2023

Micro Soft Office Word

WRITTEN BY ER. R.V. SRIVASTAVA

AVTAR INSTITUTE
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Microsoft Word
Microsoft Office is a text editor application software developed by
Microsoft corporation.
This Application Software allows a user to create text documents.
MS Word Contains the following parts:
Title Bar
Menu Bar
Tools Bar
Work Area
Task Bar
Title Bar
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The Title Bar located on the top of a Word Window:

This Bar is called Title Bar just because it contains title of the document
file.
The Title Bar Contains the following contents or tools:
Save
Undo
Redo
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Quick Toolbar
File Name
Sign-in
Hide/Show Ribbon
Minimize
Maximize/Restore
Close
MENU BAR

Menu Bar in MS Word is located just below the title Bar and contains
several useful Menu. The Menu bar contains the following menu:
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➢ File
➢ Home
➢ Insert
➢ Layout
➢ References
➢ Mailings
➢ Review
➢ View
FILE
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File is the first menu in MS Word, this menu allows a user to save,
open, print and share a file. The file menu contains the following tools:
• New
• Open
• Save
• Save As
• History
• Share
• Print
• Export
• Account
• Close
New: The New tool is used to create a new document.
There are the following steps to create a new document:
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Step 1: Open MS Word.

Step 2: Click on file Menu.
(A List of different tools available in File menu will appear)
Step 3: Click on New tool.
Step 4: Click on blank document option.
The shortcut key to create a new document: Ctrl+N
File: A file is a stored or saved data in a computer.
Open: The open tool allows a user to open an existing file in a
document.
There are the following steps to open an existing file:
Step 1: Open MS Word.
Step 2: Click on File Menu.
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Step 3: Click on open tool.

Or press Ctrl+O.
(A list of all existing files will appear)
Step 4: Click on a required file name to open.
Save: The Save tool is used to store data as a file in our computer.
There are the following steps to save data or create a file:
Step 1: Open MS Word.
Step 2: Do some entries.
Step 3: Click on File Menu.
Step 4: Click on Save tool.
Step 5: Choose a location where you want to save the file.
(A Dialog Box to save date asking file name will appear).
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Step 6: Write a unique file name.

Step 7: Now click on Save button.

SaveAs: The SaveAs tool is used to create a clone of the original file
and the clone copy can be modified but no effect will be applied to
the original file.
There are the following steps to create clone of original file or SaveAs
a file:
Step 1: Open MS Word.
Step 2: Do some entries.
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Step 3: Click on File Menu.

Step 4: Click on SaveAs tool.
Step 5: Choose a location where you want to save the file.
(A Dialog Box to save date asking file name will appear).
Step 6: Write a unique file name.
Step 7: Now click on Save button.

History: The History tool lets us to find or view all previously created
files in MS Word.
There are the following steps to view History:
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Step 1: Open MS Word.

Step 2: Click on File Menu.
Step 3: Click on History tool.
(A list of all previously created files will appear.)
Step 4: Choose a file if you want to open it then double-click on the
selected file name.
Share: The Share toll allows a user to share a file created in MS Word
with People via different methods such as Network, email, Online
Presentation, Blog-Post etc.
There are the following steps to share a file using share tool in File
Menu:
Step 1: Create a document.
Step 2: Do some data entries.
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Step 3: Save the file.

Step 4: Click on file Menu.
Step 5: Click on Share tool.
(There will be available different methods of file sharing.)
Step 6: Choose a required sharing method.
Step 7: Follow the instructions of chosen sharing method.
Print: The Print tool is used to get print-out of a document created in
MS Word.
There are the following steps to print a file:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Save the file.
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Step 4: Click on File Menu.

Step 5: Click on Print Tool.
Or Press Ctrl+P
(A Pop-up dialog-box will appear to set print properties etc.)
Step 6: Set Printing properties if required such as page size, margin,
color etc.
Step 7: Choose a printer from installed printers and click on print
button.
Export: The Export tool allows a user to export a file saved in MS
Word to another format.
There are the following steps to export a file:
Step 1: Create a document.
Step 2: Do some data entries.
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Step 3: Save the file.

Step 4: Click on File Menu.
Step 5: Click on Export Tool.
(A Pop-up dialog-box will appear with different options of export.)
Step 6: Choose an export method.
Step 7: Follow the instructions of chosen export method.
Accounts: The Accounts tool allows a user to see properties of a
document created in MS Word.
Close: The Close tool allows a user to close a MS Word document
opened or created.
There are the following steps to close a document:
Step 1: Click on file menu.
Step 2: Click on close tool.
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Make sure that the file you have opened or create is saved properly.
Home Menu
Home is the default menu in MS Word. When we open MS Word, it
opens in Home menu by itself. The Home menu contains a lot of
powerful and useful tools in it.

The Home menu contains the following group of tools:

✓ Clipboard
✓ Font
✓ Paragraph
✓ Styles
✓ Editings
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Clipboard: The Clipboard group of tools contains such tools using which
we can copy, cut data and paste it to a desired location and also copy
and paste effects of data to a new data.
This group contains the following tools:
• Paste
• Cut
• Copy
• Format Painter
Paste: The Paste tool lets a user to paste a copied or cut data to a
desired location.
There are the following steps to paste a data:-
Step 1: Open MS Word.
Step 2: Do some data entries.
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Step 3: Now select a desired data and right click on it.

(A list of different options and tools will appear.)
Step 4: Click any of the option either copy or cut.
Step 5: Now again repeat step 3 and choose paste option.
The short cut key to paste is ctrl+v
Cut: The Cut tool is used to move original data to a desired location.
There are the following steps to cut data:
Step 1: Open MS Word.
Step 2: Do some data entries.
Step 3: Now select a desired data and right click on it.
(A list of different options and tools will appear.)
Step 4: Click on cut option.
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Step 5: Now again repeat step 3 and choose paste option.

The short cut key to cut is ctrl+x
Copy: The Copy tool is used to create clone of original data to a
desired location.
There are the following steps to copy data:
Step 1: Open MS Word.
Step 2: Do some data entries.
Step 3: Now select a desired data and right click on it.
(A list of different options and tools will appear.)
Step 4: Click on copy option.
Step 5: Now again repeat step 3 and choose paste option.
The short cut key to copy is ctrl+c
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Format Painter: The format painter tool is used to copy and apply
effects from one data to another.
There are the following steps to use format painter tool:
Step 1: Create a black workbook.
Step 2: Do some data entries.
Step 3: Apply some effects to a selected data.
Step 4: Select the data on which you have applied effect.
Step 5: Click on home menu.
Step 6: Go to Clipboard group.
Step 7: Click on format painter tool.
Step 8: Now click on a plain data.
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Font: Font Group of Tools contains such tools using which we can
apply effects on fonts and change font types. The Font group
contains the following tools:
• Font
• Font Size
• Bold
• Italic
• Underline
• Strike through
• Sub script
• Super script
• Clear Formatting
• Text Effects
• Text Highlight Colour
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• Font Colour
• Change Case
• Increase Font Size
• Decrease Font Size
Font: The Font tool is used to change font type in a document.
There are the following steps to change font type in a document:
Step 1: Create a document.
Step 2: Click on Home menu.
Step 3: Go to Fonts group.
Step 4: Click on Fonts tool.
(A list of different fonts will appear.)
Step 5: Choose a desired font type.
The short cut key to change font is Ctrl+Shift+F.
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Font Size: The Font Size tool is used to change the size of font in a
document.
There are the following steps to change font size in a document:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select a data of which the size you have to change.
Step 4: Click on home menu.
Step 5: Go to Fonts group.
Step 6: Click on Font Size tool.
(A List of different font size will appear.)
Step 7: Choose a desired font size.
The short Cut key to change font size is Ctrl+Shift+P.
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Bold: The bold tool is used to thicken or bolden the font you have
written.
There are the following steps to make a selected data bold:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select some data you want to make it bold.
Step 4: Click on Home Menu.
Step 5: Go to Fonts Group.
Step 6: Click on Bold Tool.
The short cut key of bold tool is ctrl+b
Italic: The italic tool is used to make a selected data italic. There are the
following steps to make a selected data italic:
Step 1: Create a document.
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Step 2: Do some data entries.

Step 3: Select some data you want to make it italic.
Step 4: Click on Home Menu.
Step 5: Go to Fonts Group.
Step 6: Click on Italic Tool.
The short cut key of italic tool is ctrl+i
Underline: The Underline tool is used to draw a line under the font we
have written in a document.
There are the following steps to underline a font or a word:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select required data.
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Step 4: Click on home menu.

Step 5: Go to Fonts group.
Step 6: Click on ‘U’ tool.
Or,
If you want to change the underlining style, then click on the drop-
down of ‘U’ tool.
(A list of different underlining styles will appear.)
Step 6(b): Choose a desired style.
The short-cut key to underline is Ctrl+U
Strikethrough: The Strikethrough tool is used to cross-over a line on
text in a document.
There are the following steps to strikethrough:
Step 1: Create a document.
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Step 2: Do some data entries.

Step 3: Select the text which you have to strikethrough.
Step 4: Click on Home Menu.
Step 5: Go to fonts group.
Step 6: Click on Strikethrough tool.
Subscript: The Subscript tool lets a user to make a text or a number in
the base of other text or number.
There are the following steps to make a selected text subscript.
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select a data which you have to make subscript.
Step 4: Click on Home Menu.
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Step 5: Go to Fonts Group.

Step 6: Click on subscript tool or press ctrl+=.
Superscript: The Superscript tool lets a user to make a text or a number
on the power of other text or number.
There are the following steps to make a selected text superscript.:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select a data which you have to make superscript.
Step 4: Click on Home Menu.
Step 5: Go to Fonts Group.
Step 6: Click on superscript tool or press ctrl++.
Clear All Formatting: The Clear All formatting tool is used to remove all
effects applied on a text.
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There are the following steps to use clear all formatting tool:
Step 1: Open a pre created document.
Step 2: Select a word or a sentence on which effects have been applied
and you have to remove the same.
Step 3: Click on Home Menu.
Step 4: Go to fonts group.
Step 5: Click on Clear All Formatting tool.
Text Effects: The Text Effects feature allows a user to apply special
effects on selected text.
There are the following steps to apply text effect on a selected text:-
Step 1: Create a document.
Step 2: Do some data entries.
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Step 3: Select a text, a word or a sentence on which you have to apply

an effect.
Step 4: Click on Home Menu.
Step 5: Go to fonts group.
Step 6: Click on Text Effects tool.
(A list of different text effects will appear.)
Step 7: Choose a desired text effect.
Text Highlight Tool: The Text Highlight tool is used to highlight a
selected text, word or a sentence by applying a highlighter colour in
the background of the same.
There are the following steps to highlight a selected text, word or a
sentence:
Step 1: Create a document.
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Step 2: Do some data entries.

Step 3: Select a text, a word or a sentence which you have to highlight.
Step 4: Click on Home Menu.
Step 5: Go to Fonts group.
Step 6: Click on the drop-down arrow of Text Highlighting tool.
(A list of different highlighting colours will appear.)
Step 7: Choose a desired colour.
Font Colour: The font Colour tool is used to update or change font
colour of a selected text.
There are the following steps to change font colour:
Step 1: Create a document.
Step 2: Do some data entries.
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Step 3: select the text, the word, or the sentence of which the colour
you have to change.
Step 4: Click on Home Menu.
Step 5: Go to Fonts Group.
Step 6: Click on the drop-down arrow of Font Colour tool.
(list of multiple colours will appear.)
step 7: choose a desired colour.
Change Case: The Change Case tool is used to change font case from
lower to upper, upper to lower etc of a selected content.
There are the following steps to change case of a selected content:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select the part of the data of which you have to change case.
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Step 4: Click on Home menu.

Step 5: Go to Fonts Group.
Step 6: Click on the drop down of Change Case tool.
(A list of different case types will appear.)
Step 7: Choose a required Case Type.
Increase Font Size: The increase font size tool is used to increase or
grow the size of a selected font.
There are the following steps to increase or grow font size:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select the range of font of which the size you have to increase
or grow.
Step 4: Click on Home Menu.
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Step 5: Go to Fonts group.

Step 6: Click on increase Font Size tool and repeat it till you get a
desired size.
The short cut key to increase font size tool is Ctrl+Shift+>
Decrease Font Size: The decrease font size tool is used to decrease or
shrink the size of a selected font.
There are the following steps to decrease or shrink font size:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select the range of font of which the size you have to decrease
or shrink.
Step 4: Click on Home Menu.
Step 5: Go to Fonts group.
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Step 6: Click on decrease Font Size tool and repeat it till you get a
desired size.
The short cut key to decrease font size tool is Ctrl+Shift+<
Paragraph Group
The Paragraph group of tools lets a user to arrange and manage
paragraph in a document.
This group contains the following tools:
• Bullets
• Numbers
• Multilevel lists
• Increase/Decrease Indent
• Left/Centre/Right/Paragraph alignments
• Paragraph and Line Spacings
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• Paragraph Shading
• Borders
• Sorting
• Show/Hide Paragraph
Bullets: The Bullets tool is used to insert a specified symbol before a
text in each paragraph.
There are the following steps to insert Bullets in a paragraph:
Step 1: Create a document.
Step 2: Click on Home Menu.
Step 3: Go to Paragraph Group.
Step 4: Click on Bullets tool.
(A List of different bullets types will appear.)
Step 5: Choose a desired bullets type.
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Or define your own bullet by clicking on define bullet option available

on the bottom of bullets tool.
Note: Now you can do your data entries, the chosen bullet type will be
applied automatically.
Numbers: The numbers tool is used to insert a number before a
paragraph.
There are the following steps to insert numbers in a paragraph:
Step 1: Create a document.
Step 2: Click on Home Menu.
Step 3: Go to paragraph group.
Step 4: Click on numbers tool.
(A List of multiple numbers types will appear.)
Step 5: Choose a desired number type.
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Or define your own number type by clicking on define number option

available on the bottom of Numbers tool.
Note: Now you can do your data entries, the chosen number type will
be applied automatically.
Multilevel List: The Multilevel List tool is used to create a list in a
sequence of one after one such as 1, 1.1, 1.2, 1.3 etc.
There are the following steps to create a multi-level list:
Step 1: Create a document.
Step 2: Click on Home Menu.
Step 3: Go to Paragraph Group.
Step 4: Click on Multilevel tool
(A list of different multilevel list type will appear.)
Step 5: Choose a desired list type.
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Step 6: Now define your list manually for first time.

Step 7: Create your list and press enter button till you don’t want to
discontinue to sequence.
Increase/Decrease Indent: The Increase or decrease indent tool is used
to minimize or maximize space before text.
There are the following steps to apply a required indent type:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select the part of paragraph of which indent you have to
modify.
Step 4: Click on Home Menu.
Step 5: Go to paragraph group.
Step 6: Click on a required indent tool.
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Step 7: repeat step 6 till you get a satisfactory indent.

Alignment: The Alignment tool is used to align text to a desired
direction of a document. There are four types of alignment in MS
Word: Left, Centre, Right and Paragraph Alignment.
There are the following steps to change alignment of a paragraph:
Step 1: Create a document.
Step 2: do some data entries.
Step 3: Select a line or a paragraph of which you have to change the
alignment.
Step 4: Click on |Home Menu.
Step 5: Go to paragraph Group.
Click on a required Alignment tool.
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Line and paragraph spacing: The Line and paragraph spacing tool
allows a user to increase or decrease space between lines in a
paragraph.
There are the following steps to increase or decrease space between
lines of a paragraph:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select the entered data.
Step 4: Click on Home Menu.
Step 5: Go to paragraph group of tools.
Step 6: Click on Line and Paragraph spacing tool.
(A List of different space size will appear.)
Step 7: Choose a required space type.
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Shading: The Shading tool is used to highlight a text by applying colour

in the background of the selected text.
There are the following steps to shade a text.
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select a text or a word you want to highlight.
Step 4: Click on Home Menu.
Step 5: Go to paragraph group.
Step 6: Click on Shading tool.
(A list of different shading colours will appear.)
Step 7: Choose a required colour.
Border: The Border tool is used to apply border around a selected text.
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There are the following steps to apply border around a text:

Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select a text or a word you want to apply border around it.
Step 4: Click on Home Menu.
Step 5: Go to paragraph group.
Step 6: Click on border tool.
(A list of different border type will appear.)
Step 7: Choose a required border.
Sorting: The Sorting tool is used to view data in a desired way from
ascending to descending or descending to ascending order.
There are the following steps to sort data:
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Step 1: Create a document.

Step 2: Do some data entries using numbers.
Step 3: Select the data which you want to sort.
Step 4: Click on Home Menu.
Step 5: Go to Paragraph group.
Step 6: Click on Sort tool.
(Pop-up menu to set sorting criteria will appear.)
Step 7: Set sorting criteria and click on ok button.
Show/Hide Paragraph: The Paragraph tool is used to view the end
point of a paragraph.
There are the following steps to show or hide paragraph tool:
Step 1: Create a document.
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Step 2: Do some data entries.

Step 3: Select all.
Step 4: Click on Home Menu.
Step 5: Go to Paragraph group.
Step 6: Click on Paragraph tool.
Style: The Style Group of tools allows a user to define the style of a
selected text.
There are the following steps to change the style of text:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select a range of text which you want to change style of.
Step 4: Click on Home Menu.
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Step 5: Go to Style Group.

(A wide range of different Font Styles will be available here.)
Step 6: Choose a required Font Style.
INSERT MENU
The Insert Menu lets a user to insert a desired content to a document.
The insert menu is consisting of the following group of tools:
• Pages
• Table
• Illustration
• Add-Ins
• Online video
• Links
• Comments
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• Headers & Footers

• Text
• Symbols
Pages: The Pages group of tools contains such tools using which we can
insert a blank page, create a cover page or break an existing page.
This group contains the following tools:
a) Cover Page
b) Blank Page
c) Page Break
Cover Page: The Cover page is to top page of a book, diary or a resume
which explains the graphical data of the contents in the entire book or
entry.
There are the following steps to insert a cover page:
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Step 1: Create a document.

Step 2: Click on Insert Menu.
Step 3: Go to Pages Group.
Step 4: Click on Cover page tool.
(A List of different Cover Page templets will appear.)
Step 5: Choose a desired templet or you can design your own cover
page design.
Blank Page: A Blank page is a page which we insert in a document at a
desired location as per our requirement.
There are the following steps to insert a blank page in a document:
Step 1: Create a document.
Step 2: Do some data entries.
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Step 3: Click on a desired location where you want to insert a blank

page.
Step 4: Click on Insert Menu.
Step 5: Go to Pages Group.
Step 6: Click on Blank Page tool.
Page Break: The page break tool is used to break or divide a page into
two parts from a desired location.
There are the following steps to break a page:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Click on a desired location from where you have to break the
page.
Step 4: Click on Insert Menu.
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Step 5: Go to Pages group.

Step 6: Click on page break tool.
Table: The Table Group contains several options to insert table to a
document.
There are the following tools can be found in the table group:
➢ Table
➢ Insert Table
➢ Draw Table
➢ Text to Table
➢ Excel Worksheet
➢ Quick Table
There are the following steps to insert a table in a document:
Step 1: Create a document.
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Step 2: Click on Insert menu.

Step 3: Go to tables Group.
Step 4: Click on Tables tool.
(A List of different tables will appear.)
Step 5: Choose a required table type and follow instruction.
Illustration: The Illustration group of tools contains such tools using
which we can explain something graphically.
This group contains the following tools:
➢ Pictures
➢ Online Pictures
➢ Shapes
➢ Smart Art Graphics
➢ Charts
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➢ Screenshot
Pictures: The Pictures tool is used to insert a photo or a figure in a
document. There are the following steps to insert a picture in a
document:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Click on Insert Menu.
Step 4: Go to Illustration Group.
Step 5: Click on Pictures tool.
(A Pop up to browse picture from your pc will appear.)
Step 6: Browse and chose a desired picture from your PC.
Step 7: Click on Insert button to insert the chosen picture.
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Online Pictures: The Online Pictures tool is used to insert a photo or a

figure from an online website to a document. There are the following
steps to insert an online picture in a document:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Click on Insert Menu.
Step 4: Go to Illustration Group.
Step 5: Click on Online Pictures tool.
(A Pop up to browse online picture will appear.)
Step 6: Type the keyword to search an online picture.
Step 7: Once the desired picture is appeared, select the picture and
click on Insert button to insert the chosen picture.
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Shape: The Shape tool is used to insert a desired shape in a document.

There are the following steps to insert a shape in a document:
Step 1: Create a document.
Step 2: Click on Insert Menu.
Step 3: Go to Illustration Group.
Step 4: Click on Shape tool.
(A Pop-up menu with multiple shapes will appear.)
Step 5: Choose a desired shape.
Step 6: Click on a desired location on document.
Step 7: Now draw the chosen shape.
SmartArt: The SmartArt tool is used to represent a table or data
graphically.
There are the following steps to insert a SmartArt in a document:
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Step 1: Create a document.

Step 2: Click on Insert Menu.
Step 3: Go to Illustration Group.
Step 4: Click on SmartArt tool.
(A list of multiple SmartArt Graphics will appear.)
Step 5: Choose a desired SmartArt Graphics.
Step 6: Fill the required fild of the Graphical Table.
Chart: The Chart tool is used to represent table of mathematical data
graphically. A Chart is a pictorial representation of data.
There are the following steps to insert a chart in a chart in a document:
Step 1: Create a document.
Step 2: Insert a table.
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Step 3: Fill the table with data.

Step 4: Select the table with data.
Step 5: Click on Insert Menu.
Step 6: Go to Illustration Group.
Step 7: Click on Charts tool.
(A list of different chart types will appear.)
Step 8: Choose a required chart type.
Screenshot: The Screenshot tool is used to capture the background of a
document.
There are the following steps to insert a screenshot:
Step 1: Create a document.
Step 2: Click on Insert Menu.
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Step 3: Go to Illustration Group.

Step 4: Click on Screenshot tool.
Step 5: Continue with Screen Clipping option.
(The background screen will appear.)
Step 6: Click any where on that screen.
(The screen will become blur whitish.)
Step 7: Now Click and select the area of the screen which you want to
capture.
Add-Ins
The Addins Group of tools allows a user to insert additional tools and
menu to a document when required. This feature is an online feature
available on Office 2016 or later versions.
There are the following steps to insert an additional tool:
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Step 1: Create a document.

Step 2: Click on Add-Ins Group.
A(A Liste of different tools will appear.)
Step 3: Choose a required tool.
Step 4: Click on Add button.
Step 5: To manage an Add-In click on My Add-Ins option.
Online Video: The Online Video is an advanced feature available in the
latest version of Micro Soft Office. Using this tool we can insert a short
video in a document.
There are the following steps to insert an online video in a document:
Step 1: Create a document.
Step 2: Click on Media Group.
Step 3: Now Click Online Video tool.
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(Pop-up to insert link of video will appear.)

Step 4: Open a website for short videos.
Step 5: Copy the link of an online video.
Step 6: Paste the link in the pop-up.
Step 7: Click on Insert button.
Links: The Links group of tools contains such tools using which a user
can insert bookmarks, link and cross-reference in a document.
This group contains the following tools:
• Links
• Bookmarks
• Cross – Reference
Links: The Links tool is used to insert a file created in any format in
document or a website in a document.
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There are the following steps to insert a link in a document:-

Step 1: Create a document.
Step 2: Click on Insert Menu.
Step 3: Go to Links Group.
Step 4: Click on Links tool.
(A Pop – up to chhose a file will appear.)
Step 5: Choose a desired file and click on insert button.
Or to insert a webpage sympally type the URL of the webpage and
press space button.
Bookmarks: The bookmarks tool is used to mark last reading point of a
document and create it as a bookmark.
There are the following steps to inser a bookmark in a document:-
Step 1: Open a precreated document.
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Step 2: Select a reading point.

Step 3: Click on Insert Menu.
Step 4: Go to links group.
Step 5: Now click on Bookmarks tool.
(A Pop-up menu to cerate a bookmark will appear.)
Step 6: Give a unique name to the book mark and click on add button.
Step 7: To Play the bookmark repeat step 3 and 4 and then click on
Goto button.
Cross – Reference: The Cross – Reference tool allows a user to create
index or list of contents in a a document.
There are the following steps to create a cross -reference:

Step 1: Create a document.

60

Step 2: Create some stories.

Step 3: Give Headings to each stories.
Step 4: Select the given heading and Click on Headings options under
style group in Home Menu.
Step 5: Repeat Step 4 for all headings.
Step 6: Go to top of the page and insert a blank page above the
document.
Step 7: Click on Insert Menu.
Step 8: Go to Links Group..
Step 9: Click on Cross – Reference Tool.
(A Pop – Up menu to set cross – reference will appear.)
Step 10: Choose Headings option in Reference type.
( List of all headings will appear.)
61

Step 11: Choose a heading and click on insert button and then close
button.
Step 12: Repeat Step 10 and 11 till all headings are covered.
Step 13: Now press Ctrl key and click on a heading from list of index,
the chosen content will be automatically opened.
Comments: The Comments Gropu of tools allows a user to write a
comment on an entry created by others.
There is only one tool in this group called Comment.
There are the following steps to write a comment:
Step 1: Open a document
Click on a desired location where you have to make a comment.
Step 2: Click on Insert Menu.
Step 3: Go to Comments group and click on comment tool.
62

(A Pop – up to write a comment will appear.)

Step 4: Write your desired comment.
Headers and Footers
Headers and Footers are the title and details written on the top of a
document and bottom of a document.
The Quote on the top is called Header whereas the quote on the
bottom is called footer.
There are the following steps to insert a Header or a Footer in a
document:
Step 1: Create a document.
Step 2: Click on Insert Menu.
Step 3: Go to Heasers & Footers Group.
Step 4: Click on Headers tool.
63

( Alist of different Headers will appear.)

Step 5: Choose a desired Header.
Now Edit and modyfy the chosen Header as per your requirement.
Step 6: Repeat step 2 and 3.
Step 7: Click on Footers tool.
(A List of different Fotters will appear)
Step 8: Choose a fotter similer to Header you have choosed.
Step 9: Now you can edit or modify your chosen Footer.
Text
The Text group of tools allows a user to insert and create text based
effects in a document.
This group contains the following tools:
64

• Text Box
• Quick Part
• Word Art
• Drop Cap
• Signature Line
• Date and Time
• Objects
Text Box: The Text Box tool is a feature which allows a user to write a
desired text in the written content in a saperate box.
There are the following steps to insert a text box:
Step 1: Open a document.
Step 2: Click on a desired location where you want to insert a text box.
Step 3: Now Click in Insert Menu.
65

Step 4: Go to Text Group.

Step 5: Click on Text box tool.
Step 6: Draw a text box on the desired location you have selected.
Step 7: Now you can write your desired text in the drawn text box.
Quick Part: Quick Part is an effective and fast tool which allows a user
to insert a text quickly over another text.
There are the following steps to insert a quick part:
Step 1: Open a document.
Step 2: Click on Insert Menu.
Step 3: Go to Text Group.
Step 4: Click on Quick Part tool.
(A list of different Quick Part templete will appear.)
66

Step 5: Choose a desired templete.

Step 6: Now edit the chosen templet as per your requirement.
Word Art: The Word Art tool allows a user to apply graphical effects on
a selected text.
There are the following steps to insert Word Art effects to a selected
text:
Step 1: Create a document.
Step 2: Write something.
Step 3: Select the written content.
Step 4: Click on Insert Menu.
Step 5: Go to Text Group.
Step 6: Click on Word Art tool.
(A list of different Word Art effects will appear.)
67

Step 7: Choose arequired Word Art Effect.

Drop-Cap: The Drop Cap tool is used to capitalise the first letter of a
selected paragraph.
There are the following steps to insert Drop-Cap in a document:
Step 1: Open a document.
Step 2: Select a paragraph.
Step 3: Click on Insert Menu.
Step 4: Go to text group.
Step 5: Click on drop Cap tool.
(There will appear two different types of drop-cap effects.)

Step 6: Choose a desired Drop-Cap style.

68

Signature Line: The Signature Line tool is used to insert a signature at

the end of the document written.
There are the following steps to insert a signature line in a document:
Step 1: Open a document.
Step 2: Click on Insert Menu.
Step 3: Go to Text Group.
Step 4: Click on Signature Line tool.
(A Pop-up to set Signature Line.)
Step 5: Fill the Pop-up and click on on Button.
Date and Time: The Date and Time tool is used to insert Date and Time
at the end of a document.
There are the following steps to insert Date and time in a document:
Step 1: Open a document.
69

Step 2: Click on Insert Menu.

Step 3: Go to Text Group.
Step 4: Click on Date and Time tool.
( A List of different date and time formates will appear.)
Step 5: Choose a required Date and time format.
Objects: The Objects tool is used to insert a drawn object.
There are the following steps to insert an object in a document:
Step 1: Open a document.
Step 2: Click on Insert Menu.
Step 3: Go to Text Group.
Step 4: Click on Objects tool.
( List of all supportive softwares to insert object will appear.)
70

Step 5: Choose a software.

Step 6: Now draw a required object.
Step 7: Sympally close the application of in which you have drawn the
object, the object will be automatically inserted in the document.
Symbols
The Symbols group of tools allows a user to insert signs and symbols as
well as equations in a document.
This group contains the following tools:
• Equations
• Symbols.
Equations: The Equations tool enables a user to create or insert
mathematical equation in a document.
There are the following steps to insert an equation:
71

Step 1: Create a document

Step 2: Click on Insert Menu.
Step 3: Go to Symbols group of tools.
Step 4: Click on Equations tool..
(There will appear several options.)
Step 5: Click on insert new equation option.
Note: Now you can personalise your equation as per your
requirements.
Symbols:
The symbols tool is used to insert special signs and symbols to a
document..
There are the following steps to insert signs and symbols in a
document:
72

Step 1: Create a document

Step 2: Click on Insert Menu.
Step 3: Go to Symbols group of tools.
Step 4: Click on Symbols tool..
(There will appear several different categories of suymbols.)
Step 5: Choose a required symbol, and click on insert button and then
click on close button to close the pop-up.
Design Menu
The Design Menu contains such tools using which a user can
personalise the design of a page. This menu contains the following
group of tools:
• Document Formatting
• Page Background
73

Document Formatting: The Document Formatting group allows a user

to apply effects on text of a document.
This group contains the following tools:
✓ Themes
✓ Basic Text Effects
✓ Theme Color
✓ Fonts
✓ Paragraph Spacing
✓ Effects
✓ Set As Default

There are the following steps to use tools of document formatting

group:
Step 1: Create a document.
74

Step 2: Do some data entries.

Step 3: Click on design Menu.
Step 4: Go to Document formatting group.
Step 5: Choose a required tool.
Step 6: Follow the criteria of the chosen tool.
Step 7: If required, choose another tool.
Page Background: The page background group allows a user to
personalise the background of a document.
This group contains the following tools.
✓ Watermark
✓ Page Color
✓ Borders
75

Watermark: Watermark is an effect or a design aopplied on the

background of a page. There are two types of watermark: Picture
Watermark and Text Watewrmark.
There are the following steps to insert Picture Watermark in a
document:
Step 1: Create a document.
Step 2: Click on design menu.
Step 3: Go to Page Background Group.
Step 4: Click on Watermark tool.
Step 5: Continue with custome watermark option.
Step 6: Click on Picture watermark checkbox.
Step 7: Browse a desired picture either using online picture method or
offiline picture method.
76

Step 8: Choose a picture and click on insert button.

Step 9: Customise the watermark option from the po-up and click on
Apply button.
Text Watermark: A Text Watermark is a text behind the document.
There are the following steps to insert text watermark in a document:
Step 1: Create a document.
Step 2: Click on Design Menu.
Step 3: Go to Page Background Group.
Step 4: Choose Custome Watermark option.
Step 5: Continue with Text Watermark checkbox.
(There will be available an option to write your text.)
Steop 6: Write your desired text by replacing ‘ASAP’ text.
77

Step 7: Click on Apply button.

Note: You can manage colour, font style, direction of text in this dialog-
box.
Page Color: The Page color tool ,allows a user to change the
background color of a document.
There are thye following steps to change page color of a document:
Step 1: Create a document.
Step 2: Click on Design Menu.
Step 3: Go to page background group.
Step 4: Click on Page Color tool.
(A list of different colors will appear.)
Step 5: Choose a desired color.
Page Border: Page border is a border applied around a document.
78

There are the following steps to insert page border in a document:

Step 1: Create a document.
Step 2: Click on Design Menu.
Step 3: Go to Page Background Group.
Step 4: Click on Border tool.
(A Pop – up menu with different options will appear.)
Step 5: Choose a desired page border.
Step 6: Click on ok button.
Layout: The Layout Menu contains such tools using which a user can
manage page size, psage margin, page orientation and position of
objects on a page.
This group contains the following group of tools:
• Page Setup
79

• Paragraph
• Arrange
Page Setup: The Page Setup Group contains such toools using which we
can set page size, margine etc.
There are the following tools available in this group:
▪ Margins
▪ Orientations
▪ Size
▪ Columns
▪ Page Break
▪ Line Numbers
▪ Hyphernation
Margins: The Margins tool is used to set page margin in a document.
There are the following steps to set page margin:
80

Step 1: Create a document.

Step 2: Click on Layout Menu.
Step 3: Go to Page Setup Group.
Step 4: Click on Margins tool.
(A List of different Page Margin types will appear.)
Step 5: Choose a required Margin type.
Orientation: The Orientation tool allows a user to change the
orientation of a page from portrait to landscape and landscape to
portrait.
There are the following steps to change the orientation of a page:
Step 1: Create a document.
Step 2: Click on Layout Menu.
Step 3: Go to page setup group.
81

Step 4: Click on Orientation tool.

(There will appear two options to choose orientation of page 1.
Landscap and 2 Portrait.)
Step 5: Choose an option.
Size: The Size tool is used to set page size of a document.
There are the following steps to set page size:
Step 1: Create a document.
Step 2: Click on Layout Menu.
Step 3: Go to Page Setup Group.
Step 4: Click on Size too.
(A List of different Page Size will appear.)
Step 5: Choose a required size.
82

Column: The column tool allows a user to insert multiple columns in a

document.
There are the following steps to insert multiple columns:
Step 1: Create a document.
Step 2: Click on Layout Menu.
Step 3: Go to Page Setup Group
Step 4: Click on Columns tool.
(A List of different Column options will appear.)
Step 5: Choose a required column type.
Break: The Break tool is used to break a page from a desired location
into a new page.
There are the following steps to break a page.
Step 1: Create a document.
83

Step 2: Do some data entries.

Step 3: Click on a desired location from where you want to break the
page.
Step 4: Click on Layout Menu.
Step 5: Go to Page Setup Group.
Step 6: Click on Break tool.
Line Number: The Line number tool is used to set line number in a
document.
There are the following steps to insert Line number in a document:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Select All.
Step 4: Click on Layout Menu.
84

Step 5: Go to Page Setup Group.

Step 6: Click on Line Number tool.
(A List of different Line Number option will appear.)
Step 7: Choose a required option.
Hyphernation: The Hyphernation tool arranges spaces in a paragraph
automatically.
There are the following steps to Hyphernate a document.
Step 1: Open a document.
Step 2: Select all data of the document.
Step 3: Click on Layout Menu.
Step 4: Go to Page Setup Group.
Step 5: Click on Hyphernate Tool.
85

(A List of different Hyphernations will appear.)

Step 6: Choose a required Hyphernation from Automatic to mannual.
Paragraph: The Paragraph Group of tools allows a user to set indent
and space in a paragraph.
The group contains the following tools:
• Left Indent
• Right Indent
• Space Before Paragraph
• Space After Paragraph
There are the following steps to set indent and space in a paragraph:
Step 1: Creatre a document.
Step 2: Do some data entries.
Step 3: Select the data of which you have to set indent or space.
86

Step 4: Click on Layout Menu.

Step 5: Go To Paragraph Group.
Step 6: To Set indent Manage the number of indent laft and right.
Step 7: To Change paragraph spacing set the value of paragraph
spacing before and after.
Arrange: The Arrange Group of tools allows a user to arrange
additional content in a document.
This group contains the following tools:
• Position
• Wrap
• Bring Forward
• Send Backward
• Selection
87

• Align
• Group
• Rotate
Position: The Position tool is used to set position of an object in a
document with texts.
There are the following steps to set position of an object in a
document:
Step 1: Create a document.
Step 2: Write something.
Step 3: Insert an object.
Step 4: Select all.
Step 5: Click on Layout Menu.
Step 6: Go to Arrange Group.
88

Step 7: Click Position tool.

(A list of different objection positions will appear.)
Step 8: Choose a required position.
Wrap: The Wrap tool is used to make an object wrapped with other
objects or text.
There are the following steps to wrap an object:
Step 1: Create a document.
Step 2: Write something.
Step 3: Insert at least one or more objects.
Step 4: Select an object.
Step 5: Right Click on the object.
Step 6: Click on Wrap Text option.
89

Step 7: Continue with an option from behind text, infront text, etc.
Bring Forward: The Bring forward tool is used to bring an object
forward to another object.
There are the following steps to bring an object forward:
Step 1: Create a document.
Step 2: Insert at least two objects.
Step 3: Arrange all objects over each others.
Step 4: Select an object from behind.
Step 5: Click on Layout Menu.
Step 6: Go to Arrange Group.
Step 7: Click on Bring Forward tool.
Send Backward: The Send Backward tool is used to arrange an object
behind to other object.
90

There are the following steps to bsend an object backward:

Step 1: Create a document.
Step 2: Insert at least two objects.
Step 3: Arrange all objects over each others.
Step 4: Select an object from on the front.
Step 5: Click on Layout Menu.
Step 6: Go to Arrange Group.
Step 7: Click on Send Backward tool.
Selection Pane: The Selection Pane tool is used to hide or show a
selected object.
There are the following steps to use Selection Pane tool:
Step 1: Create a document.
91

Step 2: Insert multiple objects.

Step 3: Select all objects
Step 4: Click on Layout Menu.
Step 5: Go to Arrange group.
Step 6: Click on selection Pane tool.
(A list of all selected objects will appear.)
Step 7: Click on Show/Hide option of a selected object.
Align: The Align tool is used to Align the position of an object in a
document.
There are the following steps to align an object.
Step 1: Create a document.
Step 2: Insert as many objects as required.
92

Step 3: Select an object of which you want to change the alignment.

Step 4: Click on Layout Menu.
Step 5: Go to Arrange Group.
Step 6: Click on Align Tool.
(A list of different Alignment options will appear.)
Step 7: Choose a required Alignment position.
Group: The Group tool is used to make multiple objects a group of
objects.
There are the following steps to make multiple objects a group:
Step 1: Create a document.
Step 2: Insert multiole objects.
Step 3: Select all objects.
93

Step 4: Click on Layout Menu.

Step 5: Go to Arrange Group.
Step 6: Click on Group tool.
( A list of different grouping and ungrouping options
Will appear.)
Step 7: Choose an option.
Rotate: The Rotate tool is used to rotate a selected object.
There are the following steps to rotate an object:
Step 1: Create a document.
Step 2: Insert an object.
Step 3: Select the inserted object.
Step 4: Click on Layout Menu.
94

Step 5: Go to Arrange Group.

Step 6: Click on Rotate tool.
(A List of different rotation angles will appear.)
Step 7: Choose an angle.
References
The References menu allows a user to create a reference or index in a
document.
This Menu contains the following group of tools:
• Table of Contents
• Footnote
• Research
• Vitations & Bibilography
• Captions
95

• Index
• Table of Authorities
Tableof Contents:
The Table of Contents group of tools contains such tools using which a
user can create content of a book or an entry.
This Group contains the following tools:
➢ Table of Contents
➢ Add Text
➢ Update Table
Table of Contents: The Table of Contents tool is used to create content
of a book.
There are the following steps to create table of contents:
Step 1: Create a book.
96

Step 2: Insert a blank page before the first page of the book.
Step 3: Click on References Menu.
Step 4: Go to Table of Contents Group.
Step 5: Click on Table of Cntents tool.
(A List of different styles of content will appear.)
Step 6: Choose a style.
Step 7: Modify the chosen style as per your requirements.
Add Text: The Add text tool is used to insert new content in existing
table. There are the following steps to add text in a table:
Step 1: Open a book with table.
Step 2: Click on References Menu.
Step 3: Go to Table of Contents Group.
97

Step 4: Click on Add Text tool.

Step 5: Now Write your desired text and click on Update table tool.
Footnotes: The Footnotes Group of tools allows a user to insert a note
at the end of a page.
There are the fiollowing steps to insert a Footnote in a document:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Click on References Menu.
Step 4: Go to Footnote Group.
Step 5: Click on Footnote tool.
(A space to insert a footnote will appear.)
Step 6: Write your desired Footnote.
98

Step 7: To view next note or previous note click on next note or

previous note tool, or click on View notes tool to view all notes.
Endnote: An Endnote is a note at the end of a content which we have
written.
There are the following steps to insert an Endnote in a document:
Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Click on References Menu.
Step 4: Go to Footnote Group.
Step 5: Click on Endnote tool.
(An option to write your desired endnote will appear.)
Step 6: Write your desired Endnote.
99

Next Note/Previous Note: The Next Note or Previous Note tool is used
to show or hide next or previous Note.
There are the following steps to show a Next or Prevoious Note:
Step 1: Create a document.
Step 2: Do some entries.
Step 3: Insert Notes such as Foot Note and Endnote.
Step 4: Click on References Menu.
Step 5: Go to Footnote Group.
Step 6: Click on Next/Previous Note tool.
(A list of different Notes Showing option will appear.)
Step 7: Choose an option.
Show Notes: The Show Notes tool is used to show all notes either
Footnote or Endnote.
100

There are the folliwing steps to use show notes tool:

Step 1: Create a document.
Step 2: Do some data entries.
Step 3: Insert Endnotes and Footnotes.
Step 4: Click on References Menu.
Step 5: Go to Footenote Group.
Step 6: Click on Shownotes tool.
Smartlookup: The Smart Lookup tool is used to find related or similar
use of the selected content or meaning of the selected content.
Note: This is an online feature that requires a high speed internet
connection.
There are the following steps to use Smartlookup tool:
Step 1: Open a document.
101

Step 2: Select a range of word of which you want to look for meaning.
Step 3: Click on References Menu.
Step 4: Go to research Group.
Step 5: Click on Smartlookup tool.
Citation & Bibilography: The Citation & Bibilography group of tools
allow a user to manage Authors and Puplisher’s data in a document.
This group contains the following tools:
• Insert Citation
• Manage Source
• Style
• Bibilography
There are the following steps to insert a Citation in a document:
Srep 1: Create a document.
102

Step 2: Do some data entries.

Step 3: Click on References Menu.
Step 4: Go to Citations and Bibilography Group of tools.
Step 5: Click on Insert Citation tool
Step 6: Choose an option from Add a new source and Add a new
Placeholder.
(A Pop Up Menu with a form will appear.)
Step 7: Fill the details asked in the Pop-Up and Click on Ok Button.
There are the following steps to manage Source:
Step 1: Open a document with pre inserted Citation.
Step 2: Click on References Menu.
Step 3: Go to Citation & Bibilography Group of tool.
103

Step 4: Click on Manage Sources tool.

(All Sources created in Citation window will appear.)
Step 5: Choose a source.
Captions: The Captions Group of tools contains such tools using which
one can insert a caption to a picture and use this caption as cross-
reference in a document.
There are the following tools available in this group:
• Insert Caption
• Table of figures
• Update table
• Cross-Reference
There are the following steps to insert Caption to pictures in a
document:
104

Step 1: Create a document.

Step 2: Insert as many pictures as required.
Step 3: Select a picture.
Step 4: Click on References Menu.
Step 5: Go to Captions Group of tools.
Step 6: Click on Insert Caption tool.
(A Pop-Up to fill data about caption will appear.)
Step 7: Fill all required fields in the pop-up appeared.
Step 8: Click on OK button.
Step 9: Repeat Step 3 to Step 8 for all pictures one by one.
There are the following steps to view List of Contents:
Step 1: Open a document with pre inserted captions.
105

Step 2: Click on References Menu.

Step 3: Go to Captions Group.
Step 4: Click on Table of Figures Dialogbox.
There are the following steps to insert cross-reference in a document:
Step 1: Open a document in which already captions have been
inserted.
Step 2: Click on References Menu.
Step 3: Go to Captions Group of tools.
Step 4: Click on Cross-Reference Tool.
(A Pop up with all reference type will appear.)
Step 5: Choose a reference type such as Figures, Equations or Tables
etc.
(A list of all captions from chosen reference type will appear.)
106

Step 6: Choose a reference and click on Insert button.

Step 7: Close the popup and repeat Step 5 and 6 for all references.
Index: The Index Group of tools contains such tools using which a user
can insert reference index and use it as a reference.
This group contains the following tools:
• Mark Entry
• Insert Index
• Update Index
There are the following steps to Mark and Insert Index in a document:
Step 1: Create a document.
Step 2: Click on References Menu.
Step 3: Go to Index Group of tools.
Step 4: Click on Mark Entry Tool.
107

(A Pop-up to set Index data will appear)

Step 5: Fill all required data and click on Mark Button.
Step 6: Now Click on Insert Index tool.
(All Marked Entries will appear.)
Step 7: Chose an index and Click on Insert button.
Table of Authorities: The Table of Authorities Group allows a user to
Mark a selected point of a document as a citation and use the same for
further reference.This Group contains the following tools:
• Mark Citation
• Insert Table of Authorities
• Update Table of Authorities.
There are the following steps to use tools of Table of Authorities
Group:
108

Step 1: Open a Document.

Step 2: Click on References Menu.
Step 3: Go to Table of Authorities Group.
Step 4: Select a para from the document.
Step 5: Click on Mark Citation Tool.
(A Pop up to mark the selected content as a citation will appear.)
Step 6: Select a category for the selected Text.
Step 7: Click on Mark Citation Button.
Step 8: To use the marked Citation as a Table of Authoerities click on
Insert Table of Authorities tool.
(A Pop up with all Marked Citations will appear.)
Step 9: Choose a category and select a citation as an Authority.
109

Step 10: Now Click on Update table tool to update the marked Citation
as Authority.
Mailings
The Mailings Menu lets a user to manage and create envalope and
level as well as address book and email of contacts to send mails.
This Menu contains the following Group of tools:
• Create
• Start Mail Merge
• Write & Insert Fields
• Preview Results
• Finish
Create: The Create Group contains such tools using which we can
create an envalope or a label to print address.
110

There are the following tools available in Create Group:

• Envalope
• Label
There are the following steps to create an envalope or a label:
Step 1: Create a document.
Step 2: Click on Mailings Menu.
Step 3: Go to Create Group.
Step 4: Choose an option from Envalope to Label.
(A Pop-up to fill details will appear)
Step 5: For Envalope Fill Delivery and Return both Addresses.
Or For Label Fill only Delivery Address
Step 6: Set Envalope position.
111

Step 7: Click on Print button to print.

Start Mail Merge: The Start Mail Merge Group contains such tools
using which a user can create list of recipents and use them as
directory and address book for bulk posting of Mails and emails.
This group contains the following tools:
• Start Mail Merge
• Select Receipents
• Edit Receipents List
There are the following Steps to use Start Mail Merge tool:
Step 1: Create a document.
Step 2: Click on Mailings Menu.
Step 3: Go to Start Mail Merge Group.
112

Step 4: Click on Start Mail Merge tool.

( A List of different Mailing options will appear such as Letter, Email,
Envalope, Label etc.)
Step 5: Choose an Option.
There are the following steps to create a list of Reciepents:
Step 1: Create a document.
Step 2: Click on Mailings Menu.
Step 3: Go to Start Mail Merge group of tools.
Step 4: Click on Select Receipents tool.
(A pop – up menu with two options to create a list of receipents or to
choose an existing list will appear.)
Step 5: Click on Select Existing List option if you have an already
created list of receipents.
113

Or
Click on Creat a new list of eceipents option.
( A Pop-up window will appear to fill data of receipents)
Step 6: Fill data of Receipents, Click on Ok Button.
Step 7: Now save the list by giving a unique name
There are the following steps to edit list of ceceipents:
Step 1: Create a document.
Step 2: Click on Mailings Menu.
Step 3: Go to Start Mail Merge Group.
Step 4: Click on Edit Receipents List tool.
( A Pop – up with all receipents list will appear.)
Step 5: Choose a list and edit as per your requirement
114

Write & Insert Fields: The Write & Insert Fields Group of tools lets a
user to personalize data of an address book we have created in Start
Mail Merge Group.
This Group contains the following tools:
• Highlight Fields
• Address Book
• Greeting Line
• Insert Merge Fields
• Rules
• Match Fields
• Update Lables
There are the following steps to use tools of Write and Insert Fields
Group:
Step 1: Create a document.
115

Step 2: Create an address Book using Type a new list option under
Select Recipents tool in Start Mail Merge Group.
Step 3: Now Click on Mailings Menu.
Step 4: Go to Write & Insert Fields Group.
Step 5: Click on Address Book tool.
( List of All previously created list of recipents will appear.)
Step 6: Choose a list as per your requirement.
Step 7: Now Click on Greeting Line tool to manage Greeting Line of the
Adress Book.
(A Pop-up Menu to personalize Greeting Line Will Appear.)
Step 8: Personalize Greeting Line.
Step 9: Click on Insert Merge Fields to add what to display from the
address book.
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Step 10: If you want to highlight something from the Address Book. You
can click on Highlight Fielsds tool.
Preview Results: The Preview Results Group contains such tools using
which a user can preview a created and personalised Address Book.
This Group contains the following tools:
• Preview Results.
• Next
• Previous
• Find Reciepents
• Check for Errors
There are the following Steps to Preview an Address Book:
Step 1: After personalising an Address Book, just Click on Preview
Results tool under Preview Results Group of tools.
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Finish: The Finish group contains only one tool using which we can
Finish the Preview and Finish the Address Book to get Print out iof it.
There are the following Steps to Print an addrtess book.
Step 1: After personalising an Address Book, just go to Finish Group
and Click on Finish & Merge tool.
Step 2: Now Click on Print document option under the drop-down of
Finish & Merge tool.
Review
The Review menu contains such group of tools using which a user can
chek for errors in a document, and make comments as well as change
language of a document.
The Review Menu Contains the following Group of Tools:
• Proofing
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• Accessibility
• Language
• Comments
• Tracking
• Changes
• Compare
• Protect
Proofing: The Proofing Group of tools contains such tools using which
we can check for spellings, grammars and thesaurus etc in a document.
This Group contains the following tools:
• Spelling & Grammar
• Thesaurus
• Word Count
There are the following steps to use tools of this group:
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Step 1: Open a document.

Step 2: If you find an spelling error with red coloured underline,
Grammar Error with Blue Coloured underline or Thesaurus Error with
Green Coloured underline then click on Review Manu.
Step 3: Go to Proofing Group.
Step 4: Click on an appropriate tool from Spelling and Grammar to
Theasurus.
Step 5: The selected tool will give you some correct examples related
to your content, choose any one as per your requirement.
Note: If you think, your one is right, just cl ignore button.
Accessibility: The Accessibility tool is used to check for accessibility of a
document.
There are the following steps to check for Accessibility of a document:
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Step 1: Open a document.

Step 2: Select all.
Step 3: Click on Review Menu.
Step 4: Click on Accessibility tool.
(This will look for all tough words and sentences used in the document
which is not easy.)
Language: The Language group of tools allows a user to change
language of proofing for a document or to change a selected content
into a desired language.
This group contains the following tools:
• Language
• Translate
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There are the following steps to change the language of proofing of a

document:
Step 1: Open a document.
Step 2: Click on Review Menu.
Step 3: Go to Language Group of tools.
Step 4: Click on Language tool.
Step 5: Click on set proofing language option.
( A list of different languages will appear.)
Step 6: Choose a language for proofing.
Step 7: Click on OK button.
There are the following steps to translate a document:
Step 1: Open a document.
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Step 2: Select the content which you want to translate.

Step 3: Click on Review Menu.
Step 4: Go to Language Group of tools.
Step 5: Click on translate tool.
(A Menu to choose language of translation will appear.)
Step 6: Choose a language of your choice.
(The selected content will be translated in your chosen language.)
Step 7: Click on Insert button.
Comments: The Contains such tools using which a user can write a
comment on a document, delete a comment, view a comment and
show a comment.
There are the following steps to use tools of Comments Group of tools:
Step 1: Open a document.
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Step 2: Clcik on a content where you want to write a comment.

Step 3: Click on Review Menu.
Step 4: Go to comments group.
Step 5: Click on New Comment tool.
(A pop-up to write your comment will appear.)
Step 6: Write your comment.
Step 7: To delete your comment, click on delete tool.
Step 8: To show Previous comment click on Previous tool.
Step 9: To show next comment, click on next tool.
Step 10: To show all comments at a time, click on show comments
tool.
Tracking: The Tracking group of tools allows a user to track change
made in a document by others. This group contains the following tools:
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• Track Changes
• Simple Markup
• Show Markup
• Reviewing Pan
There are the following steps to track changes made in a document:
Step 1: Open a document.
Step 2: Select a content which you want to track.
Step 3: Click on Review Menu.
Step 4: Go to Tracking Group.
Step 5: Click on Track Change tool.
Step 6: Click on Simple Markup option to view change or original
content.
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Step 7: Click on Show markup to view all new insertions, deletions etc
in a document.
Changes: The Changes group lets a user to accept or reject change
made in a document.
This group contains the following tools:
• Accept
• Reject
• Previous
• Next
There are the following steps to use tools of Changes group:
Step 1: Open a document.
Step 2: Select all.
Step 3: Click on Review Menu.
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Step 4: Go to Changes group.

Step 5: Click on Accept tool to accept change
or, click on Reject tool to reject the change.
Note: To view changes click on Previous or next tool to view previous
change or next change.
Compare: The Compare Group of tools contains such tools using which
a user can compare two different documents.
There are the following steps to compare two documents:
Step 1: Open a document.
Step 2: Click on Review Menu.
Step 3: Go to compare group.
Step 4: Click on Compare tool.
(A Pop-up to choose two different files will appear.)
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Step 5: Choose two different files.

Step 6: Click on OK Button.
Note: If you want to combine two different files, then follow these
steps:
Step 1: Open a document.
Step 2: Click on Review Menu.
Step 3: Go to compare group.
Step 4: Click on Combine tool.
(A Pop-up to choose two different files will appear.)
Step 5: Choose two different files.
Step 6: Click on OK Button.
Protect: The Protect tool is used to protect a document from being
unauthorised modification.
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There are the following steps to protect a document:

Step 1: Open a document.
Step 2: Click on Review Menu.
Step 3: Now Click on Protect tool.
(A Pop -up to choose an option to allow some parts to edit or full
protect will appear.)
Step 4: Choose an option as per your requirement.
(A Pop – up to set password will appear.)
Step 5: Create a unique Password, Confirm the password and click on
OK button.
View Menu
The View Menu lets a user to give a final look to a document about its
final output.
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The View Menu contains the following group of tools:

• View
• Page Movement
• Show
• Zoom
• Windows
• Macros
View: The View group contains such tools using which a user can view
a document in different ways or layouts.
This group contains the following tools:
• Reading Mode
• Print Layout View
• Web Layout View
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• Outline View
• Draft View
There are the following steps to change view of a document:
Step 1: Open a document.
Step 2: Click of View Menu.
Step 3: Go to Views Group.
Step 4: Choose a required View Mode.
Note: To change a view click on View modes available on the bottom
right side of a page.
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Page Movement: The Page movement tool is used to move a

document from vertical view to horizontal view or horizontal view tio
vertical view.
There are the following steps to change view of a page:
Step 1: Open a document.
Step 2: Click on View Menu.
Step 3: Go to page movement Group.
Step 4: Choose a required view from vertical to horizontal.
Show: The Show group contains such tools using which a user can
show or hide ruler, gridline and navigation pan in a document.
Ther are the followng steps to show or hide Ruler/Gridline/Navigation
Pan in a document:
Step 1: Open a document.
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Step 2: Click on View Menu.

Step 3: Go to Show Group.
Step 4: Click on a required button.
Zoom: The zoom group of tools contains such tools using which a user
can increase or decrease viewing size of contents in a document.
There are the following tools available in Zoom Group:
• Zoom
• 100%
• One Page
• Multipage
• Page Width
There are the following steps to use tools of zoom group:
Step 1: Open a document.
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Step 2: Click on view Group.

Step 3: Go to Zoom Group of tools.
Step 4: Choose a required tool to zoom.
Note: To reset zooming click on 100% tool.
Windows: The Windows Group of tools contains such tools using which
a user can view a document in a desired window view. This group
contains the following tools:
• New Windows
• Arrange All
• Split
• View Side by Side
• Synchoronous Scrolling
• Reset Windows Position.
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There are the following steps to use tools of Windows Group:

Step 1: Open a document.
Step 2: Click on View Group.
Step 3: Go to Windows Group.
Step 4: Click on New Windows tool to open the same document in a
new window.
Step 5: Click on Arrange All tool to view all opend windows together.
Step 6: Click on Split tool to scroll all documents together.
Step 7: Click on View Side by Side tool to view all opened documens
side by side.
Step 8: Click on Synchoronous scrolling too to scroll all documents
sapartly.
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Step 9: Click on Reset Windows tool to reset all effects applied in this
group.
Macros: The Macros group allows a user to record all activities done in
a document and view when required.
There are the following steps to record and play a Macro:
Step 1: Open a document.
Step 2: Click on View Menu.
Step 3: Go to Macros Group.
Step 4: Click on Record tool.
(A Pop up to give a unique name will appear.)
Step 5: Write a unque name for your macro.
Step 6: Click on Ok button to start recording.
Note: Now do some activities which you want to be recorded.
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Step 7: Click on Stop recording tool to stop recording a Macro.

Note: To Play a recorded Macro click on View Macros tool.
(A List of all recorded Macros will appear)
Click on a required Macro.