UNIT III

MS WORD

Microsoft Word:
Microsoft Word is a widely used commercial word processor designed by Microsoft.
Microsoft Word is a component of the Microsoft Office suite of productivity software, but can
also be purchased as a stand-alone product. It was initially launched in 1983 and has since been
revised numerous times. Microsoft Word is available for both Windows and Macintosh operating
systems. Microsoft Word is often called simply Word or MS Word.
Uses of Microsoft Word :

Microsoft Word is a word processor, and, like other word processors, it's capable of helping
users create a variety of different types of documents. For example, users can create a résumé,
business contract, instruction document, or a letter to another person.

Microsoft Word Extensions :

Early versions of Microsoft Word primarily created and used the .doc file extension, while newer
versions of Word create and use the .docx file extension.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu
of older versions of Word. This button allows us to create a new document, open an existing
document, save or save as, print, send (through email or fax), publish or close.

In the upper-left corner of the Word

2007 window is the Microsoft Office
button.

The Quick Access Toolbar

Quick Access toolbar is next to the Microsoft Office button. The Quick Access toolbar provides
us with access to commands we frequently use. By default Save, Undo, and Redo appear on the
Quick Access toolbar. We can use Save to save our file, Undo to rollback an action we have
taken, and Redo to reapply an action we have rolled back.

The Title Bar

Title bar is next to the Quick Access toolbar. The Title bar displays the title of the document on
which we are currently working. Word names the first new document we open Document1. As
we open additional new documents, Word names them sequentially. When we save our
document, we assign the document a new name.
The Ribbon

We use commands to tell Microsoft Word what to do. In Microsoft Word 2007, we use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several
related command groups. Within each group are related command buttons. We click buttons to
issue commands or to access menus and dialog boxes. We may also find a dialog box launcher
in the bottom-right corner of a group. Clicking the dialog box launcher gives us access to
additional commands via a dialog box.

Each of the Tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols Page
Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and
Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

Groups
In the image below, the arrows point to a new topic – Groups.

Clipboard Font Paragraph Styles Editing

Clipboard Group

The Tab/Ribbon bar images (in this tutorial) are hard to read, so we’ve placed arrows (in the
image above) for the Groups in the Word Home Tab/Ribbon. Again, the Tabs/Ribbons, and
Groups,will vary depending on the application you’re using. Let’s look a bit at the Groups in
Word.

The first Group on the Word Home Tab is

Clipboard. To open a Group you move your
cursor over the little down pointing arrow in
the lower right corner of a group.
Open Group
This arrow is enlarged in the image below.

Close Group

When you click this arrow the image on the

right appears. Notice that the Clipboard
appears on the left side of your screen and shows any text or images you’ve copied. To close
this group, click the “X” in the upper right corner of the Group.

Font group

Notice, in the Font Group area (above), you

have the most used Font features. However,
if you desire all of the font features, just click
the Open Group arrow to the right of Font
the Font menu screen appears

Paragraph group

In the Paragraph Group area (left) you

again have the most used Paragraph
 features. However, if you desire all of
the paragraph features, just click the
Open Group arrow to the right of
Paragraph.

The Paragraph menu screen appears when you click the Open Group arrow to the right of
the Paragraph Group.

Styles group

Hang on! The next Group on the Word Home

Tab/Ribbon is Styles. If you go back to Page 6 and
glance at the Word, PowerPoint and Excel Home
Tabs, you’ll see that the right portion of a Tab is
where the application selections change to fit the
application. In Word you can now select a style
from the Styles Group (image below). If you click
the More arrow in the lower right corner of the
Styles group, you will see additional choices.

More Arrow

When you click the More arrow you will see an image similar to the one below. Notice that we
are in Times New Roman – Normal. On the next page we’ll show you one of the really, really
neat new features in 2007 Office.
The Ruler

The ruler is found below the Ribbon.

We can use the ruler to change the format of your document quickly. If our ruler is not visible,
follow the steps listed here:

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the
Ribbon.

The Text Area

Just below the ruler is a large area called the text area. We type our document in the text area.
The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. As we type, our text displays at the cursor location. The horizontal line next to
the cursor marks the end of the document.
The Vertical and Horizontal Scroll Bars
The vertical and horizontal scroll bars enable us to move up, down, and across our window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the
right side of the screen. The horizontal scroll bar is located just above the status bar. To move up
and down our document, click and drag the vertical scroll bar up and down. To move back and
forth (forward) across our document, click and drag the horizontal scroll bar back and forth. We
won't see a horizontal scroll bar if the width of our document fits on our screen.

The Status Bar

The Status bar appears at the very

bottom of our window and
provides information as the
current page and the number of
words in our document. We can
change what displays on the
Status bar by right-clicking on the
Status bar and selecting the
options we want from the
Customize Status Bar menu. We
click a menu item to select it. We
click it again to deselect it. A
check mark next to an item means
it is selected.

Document Views

In Word 2007, we can display our document in one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.

Draft View
Draft view is the most frequently used view. We use Draft view to quickly edit our
document.
Web Layout
Web Layout view enables us to see our document as it would appear in a browser such as
Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats our screen to make reading our document more
comfortable.
Outline View
Outline view displays the document in outline form. We can display headings without the
text. If we move a heading, the accompanying text moves with it.
 1. Click the View tab.
2. Click Draft in the Document Views group. When the Draft option is selected it appears in
a contrasting color.

Word Processing Features:

Word processing software is used to manipulate a text document, such as a resume or a report.
Word processing software offers a variety of features and commands that enable users
to create attractive business documents easily and efficiently. This section provides a
brief description of many basic features that can be found in most word processing
software programs.

BASIC COMMANDS
Basic commands include the operations necessary to view, save, print, and close a
document.
■ Open. Displays lists of folders and files (documents). Use this command to
locate a desired document and open (display) it on the screen.
■ Save/Save As. Saves a document on a disk while leaving a copy of it on the
screen. Use Save As the first time a document is saved (give it a filename) and to
rename a document. Use Save to save a revised document without renaming it.
■ Print Preview. Shows a document as it will look when printed, including
multiple pages in one view.
■ Print. Prints documents. Select print options and settings (Print dialog box)
before printing.
■ Close. Removes a document from the display screen. If the document has not
been saved, you will be prompted to save it before closing.

EDITING FEATURES
Editing features allow the user to locate, revise, correct, and rearrange text in a document.
■ Copy. Copies selected text so it can be placed in another location, leaving the
original text unchanged.
■ Cut. Removes selected text from the current location.
■ Paste. Places selected text that has been copied or cut at another location.
■ Find. Locates a specified keystroke, word, or phrase in a document. Available
Find options include:
– Find only occurrences that match the specified case.
– Find only whole words containing the specified text.
– Find all forms of a specified word.
– Find specified text using the asterisk (*) and question mark (?) as wildcard
(unspecified) characters.
■ Replace. Finds a specified keystroke, word, or phrase, and then replaces it with
another keystroke, word, or phrase. All occurrences of the specified text can be
replaced at one time, or replacements can be made individually (selectively).
■ Select. Highlights text on which various operations may be performed. Use the
mouse and/or key combinations to select text. Once selected, the text can be
bolded, underlined, italicized, deleted, copied, moved, printed, saved, etc.
■ Spell-Check. Checks words, documents, or parts of documents for misspellings.
■ Undo. Reverses the last change made in the text. This feature restores moved text
to its original location.
■ Redo. Reverses the last Undo action.
■ Typeover. Replaces existing text with newly keyed text (also called Overstrike or
Overtype).

ENHANCEMENT FEATURES
Enhancement features improve the appearance of a document and/or emphasize
important words, phrases, or sentences.
■ Bold. Prints text darker than other copy as it is keyed. Bold may be added after
text has been keyed by first selecting the text.
■ Borders. Adds a border to any or all sides of a page, paragraph, or column, as
well as to a table or a cell within a table. Page border options may include small
pictures. Borders not only enhance appearance, but also make text easier to read
by emphasizing certain passages. Borders are most effective when used sparingly.
■ Bullets. Highlights each item in a list with a heavy dot or other character, as
demonstrated in this list of features. Bullets add visual interest and emphasis.
■ Change Case. Changes capitalization. The lowercase option changes all selected
text to lowercase; the UPPERCASE option changes selected text to all capitals.
The Sentence case option capitalizes the first letter of the first word, and the Title
Case option capitalizes the first letter of each selected word.
■ Drop Cap. Formats paragraphs to begin with a large dropped capital letter.
Drop caps are objects (pictures) that can be formatted and sized.
■ Font. Consists of the typeface, style, size, and any effects used. Font features may
be changed before or after text is keyed. The number and size of fonts available
depends on the software and printer used.
– Typeface. Refers to the design of the characters. Examples include Times New
Roman, Courier New, and Arial.
– Styles. Include bold and italic.
– Size. Measured in points such as 10 point or 12 point. One point is about 1⁄72
of an inch.
– Effect. Added to give text a special look. Examples of effects are shadow,
emboss, and small caps. Effects should be used infrequently.
■ Italic. Prints letters that slope up toward the right. Italic may be added after text
has been keyed by first selecting the text.
■ Numbering. Shows the proper order of a series of steps or items. Use numbers
instead of bullets whenever the order of items is important.
■ Shading. Adds color or patterns to paragraphs or table cells to emphasize them
and focus the reader’s attention on the contents.
■ Superscript. Places text slightly higher than other text on a line. Superscript is
commonly used for footnotes and endnotes, and for mathematical formulas and
equations.
■ Underline. Underlines text as it is keyed. An underline may be added after text
has been keyed by first selecting the text.
■ Watermark. Prints any desired text or graphics behind the main text on document pages.

FORMATTING FEATURES
Formatting features change the arrangement, or layout, of pages. These features
include aligning text vertically and horizontally, indenting and hyphenating text, and
changing margins and line spacing.
■ Alignment. Refers to the horizontal position of a line of text (also called
justification).
– Use left alignment to start text at the left margin (even left margin).
– Use right alignment to align text at the right margin (even right margin).
– Use center alignment to center text between the left and right margins.
– Use justify alignment for even left and right margins.
■ Center Page. Centers text between top and bottom margins of a page. This
feature leaves an equal (or nearly equal) amount of white space above and
below text. Inserting two hard returns below the last keyed line gives centered
documents a better appearance.
■ Indent. Moves text away from the left or right margin.
– Left indent (paragraph indent) moves the text one tab stop to the right
(usually 0.5"), away from the left margin.
– Hanging indent moves all but the first line of a paragraph 0.5" (one tab
stop) to the right. Hanging indent is commonly used on bibliographies and
reference pages.
■ Line Spacing. Changes the amount of blank space between lines of text.
■ Margins. Changes the amount of blank space at the top, bottom, right, and/or
left edges of a page. Default margin settings are not the same for all software.
■ Page Break. Inserts a soft page break automatically when the current page is full.
A hard page break can be inserted manually to start a new page before the current
page is full.
■ Tab. Aligns text according to the type of tab set. By default, most word
processing software programs have left tabs already set at half-inch (0.5")
intervals from the left margin. These preset tabs can be cleared and reset.
– Left tabs, commonly used to align words, align text evenly at the left by placing
the keyed text to the right of the tab setting.
– Right tabs, commonly used to align whole numbers, align text evenly at the
right by placing the keyed text to the left of the tab setting.
– Decimal tabs align numbers at the decimal point, regardless of the number of
places before or after the decimal point.
– Dot Leader tabs automatically place dot leaders (. . . .) between columns of
designated text. The leaders lead the reader’s eyes from text in the left column
to text in the right column.
■ Text Wrapping. Positions text in relation to an inserted object (graphic). Text
may appear above and below, around, behind, or in front of an object.

INSERT FEATURES
Various commands on the Insert menu are used to add page numbers, dates, headers,
footers, and footnotes and to insert symbols, clip art, files, pictures, shapes, text boxes,
and word art.
■ Shapes. Adds a variety of shapes (rectangles, stars, banners, arrows, flow chart
symbols, etc.) to a document.
■ Clip Art. Drawings, pictures, sounds, and video clips can be inserted into
documents. A collection of clip art files is provided with word processing
software; additional clip art can be purchased or downloaded from the Internet.

WORD PROCESSING FEATURES 5

■ Date. Automatically inserts the date into a document. Some software contains
an Update option that automatically replaces the previous date with the current
date each time the document is opened or printed.
■ Footnote and Endnote. Identifies sources quoted or paraphrased in the text or gives
extra information about the main text. Word processing software automatically
positions and prints each footnote at the bottom of the same page as the reference to
it. It prints endnotes on a separate page at the end of a report. When footnotes or
endnotes are edited, added, or deleted, the software feature automatically makes the
necessary changes in numbering, formatting, and page breaks.
■ Header and Footer. Adds text (such as a chapter title, date, filename, or name
of a person or company) or graphic (a company logo, for example) in the top
margin (header) or bottom margin (footer) of a page. Headers or footers often
include page numbers.
■ Page Numbers. Places page numbers in a specified location on printed pages.
– Most software contains a variety of numbering styles from which to choose:
Arabic numerals (1, 2, 3), lowercase Roman numerals (i, ii, iii), uppercase
Roman numerals (I, II, III), uppercase letters (A, B, C), and lowercase letters
(a, b, c).
– Numbers can be placed at the top or bottom of the page, and aligned at the
left margin, center, or right margin.
– The Hide or Suppress option keeps the page number from appearing on a
specified page.
■ Text Boxes. Frequently used for labels or callouts in a document. Once a text
box is inserted in a document, it can be formatted, resized, and moved.
■ Word Art. Changes text into a graphic object. Most word processing software
programs have a word art gallery that contains predefined styles such as curved or
stretched text.

MISCELLANEOUS FEATURES
This group contains features included in most word processing software that make the
keying task easier and more efficient.
■ AutoFormat. Automatically formats headings, bulleted and numbered
lists, borders, numbers, symbols, and so on as a document is keyed. Table
AutoFormat applies borders, shading, font effects, etc., to tables.
■ AutoCorrect. Automatically corrects many common keying, spelling, and
grammatical errors. It can also insert certain text, graphics, and symbols
automatically.
■ AutoComplete. Inserts entire items such as dates and AutoText (stored phrases)
when a few identifying characters are keyed.
■ Macro. Allows the user to save (record) keystrokes and/or commands for retrieval
(playback) later. Macros save time by eliminating repetitive keying and formatting.
■ Show. Displays marks in text showing where tabs, spaces, and hard returns
are inserted. Being able to see these marks helps when editing a document or
solving formatting problems. The marks do not print.
■ Split Window. Displays a document in two panes, each with its own scroll bars.
This feature can be useful when copying text between parts of a long document,
or when it is necessary to see text not visible in the window where you are keying.
■ Zoom. Increases or decreases the size of text and amount of a page appearing
on the screen. Zoom out (a rate below 100%) to see more of a page and smaller
text; zoom in (a rate above 100%) to see less page area and larger text.

SPECIAL FEATURES
The word processing features listed below are used to create specific kinds of documents.
■ Merge. Combines information from two files into one merged file. The feature
is often used to merge a form letter (main document) with a name and address
file (data source) to create a personalized letter (merged file) to each recipient in
the data source file.
■ Newspaper-Style Columns. Divides a page into two or more side-by-side
columns to create pamphlets, leaflets, brochures, and newsletters. The columns
may be equal or unequal width. As the document is keyed, text fills a column
before moving to the next column. Often, newspaper-style columns need to be
balanced (equal or nearly equal in length). The desired balance can be achieved
by inserting column breaks as needed.
■ Outline. Automatically labels each topic (paragraph) with a number or letter.
The alphanumeric outlining system uses Roman and Arabic numbers and capital
and lowercase letters. For example, Level 1 items might be labeled I, II, III, etc.
Level 2 would be A, B, C, etc., and Level 3 would be labeled 1, 2, 3, etc.
■ Styles. Applies a predefined set of formatting options to text to add consistency
to a document.
■ Table. Creates a grid for arranging information in rows and columns. A table
can be used to summarize information and to arrange it into easily identifiable
categories. Note: Table features are discussed in the Tables section of this
manual.
■ Web Page. Creates a new blank Web page in the document window. The file is
saved in HTML format so it can be viewed in a Web browser.
■ E-Mail. Creates a new e-mail message in the document window and sends the
document as the body of the e-mail.

SHORTCUT KEYS

Shortcut Description
Ctrl+0 Toggles 6pts of spacing above the paragraph.
Ctrl+A Select all contents of the page.
Ctrl+B Bold highlighted selection.
Ctrl+C Copy selected text.
Ctrl+D Open the font preferences window.
Ctrl+E Aligns the line or selected text to the center of the screen.
Ctrl+F Open find box.
Ctrl+I Italic highlighted selection.
Ctrl+J Aligns the selected text or line to justify the screen.
Ctrl+K Insert a hyperlink.
Ctrl+L Aligns the line or selected text to the left of the screen.
Ctrl+M Indent the paragraph.
Ctrl+N Opens new, blank document window.
Ctrl+O Opens the dialog box or page for selecting a file to open.
Ctrl+P Open the print window.
Ctrl+R Aligns the line or selected text to the right of the screen.
Ctrl+S Save the open document. Like Shift+F12.
Alt+F, A Save the document under a different file name.
Alt+X Show the Unicode code of a highlighted character.
Ctrl+T Create a hanging indent.
Ctrl+U Underline the selected text.
Ctrl+V Paste.
Ctrl+W Close the currently open document.
Ctrl+X Cut selected text.
Ctrl+Y Redo the last action performed.
Ctrl+Z Undo last action.