Microsoft Word

Introduction to MS Word
Microsoft Word is a word processor developed by Microsoft. It has many helpful tools and advance features that
help users in creation of both simple and complex documents. It was first released on October 25, 1983 under the
name Multi-Tool Word for Xenix systems

(File Menu)
File Menu of Microsoft Excel and Microsoft Word are same. So, you can read the Microsoft Excel File menu pdf for
the complete information of Microsoft Word File menu.

Home Tab (Home Menu)

Clipboard Group
1. Cut: - Remove the selection and put it on the clipboard. So, you can paste it somewhere else.
2. Copy: - Put a copy of the selection on the clipboard. So, you can paste it somewhere else.
3. Paste: - This is used to move text, graphics, and other content into a document. The available options depend
on the type of content being pasted
4. Format Pinter: - If you like the look of a particular selection, you can apply that look to other content in the
document.

Steps to use this option:

1. Select content with formatting you like

2. Click Format Painter
3. Select something else to automatically apply the formatting

FYI: To apply the formatting in multiple places, double-click Format Painter.

5. Clipboard: - Clipboard in Microsoft Word stores up to 24 items that are copied or cut from anywhere in the
program or other office applications. The Clipboard only stores content until an Office app is closed
or the computer is turned off.

Font Group
1) Font: - Use this option to pick a new font for your text.
2) Font Size: - Use this option to change the size of your text.
3) Increase Font Size: - Use this option to make your text a bit bigger.
4) Decrease Font Size: - Use this option to make your text a bit smaller.
5) Change Case: - Use this option to change the selected text to uppercase, lowercase or other common
capitalizations.
6) Bold: - Use this option to make your text bold.
7) Italic: - Use this option to Italicize your text.
8) Underline: - Use this option to underline your text.
9) Strikethrough: - Use this option to cross something out by drawing line through it.
10) Subscript: - Use this option to type very small letters just below the line of text.
11) Superscript: - Use this option to type very small letters just above the line of text.
12) Text Effect & Typography: - Use this option to add some flair to your text by applying a text effect, such as a
shadow or glow.
13) Text Highlight Colour: - Use this option to make your text pop by highlighting it in a bright colour.
14) Font Colour: - Use this option to change the colour of your font.
15) Clear All Formatting: - Use this option to remove all formatting from the selection, leaving only the normal,
unformatted text.

Paragraph Group
1. Bullets: - Use this option to create a bulleted list. Click on the arrow to change the look of the bullet.
2. Numbering: - Use this option to create a numbered list. Click on the arrow for more numbering formats.
3. Multilevel List: - Use this option to create a multilevel list to organize items. You can also change the look of
individual levels in your list or add numbering to headings in your document.
4. Align Left: - Use this option to align your content with the left margin.
Left alignment is commonly used for body text and makes the document easier to read.
5. Centre: - Use this option to centre the content on the page.
Centre alignment gives documents a formal appearance and is often used for cover pages, quotes, and
sometimes headings.
6. Align Right: - Use this option to align your content with the right margin.
Right alignment is used for small sections of content, such as text in a header or footer.
7. Justify: - Use this option to distribute your text evenly between the margins. Justified text gives your document
clean, crisp edges so it looks more polished.
8. Decrease Indent: - Use this option to move your paragraph closer to the margin.
9. Increase Indent: - Use this option to move your paragraph farther away from the margin.
10. Line & Paragraph Spacing: - Use this option to choose how much space appears between lines of text or
between paragraph. To apply the same spacing to your hole document, use the
paragraph spacing options on the Design tab
11. Sort: - Use this option to arrange the current selection in alphabetical or numerical order. This is especially
useful if you are trying to organize data in a table.
12. Show/Hide: - Use this option to show paragraph marks or other hidden formatting symbols. This especially
useful for advanced layout tasks.
13. Shading: - Use this option to change the colour behind the selected text, paragraph or table cell. This is specially
useful when you want information to jump off the page.
14. Borders: - Use this option to add or remove borders from your selection. To change the look of the borders,
check out the options on the Table Tools Design Tab or use the Borders and Shading dialog box.

Styles Group
Styles give your document a consistent, polished look. They also allow you to use the Navigation Pane and add a
table of contents. If you don’t like the look of these styles, check out the Design tab for more options.

Editing Group
Find
1. Find: - Use this option to find the text or other content in the document.
2. Advance Find: - Use this option to find and replace text using advance search options, such as Match Case and
Whole Words Only
3. Go To: - Use this option to jump right to a specific page, line, footnote, comments.
Select
1. Select All: - Use this option to select all the text and objects in the document.
2. Select Objects: - Use this option to select objects including ink, shapes and text areas in the document. This is
especially useful when you are working with the objects that are behind the text.
3. Select Text with Similar Formatting: - Use this option to select text with similar formatting.
4. Selection Pane: - Use this option to see a list of all your objects. This makes it easier to select objects, change
their order, or change their visibility.
 (Insert Tab)
Pages Group
1. Add a Cover Page: - A cover page in Microsoft Word is the first page of a document that can introduce the
document, and make the document look more attractive and official. It can include information such as:
 The document title
 The author’s
 The course name
 The instructor
 The date
 The name of the institution
 A company logo
 Pictures
 Document file information
2. Add a Blank Page: - Use this option to add a blank page anywhere in your document.
3. Insert a Page Break: - End the current page here and move to the next page.

Tables Group
Table: A Table is a great way to organize information with in your document.
1. Insert Table: - Use this option to insert table manually by interring the number of Row and number of Columns.
2. Draw Table: - Use this option to design your own table by drawing the cell, row and column borders yourself.
You can even draw diagonal lines and cells within cells.
3. Convert Text to Table: - Use this option to split a single column of text into multiple columns. For Example:
You can separate a column of full names into separate first and last name columns.
You can choose how to split it up, fixed width or split at each comma or other
characters.
4. Excel Spreadsheet: - Use this option to insert Microsoft Excel Worksheet.
5. Quick Tables:

Illustrations Group
1. Insert a Pictures: - Use this option to insert pictures from your computer, stock image library or other online
sources.
2. Insert a Shapes: - Use this option to insert ready-made shapes, such as circles, squares, and arrows.
3. Insert an Icons: - Use this option to insert an icon to visually communicate suing symbols.
4. Insert 3D Models: - Use this option to insert 3D model so you can rotate it and see all angles.
5. Insert a SmartArt: - Use this option to insert a SmartArt graphic to visually communicate information.
6. Add a Chart: - Use this option to insert chart in your document.
7. Take a Screenshot: - Use this option to quickly add a snapshot of any window that’s open on your desktop to
your document.

Media Group
1. Online Videos: - Use this option to find and insert videos from a variety of online sources.

Links Group
1. Add a hyperlink: - Use this option to create a link in your document for quick access to webpages and files.
Hyperlinks can also take you to places in your document, such as headings and bookmarks.
2. Insert a Bookmark: - Bookmarks work with hyperlinks to let you jump to a specific place in your document.
Here’s How it works:
1) Select the content you want to jump to
 2) Insert a Bookmark
3) Add a hyperlink that points to your bookmark.
3. Insert a Cross-reference: - Refer to specific places in your document, such as headings, figures and tables.

Comments Group
1. Insert a Comment: - Use this option to add a note about this part of the document.

Header & Footer Group

1. Add a Header: - Headers help you to repeat content at the top of every page. Headers are useful for
showcasing information, like title, author, and page number.
2. Add A Footer: - Footers help you to repeat content at the bottom of every page. Footers are useful for
showcasing information, like title, author, and page number.
3. Add Page Number: - Use this option to add page number in your document. You can choose a verity of pre-
defined looks or select your own format.

Text Group
1. Choose a Text Box: - A text box brings focus to the content it contains and is great for showcasing
important text, such as headings or quotes.
2. Explore Quick Parts: -
3. Insert WordArt: - Use this option to add some artistic flair to your document using a WordArt text box.
4. Add a Drop Cap: Use this option to create a large capital letter at the beginning of a paragraph.
5. Add a Signature Line: - Use this option to insert a signature line that specifies the individual who must sign
6. Insert Date & Time: - Use this option to quickly add the current date or time in your document.
7. Object: - Use this option to insert an embedded object, such as another Word document or an excel chart.

Symbols Group
1. Insert an Equation: - Use this option to add common mathematical equations to your document, such as the
area of circle or the quadratic formula.
You can also build your own equations using the library of math symbols and structures.
2. Insert a Symbol: - Use this option to add symbols that are not on your keyboard.

(Design Tab)
Document Formatting Group
1. Themes: - Use this option to pick a new theme to give your document instant style. Each theme uses a unique
set o colours, fonts, and effects to create a consistent look and feel.
2. Style Set: - Use this option to quickly change the look of your document by picking a new style Set. Style Sets
change the font and paragraph properties of your entire document. To see the full effect of
changing the Style Set, use the styles available on the Home tab.
3. Theme Colours: - Use this option to quickly change all the colours used in the document by picking a different
colour palate.
4. Theme Fonts: - Use this option to quickly change the text in your document by picking a new font set. This is an
easy way to change all of your text at once. For this to work, your text must be formatted using
the ‘body’ and ‘heading’ fonts.
5. Paragraph Spacing: - Use this option to quickly change the line and paragraph spacing of your all document.
6. Theme Effects: - Use this option to quickly change the general look of objects in your document. Each option
uses various borders and visual effects, such as shading and shadow, to give your objects a
different look.
7. Set as Default: - Use this look for all new documents.
 Page Background Group
1. Watermark: - Use this option to add ghost text, such as ‘confidential’ or ‘urgent’ behind the content on the
page. The faint watermark is a great way to show that the document requires special treatment
without distracting from the content.
2. Page Colour: - Us this option to add a splash of colour to your document by changing the colour of the page.
3. Page Borders: - Use this option to add or change the border around the page.
A border draws focus and adds a stylish touch to your document. Your can create a border
using a variety of line styles, widths and colours, or choose an art border with a fun theme.

(Layout Tab)
Page Setup Group
1. Adjust Margins:
2. Change Page Orientation
a) Portrait:
b) Landscape:
3. Choose Page Size:
4. Add or Remove Columns: Use this option to split your text into two or more columns. You can also choose the
width and spacing of your column, or use one of the preset formats.
5. Breaks: Page Breaks
a) Page: Make the point at which one page ends and the next page begins.
b) Column: Indicate that the text following the column break will begin in the next column
c) Text Wrapping: Separate text around objects.
6. Breaks: Section Breaks
a) Next Page: Insert a section break and start the new section on the next page.
b) Continuous: Insert a section break and start the new section on the same page.
c) Even Page: Insert a section break and insert the new section on the next even-numbered (2-4) page.
d) Odd Page:
7. Line Numbers
a) None:
b) Continuous:
c) Restart Each Page:
d) Restart Each Section:
e) Suppress for Current Paragraph:
8. Hyphenation
a) None:
b) Automatic:
c) Manual:

Paragraph Group
1. Indent:
2. Spacing:

Arrange Group
1. Position:
2. Wrap Text
3. Bring Forward
4. Send Backword
5. Selection Pane:
6. Align
7. Group:
8. Un-Group:
9. Rotate:

(Reference Tab)
Table of Contents Group
1. Table of Contents: A table of contents in Word is based on the headings in your document.
2. Add Text: Include the current heading in the table of contents.
3. Update Table: Refresh the table of contents so all entries refer to the correct page number.

Footnotes Group
1. Insert Footnote: Add a note at the bottom of the page providing more info about something in your document.
2. Insert Endnote: Add a note, like a comment or citation, providing more info about something in your
document. Superscript numbers referring to the endnotes are added to your text.
3. Next Footnote:
4. Show Notes: Jump to the footnotes or endnotes in your document.

Research Group
1. Search: Search for definitions, images, web pages, and other results from the various online sources.

Citations & Bibliography Group

1. Insert Citation: Credit a source of information by citing the book, article or other material it comes from. You
can choose from a list of saved sources, or add a new one. Word will format citations according
to your selected style.
To add a placeholder, so that you can create a citation and fill in the source information later,
click Add New Placeholder. A question mark appears next to placeholder sources in Source
Manager.
2. Manage Sources: Organize the sources cited in your document. You can edit and remove sources.
3. Bibliography Style: Choose the citation style for your document.
4. Bibliography: List all your sources in a bibliography.

Captions Group
1. Insert Caption: Label your picture or object. Once you have added a caption, you can reference your object
anywhere in your document by inserting a cross-reference.
2. Insert Table of Figures: Add a list of captioned objects and their page numbers for quick references.
3. Update Table of Figures: Update the Table of Figures to include all of the entries in the document.
4. Insert Cross-reference: Refer to specific place in your document, such as headings, tables, and figures.
A cross-reference is a hyperlink where the label is automatic generated

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

Table of Authorities
1. Mark Citation: Add the selected text to the Table of Authorities.
2. Insert Table of Authorities: Add a list of authorities cited in your document.
3. Update Table: Update the table of authorities to include all of the citations in the document.

(Mailings Tab)
Create Group
1. Envelopes: Sending mail? You will need an envelope. You can choose the size, format and addresses and the
electronic postage.
2. Labels:

Start Mail Merge Group

1. Start Mail Merge: Create one document and send it to multiple people. You can insert fields like Name or
Address. Word will create a copy for each recipient and replace that fields with that person’s
info.
2. Select Recipients: Choose the list of people you’d like to send your document to. You can type a new list, use
an existing one.
3. Edit Recipient List: Make changes to your recipient list or pick specific people to receive the mailing. You can
also sort, filter, find and remove duplicates.

Write & Insert Fields Group

1. Highlight Merge Fields: Highlight fields in your document. This makes it easy to see where content from your
recipient list will be inserted.
2. Address Block: Add an address block to your letter. You specify the formatting and location, and word will
replace it with the actual addresses from your recipient list when you finish the mail merge.
3. Greeting Line: Add a greeting to your document.
4. Insert Merge Field: Add a field from your recipient list to the document, such as Last Name, Company Name,
Home Phone. When you finish the mail merge, Word will replace these fields with the
actual information from your recipient list.
5. Rules:
6. Match Fields:
7. Update Labels:

Preview Results Group

1. Preview Results: Plug info from your recipient list into the merge fields to see how the finished document will
look.
2. First Record: Jump to the first recipient on the list.
3. Previous Record: Jump back to the previous recipient on the list.
4. Go To Record: Jump to a specific recipient on the list.
5. Next Record: Jump to the next recipient on the list.
6. Last Record: Jump to the last recipient on the list.
7. Find Recipient: Search for a specific recipient, and jump to that person’s document to preview it.
8. Check for Errors:

Finish Group
1. Finish & Merge: Choose how you want to complete the mail merge. You can open a new window to see each
copy of the document, send the mailing directly to the printer, or send it by email.
 (Review Tab)
Proofing Group
1. Spelling & Grammar: Check your spelling and grammar.
2. Thesaurus: Suggest another way to say what do you mean.
3. Word Count: Words, characters, lines MS word count them so we don’t have to. To see the word count at a
glance, check out the status bar.

Speech Group
1. Read Aloud: Read text and highlight each word as it’s read.

Accessibility Group
1. Check Accessibility: To make sure that your file follows accessibility best practices. Ms word help us fix issues
quickly with easy-to-follow directions or recommendations.
2. Alt Text: Create a text description of objects for screen readers.
3. Navigation Pane: It’s like a tour guide for your document. Click a heading, a page, or a search result and it will
take you right there.
4. Focus: Eliminate distractions so you can focus on your document.
5. Options Accessibility:

Language Group
1. Translate
a) Translate Section: See translations for the current selection or other text you enter from the Microsoft
translator online service.
b) Translate Document: Create a translated copy of your document with Microsoft Translator.
2. Language
a) Set Proofing Language: Choose the language of the selected text. MS word will remember to use that
language for-check spelling and grammar.

Comments Group
1. New Comments: Add a note about this part of the document.
2. Delete
a) Delete Comment:
b) Delete All Comments Shown:
c) Delete All Comments in the Document:
d) Delete all Resolve Comments:
3. Previous Comment:
4. Next Comment:
5. Show Comments: Show/hide the comments alongside the document.
a) Show Contextual Comments: See comments by using comments markup.
b) Show List of Comments: See comments by using comments pane.

Tracking Group
1. Track Changes
a) For Everyone: Use this option to track everyone’s changes.
b) Just Mine: Use this option to track only your own changes.
c) Lock Tracking: Use a password to discourage others from turning off Track Changes.
2. Type of Markup: Choose how you would like to see changes in this document.
 a) Simple Markup: Displays tracked changes with a red line in the margin.
b) All Markup: Displays tracked changes with different colours of text and lines for each reviewer.
c) No Markup: Hides the markup to show the document with changes incorporated.
d) Original: Displays the original document without tracked changes and comments showing. However, any
tracked changes or comments in the document that have not been accepted, rejected, or deleted
remains in the document.
3. Type of Revisions
a) Insertion & Deletion:
b) Formatting:
c) Balloons
 Show Revisions in Balloons:
 Show All Revisions Inline:
 Show Only Formatting in balloons:
d) Specific People:
e) Highlight Updates:
f) Other Authors:
4. Review Pane: Show all the changes to your document in a list.
a) Review Pane Vertical:
b) Review Pane Horizontal:

Changes Group
1. Accept
a) Accept & Move to Next:
b) Accept This Change:
c) Accept All Changes Shown:
d) Accept All Changes:
e) Accept All Changes & Stop Tracking:
2. Reject
a) Reject & Move to Next:
b) Reject Change:
c) Reject All Changes Shown:
d) Reject All Changes:
e) Reject All Changes & Stop Tracking:
3. Previous Change:
4. Next Change:

Compare Group
1. Compare Documents:
2. Combine Documents:

Protect Group
1. Block Authors: Keep others from making changes to the selected text.
2. Release all of my blocked areas: Unblock everything you blocked so that others can edit those areas.
3. Restrict Editing: Limit how much can others can edit and format the document. For example, you can prevent
formatting changes, force all changes to be tracked, or allow only commenting.

Ink Group
1. Hide Ink: It will not delete the Ink. It will just hide all of the ink in your document and clicking the
button again will make the ink visible.
2. Delete All Ink in the Document: It will all the ink from your document.
 (View Tab)
Views Group
1. Read Mode: The best way to read a document, including some tools designed for reading instead of writing.
2. Print Layout: See how the document will look if printed.
3. Web Layout: See how your document would look as a web page. This layout is also great if you have wide
tables in your document.
4. Outline: See your document in outline form where content is shown as bulleted points. This view is useful for
creating headings and moving hole paragraphs within the document.
5. Draft: Switch your view to see just the text in your document. This is useful for quick editing because
headers/footers and certain objects won’t show up, allowing you to focus on your text.

Immersive Group
1. Focus Mode: Eliminate distractions so you can focus on your document.
2. Immersive Reader:

Page Movement Group

1. Vertical: Scroll up and down to move between pages.
2. Side to Side: See whole pages by sliding each page from right to left or left to right.

Show Group
1. Ruler: Show rulers next to your document. You can see and set tab stops, move table borders, and line up
objects in the document. Also, you can measure stuff.
2. Gridlines:
3. Navigation Pane: It’s like a tour guide for your document. Click a heading, a page, or a search result and it will
take you right there.

Zoom Group
1. Zoom: Zoom to the level that’s right for you.
2. Zoom 100%: Zoom your document to 100%.
3. One Page: Zoom the document so you can see the entire page in the window.
4. Multiple Page: Zoom the document so you can see multiple pages in the window.
5. Page Width: Zoom the document so that the width of the page matches the width of the window.

Window Group
1. New Window:
2. Arrange All:
3. Split Window:
4. View Side by Side:
5. Synchronous Scrolling:
6. Reset Window Position:
7. Switch Windows:

Macros Group
1. View Macros:
2. Record Macros:
3. Pause Recording:
 SharePoint Group
1. SharePoint Properties: