CHP – 2 MS – WORD

Introduction of Microsoft Word:

Microsoft word is a word processor software developed by Microsoft in 1983. It is
the most commonly used word processor software. It is used to create professional
quality documents, letters, reports, resumes, etc. and also allows you to edit or
modify your new or existing document. The file saved in Ms. Word has .docx
extension. It is a component of the Microsoft Office suite, but you can buy it
separately and is available for both Windows and macOS.
Following are some importance functions of a Word Processer.
1) Page Layout: A perfect page layout is essential for creating engaging and
professional-looking content. It involves arranging visual elements in such a
way that it maximizes appeal, readability, and usability. Whether designing
a website or preparing a printed document, the right page layout can make
all the difference.
2) Text formatting: One of the most basic and essential features of MS Word
is the ability to format text, whether you want to change the font or size, add
bold or italic formatting, change colors or alignment, or make other stylistic
changes.
3) Editing of Test: Similarly to document creation, word processors speed up
the editing process and give greater editing options. Changes are made on
the computer, and when finished, the output is a clean, clear page. Changes
to the document can be tracked, so multiple users can mark up a document,
and those changes can be evaluated easily later, before the document is
complete.

4) Multimedia: Multimedia is also a great feature of the word processor, using

which you make your document more attractive. Using multimedia features,
you can insert multimedia in your document like - clip art, charts, images,
pictures, video, etc.

5) Mail Merging: If we want to send the same information to different people

at the same time, then there is a feature in the word processor using which
we can do that and that feature is named mail merge.
Using mail merge, the body of the letter is typed once and it is sent to
different addresses.
1. How to open MS Word?
Step 1: Type Ms. Word in the search bar.

Step 2: Select Ms. Word application.

Step 3: Select a blank document and press create button.
 Then you will get a window like in the image below where you can write
your content and perform different types of operations on that content, like
font type, style, bold, italic, etc. You can also add images, tables, charts to
your document.

Important Features of MS Word: Using these features, you can perform

different types of operations on your documents, like you can create, delete,
style, modify, or view the content of your document.
1) File: It contains options related to the file, like New(used to create a new
document), Open(used to open an existing document), Save(used to save
document), Save As(used to save documents), History, Print, Share, Export,
Info, etc.
2) Home: It is the default tab of MS Word and it is generally divided into five
groups, i.e., Clipboard, Font, Paragraph, Style and Editing. It allows you to
select the color, font, emphasis, bullets, position of your text. It also contains
options like cut, copy, and paste.

3) Insert: It is the second tab present on the menu bar or ribbon. It contains
various items that you may want to insert into a Microsoft word. It includes
options like tables, word art, hyperlinks, symbols, charts, signature line, date
and time, shapes, header, footer, text boxes, links, boxes, equations, etc.

4) Draw: It is the third tab present in the menu bar or ribbon. It is used for
freehand drawing in MS Word. It provides different types of pens for
drawing as shown below:
5) Design: It is the fourth tab present in the menu bar or ribbon. The design
tab contains document designs that you can select, such as documents with
centered titles, offset headings, left-justified text, page borders, watermarks,
page color, etc.

6) Layout: It is the fifth tab present on the menu bar or ribbon. It holds all the
options that allow you to arrange your Microsoft Word document pages just
the way you want them. It includes options like set margins, display line
numbers, set paragraph indentation, and lines apply themes, control page
orientation and size, line breaks, etc.,
7) References: It is the sixth tab present in the menu bar or ribbon. The
references tab lets you add references to a document, then create a
bibliography at the end of the text. The references are generally stored in a
master list, which is used to add references to further documents. It includes
options like, Table of Contents, Footnotes, Citations & Bibliography,
Captions, Index, Table of Authorities, smart look, etc.

8) Mailings: It is the seventh tab present in the menu bar or ribbon. It is a least
used tab in the menu bar. This tab is where you would create labels, print
them on envelopes, do mail merge, etc.

9) Review: It is the eighth tab present in the menu bar or ribbon. The review
tab contains, commenting, language, translation, spell check, word count
tools. It is good for quickly locating and editing comments .
10) View: It is the ninth tab present in the menu bar or ribbon. View tab allows
you to switch between single page or double page and also allows you to control
the layout tools It includes print layout, outline, web layout, task pane, toolbars,
ruler, header and footer, footnotes, full-screen view, zoom, etc.

MS Word Terminologies
1. Word Wrap- A feature of the word that moves or advances text to the next
line when typing exceeds the right margin without pressing the Enter key.
2. Drag and Drop- A smart approach to copy or transfer text a short distance.

3. Word Art- Text designed as a graphic image.

4. Thesaurus- A feature that provides synonyms or alternative words for chosen

words.

5. Footer- A feature that allows the text/graphics that are marked on every page
or segment, regularly at the bottom yet can be anywhere on a page.
6. Header- A feature that allows text/graphics that are imprinted on every
page/section, usually at the top yet can be anywhere on a page.

7. Paragraph Styles- A feature that allows text styles for complete paragraphs,
including their fonts, alignments, tabs, etc.

8. Endnotes- Notes or references that resemble at the end of the document.

9. Footnotes- Comments or references that appear at the bottom of each page.

10. Indent- A feature that allows setting a temporary left or right margin for
paragraph lines.
11. The margin- The gap between the edge of the text in the record and top, base,
or side edges of the page.

12. Page Break– The spot in a document where one page ends and the other
starts.

13. Bullets & Numbering- A feature that enables the user to generate bulleted or
numbered paragraphs.

14. Landscape- A terminology used to specify page orientation, where the page
is wider than it is tall.

15. Page Orientation- How pages are laid out in a written document.

16. Portrait- A page orientation where the page is longer than it is wide.

17. Formatting Toolbar- A feature that enables changing character and

paragraph formatting, such as alignment and type styles.

18. Font Style- Certain regular changes in the appearance of a font.

19. Charts– Graphs that employ columns, lines and pie shapes to denote
numbers and data.
Working with Documents:

1) Creating a New Documents:

❖ On the File tab, select New
❖ Select Blank document, or double-click a template image or type the kind
of document into the Search for online templates box and press Enter.

2) Saving a Documents:
❖ Click FILE > Save, pick or browse to a folder, type a name for your
document in the File name box, and click Save.
❖ Save your work as you go - hit Ctrl+S often.

Editing with Documents:

1) Add and format text:

❖ Click on your new blank page and type some text.

❖ Select text to format and choose font options on

the Home tab: Bold, Italic, Bullets, Numbering, and more
2) Add Pictures, Shapes, SmartArt, Chart, and more:
❖ Select the Insert tab.
❖ Select what you want to add:

i. Tables - choose Table, hover over the size you want, and
select it.
ii. Pictures - select Pictures, browse for an image on your
computer, a online stock image, or with an image search on
Bing.
iii. Shapes - select Shapes, and choose a shape from the drop-
down.
iv. Icons - choose Icons, pick the one you want, and
select Insert.
v. 3D Models - select 3D Models, choose from a file or online
source, pick the image you want, and select Insert.
vi. SmartArt - choose SmartArt, pick a SmartArt Graphic,
and select OK.
vii. Chart - select Chart, choose the chart you want, and
select OK.
 3) Cut, Copy and Paste Text:
❖ To Cut or Copy

❖ Select the text or image you want to cut or copy.

❖ Press the keyboard shortcut:

Cut: Ctrl + X

Copy: Ctrl + C

❖ Your text or image should now be cut or copied.

❖ To Paste

❖ Place your cursor where you want to insert the text or image.

❖ Press the keyboard shortcut:

Paste: Ctrl + V

Your text or image should now be pasted into the new location in your document.
4) Undo Change:
❖ undo an action press Ctrl+Z on your keyboard, or select Undo on the
Quick Access Toolbar. You can press Undo (or Ctrl+Z) repeatedly if you
want to undo multiple steps.

Formatting with Text:

1) Styles: A style is a format tool that includes font typeface, font size,
effects( bold, italic, underline, etc.) colours and more. Home tab of
the ribbon has servals areas that control the styles of your
documents: Font. Paragraphs, and styles.

2) Changing Font Type and Size:

❖ Select the text with the font you want to change.

❖ To select the entire document, press Ctrl + A on your keyboard.

❖ Select the text with the font you want to change.
❖ Select the Font Size menu arrow to choose a new font size. (The
numbers represent typography points.
3) Font Effects: Font styles are predefined formatting options that
are used to emphasize text. They include Bold, Italic Underline

4) Word Art: Word art or text art is a form of art that includes text,
forming words or phrases, as its main component; it is a
combination of language and visual imagery.

5) Bullets and Numbering:

❖ Bullets:
a. Bullets are typically used for listing items without any specific
order or hierarchy.
b. To create a bulleted list, simply start each item with a bullet
point (such as a small dot or a dash).

❖ Numbering:
 c. Numbering is used when you want to indicate a specific order
or sequence.
d. To create a numbered list, start each item with a number
followed by a period (e.g., 1., 2., 3.).

6) Formatting with Paragraph:

1) Changing Paragraph Alignment:

To align or justify paragraphs using the Word Ribbon

1. Select the paragraph(s) to which you want to apply alignment or

justification. If you would like to select all paragraphs, press Ctrl + A.
2. Click the Home tab in the Ribbon and then click Align Left, Center, Align
Right or Justify in the Paragraph group.

To align or justify paragraphs using keyboard shortcuts:

• Align left – select the paragraph(s) and press Ctrl + L to align to the left.
• Align right – select the paragraph(s) and press Ctrl + R to align to the right.
• Align center – select the paragraph(s) and press Ctrl + E to align center.
• Justify – select the paragraph(s) and press Ctrl + J to justify.

2) Adding Boarders and Shading:

❖ Step 1: Select the text/Paragraph to apply Border.
❖ Step 2: Now, go to the Borders tab in the Paragraph menu under
the Home bar.
❖ Step 3: Select the border of your choice .
❖ Step 1: Select the text to apply the Shading.
❖ Step 2: Now, go to the Shading tab in the Paragraph menu under
the Home bar.

❖ Step 3: Select the Shading Color of your choice.

Adding a Table:
1) Create a Table:
❖ 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.

2) Drawing a Table: We can draw a table with different size of cells as

follow:
Format Pictures:
❖ Pictures can be resized by clicking the image and right click the
image and select the picture.
❖ It has many other options like color 3 D format, line color and fill.
❖ You can select any combination up to your requirements.

Watermark:

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

❖ Choose Picture Watermark and select a picture.
❖ Select or clear Washout.
❖ Select OK.
Mail Merging:

Mail merge is a method of building personalized letters, documents, or

emails with a bit of automation. Two components necessary for a mail
merge are:
1. A template of a letter, document, or an email with specific
placeholders in the body
2. A spreadsheet with a set of data that should replace placeholders
for each individual recipient. These can be names, addresses, or
any other custom data. Some tools even allow for sending
personalized attachments with emails.

A mail merge functionality combines these two components into one

piece – a message personalized with data relevant to you and you only.