MICROSOFT OFFICE

Microsoft Office is a software which was developed by Microsoft in 1988. This Office suite
comprises various applications which form the core of computer usage in today’s world.

MS Office Applications & its Functions

Discussed below are the applications of Microsoft Office along with each of their
functions.

1. MS Word

 First released on October 25, 1983

 Extension for Doc files is “.doc”
 It is useful in creating text documents
 Templates can be created for Professional use with the help of MS Word
 Work Art, colours, images, animations can be added along with the text in the same file
which is downloadable in the form of a document
 Authors can use for writing/ editing their work

2. MS Excel

 Majorly used for making spreadsheets

 A spreadsheet consists of grids in the form of rows and columns which is easy to manage
and can be used as a replacement for paper
 It is a data processing application
 Large data can easily be managed and saved in tabular format using MS Excel
 Calculations can be done based on the large amount of data entered into the cells of a
spreadsheet within seconds
 File extension, when saved in the computer, is “.xls”

3. MS PowerPoint

 It was released on April 20, 1987

 Used to create audiovisual presentations
 Each presentation is made up of various slides displaying data/ information
 Each slide may contain audio, video, graphics, text, bullet numbering, tables etc.
 The extension for PowerPoint presentations is “.ppt”
 Used majorly for professional usage
 Using PowerPoint, presentations can be made more interactive
4. MS Access

 It was released on November 13, 1992

 It is Database Management Software (DBMS)
 Table, queries, forms and reports can be created on MS Access
 Import and export of data into other formats can be done
 The file extension is “.accdb”

MS Word
Since MS Word is one of the most used programs of the Office Suite, some basic
information regarding its creation and development has been given below:

 Charles Simonyi, a developer and Richard Brodie, a software engineer, were the two
creators of MS Word
 This program was initially named “Multi-Tool Word” but later, was renamed as MS Word
 It was introduced in 1983
 Word for Windows is available standalone or as a part of MS Office suite
 MS Word for Mac was introduced by Microsoft as Word 1.0 in 1985
 The extension for any word file is “.doc or .docx.”

What is MS Word?
 Used to make professional-quality documents, letters, reports, etc., MS Word is a
word processor developed by Microsoft. It has advanced features which allow
you to format and edit your files and documents in the best possible way.
.

Uses of MS Word
Given below are the different fields in which MS Word is used and simplifies the work of
an individual:

 In Education: It is considered as one of the simplest tools which can be used by both
teachers and students. Creating notes is easier using MS Word as they can be made more
interactive by adding shapes and images. It is also convenient to make assignments on MS
Word and submitting them online

 In Workplace: Submitting letters, bills, creating reports, letterheads, sample documents, can
all easily be done using MS Word
  Creating & Updating Resume: One of the best tools to create your resumes and is easy to
edit and make changes in it as per your experience
 For Authors: Since separate options are available for bibliography, table of contents, etc., it
is the best tool which can be used by authors for writing books and adjusting it as per the
layout and alignment of your choice.

Key Features of Microsoft Word:

• Typing: Just like you would write on paper, you can type your text directly into Word.

• Formatting: You can change the appearance of your text:

 Font: Choose different styles (like Arial, Times New Roman) and sizes. o Bold, Italics,
Underline: Emphasize words or phrases.
 Alignment: Align text to the left, right, center, or justify. o Spacing: Adjust the space
between lines and paragraphs.
 Document Structure: Create headings, subheadings, and lists to organize your
content.
 Templates: Use pre-designed templates for common document types like resumes,
letters, or reports.

 Spelling and Grammar Check: Word can help you find and correct errors in your writing.

Where to find MS Word on your personal computer?

 Follow these simple steps to open MS Word on your personal computer:

Start → All Programs → MS Office → MS Word

How to create an MS Word document?

 To create an MS Word doc, follow the steps mentioned above to open Microsoft
Word. Then once the program is open-
1. click on “File” followed by “New” .
2. click on “Blank Document” then
 3. click on “create”.
4. This opens a new doc where something new can be created.

 Since it is used by people of all age groups, in schools, in colleges and for official
purposes, having proper knowledge of Microsoft Word is a must. The preview of
the MS Doc file once it is opened is given below:

Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft
Office. It is located below the Quick Access Toolbar and the Title Bar. It comprises seven
tabs; File, Home, Insert, Page layout, References, Mailing, Review and View. Each tab has
specific groups of related commands. It gives you quick access to the commonly used
commands that you need to complete a task. In addition to these seven tabs there
are also additional contextual tabs which automatically appear depending on
what is currently selected.

See the image:

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

Insert tab:
Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add
extra features in your document. It is commonly used to add tables, pictures, clip art,
shapes, page number, etc. The Insert tab has seven groups of related commands; Pages,
Tables, Illustrations, Links, Header & Footer, Text and Symbols.

See the image:

Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your
document, i.e. you can change the page size, margins, line spacing, indentation,
documentation orientation, etc. The Page Layout tab has five groups of related commands;
Themes, Page Setup, Page Background, Paragraph and Arrange.

See the image:

References tab:
It is the fourth tab in the Ribbon. It allows you to enter document sources, citations,
bibliography commands, etc. It also offers commands to create a table of contents, an
index, table of contents and table of authorities. The References tab has six groups of
related commands; Table of Contents, Footnotes, Citations & Bibliography, Captions, Index
and Table of Authorities.

See the image:

Advertisement

Mailings tab:
It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the
Ribbon. It allows you merge emails, writing and inserting different fields, preview results and
convert a file into a PDF format. The Mailings tab has five groups of related commands;
Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

See the image:

Review tab:
It is the sixth tab in the Ribbon. This tab offers you some important commands to modify
your document. It helps you proofread your content, to add or remove comments, track
changes, etc. The Review tab has six groups of related commands; Proofing, Comments,
Tracking, Changes, Compare and Protect.
See the image:

View tab:
The View tab is located next to the Review tab. This tab allows you to switch between
Single Page and Two Page views. It also enables you to control various layout tools like
boundaries, guides, rulers. Its primary purpose is to offers you different ways to view your
document. The View tab has five groups of related commands; Document Views,
Show/Hide, Zoom, Window and Macros.

See the image:

Contextual Tabs -:
These appear automatically when you select certain objects

Working with the documents

Opening a File:
1. Run Microsoft Word: Double-click the Word icon on your desktop or in the Start menu.

2. Click "Open": Click the "File" tab in the top left corner of the Word window, then select "Open."

3. Navigate to the File: Use the "Browse" button or the navigation pane on the left to locate the folder
containing the file you want to open.

4. Select the File: Click on the file name to highlight it.

5. Open the File: Click the "Open" button at the bottom right corner of the dialog box
Saving a File:
1. Click "Save": Click the "File" tab, then select "Save."

2. Choose a Location: Use the navigation pane or the "Browse" button to select the folder where you
want to save the file.

3. Enter a File Name: Type a descriptive name for the file in the "File name" field.

4. Save the File: Click the "Save" button at the bottom right corner of the dialog box.

Editing Text Documents

Editing text documents involves making changes to their content, formatting, or structure.
Here's a general overview of the common editing tasks and how to perform them :

Basic Editing:

 Add Content :

Type Your Text: Start typing your content. Use Enter to create new paragraphs and Tab
for indentation.

• Inserting and Deleting Text:

 Place your cursor where you want to add text and start typing.
 To delete text, highlight it and press the Delete or Backspace key.

• Copy and Paste text:

Copy / Paste:

 select text that you want to copy

 copy the selected text by using the Copy tool (keyboard shortcut: Ctrl + C)
 position the cursor to the place where you want the text to be copied
 paste the text by using the Paste tool (keyboard shortcut: Ctrl + V)

Copy text by using the drag-and-drop method -

  select text that you wish to copy
 select text that you wish to copy
 press and hold down the left mouse button over the selected text and press and
hold down the Ctrl key
 Drag the mouse over to the place where you want the selected text to be copied
 release the left mouse button and the Ctrl key (The text is copied to a new
location).

Cut / Paste:
 select text that you want to cut
 cut the selected text by using the Cut tool (keyboard shortcut: Ctrl + X)
 position the cursor to the place where you want to move the text
 paste the text by using the Paste tool (keyboard shortcut: Ctrl + V

Undo and Redo:

Undo - (Ctrl + Z). Button with Drop-Down. Allows you to undo changes, even after you
have saved the document, as long as you are within the undo limits. By default Office
saves the last 100 undoable actions. If you can't undo an action, the Undo command
changes to Can't Undo.

Redo - (Ctrl + Y). Button with Drop-Down. Allows you to redo several actions at the
same time using the drop-down. The Redo button only appears after you've undone an
action.
Advanced Editing:

Find and Replace:

Sometimes it is difficult to look for a certain item from a list of different items from a
document. It might be time taking to look for that word within each line of the
document. To make this process easier, Microsoft provides its users with a tool called
‘Find’ to search for a specific word.

 Step 1: Go to the Home tab.

 Step 2: Select the Replace option from

the Editing category

 Step 3: After clicking on Replace following window will

appear

 Step 4: Click on the Find Tab And enter the word or

phrase to be searched and click on Find Next. Select Find
Next until you come to the word you want to update.
  Step 5: Select Replace. To find and replace the text. To
update all instances at once, choose Replace All.

 Step6: To Exit from Find and Replace, click on

the Cancel button or the close button available in the
upper right corner.

Formatting page and setting Margins

Adding Page Numbers

Page numbers will help keep long documents organized and make them easier to
read. Text entered within the page number will appear on each page of the document.
Let us see a demonstration .
 Step 1. Click on the Insert menu.

 Step 2. Go in Header & Footer column.

 Step 3. Click on the Page number and then there are 4 options
displayed:
 Top page: Display the page number on the top page.
 Bottom Page: Display the page number on the Bottom
page
 Page Margins: Display the page number on the page
margins.
 Current Position: Display the page number on the current
page.
  Step 4.We can choose one of the option, for eg : TOP OF PAGE
The page number is written at the Top of the page.

 Step 4.Closing the Page Number Double-tap on the Page number.

Adding Page Margins

Page Margins help to define the beginning and end of lines and statements
on the pages of a document. Following are the steps to add page margins:
 Step 1. Click on Layout menu.

 Step 2. Go to the page setup column.

 Step 3. Click on the margin button.

 Step 4. Then there are some options are given: we can choose one of
them to set the margin of the page and also can customize the margin
as shown below:
Adjust the margin settings. In the "Custom Margins" dialog box, you can:

o Top: Adjust the margin at the top of the page.

o Bottom: Adjust the margin at the bottom of the page.

o Left: Adjust the margin on the left side of the page.

o Right: Adjust the margin on the right side of the page.

o Click "OK" to apply the changes

This option is more efficient as compare to other options because in this you
can customize the margins and make it more efficient.

Converting Files to different formats

Microsoft Word allows you to save your documents in various formats,

catering to different needs and compatibility requirements. Here's a
breakdown of the most common file formats and how to convert your Word
documents to them:

Common File Formats:

• .docx: The default format in Word 2007 and later. It's a versatile format that
supports rich text formatting, embedded objects, and macros.

• .doc:The older format used in Word 2003 and earlier. While still widely
supported, it lacks some of the features of .docx.

• .rtf: Rich Text Format is a cross-platform format that can be opened in

various word processors and text editors.

• .pdf: Portable Document Format is a read-only format that preserves the

original formatting and layout of your document.

• .txt: Plain text format, which only contains text without any formatting.

• .html: Hypertext Markup Language format, used for creating web pages.
• .epub: Electronic Publication format, commonly used for e-books.
Steps to Convert a Word File:

1. Open the Word document you want to convert.

2. Go to the "File" tab at the top left corner of the Word window.

3. Click on "Save As." This will open a dialog box where you can choose the
save location and file format.

4. Select the desired file format from the "Save as type" dropdown menu.

5. Choose a location for the converted file.

6. Enter a new file name if you want to give it a different name.

7. Click "Save."

Importing and Exporting documents:-

Importing refers to bringing data from external sources into your Word
document, while exporting involves saving your Word document in a different
format.

Importing:

1. Insert Object:

 Click the "Insert" tab.

 Choose "Object."

 Select "Create from File" or “Create New” (for creating new object)and
browse to the file you want to import.

 Choose the desired linking or embedding options.

2. Insert Picture:

 Click the "Insert" tab.

 Choose "Pictures" and browse to the image file.

3. Insert Text from File:

 Click the "Insert" tab.

 Choose "Text" and then "Object."

 Select "Create from File" and browse to the text file

Exporting:
Saving and Exporting a Word document as a PDF file

With the newest version of Microsoft Office 2013, you are able to save and export
regular word documents as PDF files.

1. With the document that you want to export/save as a PDF open, select "File" from
the ribbon in the top left corner.

2. Select "Export" option that appears along the left-hand side.

3. Then select "Create PDF/XPS Document" in the center of the screen.

4. Choose a folder to export the PDF

5. Type a name for the document and select "Publish"
 Sending files to others -Share a document
When you share your document with others and give them
permission to edit, everyone's changes are made in the same
document.

 At the top of your screen, select File.

 In the displayed list of options, select Export.

 Save your document in OneDrive, if it's not already there.

Note: The Share window displays if your document is not currently saved in
OneDrive. Select the OneDrive option, then name your document and select OK.

 Enter email addresses of the people you want to share with

and make choices for permission you want to allow.
  Type a message if you want, and select Send.The people
you're sharing with will get mail from you, with a link to your
document.

Using Tool bars

The Quick Access Toolbar is a customizable toolbar, which we are able to find either above
or underneath the Ribbon, is a bunch of our often-used commands. It doesn't make a
difference on which ribbon the command is discovered; it generally shows up for your
simple access.

Notes:

 You cannot increase the size of the buttons representing the commands by an
option in Microsoft Office. The only way to increase the size of the buttons is to
lower the screen resolution you use.
 You cannot display the Quick Access Toolbar on multiple lines.
 Only commands can be added to the Quick Access Toolbar. The contents of
most lists, such as indent and spacing values and individual styles, which also
appear on the ribbon, cannot be added to the Quick Access Toolbar. However,
you can Customize the ribbon in Office to personalize the ribbon the way that
you want it. For example, you can create custom tabs and custom groups to
contain your frequently used commands.

1) Show or hide the Quick Access Toolbar

Right-click in the ribbon and do either of the following:

 If the Quick Access Toolbar is shown, select Hide Quick

Access Toolbar.
 If the Quick Access Toolbar is hidden, select Show Quick
Access Toolbar.

Note: You can also hide the Quick Access Toolbar in the Customize Quick Access Toolbar menu by
selecting Hide Quick Access Toolbar.

2) Move the Quick Access Toolbar

Location :The Quick Access Toolbar can be located in one
of two places:
 Above the ribbon, on the title bar (default location)

 Below the ribbon

3)Change the location

You can move the location of the Quick Access Toolbar from one
location to another.

1. Select Customize Quick Access Toolbar.

2. In the list, select Show Below the Ribbon.
 4) Show or Hide command labels on the Quick
Access Toolbar
If the Quick Access Toolbar is set below the ribbon, you can show or hide the
command labels.

Important: The Quick Access Toolbar MUST be set below the ribbon to show or hide the command labels.

1. Select Customize Quick Access Toolbar.

2. In the list, select either Show Command Labels

Ruler
1) Turn on the ruler
 If you don't see the ruler at the top of your document, go to View > Ruler to display it.

2) Set a tab stop using the ruler

 Select Left Tab at the left end of the horizontal ruler to change it to
the type of tab you want.

 Choose one of the following types:

a. A Left tab stop sets the left end of the text line. As you
type, the text fills toward the right.
b. A Center tab stop sets the position at the middle of the
text line. As you type, the text centers on this position.
c. A Right tab stop sets the right end of the text line. As you
type, the text fills toward the left.
d. A Decimal tab stop aligns numbers around a decimal point.
Without regard to the number of digits, the decimal point
remains in the same position. See Use decimal tabs to line up
numbers with decimal points.
e. A Bar tab stop doesn't position text. It inserts a vertical bar
at the tab position. Unlike other tabs, the bar tab is added to
the text as soon as you click the ruler. If you don't clear the
bar tab stop before you print your document, the vertical line
is printed.

3) Click or tap the bottom of the horizontal ruler where you want
to set the tab stop.

Using Icons
Insert icons in Microsoft Word

You can insert icons into Microsoft Office documents, workbooks,

email messages, and presentations. You can rotate, color, and
resize them with no loss of image quality. Choose from a library of
icons that you can resize, move, and format—just like other
ready-made shapes in Word.

1. Select Insert > Icons.

1. Select as many icons as you want, and then choose Insert at

the lower right.
2. Select the icon then you can rotate, color, and resize them by
using the options on the Graphic Format tab.

Using Help
Looking for help with a feature? You can access the product Help in three
different ways:

 Just type your query in the Tell me what you want to do box. From the
search results, you can quickly get to features you want to use or actions
you want to perform. For help content on your search phrase, click the
option Get Help on "search phrase".

 You can also access Help from the File menu. In any Office app,
click File and in the top right corner, click the familiar ? button.
 Or use the F1 function key anytime to open the Help Viewer window for
the Office app you are working on.

Add a help shortcut to the Quick Access Toolbar

You can also add a help shortcut to your Quick Access Toolbar if you want to
be able to get to it easily. Here's how:

1. Select File > Options > Quick Access Toolbar.

2. Under the dropdown where it says Choose commands from, select All
Commands.

3. Select Help from the list of commands to add to the Quick Access
Toolbar.

4. Click Add.
5. When you're done, click OK. The shortcut to help will be added to your
Quick Access Toolbar in the upper-left corner.

Formatting Documents

Formatting is all about adding visual touches to a document to make it easier to

read and look more appealing. Formatting is the fine art of making your
documents effective and attractive. Good formatting distinguishes different
parts of your text and helps your readers take in your message. You can
apply formatting to just about every element of your document, from a
single character to entire paragraphs.

Character formatting in MS Word is the term for formatting you apply to

text. You may apply three different character formatting styles in Word
documents: Font, font size, bold, italic, underline, strikethrough, subscript,
superscript, font color, and highlight color in individual character formats.

Select Text

You can select words, sentences, or paragraphs.

 To select a word, double-tap it.
 To select a group of words or a block of text, select the first word and then drag the
handles ( ) to the end of your selection.
 To select a paragraph, triple-tap it.
Change Font, Font style, Font Size
 Apply a style: Select some text, tap the style icon, and then select from the list of
defined styles.

Part 1:Home Tab

Font
This group provides access to all the Character Formatting commands.
You can quickly display the "Font" dialog box, Font Tab, by clicking on the
dialog box launcher in the bottom right corner of this group.

Font - (Ctrl + Shift + F). Provides a list of all the available fonts (based on
your current printer selection).

 Change the font : Select some text and then tap the font name box in “Home”
ribbon. Choose a font from the drop-down list.
Font Size - (Ctrl + Shift + P). Lets you adjust the character size (based on
your current printer selection).
Increase Font Size - (Ctr + Shift + >). Increases the font size of the current
selection to the next larger size in the Font Size box.
Decrease Font Size - (Ctrl + Shift + <). Decreases the font size of the
current selection to the next smaller size in the Font Size box.

 Change the font size: Select some text, tap the font size box in “Home” ribbon,
and then choose a size from the drop-down list.

Change Case - Drop-Down. Changes the selected text to either uppercase,

lowercase or another type of capitalisation. The drop-down contains the
commands: Sentence Case, Lowercase, Uppercase, Capitalize Each Word
and Toggle Case.
Clear All Formatting - (Ctrl + Spacebar). Clears all the formatting from the
current selection.
Bold - (Ctrl + B). Toggles bold on the current selection.
Italic - (Ctrl + I). Toggles italics on the current selection.
Underline - (Ctrl + U). Button with Drop-Down. The button toggles bold on
the current selection. The drop-down contains the commands: Underline,
Double Underline, Thick Underline, Dotted Underline, Dashed Underline.

 Add bold, italics, underlining, or strikethrough: Select some text and then tap
the appropriate icon to apply the formatting.

Strikethrough - Draws a line through the middle of the selected text.

Subscript - (Ctrl + =). Converts the selection to small letters below the text
baseline.
Superscript - (Ctrl + Shift + +). Converts the selection to small letters
above the text baseline.
Text Effects and Typography - Drop-Down. Apply text effects such as
Outline, Shadow, Reflection, Glow, Number Styles, Ligatures and Stylistic
Sets.
Text Highlight Color - Button with Drop-Down. Shades the background
behind the current selection.The drop-down contains the commands: No
Color and Stop Highlighting. For more details please refer to the Characters
> Text Highlight page.

 Highlight text: Select some text, tap the highlight icon, and then choose a
highlight color.
Font Color - Button with Drop-Down. The button changes the colour of the
font of the current selection. The drop-down contains the commands:
Automatic, Theme Colors, Standard Colors and More Colors.

 Change the font color: Tap the font color icon in “Home” ribbon, and then
choose a color.

Paragraph

This group provides access to all the Paragraph Formatting commands.

You can quickly display the "Paragraph" dialog box, Indents and Spacing Tab,
by clicking on the dialog box launcher in the bottom right corner of this
group.

Bullets - Button with Drop-Down. The button toggles single level bullets
from the selected paragraphs. The drop-down contains the commands:
Recently Used Bullets, Bullet Library, Document Bullets, Change List Level
and Define New Bullet. The Change List Level extension displays levels 1 to
9. The Define New Bullet displays the "Define New Bullet" dialog box.
Numbering - Button with Drop-Down. The button toggles single level
numbering from the selected paragraphs. The drop-down contains the
commands: Recently Used Numbering, Change List Level, Define New
Number Format and Set Numbering Value.
Multilevel List - Drop-Down. The drop-down contains the commands:
Current List. List Library, Change List Level, Define New Multilevel List and
Define New List Style. A multilevel list shows the list of items at different
levels, rather than just at one level. This was previously accessible from the
Outline Numbered tab on the Bullets & Numbering dialog box and has
replaced Outline numbering. Please refer to the Bullets > Multilevel List for
more details.

Create a list

 To start a numbered list, type 1, a period (.), a space, and some

text. Word will automatically start a numbered list for you.

 Type* and a space before your text, and Word will make a bulleted
list.

 To complete your list, press Enter until the bullets or numbering

switch off.

Create a list from existing text

1. Select the text you want to change into a list.

2. Go to Home> Bullets or Home> Numbering.

Decrease Indent - Decreases the indent by 1 or removes the indent

completely.
Increase Indent - Increases the indent by 1.
Sort - Displays the "Sort Text" or "Sort" dialog boxes allowing you to sort
paragraphs of text or text within tables. If your current selection is not in a
table then the "Sort Text" dialog box is displayed. If the current selection is
in a Table then the "Sort" dialog box is displayed. This command was
previously on the Table drop-down in 2003 but now appears both on the
Home Tab and Table Tools - Layout contextual tab.
Show/Hide Paragraph Marks - (Ctrl + *). Toggles the display of paragraph
marks and other hidden formatting.
Align Left - (Ctrl + L). Aligns text to the left.
Center - (Ctrl + E). Aligns text to the center.
Align Right - (Ctrl + R). Aligns text to the right.
Justify - (Ctrl + J). Aligns text to both left and right margins adding extra
space between words where necessary.
Line Spacing - Drop-Down. The drop-down contains the commands: 1.0,
1.15, 1.5, 2.0, 2.5, 3.0, Line Spacing Options, Add Space Before Paragraph
and Add Space After Paragraph. The Line Spacing Options command displays
the "Paragraphs" dialog box (Indents and Spacing tab). The default line
spacing is 1.15.

Change line spacing for part of your document

1. Select the paragraphs you want to change.
2. Select Home > Line and Paragraph Spacing, and choose the spacing
you want.

3. To customize spacing, select Line Spacing Options. You can adjust

several areas including spacing before and after paragraphs.

Shading - Button with Drop-Down. The button applies the selected shading
to the current selection. The drop-down contains the commands: Theme
Colors, Standard Colors, No Color and More Colors.
Border - Button with Drop-Down. The button applies the selected border to
the current selection. The drop-down contains the commands: Bottom
Border, Top Border, Left Border, Right Border, No Border, All Borders,
Outside Borders, Inside Borders, Inside Horizontal Border, Inside Vertical
Border, Diagonal Down Border, Diagonal Up Border, Horizontal Line, Draw
Table, View Gridlines and Borders and Shading.

Styles
You can quickly toggle the display of the Styles Task Pane by clicking on the
dialog box launcher in the bottom right corner of this group.

1. Select the text you want to format..

2. On the Home tab, point to a style to preview it.

If you don't see a style you want, select one of the arrows next to the style list to scroll through

the gallery or expand it.

3. Select a style.

Quick Styles - Displays a gallery of available styles (with auto preview). Is

the Heading 1 style different in 2007 and 2010 to 2003. Yes the Normal
template and styles are very different.

Part 2:Insert Tab

Pages

Cover Page - Drop-Down. The drop-down contains the commands: Built-in,

Remove Current Cover Page and Save Selection to Cover Page Gallery. The
list of built-in cover pages is Alphabet, Annual, Austere, Conservative,
Contrast, Cubicles, Exposure, Mod, Motion, Pinstripes, Puzzle, Sideline,
Stacks, Tiles and Transcend.
Blank Page - Inserts a blank page by inserting two page breaks, one above
the current insertion point and one below it.
Page Break - (Ctrl + Enter). Inserts a page break instead of displaying the
Breaks dialog box. You can access all the other types of breaks using the
Breaks drop-down on the Page Layout tab, Page Setup group.

1. On the Insert tab, in the Pages group, click Cover Page.

2. Click a cover page layout from the gallery of options.

After you insert a cover page, you can replace the sample text
with your own text by clicking to select an area of the cover
page, such as the title, and typing your text.

1. Put your cursor where you want one page to end and the next
to begin.

2. Go to Insert > Page Break.

Tables
When a table is selected you will see additional contextual tabs Tables >
Table Tools Design

Table - Drop-Down. This lets you quickly drag out the table size. The
maximum size you can drag is (10 by 8). The drop-down contains the
commands: Insert Table, Draw Table, Convert Text to Table, Excel
Spreadsheet and Quick Tables. The Insert Table displays the "Insert Table"
dialog box. The Draw Table lets you create a table by inserting horizontal
and vertical lines using the mouse. The Convert Text to Table displays the
"Convert Text to Table" dialog box. The Excel Spreadsheet command inserts
an Excel worksheet into the document. The Quick Tables lets you insert
tables that have been stored as building blocks.

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

 For a larger table or to customize a table,

select Insert > Table > Choose row and column.
  Enter the number of columns and number of rows in the
dialog box, and then click OK to insert the table.

Tip: To edit and format the table, switch to the Table tab in the Single Line Ribbon or
the Table Design and Table Layout tabs in the classic ribbon.
Illustrations

Pictures - Drop-Down. This drop-down contains the commands: This Device,

Stock Images and Online Pictures. This Device displays the "Insert Picture"
dialog box.

1. Do one of the following:

 Select Insert > Pictures > This Device for a picture on

your PC.

 Select Insert > Pictures > Stock Images for high quality
images or backgrounds.

 Select Insert > Pictures > Online Pictures for a picture

on the web.

2. Select the picture you want, and then select Insert.

Resize or move pictures

 To resize a picture, select the picture and drag a corner
handle.
 To wrap text around a picture, select the picture, and then
select a wrapping option.

Tip: Pick something other than In Line with Text, and you can move the picture
around the page: select the picture and drag it.

Shapes - Drop-Down. The drop-down contains the commands: Recently

Used Shapes, Lines, Rectangles, Basic Shapes, Block Arrows, Flowchart,
Callouts and Stars and Banners. This list is slightly different in Excel.
Icons –

 Select Insert > Icons.

1. Select as many icons as you want, and then choose Insert at

the lower right.

2. Select the icon then you can rotate, color, and resize them by
using the options on the Graphic Format tab.

3D Models - (Added in 365). Drop-Down. This drop-down contains the

commands: This Device and Stock 3D Models.
SmartArt - Displays the "Choose a SmartArt Graphic" dialog box which lets
you choose from the following different types of smartart: list, process, cycle,
hierarchy, relationship, matrix and pyramid.
Chart - Displays the "Insert Chart" dialog box. There is no more MS Graph
and datasheet. Chart data is now opened up in an Excel spreadsheet.
Screenshot - Drop-Down. The drop-down contains the commands: Available
ScreenShots and Screen Clipping.

Links

Link - (Ctrl + K). Drop-Down. This drop-down contains the commands:

Recent Items, Search for Files and Insert Link. Create a link in your document
for quick access to webpages and other files. Displays the "Insert Hyperlink"
dialog box.
Bookmark - This displays the "Bookmark" dialog box.
Cross-Reference - Displays the "Cross Reference" dialog box. This lets you
cross reference other parts of your document. Typically used for figure
numbers and section headings.

Header & Footer

Header - Drop-Down. This displays a gallery of the built-in headers. The

drop-down also contains the commands Edit Header, Remove Header and
Save Selection to Header Gallery. Also appears on the Header and Footer
Tools - Design contextual tab.
Footer - Drop-Down. This displays the gallery of built-in footers. The drop-
down also contains the commands Edit Footer, Remove Footer and Save
Selection to Footer Gallery. Also appears on the Header and Footer Tools -
Design contextual tab.

1. Go to Insert > Header or Footer.

2. Choose the header style you want to use.

Tip: Some built-in header and footer designs include page numbers.
3. Add or change text for the header or footer. For more info on
things you can do with headers, see Edit your existing headers
and footers. To edit a header or footer that's been already
created, double-click on it.

4. To eliminate a header--like deleting it on the title page--select

it and then check the Different First Page box.

5. Select Close Header and Footer or press Esc to exit.

 To delete, select Insert > Header (or Footer) > Remove

Header (or Remove Footer).

Page Number - Drop-Down. The drop-down contains the commands: Top of

Page, Bottom of Page, Page Margins, Current Position, Format Page Numbers
and Remove Page Numbers. The first four commands all display galleries of
built-in page number options and allow you save your own to the gallery. The
Format Page Numbers command displays the familiar "Page Number Format"
dialog box. Also appears on the Header and Footer Tools - Design contextual
tab. Why/When is this disabled ?

1. On the Insert tab, select Page Number, and then choose

the location and style you want.

2. If you don't want a page number to appear on the first page,

select Different First Page.

3. If you want numbering to start with 1 on the second page, go

to Page Number > Format Page Numbers, and set Start
at to 0.

4. When you're done, select Close Header and Footer or press

Esc.
Text

Text Box - Drop-Down. Lets you insert a textbox that can be positioned
anywhere on the page. The drop-down contains the commands: Built-in,
Draw Text Box and Save Selection to Text Box Gallery. There are 36 different
types of built-in textbox shapes and positions.
Quick Parts - Drop-Down. The drop-down contains the commands:
AuotText, Document Property, Field, Building Blocks Organizer and Save
Selection to Quick Part Gallery.
WordArt - Drop-Down. The drop-down gives you a choice of Word Art styles
to insert. The "Edit WordArt Text" dialog box is displayed when you click on a
wordart style. The styles are slightly different to those in Excel.

1. Go to Insert > WordArt

2. Pick the WordArt style you want.
3. Type your text.

Note: To convert existing text to WordArt, select the text,

and then select Insert > WordArt.

Change the color

1. Select the WordArt text to change.

2. On Shape Format or Drawing Tools Format, select Text Fill or Text
Outline, and pick the color you want.
3. Click or tap outside of your text box to see the effect.

Choose a text effect

1. Select the WordArt text to change.
2. Go to Shape Format or Drawing Tools Format > Text
Effects >Transform.

3. Pick the effect you want.

4. Click outside of your text box to see the effect.

For more on shaping WordArt, see Curve text around a circle or

other shape.
Rotate it
1. Select the WordArt, and then drag the circular rotation handle
at the top of the box.

2. To flip WordArt or rotate it 90 degrees, go to Shape

Format or Drawing Tools Format > Rotate, and then select
an option.

Note: To convert existing text to WordArt, select the text,

and then select Insert > WordArt.

Change the color

1. Select the WordArt text to change.
2. On Shape Format or Drawing Tools Format, select Text
Fill or Text Outline, and pick the color you want.
3. Click or tap outside of your text box to see the effect .

Choose a text effect

1. Select the WordArt text to change.
2. Go to Shape Format or Drawing Tools Format > Text
Effects >Transform.
3. Pick the effect you want.
4. Click outside of your text box to see the effect.

For more on shaping WordArt, see Curve text around a circle or

other shape.

Rotate it
1. Select the WordArt, and then drag the circular rotation handle
at the top of the box.

2. To flip WordArt or rotate it 90 degrees, go to Shape

Format or Drawing Tools Format > Rotate, and then select
an option.

Drop Cap - Drop-Down. The drop-down contains the commands: None,

Dropped, In Margin and Drop Cap Options. The Drop Cap Options command
displays the "Drop Cap" dialog box.
Signature Line - Button with Drop-Down. Lets you use and insert digital
signatures into your documents. The button inserts a digital signature line
that specifies the individual who must sign. The drop-down contains the
commands: Microsoft Office Signature Line and Add Signature Service.
Date & Time - Displays the "Date and Time" dialog box.
Object - Button with Drop-Down. The button displays the "Object" dialog box
allowing you to insert embedded objects. The drop-down contains
commands: Object and Text from File.

Symbols

Equation - Button with Drop-Down. The button inserts an equation at the

current location and then displays the Equation Tools - Design Tab. The drop-
down contains the following built-in equations: Area of Circle, Binomial
Theorem, Expansion of a Sum, Fourier Series, Pythagorean Theorem,
Quadratic Formula. At the bottom are the commands: Insert New Equation
and Save Selection to Equation Gallery.
Symbol - Drop-Down. Lets you insert symbols into your documents. The
drop-down contains the commands: Euro, Pound, Yen, Copyright, Registered,
Trademark, Plus-Minus, Not Equal To, Less-Than or Equal To, Greater-Than or
Equal To, Division, Multiplication, Infinity, Micro, Alpha, Beta, Pi, Ohm,
Summation, Smiley Face and More Symbols. The More Symbols command
display the "Symbol" dialog box. Different to Excel it displays the common
symbols for quick insertion.

Part 3:Page Layout

Page Setup
You can display the "Page Setup" dialog box, Margins Tab, by clicking on the
dialog box launcher in the bottom right corner of this group.
Margins - Drop-Down. Lets you choose from one of the built-in margin settings or lets you customize

your own. Similiar to Excel but has 2 more options "Moderate" and "Mirrored". Custom

Margins displays the "Page Setup" dialog box (Margins tab).

1. Select Layout > Margins.

2. Select the margin configuration you want, or select Custom Margins to define your own

Orientation - Drop-Down. Lets you change the orientation of the current

section. The drop-down contains the commands: Portrait and Landscape.
This provides a shortcut to the (Page Setup)(Page tab, Orientation).

Change orientation of whole document

1. To change the orientation of the whole document,

select Layout > Orientation.
2. Choose Portrait or Landscape.
Change part of a document to landscape

1. Select the content that you want on a landscape page.

2. Go to Layout, and open the Page Setup dialog box.

3. Select Landscape, and in the Apply to box, choose Selected

text.
Size - Drop-Down. Lets you select from all the different available paper sizes.
This provides a shortcut to the (Page Setup)(Page tab, Paper size drop-
down).
Columns - Drop-Down. The drop-down contains the commands: One, Two,
Three, Left and Right and the command More Columns. Provides access to
1,2,3 column layouts.
Breaks - Drop-Down. The drop-down contains the commands: Insert Page
Break, Remove Page Break and Reset All Page Breaks.
Line Numbers - Drop-Down. The drop-down contains the commands: None,
Continous, Restart Each Page, Restart Each Section, Suppress for Current
Paragraph and Line Numbering Options. The Line Numbering Options
displays the "Page Setup" dialog box (Layout tab).
Hyphenation - Drop-Down. The drop-down contains the commands: None,
Automatic, Manual and Hyphenation Options. The Hyphenation Options
displays the "Hyphenation" dialog box.

Page Background

Watermark - Drop-Down. The drop-down contains the commands: Custom

Watermark, Remove Watermark and Save Selection to Watermark Gallery.
1. On the Page Layout tab, select Watermark in Page Background group.

2. Choose a pre-configured watermark, like DRAFT, CONFIDENTIAL, or DO

NOT COPY.

3. For placing a logo or image, Select Watermark > Custom

Watermark > Picture watermark > Select Picture. On the same
menu you can create a custom text watermark.

Insert a picture watermark

1. On the Page Layout tab, select Watermark in Page Background group

Select Custom Watermark, and then choose Picture Watermark.
2. Click Select Picture.
3. Find a picture of your own, or search Bing images.
4. Choose the picture you want and select Insert.

Use a custom watermark

First, create your custom watermark.

1. On the Design tab, select Watermark > Custom Watermark.

2. Choose Picture Watermark and select a picture, or choose Text

watermark and type your watermark text in the Text box.

3. Click OK.

Next, save the watermark so you can use it in other documents .

1. Double-click near the top of the page, to open the header.

2. Move the cursor over the watermark until the cursor displays a
four-headed arrow, and then click the watermark to select it.
3. On the Design tab, in the Page Background group,
choose Watermark.

4. Select Save Selection to Watermark gallery.

5. Give the watermark a name, and click OK.

Page Color - Drop-Down. Lets you change the background colour of the
page. Displays the full theme colour palette.
Page Borders - Displays the "Border and Shading" dialog box.

1. Go to Page Layouts > Page Borders.

2. Make selections for how you want the border to look.

3. To adjust the distance between the border and the edge of the
page, select Options. Make your changes and select OK.

4. Select OK.
Paragraph
You can quickly display the "Paragraph" dialog box, Indents and Spacing tab,
by clicking on the launcher in the bottom right corner of this group.
These are options taken from the (Format Paragraph)(Indents and Spacing
tab) for quick access.

Indent Left - TextBox. This automatically updates to indicate how much

indentation has been applied to the paragraph of the current selection. This
can be used to change the left indentation for the current selection.
Indent Right - TextBox. This automatically updates to indicate how much
indentation has been applied to the paragraph of the current selection. This
can be used to change the right indentation for the current selection.
Spacing Before - TextBox. This automatically updates to indicate how much
spacing is defined before the paragraph of the current selection. This can be
used to change the spacing for the current selection.
Spacing After - TextBox. The automatically updates to indicate how much
spacing is defined after the paragraph of the current selection. This can be
used to change the spacing for the current selection.

1. Put the cursor anywhere in the paragraph.

2. On the Home tab, right-click the Normal style, and choose Modify.
3. Select Format, and then choose Paragraph.
4. On the Indents and Spacing tab, under Indentation, select First line.
5. Select OK.
6. Select OK again.

Arrange
This whole group also appears on the Drawing Tools - Format contextual tab.
Position - Drop-Down. Displays a list of picture positioning options. The
drop-down contains the commands: In Line With Text and Text Wrapping.
You can select More Layout Options to display the "Advanced Layout" dialog
box.
Wrap Text - Drop-Down. The drop-down contains the commands: In Line
with Text, Square, Tight, Through, Top and Bottom, Behind Text, In Front of
Text, Edit Wrap Points and More Layout Options.
Bring Forward - Button with Drop-Down. The button brings the selected
object forward one level. The drop-down provides a command to bring the
selected object in front of all the other objects.
Send Backward - Button with Drop-Down. The button brings the selected
object back one level. The drop-down provides a command to send the
selected object to the back of all the other objects.
Selection Pane - Displays the Selection Pane task pane.
Align - Drop-Down. The drop-down contains the commands: Align Left, Align
Center, Align Right, Align Top, Align Middle, Align Bottom, Distribute
Horizontally, Distribute Vertically, Align to Page, Align to Margin, Align
Selected Objects, View Gridlines and Grid Settings. The Grid Settings displays
the "Drawing Grid" dialog box.
Group - Drop-Down. The drop-down contains the commands: Group,
Regroup and Ungroup.
Rotate - Drop-Down. The drop-down contains the commands: Rotate Right
90, Rotate Left 90, Flip Vertical, Flip Horizontal and More Rotation Options.

Part 4:References Tab

This tab gives you access to all the commands for creating references within
your documents.

Table of Contents
Table of Contents - Drop-Down. Provide an overview of your document by
adding a table of contents. The drop-down contains the commands: Built-in,
Insert Table of Contents and Save Selection to Table of Contents Gallery.
Add Text - Drop-Down. The drop-down contains the commands: Do Not
Show in Table of Contents, Level 1, Level 2 and Level 3.
Update Table - Updates the table of contents so that all the entries refer to
the correct page numbers.

Footnotes
You can quickly display the "Footnote and Endnote" dialog box by clicking on
the dialog box launcher in the bottom right corner of this group.

Insert Footnote - (Alt + Ctrl + F). Inserts a footnote at the current position.
Footnotes are automatically renumbered as you move text around the
document.
Insert Endnote - (Alt + Ctrl + D). Inserts an endnote at the end of the
document. End notes are always placed at the end of a document.
Next Footnote - Button with Drop-Down. The button moves to the next
footnote. The drop-down provides the commands Next Footnote, Previous
Footnote, Next Endnote and Previous Endnote.
Show Notes - Shows where footnotes and endnotes are located.

Footnotes appear at the bottom of the page and endnotes come at the end
of the document. A number or symbol on the footnote or endnote matches
up with a reference mark in the document.
1. Click or tap within your document content where you want to
reference a footnote or endnote.
2. On the References tab, select Insert Footnote or Insert
Endnote.

3. Note the newly created footnote, at the bottom of the current

page or endnote, at the end of the document.
4. Enter what you want in the footnote or endnote.
5. To return to editing, double-click the reference mark at the
beginning of the note in the document.

Citations & Bibliography

Citations: Each time that you create a new source, the source information is saved on your
computer. You can use the Source Manager to find and reuse any source that you have
created, even sources in other documents. Citations are parenthetical references that are
placed inline with the text.
Insert Citation - Drop-Down. The drop-down contains the commands: Add
New Source, Add New Placeholder and Search Libraries.

1. Put your cursor at the end of the text you want to cite.

2. Go to References > Style, and choose a citation style

1. Select Insert Citation.

2. Choose Add New Source and fill out the information about
your source.

Once you've added a source to your list, you can cite it again:

1. Put your cursor at the end of the text you want to cite.
2. Go to References > Insert Citation, and choose the source
you are citing.
3. To add details, like page numbers if you're citing a book,
select Citation Options, and then Edit Citation.

Manage Sources - Displays a list of all the sources cited in the active
document.
Style - Choose the style of citation to use in the document.

Bibliography - A bibliography is a list of sources referred to in a document. Many

scholarly documents require one, and you probably had to create a few while in school.
The list comprises citations, which include the title, author, publisher, date of
publication, and so on for each source.Drop-Down. The drop-down contains the
commands: Insert Bibliography and Save Selection to Bibliography Gallery.

Create a bibliography
With cited sources in your document, you're ready to create a
bibliography.
1. Put your cursor where you want the bibliography.

2. Go to References > Bibliography, and choose a format.

Captions

Insert Caption - Insert a caption below a picture or graphic to provide a

short description.
Insert Table of Figures - Add a list of captioned objects and their page
numbers.
Update Table - Updates the table of figures to include all of the entries in
the document.
Cross-reference - Displays the "Cross-reference" dialog box allowing you to
insert cross-referencing into your document, for example: turn to page 3 or
please refer to page 12. Cross references are inserted as hyperlinks.

Index

Mark Entry - (Alt + Shift + X). Marks the currently selected text so it will
appear in the index of the document.
Insert Index - Add an index listing key words and page numbers they
appear on.
Update Index - Updates the index table.
Table of Authorities

Mark Citation - (Alt + Shift + I). Adds the currently selected text so it will
appear in the table of authority.
Insert Table of Authorities - Inserts a table of authorities for cases,
statutes and other authorities in the document.
Update Table - Updates the table of authorities to include all the citations in
the document.

Mailings Tab
This tab contains everything needed to complete a successful mail merge

Create

Envelopes - Lets you create and print envelopes.

Labels - Lets you create and print labels.

Start Mail Merge

Start Mail Merge - Drop-Down. The drop-down contains the commands:
Letters, E-mail Messages, Envelopes, Labels, Directory, Normal Word
Document and Step-by-Step Mail Merge Wizard. Creates a from letter which
you intend to email or print multiple times sending each copy to a different
recipient. Displays the "New Address List" dialog box.
Select Recipients - Drop-Down. The 3 options are from step 3 of the
wizard. The drop-down contains the commands: Type New List, Use Existing
List and Select from Outlook Contacts. Type New List displays the "New
Address List" dialog box. You will have to save this list as a Microsoft Office
Address List (.mdb).
Edit Recipient List - Displays the "Mail Merge Recipients" dialog box
allowing you to change or filter the list of recipients.

Mail Merge : Many day-to-day applications require similar documents

containing similar text to be sent to a number of persons. These documents also have
a typical common layout. Invitation letters sent to guests have a more-or-less common
content and layout. Only the names of the recipients are different in these letters. One
obvious way to generate such letters is to type all of them individually, putting the
same amount of effort again and again. onto the new letters. The names and
addresses etc., which are different from each letter, can be entered separately in the
documents. Though this method saves a lot of effort, it still requires proper caution.
There should be a way where these kinds of documents can be prepared
automatically. This task can be easily automated if we use the mail merge feature of a
word processor. So, it is time we learnt the mail-merge feature of the word.

Uses of mail merge

 Writing a letter to a customer to tell them about upcoming offers or inform

about some changes in business context.
 Mailshot for sending out a survey to a large number of people.
 Invoices
 School names on to the certificate
 Personal

Advantage of mail merge

 Once the merge has been found out , thousands of letters are often
produced very quickly.
 Easier to check for spelling errors as we need to check and correct at one
place only; all letters will show the changes.
 Letters can be personalized.
 A standard letter can be saved and reused.
 In male merge, we can reuse the same data source, and it reduces the
risk of errors.

Steps for mail merger:

Step 1:
 Open MS Word and click on the command sequence: Mailings tab → Start mail
merge group → Select recipients button → Type new List.

 A dialog namely “New Address List” will pop up(as shown in the below image).
Type here the desired data under the given headings. To add a new record, click
on the “New Entry” button at the bottom of the dialog and click OK when you are
done.

Step 2: Prepare Master Letter

The second step is to prepare our master letter for use in the mail merge. Before we
enter all the letter text we’d like to link this Word file to our list of names.
 Create a blank word document.
 Click Mailings tab → Start Mail Merge group → Start Mail Merge → Letters
command.

 Then click the Mailings tab → Start Mail Merge group → Select Recipients button
→ Use Existing List command.

 Now we can start typing the letter.

 Now we would like to add the name and address and other details for the people
on the list.
 Mailings tab→ Write & Insert Field group → Insert Merge Field button.
 A pop-down will appear showing all the table headings, so choose Title and press
the spacebar to create a space .
Then do this again and choose FirstName, followed by a space (i.e., press only
spacebar key and no other key); then choose LastName but this time press the Enter
key to create a new line. Then repeat the steps to choose the Address field, and press
enter key.

Step 3:
Before we actually carry out the merge, we must first preview what the merged letters
will look like.
 Mailings tab→ Preview Results group → Preview Results button
 Once we are happy with the preview, you can carry out the actual mail merge.
 To do this you click the Mailings tab → Finish group → Finish & Merge button and
choose Edit Individual Documents.

 In the Merge to New Document panel, click All to create a separate letter for each
person on the Names list. Word then creates a fresh document with as many
pages as there are names on your list, and every page contains a wonderfully
merged letter with all the correct individuals’ details.

 We can save this with an appropriate name, such as ABC.docx

Write & Insert Fields
These commands are only available when you are in a mail merge
document.

Highlight Merge Fields - Highlights all the fields in the active document
that have been inserted. This makes is easy to see what will be replaced.
Address Block - Displays the "Insert Address Block" dialog box. This allows
you to customise how the address will be inserted.
Greeting Line - Displays the "Insert Greeting Line" dialog box. Lets you add
a greeting line to your document.
Insert Merge Field - Button with Drop-Down. The button displays the
"Insert Merge Field" dialog box. The drop-down allows you to quickly insert a
merge field just by clicking on it in the list and contains the commands: Title,
First_Name, Last_Name, Company_Name, Address_Line_a, Address_Line_2,
City, State, Zip_Code, Country_or_Region, Home_Phone, Work_Phone,
Email_Address.
Rules - Drop-Down. Lets you add decision making rules to the mail merge.
The drop-down contains the commands: Ask, Fill-in, If-Then-Else, Merge
Record, Merge Sequence, Next Record, Next Record If, Set Bookmark, Skip
Record If.
Match Fields - Displays the "Match Fields" dialog box allowing you to match
the required fields with the recipients list.
Update Labels - Only enabled when creating labels. Updates all the labels
in the document to be consistent with the first label.

Preview Results

Preview Results - This is disabled when there are no fields in your

document. Toggles the merged fields in your document with actual data from
your recipient list.
First Record - View the first record in the recipient list.
Previous Record - View the previous record in the recipient list.
Go to Record - View a specific record in the recipient list.
Next Record - View the next record in the recipient list.
Last Record - View the last record in the recipient list.
Find Recipient - Displays the "Find Entry" dialog box to search for a
particular text entry.
Check for Errors - (Alt + Shift + K). Displays the "Checking and Reporting
Errors" dialog box. This allows you to simulate the mail merge and to specify
how to handle any errors that occur during mail merge. You can even
simulate the merge and report errors in a new document.

Finish

Finish & Merge - Drop-Down. The drop-down contains the commands: Edit
Individual Documents, Print Documents and Send E-mail Messages.
Part 6:Review Tab
Proofing

Editor - Displays the "Spelling and Grammar" dialog box. This allows you to
check the spelling and grammar in the active document.
Thesaurus - Toggles the display of the Research task pane defaulting the
research service to the thesaurus. Same as Excel.
Word Count - This displays the "Word Count" dialog box displaying the
document statistics. This dialog box can also be displayed by clicking on the
word count indicator on the status bar.

Speech

Read Aloud -

Accessibility

Check Accessibility -
Language

Translate - Drop-Down. Displays the Research task pane. This drop-down

contains the commands: Translate Document, Translate Selected Text, Mini
Translator and Choose Translation Language.
Language - Drop-Down. This drop-down contains the commands: Set
Proofing Language and Language Preferences. Set Proofing Language display
the "Language" dialog box. Language Preferences displays the "Options"
dialog box, Language Tab.

Comments

New Comment - (Shift + F2). Inserts a comment at the active cell. This
command does not change to Edit Comment when a comment is selected
like it does in Excel.
Delete - Button with Drop-Down. Deletes the selected comment. The button
deletes the comment in the active selection. The drop-down contains the
commands: Delete All Comments Shown and Delete all comments in
Document. This is disabled when the document does not contain any
comments.
Previous - Goes to the previous comment in the active document. This is
disabled when the document does not contain any comments.
Next - Goes to the next comment in the active document. This is disabled
when the document does not contain any comments.
Show Comments -
Ink Comment -
Pen -
Eraser -
Tracking

Track Changes - (Ctrl + Shift + E). Button with Drop-Down. The drop-down
is the old (Show > Options) from the Reviewing toolbar and contains the
commands Track Changes, Change Tracking Options and Change User
Name. Change Tracking Options displays the Track Changes Options dialog
box. Change User Name displays the Word Options dialog box (Popular tab).
Balloons - Drop-Down. Lets you choose how to display the revisions either in
the margin or in the actual document. The drop-down contains the
commands: Show Revisions in Balloons, Show all Revisions Inline and Show
Only Comments and Formatting in Balloons.
Display for Review - Drop-Down. The drop-down contains the commands:
Simple Markup, All Markup, No Markup and Original.
Show Markup - Drop-Down. The drop-down contains the commands:
Comments, Ink, Insertions and Deletions, Formatting, Specific People,
Balloons, Highlight Updates, Other Authors.
Reviewing Pane - Button with Drop-Down. The button toggles the display of
the Reviewing pane. The drop-down contains the commands: Reviewing
Pane Vertical and Reviewing Pane Horizontally. There is now also summary
information at the top of the pane.

Changes

Accept - Button with Drop-Down. The button is the Accept and Move to Next
command which accepts the current change and moves to the next proposed
change. The drop-down contains the commands: Accept and Move to Next,
Accept Change, Accept all Changes Shown and Accept all Changes in
Document. This drop-down is disabled when the document is protected.
Reject - Button with Drop-Down. The button is the Reject and Move to Next
command which rejects the current change and moves to the next proposed
change. The drop-down contains the commands: Reject and Move to Next,
Reject Change, Reject all Changes Shown and Reject all Changes in
Document. This drop-down is disabled when the document is protected.
Previous - Moves to the previous revision in the active document.
Next - Moves to the next revision in the active document.

Compare

Compare - Drop-Down. The drop-down contains the commands: Compare

and Combine. The Compare command lets you compare two versions of the
same document and displays the "Compare Documents" dialog box. The
Combine command lets you combine revisions from multiple authors and
displays the "Combine Documents" dialog box. This drop-down is disabled
when the document is protected.

Protect

Block Authors - Drop-Down. Prevent others from making changes to the

selected text.
Restrict Editing - Toggles the display of the Restrict Editing task pane.
All these options will be disabled if your document is the basis of a mail
merge. Similar to Protect workbook drop-down in Excel.
This button changes into a drop-down when you are using Information Rights
Management (IRM). The only Office suite to include IRM though is
Professional Plus, Ultimate and Enterprise. In order to use IRM you need to
have Microsoft Windows Rights Management Service (RMS) for windows
server.
Ink

Hide Ink - Drop-Down.

CV

CV Assistant -

Part 7:View Tab

Views
This group contains all the commands relating to the different ways you can
view your documents.
Read Mode - Maximises the Word window on the screen and removals all
toolbars etc to allow easy reading.
Print Layout - Displays the document as it would appear if printed and is
the default view.
Web Layout - Displays the document as it would appear as a web page.
Outline - Displays the document as an outline is displays the Outlining
contextual tab.
Draft - Displays the document in draft mode allowing for quick editing. When
using this view certain aspects of the document are not visible, for example
any headers or footers.

Immersive

Focus - (Added in 365)

Immersive Reader - (Added in 365)

Page Movement

Vertical - (Added in 365).

Side to Side - (Added in 365).
Show

Ruler - Toggles the display of the ruler(s).

Gridlines - Toggles the display of gridlines.
Navigation Pane - Toggles the display of the Navigation task pane. This is a
combination of the Find, Document Map and Thumbnails.

Zoom
Everything relating to adjusting the display percentage of the active
document. There is also a new zoom slider in the bottom right corner next to
the status bar.

Zoom - Displays the "Zoom" dialog box. This can also be accessed from the
status bar by clicking on the view percentage.
100% - Adjusts the zoom to 100% of its normal size. Lets you quickly return
to 100%.
One Page - Adjust the zoom so an entire page fits in the application window.
Two Pages - Adjust the zoom so two entire pages fit in the application
window.
Page Width - Adjust the zoom so the width of the page is the same as the
width of the application window.

Window
Every document you open in Word can be thought of as a window. It is
possible to open multiple windows of the same document.
New Window - Lets you create a new window of the active document.
Arrange All - Tile all the open windows side by side on the screen. This will
also maximises the application / document to a full screen.
Split - Splits the current window into two parts.
View Side by Side - Displays two documents side by side so they can be
easily compared. If you have more than two documents open the "Compare
Side by Side" dialog box is displayed so you can choose which document to
display next to the active document.allowing you to scroll multiple windows
at the same time.
Synchronous Scrolling - Toggles the synchronize scrolling of the two
documents that are displayed side by side. This is only enabled when you are
viewing two documents side by side.
Reset Window Position - Resets the windows positions so they take up the
same amount of space on the screen when two documents are displayed
side by side. This is only enabled when you are viewing two documents side
by side.
Switch Windows - Drop-Down. Lets you switch between all the currently
active documents. This displays all the window / documents that are
currently open in the particular session. Previously these were displayed on
the Window menu.

Macros

Macros - Button with Drop-Down. The button is the View Macros command
and displays the "Macros" dialog box. The drop-down contains the
commands: View Macros, Record Macro and Pause Recording.
If you want to edit macros or do anything more complicated then you should
have the Developer tab displayed as well.
SharePoint

Web Pages in MS Word-

Create Your HTML Document

Use one of the following two methods to create your new HTML document.
Method 1
1. Start Microsoft Word.
2. In the New Document task pane, click Blank Web Page under New.
3. On the File menu, click Save.

NOTE: The Save as type box defaults to Web Page (*.htm; *.html).
4. In the File name box, type the file name that you want for your document, and
then click Save.

Method 2
1. Start Microsoft Word.
2. Create a new blank document.
3. On the File menu, click Save as Web Page.
4. In the File name box, type the file name that you want for your document, and
then click Save.

Add Text and Hyperlinks to Your HTML

Document
1. Open the HTML document that you created earlier in this article. To do this,
follow these steps:
a. On the File menu, click Open.
b. Browse to the location that you saved your article to, in the "Create Your HTML
Document" section of this article.
c. Select the file and then click Open.
2. Type the following text into the document:

You can use Microsoft Word to create HTML documents as easily as you can
create normal Word documents.

3. To create a hyperlink, select the words "Microsoft Word" in the text that you
typed.
4. On the Insert menu, click Hyperlink.
5. In the Insert Hyperlink dialog box, type http://www.microsoft.com/word in the
Address box, and then click OK.
6. Save your changes to the document.

 Add an Image to Your HTML Document

1. Place your insertion point where you want to place an image in your document.
2. On the Insert menu, point to Picture, and then click ClipArt.
3. In the Insert ClipArt task pane, click Search.

NOTE: If you click Search without typing anything into the Search Text box, the
search result will display all of the currently available images on your system.
4. In the Results section, select the image that you want to insert into the page.
5. Save your changes and then close the document.

 Open an HTML Document in Word

Do one of the following.

If the New Document task pane is still displayed:

In the New Document task pane, select the document under Open a document.
This opens the document directly.
-or-

If the New Document task pane is not displayed:

1. On the File menu, click Open.

2. In the Open dialog box, locate the HTML document that you created earlier, and
then select it.
3. Click Open.
  REFERENCES
For more information about HTML support in Word , follow these steps:

1. Open Microsoft Word .

2. On the Help menu, click Microsoft Word Help.
3. Click the Answer Wizard tab.
4. Type HTML in the What would you like to do? box, and then click Search.
5. Related topics will be displayed. Click any item to display the information.

Sorting
In a document, you might need to arrange a list of single line items, a group of multiple
line paragraphs, or the rows of items in a table into alphabetical or numerical order.
Word lets you sort lines and paragraphs of document text and rows of table information
into logically defined sequences.

1. Select the list you want to sort.

2. Go to Home > Sort.

3. Set Sort by to Paragraphs and Text.

4. Choose Ascending (A to Z) or Descending (Z to A).

5. Select OK.