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EXPERIMENT -1

Basic formatting commands of ms

word (2021)

Objective – To understand basic command of MS word

used for formatting of a word file.

(command -1) Page Setup and Margin

Formatting
Open Your Document: Open the Word document where you want to adjust
margins and page setup.

1. Access the Page Layout Tab:

o Click on the “Layout” tab in the Ribbon (sometimes labeled as “Page Layout”).
2. Set Margins:
o Click on “Margins” in the Page Layout section.
o Choose a predefined margin setting (e.g., Normal, Narrow, Wide), or click “Custom
Margins…” to enter specific values.
o For custom margins, enter your desired measurements for Top, Bottom, Left, and
Right in the Page Setup dialog box. You can also adjust settings for Header and
Footer.
o Click “OK” to apply the changes.

Adjust Other Page Settings:

o In the Page Setup dialog box, you can also adjust the Orientation (Portrait or
Landscape), Paper Size, and Layout options like Columns and Section Breaks.
o Click “OK” to save changes.
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For Microsoft Word (Windows and Newer Mac Versions):

1. Open Your Document: Open your Word document.

2. Go to the Layout Tab:
o Click on the “Layout” tab in the Ribbon (or “Page Layout” in some versions)..
3. Page Setup:
o Click “Size” to select a paper size or “Orientation” to choose between Portrait and
Landscape.
o Click “Margins” to adjust margin settings.
o For more advanced settings, click “Page Setup” to open the detailed settings dialog.
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(command 2) Pagination

1 Open Your Document:

o Open Microsoft Word and the document where you want

to add page numbers.
2. Access the Header/Footer:
o o to the “View” menu and select “Header and Footer”.
Alternatively, you can double-click the header or footer
area of your document to activate the Header & Footer
Tools.
3. Insert Page Numbers:
o With the header or footer section active, click on the
“Header & Footer” tab that appears in the Ribbon.
o lick “Page Number” in the Header & Footer section.
o Choose the desired page number location: Top of Page
(Header) or Bottom of Page (Footer).
o Select a page number style from the options provided.
4. Customize Page Numbers:
o After inserting the page numbers, you can format them by
clicking on the “Page Number” button again and
selecting “Format Page Numbers…”.
o In the Page Number Format dialog box, you can choose
number formats (e.g., Arabic numerals, Roman numerals),
and set starting numbers if needed.
5.
Close Header/Footer:

Click “Close Header and Footer” on the Ribbon or double-

click outside
o Click “Close Header and Footer” on the Ribbon or
double-click outside
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(command 3) Increase and Decrease

indent

Microsoft Word typically refers to using features like Smart Compose or voice
commands effectively.

increase and decrease indent

1. Increase Indent
o Shortcut: Ctrl + M
o Function: Moves the entire paragraph further from the left margin. This
command is useful for creating subpoints in lists or visually separating
sections of text.
o How to Use: Select the paragraph you want to indent, then press the shortcut,
or click the "Increase Indent" button on the toolbar.
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2. Decrease Indent
3. Shortcut: Ctrl + Shift + M
4. Function: Moves the paragraph closer to the left margin. This is helpful for correcting
over-indented text or adjusting the layout of your document.

How to Use: Select the indented paragraph and use the shortcut, or click the "Decrease
Indent" button on the toolbar.
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( command -4 ) Hanging Indent

1. Open Microsoft Word 2021

• Launch Microsoft Word 2021 from your desktop or Start menu.

• Open a new or existing document where you want to apply the hanging indent.

2. Select the Text for Hanging Indent

• Highlight the Text:

o Click and drag to select the paragraphs where you want to apply the
hanging indent. If you want to apply it to the entire document, you can use
Ctrl + A to select all text.

3. Access Paragraph Formatting Options

• Option 1:
o Go to the “Home” tab on the Ribbon.
o In the “Paragraph” group, click on the small arrow in the bottom-right
corner to open the “Paragraph” dialog box.
• Option 2:
o Alternatively, right-click on the selected text and choose “Paragraph” from
the context menu.

4. Set Up the Hanging Indent

• In the “Paragraph” dialog box, go to the “Indents and Spacing” tab.

• Adjust Indentation:
o In the “Indentation” section, locate the “Special” dropdown menu.
o Select “Hanging” from the dropdown list. This will automatically adjust the
indent for all lines except the first line of the selected paragraphs.
• Set the Indent Measurement:
o Enter the desired measurement for the hanging indent in the “By” field. The
default setting is typically 0.5 inches, but you can adjust this according to
your requirements.
o For example, if you want a 0.5-inch hanging indent, enter “0.5” in the “By”
field.
• Apply the Changes: o Click “OK” to apply the hanging
indent to the selected text.

5. Using the Ruler for Hanging Indent (Alternative Method)

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• Show the Ruler:

o Ensure the ruler is visible by going to the “View” tab on the Ribbon and
checking the “Ruler” checkbox in the “Show” group.
• Adjust Hanging Indent Using the Ruler:
o Select the text you want to format.
o On the ruler at the top of the page, locate the small triangle and rectangle
icons.
 The First Line Indent Marker (triangle) is on the left side of the
ruler.
 The Hanging Indent Marker (rectangular block) is below the
triangle.
o Drag the Hanging Indent Marker to the desired position for the hanging indent (e.g.,
0.5 inches).
o Ensure the First Line Indent Marker remains at the starting margin (usually
0 inches) to maintain the proper hanging indent format.

6. Review and Adjust

• Preview Your Document:

o Make additional adjustments, if necessary, by repeating the steps above or
finetuning the ruler settings.

7. Save Your Document

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(command- 5) Linespacing
Line spacing refers to the vertical distance between lines of text in a document. Here's how to
adjust it:

1. Select the text you want to format:

 Click and drag your mouse to highlight the desired text.

2. Access the line spacing options:

 Click on the "Home" tab in the Word ribbon.

 Locate the "Line and Paragraph Spacing" group.
 Click on the small arrow next to the "Line and Paragraph Spacing" icon to reveal a
dropdown menu.

3. Choose your desired line spacing:

 The dropdown menu will display several options for line spacing, such as:
o Single spaced (1.0 lines)
o 1.15 lines
o 1.5 lines
o Double spaced (2.0 lines)
o Multiple (allows you to specify a custom line spacing value)
 Click on the desired option to apply it to the selected text.

4. Customize line spacing further (optional):

 If you need more precise control over line spacing, click on "Line Spacing Options" at
the bottom of the dropdown menu.
 This will open the "Paragraph" dialog box.
 In the "Spacing" section, you can:
o Adjust the "Line spacing" value to a specific number of lines.
o Set the "Before" and "After" spacing to add extra space above or below
paragraphs.
o Check or uncheck the "Add space between paragraphs of the same style"
option.
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5. Click "OK" to apply the changes:

Once you've made your adjustments, click the "OK" button in the "Paragraph" dialog box to apply
them to the selected text

(Command 4) – Page Headers:

1. Open Microsoft Word 2021
• Launch Microsoft Word 2021 from your desktop or Start menu.
• Open a new or existing document where you want to add or modify a header.

2. Access the Header Section

• Method 1: Double-click on the top margin of any page. This action will automatically open
the header area and switch you to the “Header & Footer Tools” design tab.
• Method 2: Alternatively, go to the “Insert” tab on the Ribbon.
o Click on the “Header” button in the “Header & Footer” group. This will open
a dropdown menu with various header styles.

3. Choose a Header Style

• Predefined Header Styles:

o In the dropdown menu under the “Header” button, you’ll see a list of
predefined header styles. Choose one by clicking on it. This will insert a
placeholder header that you can customize.
• Blank Header:
o To start with a blank header, select “Edit Header” from the “Insert” tab, or
click “Blank” in the dropdown menu.
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4. Enter and Format Header Content

• Add Text or Elements:

o Click inside the header area to add text such as a title, author name, or
document details. o You can also insert other elements like images,
logos, or tables using the “Insert” tab.
• Format Text:
o Use the formatting options available in the “Home” tab on the Ribbon to
format the text in your header (e.g., font size, style, colour).
o For more specific formatting, use options in the “Header & Footer Tools”
design tab.
• Insert Page Numbers or Other Fields:
o To insert page numbers, go to the “Insert” tab, click on “Page Number,” and
choose a position (e.g., top of the page).
o To insert other fields like date, time, or document properties, go to the
“Insert” tab, click on “Quick Parts,” then “Field,” and select the desired
field.

5. Customize Header for Different Sections

• Different First Page:

o If you want a different header on the first page, double-click the header
area to open it.
o In the “Header & Footer Tools” design tab, check the “Different First Page”
box. This will allow you to create a unique header for the first page.
• Different Odd & Even Pages:
o To have different headers for odd and even pages, check the “Different Odd
& Even Pages” box in the “Header & Footer Tools” design tab.
• Different Sections:
o To create headers that vary between different sections of the document:
 Insert section breaks by going to the “Layout” tab, clicking
“Breaks,” and choosing “Next Page” or “Continuous” under the
“Section Breaks” category.  Double-click the header area of the
new section. In the “Header & Footer Tools” design tab, uncheck the
“Link to Previous” button. This will allow you to create a unique header
for the current section without affecting previous ones.

6. Close the Header Section

• After you’ve finished editing the header: o Click on “Close Header and Footer” in the
“Header & Footer Tools” design tab, or double-click outside the header area to return to the
main document.

7. Save Your Document

• Click “File” > “Save” or press Ctrl + S to save your document with the new header
settings.
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(command -7 ) sorting

1. Select the text or table you want to sort.

2. Go to the "Home" tab in the Ribbon.

3. Click the "Sort & Filter" button in the "Editing" group.

4. Choose the "Sort" option from the dropdown menu.

5. Specify your sorting criteria:

 Sort by: Select the column or field based on which you want to sort.
 Type: Choose between text, numbers, or dates.
 Order: Select ascending or descending order.
Level: Sort by multiple levels (e.g., sort by last name, then first name).|

6. Click "OK" to apply the sorting.

 For tables: Check the "My list has header row" option if your table has a header row.
 For lists: The sorting is usually based on the order of the list items.
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 For more complex sorting: Explore the "Options" button in the Sort dialog box for
advanced settings.

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(command -8) Find and replace

 Open Your Document: Launch Microsoft Word and open the document you want to edit.

 Access Find and Replace:

 Shortcut: Press Ctrl + H on your keyboard.

 Menu: Alternatively, go to the "Home" tab on the Ribbon, then click on "Replace" in
the Editing group.

 Find What: In the "Find what" field, type the text you want to find.

 Replace With: In the "Replace with" field, type the text you want to use as a replacement.

 Options (if needed):

 Click on "More >>" to expand additional options, like case sensitivity or whole word
matching.

 Find Next: Click the "Find Next" button to locate the first occurrence of the text.
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 Replace or Replace All:

 Click "Replace" to change the found text one at a time.

 Click "Replace All" to change all occurrences at once.

 Review Changes: After completing the replacement, you may want to review your
document to ensure everything looks correct.

 Close: Once done, click "Close" to exit the Find and Replace dialog box.

(command -9 )AutoCorrect
1. Access the AutoCorrect Options:

 Go to the "Review" tab in the Ribbon.

 Click on the "Proofing" group.

Click on the "AutoCorrect Options" button

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2 Customize AutoCorrect Settings:

The AutoCorrect dialog box will appear. Here, you can:

 Turn AutoCorrect on or off: Check or uncheck the "AutoCorrect as you type"

option.
 Add or remove custom rules: Click the "Add" or "Delete" buttons to manage your
custom rules.
 Customize AutoCorrect options: Adjust settings for spelling, capitalization,
punctuation, and other preferences.

3. Use AutoCorrect While Typing:

As you type, AutoCorrect will automatically suggest corrections for common errors. You can
accept the suggested correction by simply continuing to type, or you can press Ctrl+Z to
undo the correction.

(command -10) Watermarks

To add a watermark to your Word document:

1. Go to the "Design" tab in the Ribbon.

2. Click on the "Page Background" group.

3 Select "Watermark."

4 Choose a built-in watermark or select "Custom watermark."

If you choose "Custom watermark," you can:

o Type the text you want to use for the watermark.

o Select a font, size, and orientation.
o Choose a watermark type: "Text" or "Picture."
o Select a washout color to make the watermark more or less visible.
5. Clic "OK" to apply the watermark to your document.
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(Command 11) FONT CASE

1. Open Microsoft Word:

Launch the application and open the document containing the text you want to
change.

2. Select the Text:

Highlight the text that you want to change the case of. You can do this by clicking and
dragging your mouse over the text or by holding down the Shift key while using the
arrow keys.

3. Access the Home Tab:

o to the Home tab in the Ribbon at the top of the window. This is where most text
formatting options are located.

4. Locate the Change Case Button:

o Look for the Font group within the home tab.
o Click on the Change Case button. This button typically looks like a capital "A" and a

lowercase "a" next to each other.

5. Choose a Case Option: A dropdown menu will appear with several options:
o Sentence Case: Capitalizes the first letter of the first word in a sentence.
o lowercase: Converts all selected text to lowercase.
o UPPERCASE: Converts all selected text to uppercase.
o Capitalize Each Word: Capitalizes the first letter of each word.
o tOGGLE cASE: Switches the case of each letter (upper to lower and vice versa).

6. Click Your Desired Option:

Select the case format you want by clicking on it. The selected text will change
according to your choice.

7 Review Your Changes:

Check to make sure the text appears as you intended. If you need to change it again,

simply repeat the steps.

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(command – 12) Page Numbering:

1. Open Your Document:

• Launch Microsoft Word 2021 and open the document where you want to add
page numbers.

• Access the Header & Footer Tools:

• Go to the "Insert" tab on the Ribbon.

• In the "Header & Footer" group, click on "Page Number."

2. Choose the Page Number Location:

• A dropdown menu will appear with different options for where you can place
your page numbers. You can choose from:
• Top of Page: Page numbers will appear in the header.
• Bottom of Page: Page numbers will appear in the footer.
• Page Margins: Page numbers will appear in the margins of the page.
• Current Position: Page numbers will be inserted where your cursor is currently
located.

3. Select a Page Number Style:

• After selecting the location (e.g., Top of Page), a submenu will appear with
different styles. Choose the style you prefer by clicking on it. For instance, you
might choose a simple number, or one with a design or alignment you like.
4. Customize the Page Numbers:
• Once the page numbers are inserted, you can customize them by
double clicking on the header or footer where the page numbers are
located. This will open the Header & Footer Tools tab.

• Here, you can use options to:

• Change the Number Format: Click on "Page Number" > "Format Page
Numbers" to select a different numbering format (e.g., Roman
numerals, letters).

• Adjust Alignment: Use the alignment tools to adjust the position of the
page numbers.

• Remove Page Numbers: If you want to remove page numbers, you can
select "Remove Page Numbers" from the "Page Number" dropdown
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5. Apply Different Page Numbering:

If you want different numbering for different sections of your document (e.g., Roman numerals for the
introduction and Arabic numerals for the main content), you’ll need to insert section breaks:
• Place your cursor where you want to start a new section.

• Go to the "Layout" tab, and in the "Page Setup" group, click on

"Breaks."

• Under "Section Breaks," select the type of break you need (e.g., "Next
Page").

• Then, double-click the header or footer where you want different page
numbering and use the "Link to Previous" button to unlink the sections.
This allows you to set different numbering formats for each section.

6. Close the Header & Footer Tools:

• Once you’ve customized and reviewed your page numbers, click "Close
Header and Footer" on the Ribbon or double-click anywhere outside the
header or footer area.
• Remove Page Numbers: If you want to remove page numbers, you can select
"Remove Page Numbers" from the "Page Number" dropdown menu.

7. Apply Different Page Numbering :

• If you want different numbering for different sections of your document (e.g.,
Roman numerals for the introduction and Arabic numerals for the main
content), you’ll need to insert section breaks:

o Place your cursor where you want to start a new section.

o Go to the "Layout" tab, and in the "Page Setup" group, click on "Breaks." o

Under "Section Breaks," select the type of break you need (e.g., "Next

Page").

o Then, double-click the header or footer where you want different page
numbering and use the "Link to Previous" button to unlink the sections.
This allows you to set different numbering formats for each section.

8. Close the Header & Footer Tools:

• Once you’ve customized and reviewed your page numbers, click "Close
Header and Footer" on the Ribbon or double-click anywhere outside the
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