuration .pst/.ost

 One Note

 Drive

 Publications

Installation Depends upon versions

 2007

 2010

 2013

 2016

 2019 (W10)

 O365(Web based Application)

 MICROSOFT WORD DEFINITION

 Microsoft word is word processing software developed by Microsoft.

 It is the most commonly used word processing software.

 It is used to create professional quality documents, letters, reports, resumes, etc and

also allows you to edit or modify your new or existing document.

 The file saved in MS Word has .docx extension.

 It is a component of the Microsoft Office suite, but you can buy it separately and is

available for both Windows and MAC OS.

 The latest version of MS Word is 2019.

 OFFICE BUTTON
The office button is located on the top-left corner of Office 2007 programs, namely Excel,
Word, PowerPoint, etc. The button is attached with the ribbon and is identified by a circle
containing an Office logo inside it.

Office Button Menu Options

The following options or commands are displayed when we click on the Office button:

 New: This option allows us to create a new, blank file in the corresponding Office
program, such as MS Word, MS Excel, PowerPoint, etc.
 Open: This option allows us to open an existing file from the local storage on our
computer.
  Save: This option allows us to permanently save a temporary file to our computer
after finishing the work. Additionally, we can save the changes to the current file
using this command.
 Save As: This option allows us to save a copy of the active file with the desired file
name and file extension to a desired location on the computer storage.
 Print: This option allows us to take a hard copy of the desired document on paper
through a printer. Alternately, the print option can help us save a copy of the active
document to a PDF format.
 Prepare: This option allows us to prepare the active file for distribution. In particular,
they prepare option helps us view and modify the document properties accordingly.
Furthermore, we can also inspect the hidden metadata of a specific file using this
option.
 Send: This option enables us to send or share the desired files directly through the
opened Office program with others. In particular, we may share active documents by
e-mail, upload them to One Drive, or post to a specific blog. The send option is
renamed as 'Save and Send' in Office Suite 2010.
 Publish: This option enables us to distribute the desired document to people. We can
even create a specific blog article with the content inside the file.
 Close: This option helps us to close an active document in a corresponding Office
program.

QUICK ACCESS TOOLBAR

Quick Access Toolbar lies next to the Microsoft Office Button. It is a customizable toolbar
that comes with a set of independent commands. It gives you quick access to commonly used
commands such as Save, Undo, Redo, etc.

When you click the drop-down arrow next to toolbar it offers more commands. With a left
click you can add any of these commands to Quick Access Toolbar. You can also remove the
commands added to the tool bar. The indent, spacing values, individual styles and other
features that appear on the ribbon cannot be added to quick access toolbar. The following
image is showing the menu of quick access toolbar.
 TITLE BAR
It lies next to the Quick Access Toolbar. It displays the title of the currently open document
or application. It is present on almost all windows displayed on your computer. So, if there
are several windows across the screen, you can identify each window by looking at the title
bar. In many graphical user interfaces, you can also move a window by dragging the title bar.

RULER
The Ruler is located below the Ribbon around the edge of the document. It is used to change
the format of the document, i.e. it helps you align the text, tables, graphics and other elements
of your document. It uses inches or centimeters as the measurements unit and gives you an
idea about the size of the document.
 TABS AND RIBBON
The Ribbon is a user interface element which was introduced by Microsoft in Microsoft
Office 2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises
seven tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab has
specific groups of related commands. It gives you quick access to the commonly used
commands that you need to complete a task.

HOME TAB
The Home tab is the default tab in Microsoft Word. It has five groups of related commands;
Clipboard, Font, Paragraph, Styles and Editing. It helps you change document settings like
font size, adding bullets, adjusting styles and many other common features. It also helps you
to return to the home section of the document.

Clipboard Group

 Paste: Paste the Contents from the clipboard.

 Copy: Copy the selection and put it on clipboard.
 Cut: Cut the selection and put it on clipboard.
 Format Painter: Copy format from one place and apply on another place, Double
click on this icon to apply same formatting in different places.

Font Group
 Font style: To change font style of selected text.
 Font size: to change Font size by choosing required no.
 Grow font: Increase font directly (Symbol with Big Size A).
 Shrink font: Decrease Font Directly (Symbol with Small Size A).
  Clear Formatting: Clear all formatting the selected text and leaves only plain text
(Symbol with ABEraser).
 Bold: Change selected text to bold style.
 Italic: Change selected text to Italic style.
 Underline: Underline the selected Text can change underline size and color by
selecting drop down arrow.
 Strike through: Draw the line through the middle of the selected text.
 Subscript: Create the small letters below the text line.
 Super script: Create the small letters above the text line.
 Change Case: Change selected text case to Lower case, Upper case, Sentence case,
Capitalize Each Word and Toggle case.
 Text Highlighter: Makes text look like it was marked with a highlighted pen.
 Font color change: Change the font color.

Paragraph Group
 Bullet: Start the list with bullet list.
 Numbering: Start the list with Number List.
 Multilevel List: Start the list with multilevel list.
 Decrease Indent: Decrease the indent level of paragraph.
 Increase Indent: Increase the indent level of paragraph.
 Sort: Sorting the text or numeric’s either in increase or decrease order.
 Reverse P Symbol: Show paragraph marks, Space, Tab and other hidden format
symbols.
 Left Align: Align text to the left of the document.
 Center Align: Align text to Center of the document.
 Right Align: Align text to Right of the document.
 Justify: Align the text to both and left and right margins. Adding extra spaces if
needed.
 Line Spacing: Change the spacing between lines text and paragraph.
 Shading: Color the background behind the selected text and paragraph.
 Borders: Can apply boarder, shadings to paragraphs and can apply boarders to the
page.

Styles Group
 To change selected text to pre modified style as default if needed can modify the
styles as our own.

Editing Group
 Find: To find the selected specific text in document.
 Go to: Go to the specific line, page, section, Header Etc…
 Replace: To Replace the selected specific text in the document.
 Select: Select text or objects in the document.
 INSERT TAB
Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add
extra features in your document. It is commonly used to add tables, pictures, clip art, shapes,
page number, etc. The Insert tab has seven groups of related commands; Pages, Tables,
Illustrations, Links, Header & Footer, Text and Symbols.

Pages Group
 Cover Page: It inserts a fully formatted built in cover pager. You can fill the title,
author, Date Etc...
 Blank Page: It inserts a new blank from the cursor position.
 Page break: Start the next page from the current position (breaks the page at current
line and enters to next line).

Table Group
 Table: Inserts or draw table into the document.
 Insert table: Insert table with defined auto table size (rows and columns) and auto fit
table size.
 Draw table: Drawing the table manually at required positions.
 Convert text to table: Basically we use to create table and work on that but in this
scenario we work on text first and then creates tables according to the text.
 Excel Spread sheet: Inserting Microsoft excel spread sheet in document.
 Quick table: Can insert some Built-in Tables like Calendar, Tabular list etc...

Illustrations Group
 Picture: Inserting picture from system files which is existing in system.
 Clipart: Inserting Clipart into the document, including drawings, movies, sounds, or
stock photography to illustrate a specific concept.
 Shapes: Inserting shapes such as rectangles, triangles, lines, circle etc...
 Smart art: Inserting Smart art to show graphically and visually communicate
information. Smart art graphics range from graphical lists and processes diagrams to
more complex diagrams such as Venn diagrams and Organization charts.
 Chart: Inserting Charts to illustrate and compare data. Bar, Pie, Lines, area and
surfaces are some types available.
Links Group
 Hyperlink: Inserting the hyperlink it means creating a web link, adding a picture, an
email address or a program etc...
 Bookmark: Creating a bookmark to assign a name to specific point. You can make
hyperlinks that jump directly to a book marked locations.
 Cross reference: Refer to the items such as headings figures, and tables by inserting a
cross reference such as “see table 6 below OR turn page 8.

Header and Footer Group

 Header: Edits the header of the document. The content in the header will appear at
the top of each page of the document.
 Footer: Edits the footer of the document. The content in the footer will appear at the
bottom of the each page of the document.
 Page number: Inserting Page number into the document.

Text Group
 Text Box: Inserting preformatted text box.
 Quick parts: Inserting Re usable pieces of the content, including fields, documents,
properties such as title and author or any preformatted snippets you created.
 Word art: Inserting decorated text into the document.
 Drop Cap: Creating a large capital letter beginning of the paragraph.
 Signature Line: Inserting a signature line that specifies the individual who must sign.
 Date and Time: Inserting current time and date into the document.
 Object: Inserting an embedded object.

Symbols Group
 Equations: Inserting common mathematical equations or build up your own equation
using a library of math symbols.
 Symbol: Inserting the symbols which are not available in the keyboard, Such as
copyright symbol trademark symbol, paragraph symbols, Unicode symbols etc…
 PAGE LAYOUT TAB
It is the third tab in the Ribbon. This tab allows you to control the look and feel of your
document, i.e. you can change the page size, margins, line spacing, indentation,
documentation orientation, etc. The Page Layout tab has five groups of related commands;
Themes, Page Setup, Page Background, Paragraph and Arrange.

Theme Group
 Themes: Changes the overall design of the entire document including color, Fonts
and effects.
 Color: Changes the color of the current theme.
 Fonts: Changes the font of the current theme.
 Effects: Changes the effects of the current theme.

Page Setup Group

 Margins: Select the margin size of the entire document.
 Orientation: Switch the pages between portrait and landscape layouts.
 Size: Choose a paper size for the current section. To apply paper size to whole
document goes to more paper sizes.
 Columns: Split text into two or more columns.
 Breaks: Inserts page or Section Breaks, adds Page, sections and column break of the
document.
 Line number: Add line numbers in the margin alongside of each line in the docu-
ment.
 Hyphenation: Turn on hyphenation which allows word to break lines between the
syllables of the word.

Page Background Group

 Watermark: Insert the ghosted text in the document, behind the content of the
document.
 Page Color: Can change the Color for the background of the Document.
 Page boarders: Can apply boarders and shadings to the whole document this option
also available in Home group -> Boarders option.

ParagraphGroup
 Indent: Move the paragraph left or right with certain number.
  Spacing: Change the spacing between paragraphs by adding spaces with certain
number.

Arrange Group
 Position: Position the selected object on the page. Text is automatically wrapped
behind the text.
 Bring to front: Click on bring to front to bring selected object forward to one level or
to front of all objects.
 Send Back: Send the selected object behind all other objects.
 Text Wrapping: Change the way text wraps around the selected object. For example
you can choose to have the text continue around the object or cross right over it.
 Align Objects: Change the placement of your selected objects on the page. This is
great for aligning objects to the margin or the edge of the page. You can align them
relative to one another.
 Group: Join objects together to move and format them as if they were a single object.
 Rotate: Rotate or flip the selected object.
 REFERENCES TAB
It is the fourth tab in the Ribbon. It allows you to enter document sources, citations,
bibliography commands, etc. It also offers commands to create a table of contents, an index,
table of contents and table of authorities. The References tab has six groups of related
commands; Table of Contents, Footnotes, Citations & Bibliography, Captions, Index and
Table of Authorities.

Table of Contents Group

 Table of contents: Provide an over view of your document by adding a table of
contents. Text using a heading style will be included automatically. To include more
entries, select the text and click add text, the table will be refreshed when you click
update table.
 Add Text: Include the current heading in the table of contents.
 Update Table: Refresh the table of contents so all entries refer to the correct page
number.

Footnotes Group
 Insert Footnote: Add a note at the bottom of the page providing more info about
something in your document. Foot Notes are placed at the end of the page.
 Insert Endnote: Add a note, like a comment or citation, providing more info about
something in your document. End notes are placed at the end of the document.
 Show Notes: Jump to Footnotes and Endnotes in your document.

Citations & Bibliography Group

 Insert Citation: Credit a source of information by citing the book, article or other
material it comes from. You can choose from a list of saved sources, or add a new
one. Word will format citations according to your selected style.
 Manage Source: Organize the sources cited in your document. You can edit and
remove sources, search for new sources and preview how you citations will appear in
your document.
 Style: Chose the citation style for your document, such as APA style, Chicago Style
or MLA style Etc…..
 Bibliography: List all your sources in a bibliography, or works cited section.
Captions Group
 Insert Caption: Label your picture or object. Once you have added a caption, you can
reference your object anywhere in your document by inserting a cross reference.
 Insert Table of Figures: Add a list of captioned objects and their pages numbers of
quick reference.
 Update Table: Update the table of figures to include all of the entries in the
document.
 Cross Reference: Refer to specific places in your document, such as heading, figures,
and tables. A cross reference is a hyperlink where the label is automatically generated.
It’sgreat if you want to include the name of the thing you’re referencing.

Index Group
 Mark Entry: Add the selected text to the index.
 Insert Index: Add an index listing key words and the page numbers they appear on.
 Update Index: Update the index so that all the entries refer to the correct page
number.

Table of Authorities Group

 Mark Citation: Add the selected text to the table of Authorities.
 Insert Table of Authorities: Add a list of the case, Status, and other authorities cited
in your document.
 Update Table: Update the table of Authorities to include all of the citations in the
document.
 MAILINGS TAB
It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the
Ribbon. It allows you merge emails, writing and inserting different fields, preview results and
convert a file into a PDF format. The Mailings tab has five groups of related commands;
Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

Create Group
 Envelopes: You need an envelope to send mail. You can choose the size, format the
address and add electronic postage.
 Labels: You need a label. You can choose from popular sizes and specify labels, like
CD/DVD labels.

Start Mail Merge Group

 Start mail merge: Create one document and send it to multiple people. You can
insert fields Like Name or address. Word will create a copy for each recipient and
replaces those fields with that persons info.
 Select Recipients: Choose the list of people you would like to send you documents
to. You can type a new list, use an existing one or select outlook contacts.
 Edit Recipients: Make changes to your recipient list or pick specific people to
receive the mailing. You can also sort, Filter, Find and remove duplicates and validate
addresses on the list.

Write & Insert Fields Group

 Highlight Merge Fields: Highlight the fields in you document. This makes it easy to
see where content from you recipient list will be inserted.
 Address Block: Add an address to your letter. You specify the formatting and
location and word will replace it with actual addresses from your recipient list when
you finish the mail merge.
 Greeting Line: Add a greeting to a your document.
 Insert Merge Field: Add a field from your recipient list to the document, such as Last
Name, Home Phone or Company Name. When you finish the mail merge word will
replace these fields with the actual information from your recipient list.
 Rules: Specify rules for the mail merge. For instance, you can use “if…Then….Else”
to show a local phone number for recipients near you and an international phone
numbers for recipients outside of your country/region.
  Match Fields: Match fields allow you to tell word the meaning of different fields in
your recipient list. For Example, you can indicate that your custom field “Home” is
equivalent to the built-in-field “Home Phone”.
 Update Labels: If you are creating labels, update all the labels in the document to use
information from the recipient list. For mail merge to a printed letter or E-mail this
command is not necessary.

Preview Results Group

 Preview Results: Plug info from your recipient list into the merge fields to see how
the finished document will look.
 First Record: Jump to the first recipient on the list.
 Previous Record: Jump back to the previous recipient on the list.
 Next Record: Jump to the next recipient on the list.
 Last Record: Jump to the last recipient on the list.
 Find Recipients: Search for a specific recipient, and jump to that person’s document
to preview it.
 Auto check for Errors: Tell word how to handle errors that might happen during
mail merge. You can also simulate the mail merge to see if any errors will occur.

Finish & Merge Group

 Finish: Choose how you want to complete the mail merge. You can open a new
window to see each copy of the document, send the mailing directly to the printer, or
send it by email.
 REVIEW
Proofing Group
 Spelling & Grammar: Let us check your spelling and grammar in text document.
 Research: Open a research task pane to search through reference material such
dictionaries, Encyclopedia and Translation services.
 Thesaurus: Suggests another word with the same meaning to the word you selected
in the document.
 Translate: Translate text into a different language by using bilingual dictionaries and
online services.
 Translation Screen tip: Enable a screen tip that translates words you pause your
cursor over into other language.
 Set Language: Set the language that used to check the spelling check and grammar of
the selected text.
 Word Count: Finds out no. of word, characters, paragraph and lines in the
document. You can also find the word count in the status bar at the bottom of the
windows.

Comments Group
 New Comment: Add a comment about this selected text.
 Delete: Delete the selected comment.
 Previous: Navigate to the previous comment of the document.
 Next: Navigate to the next comment of the document.

Tracking Group
 Track changes: Track all the changes made to the document including Insertions,
Deletions, and Format changes.
 Balloons: Choose how to show revisions to the document. You can show revisions as
balloons in the margin of the document or show them directly within the document
itself in line.
 Display for Review: Choose how to view the proposed changes to the document.
Final shows the document with all proposed changes included; Original shows the
document before any changes were made.
 Show Markup: Choose what kind of markup to show in the document.
 Reviewing pane: Show revisions in the separate window.

Changes Group
 Accept: Accept the current change and move to the next proposed change. Click the
arrow to accept many changes at once.
 Reject: Reject the current change and move to the next proposed change. Click the
arrow to reject many changes at once.
 Previous: Navigate to the previous revision in the document so that you can accept or
reject the revision.
  Next: Navigate to the next revision in the document so that you can accept or reject
the revision.

Compare Group
 Compare: Compare or combine multiple versions of the document.
 Show Source Document: Choose which source document to show. You can show the
original document, the revised document or both.

Protect Group
 Protect Document: Restrict the document with password how people can access the
document.
 VIEW
Document Views Group
 Print Layout: View the document as it appears on the printed page.
 Full screen Reading: View the document in the full screen reading mode. View in
order to maximize the space available for reading or commenting on the document.
 Web Layout: View the document as it would look as a web page.
 Outline: View the document as an outline and show the outlining tools.
 Draft: View the document as a draft to quick edit the text. Certain elements of the
document such as headers and footers will not be visible in this view.

Show/Hide Group
 Ruler: View the ruler is used to measure and line up objects in the document.
 Gridlines: Turn on gridlines to which you can align objects in the document.
 Message Bar: Open the message bar to complete any required actions on the
document.
 Document Map: Open the document map which allows you to navigate through a
structural view of the document.
 Thumb nails: Open the thumb nail pane, which you can use to navigate a long
document through small pictures of each page.

Zoom
 Zoom: Open the zoom dialog box to specify the zoom level of the document. In most
cases, you can also use the zoom controls in the status bar at the bottom of the
window to quickly zoom the document.
 100%: Zoom the document to 100%. It’s the normal size.
 One Page: Zoom the document so that an entire page fits in the window.
 Two Pages: Zoom the document so that two pages’ fits in the window.
 Page Width: Zoom the document so that the width of the page matches the width of
the window.

Window
 New Window: Open a new window containing a view of current document.
 Arrange All: Tile all open program windows side by side on the screen.
 Split: Split the current window into two parts so that you can view different sections
of the document at the same time.
 View side by side: View two documents side by side so that you can compare their
contents.
 Synchronous scrolling: Synchronize the scrolling of two documents so that they scroll
together. To enable this feature, turn on view side by side.
 Reset window position: Reset the window position of the documents being compared
side by side so that they share the screen equally.
 Switch Windows: switch between currently opened different windows.
 SHORT CUTS
Ctrl + A Select all contents of the page
Ctrl + B Bold highlighted selection.
Ctrl + C Copy selected text.
Ctrl + D Font options.
Ctrl + E Align selected text or line to the center.
Ctrl + F Open find box.
Ctrl + G Go to options.
Ctrl + H Find and replace options.
Ctrl + I Italicize highlighted selection.
Ctrl + J Justify paragraph alignment.
Ctrl + K Insert link.
Ctrl + L Align selected text or line to the left.
Ctrl + M Indent the paragraph.
Ctrl + N Open new/blank document.
Ctrl + O Open options.
Ctrl + P Open the print window.
Ctrl + Q Align selected paragraph to the left.
Ctrl + R Align selected text or line to the right.
Ctrl + S Save.
Ctrl + T Hanging indent.
Ctrl + U Underline highlighted selection.
Ctrl + V Paste.
Ctrl + W Close document.
Ctrl + X Cut selected text.
Ctrl + Y Redo the last action performed.
Ctrl + Z Undo last action.

F1 Open help.
F2 Replace the selected
F4 Repeat the last action performed (Word 2000+).
F5 Go to options
F6 Cycle through word menu bar and Status bar
F7 Spell check selected text and/or document.
F8 Select all
F9 Refresh
F10 Activate menu bar
F11 Go to the next fields.
F12 Save as.
 Ctrl + Shift + > Increase selected font +1 till 12 after that +2 pt
Ctrl + Shift + < Increase selected font -2 till 12 after that -1pt
Ctrl +] Increase selected font +1.
Ctrl +[ Decrease selected font -1.
Ctrl + Shift + * View or hide non printing characters.
Ctrl+ F2 Print Preview
Ctrl + End Move cursor to end of the document.
Ctrl + Home Move cursor to the beginning of the document.
Ctrl + (Left arrow) Move one word to the left.
Ctrl + (Right arrow) Move one word to the right.
Ctrl + (Up arrow) Move to the beginning of the line or paragraph.
Ctrl + (Down arrow) Move to the end of the paragraph.
Ctrl + Space Reset highlighted text to default font.
Ctrl + 1 Single-space lines.
Ctrl + 2 Double-space lines.
Ctrl + 5 1.5-line spacing
Ctrl + Alt + 1 Change text to heading 1.
Ctrl + Alt + 2 Change text to heading 2.
Ctrl + Alt + 3 Change text to heading 3.
Ctrl + = Sub script
Ctrl + shift + + Super Script
Ctrl + shift + E Track changes
Alt + Shift + D Insert the current date.
Alt + Shift + T Insert the current time.
Alt + = Insert Equation
Alt + Ctrl + F Insert Footnote
Alt + Ctrl + D End Footnote
Alt + shift + X Mark Entry Index
Alt + shift + I Mark Citation
Shift + F3 Change case of selected text
Ctrl + Alt + T Insert Symbol of TM (Trade Mark)
Ctrl + Alt + R Insert Symbol Circled R (Reserved)
Ctrl + Alt + C Insert Symbol of Circled C (Copyright)