LESSON

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Introduction:
MS Word is the basic word processing task and fulfills most of our desktop
publishing needs. We can use word to generate our letters, reports or any other text
document in our desired format. by using MS word processing we can type our material
into computers memory, as you are not typing directly onto the paper, you can replace,
move, cut, copy, insert, delete, overwrite or correct any words, sentences, paragraphs,
pages-any amount of text-at any time, before your material becomes the document on
papers. In a word processing software, we can format our text with a variety of typefaces
and graphics and set our work in our desire format. Thus MS word is the most popular
clipart operating system now days all over the world. The extension name of MS word
2003 or earlier version is .doc. The extension name of MS word 2007 onwards all version
and 2016 are .docx. Word 2016 is even more powerful than ever.
Features of MS word:
 Easy table creation and formatting features such as table auto format, which allows
you to focus on our date and let word handle that formatting.
 Auto correct and auto format feature that catch typographical errors automatically
and allow you to use predefined shortcuts and typing patterns to quickly format our
document.
 Large document management feature, like the ability to create table of contents,
index and list of figure.
 Mail merge helper which allows us to quickly create merged document s like master
mailing and mailing labels.
 Automation by means of macro creation.
1. Open the MS word IDE:
 Click the start button at the left button on your screen. (display the start button
dialog box)
 Click on all programsword 2016.
Or press “Windows + r” and type WinWord.

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 If you have seen previous version of Microsoft word, you will notice that at first
glance the screen looks different from the way Microsoft word used to look.
 If you wish to start from a blank document, click Blank document thumbnail.
 If you wish to start from a template, you can click to the template title according
your requirement on the top and preview the selection on the below screen.
 If you want to open existing file, then select and click to the file on the recent option.

Menus:
 When you begin to explore Word 2016 you will notice a new look to the menu bar.
You should remember features as you work within Word 2016:
 Quick Access Toolbar
 Ribbon
 Tabs
 Groups
 Dialog box launcher buttons
 These features contain many of the functions that were in the menu of previous
versions of Word.
Quick Access Toolbar
 The quick access toolbar is a customizable toolbar that contains commands that you
may want to use. You can place the quick access toolbar above or below the ribbon.
To change the location of the quick access toolbar, click on the arrow at the end of
the toolbar and click on Show below the Ribbon.
 You can also add items to the quick access toolbar. Right click on any item in the Office
Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be
added to the Quick Access Toolbar.

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The Ribbon:
 The Ribbon is the panel at the top portion of the document.
 It has nine tabs: File, Home, Insert, Design, Layout, References, Mailings, Review,
and View that contain many new and existing features of Word.
 Each tab is divided into groups.
File: using file can be save the file, close the file, open the file, create new document,
print to the file, customize the document, print, send (through email or fax), publish or
close.
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Design: Themes, Page Background
Layout: Page Setup, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and
Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

Groups:
Within each tab have some groups. Items within a group perform a related
function. The groups are logical collections of features designed to perform functions that
you will utilize in developing or editing your Word document. Commonly used features
are displayed on the Ribbon, to view additional features within each group, click on the
arrow at the bottom right of each group.
Cursor movement in MS word:
We are move the cursor in a two way in MS word.
Using mouse:
To move the cursor with mouse, move the mouse pointer to the place where you
want the cursor to operate and then click.
Using keystrokes:
Cursor automatically moves to the right of the text as you type using keyword. To
moves the cursor through text by one character, word or line at time you can use arrow
keys. Keyword can be used to move the cursor to either side of the screen or to the
beginning or end of our document.

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Keystrokes location
Left arrow left one character
Right arrow right one character
Ctrl+left arrow left one word
Ctrl+right arrow right one word
Home beginning of line
End end of line
Up arrow up one line
Down arrow down one line
Ctrl+down arrow down one paragraph
Ctrl+up down up one paragraph
Ctrl+end end of a document
Ctrl+home beginning of a document.
Tab next cell in a table
Shift+tab previous cell in a table
Page up up one screen’s worth of text
Page down down one screen’s worth of text
Ctrl+page up to the first character on the current screen
Ctrl+page down to the last character on the current screen

Create a New Document

There are several ways to create new documents, open existing documents, and save
documents in Word:
 Click the File Tab and Click New.
 Then click blank document or any template as your like.

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 Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard
 After start your typing.
Note:
When you click on the File tab and Click New, you have many choices about the
types of documents you can create. If you wish to start from a blank document, click
Blank. If you wish to start from a template, you can browse through your choices on the
left, see the choices on center screen, and preview the selection on the right screen.
Saving a Document:
 Click the File Tab and Click Save or Save As.
 Or click on save icon (towards the top-left on the screen)

 or Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard.

 Write the file name at file name combo box inside save as dialog box.
 You can save the document in various place. Now I want to save the document in
hard disk, then click on the “This PC” option from illustrator.

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(Remember, if you’re sending the document to someone who does not have Office
2007 onwards all version, you will need to click the Office Button, click Save As,
and Click Word 97-2003 Document from file type).
 Click save command button.
Open the existing document:
 Click the File Tab and Click Open,

 If you have recently used the document, you can select and double click on
document from the Right panel recent file list.
(right side panel recent file list display the all file in the last week, today and
yesterday are used)
 Then select the file which you want to open from your saved location.
Using keystroke:
 Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard.

 Then select the file which you want to open from your saved location.
 Click open command button.
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Renaming Documents
To rename a Word document while using the program:
 Click the File tab and find the file you want to rename.
 Right-click the document name with the mouse and select Rename from the
shortcut menu.
 Type the new name for the file and press the ENTER key.
Working on Multiple Documents
Several documents can be opened simultaneously if you are typing or editing
multiple documents at once. All open documents will be listed in the View Tab of the
Ribbon when you click on Switch Windows. The current document has a checkmark beside
the file name. Select another open document to view it.
Document Views
There are many ways to view a document in Word.
Print Layout: This is a view of the document, as it would appear when printed. It includes
all tables, text, graphics, and images.
Read mode: This is a full view length view of a document. Good for viewing two pages at
a time.
Web Layout: This is a view of the document, as it would appear in a web browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the
bottom of the screen
or
 Click the View Tab on the Ribbon
 Click on the appropriate document view.
Close a Document
To close a document:
 Click the File Tab
 Click Close
Customizing the Word Environment
Word 2016 offers a wide range of customizable options that allow you to make
Word work the best for you. To access these customizable options:
 Click the File Tab.
 Then click Options
General:
These features allow you to personalize your work environment with language,
color schemes, user name and allow you to access the Live Preview feature. The Live
Preview feature allows you to preview the results of applying design and formatting
changes without actually applying it.
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Display:
This feature allows you to modify how the document content is displayed on the
screen and when printed. You can opt to show or hide certain page elements.
Proofing:
This feature allows you personalize how word corrects and formats your text. You
can customize auto correction settings and have word ignore certain words or errors in a
document.
Save
This feature allows you personalize how your document is saved. You can specify
how often you want auto save to run and where you want the documents saved.
Advanced:
This feature allows you to specify options for editing, copying, pasting, displaying,
printing and saving.
Customize the ribbon:
Customize allows you to add features to the ribbons and keyboard shortcut key. If
there are tools that you are utilizing frequently, you may want to add these to the ribbons
and keyboard short cut key.
Quick Access Toolbar:
Customize allows you to add features to the Quick Access Toolbar. If there are
tools that you are utilizing frequently, you may want to add these to the Quick Access
Toolbar.
Add-ins:
This feature allows you view and manage Microsoft office add-ins.
Typing and inserting Text
To enter text just starts typing! The text will appear where the blinking cursor is
located. Move the cursor by using the arrow buttons on the keyboard or positioning the
mouse and clicking the left button.
Selecting Text
To change any attributes of text it must be highlighted first. Select the text by
dragging the mouse over the desired text while keeping the left mouse button depressed,
or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight
the text. Deselect the text by clicking anywhere outside of the selection on the page or
press an arrow key on the keyboard.
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or lines drag the mouse over the words, or hold down SHIFT while
using the arrow keys
Entire document choose Editing | Select | Select All from the Ribbon, or press CTRL+A

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Home tab:
Home tab have five groups such as clipboard, Font, Paragraph, Style and editing.
Clipboard group:
Clipboard group have contained four buttons such as paste, cut, copy and format
painter. When you click on paste button, it displays three options such as paste, paste
special and paste hyperlink. Paste option allows paste the contents of the clipboard and
paste recently cut or copied item. Paste special is used to paste the copied or the cut text
in a specific format may be word pad document, picture format, rich text document
format and unformed text document. Cut allows cuts the selected text. Copy allows
copies the selected text. Format painter allows copy formatting from one place and
applies it to another place. Double click this button to apply the same formatting to
multiple places in the document.
Inserting Additional Text
Text can be inserted in a document at any point using any of the following methods:
Type Text: Put your cursor where you want to add the text and begin typing
Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy,
put your cursor where you want the text in the document and right click and click
Paste.
Cut and Paste Text: Highlight the text you wish to copy, right click, and click Cut, put your
cursor where you want the text in the document, right click, and click Paste.
Drag Text: Highlight the text you wish to move, click on it and drag it to the place where
you want the text in the document.
You can also use the Clipboard group on the Ribbon.
Deleting Blocks of Text:
Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace
will delete text to the left of the cursor and Delete will erase text to the right. To delete
a large selection of text, highlight it using any of the methods outlined above and press
the DELETE key.
Search and Replace Text
To find a particular word or phrase in a document:
 Click Home tab of the ribbon.
 Click Find on the Editing Group.
To find and replace a word or phrase in the document:
 Click Home tab of the ribbon.
 Click Replace on the Editing Group of the Ribbon. (display the find and replace dialog
box)
Note:
Find and replace dialog box contain three tab such as find, replace and Go to.
 If you want to replace, and then click replace tab button.
 Write find word in the find word text box.
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 Press tab to go to the replace with text box.
 Write replace word in the replace with text box.
 If you want to replace at time only one word, then click replace command button.
 If you want to replace all word, then click “replace all” command button.
 Then after it will display message box as replace finished.
 Click ok button.
 If you want to find the text, and then click find tab button.
 Write find word in the find word text box.
 Click find next.
 Click ok when word flashes a message box saying that “word has finished searching
the document “.
 Click close.
Jump the cursor one place to another.
 Click Home tab of the ribbon.
 Click Go to on the Editing Group of the Ribbon. (display the find and replace dialog
box)
Note:
 Select any one from “Go to what” list box and then write name or number according
your selecting “Go to what” box.
 Then click Go to command button.
 Then after cursor automatically go to that place.

Undo Changes
 Click the Undo Button on the Quick Access Toolbar
 Or press Ctrl+Z.
Font group:
It allows formatting the text. It has some buttons such as bold, italic, underline,
strikethrough, superscript, subscript, change case, font color, text highlight color, grow
font, shrink font button, font typeface and font size combo box.
Bold button allows make the selected text bold.
Italic button allows italicize the selected text.
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Underline button allows underline the selected text and also can change the
underline style and color.
Strikethrough allows draw a line through the middle of the selected text.
Subscript allows create a small letter below the text baseline.
Superscript allows create a small letter above the line of the text and change case
buttons allows change all selected text to uppercase, lowercase or other common
capitalizations.
When you click on change case button, display some option such as Sentence case,
lower case, UPPER CASE, Capitalize Each Word and Toggle Case.
Text highlight color allows make text look like it was marked with a highlighter
pen and can be selected any color from the highlight color list. Suppose you want to
remove highlight color of the given highlight text, then choose no option from highlight
button.
Font color list button allows change text color and it display some color.
Text effect and typography buttons allows add some effect to you text like
shadow and grow. If you document has been opened in compatibility mode, this button
disabled.
To change the font type face:
 First select the text which you want o changes.
 Click m Home tab of the ribbon.
 Click the arrow next to the font name and choose a font of the font group of the
ribbon.

 Remember that you can preview how the new font will look by highlighting the
text, and hovering over the new font typeface.
To change the font size:
 Click the arrow next to the font size and choose the appropriate size, or
 Click the increase or decrease font size buttons.
Font Styles and Effects:
Font styles are predefined formatting options that are used to emphasize text.
They include: Bold, Italic, and Underline. To add these to text:
 Select the text and click the Font Styles included on the Font Group of the Ribbon,
or
 Select the text and right click to display the font tools

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Change Text Color
 Select the text and click the Colors button included on the Font Group of the
Ribbon, or
 Highlight the text, right click, and choose the colors tool.
 Select the color by clicking the down arrow next to the font color button.
Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker.
To highlight text:
 Select the text
 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter, click on down arrow next to the highlight
button.
To change the font all style:
 Click on dialog box launcher button of
font group of Home Tab in the ribbon.
 Or press Ctrl + D.
 Display font dialog box.
 It contains two tabs such as font and
character spacing.
 If you want to change font style, click
on Font tab.
 Click in font list box to select the font
for the text. Click in font size list box
to select the font size for the text.
 Click ok command button.
 If you want to set space of character,
then choose character spacing tab.

 Set space of character and click ok command button.

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Copy Formatting
If you have already formatted text the way you want it and would like another
portion of the document to have the same formatting, you can copy the formatting. To
copy the formatting, do the following:
 Select the text with the formatting you want to copy.
 Copy the format of the text selected by clicking the Format Painter button on the
Clipboard Group of the Home Tab
 Apply the copied format by selecting the text and clicking on it.
Clear Formatting
 Select the text you wish to clear the formatting
 Click the Styles dialogue box on the Styles Group on the Home Tab
 Click Clear All
Formatting Paragraphs
Formatting paragraphs allows you to change the look of the overall document. You
can access many of the tools of paragraph formatting by clicking the Page Layout Tab of
the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.
Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To
change the alignment:
 Click the Home Tab
 Choose the appropriate button for alignment on
the Paragraph Group.
o Align Left: the text is aligned with your
left margin
o Center: The text is centered within your margins
o Align Right: Aligns text with the right margin
o Justify: Aligns text to both the left and right margins.
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins.
There are several options for indenting:
 First Line: Controls the left boundary for the first line of a paragraph
 Hanging: Controls the left boundary of every line in a paragraph except the first
one
 Left: Controls the left boundary for every line in a paragraph
 Right: Controls the right boundary for every line in a paragraph
To indent paragraphs, you can do the following:
 Click the Indent buttons to control the indent.
 Click the Indent button repeated times to increase the size of the indent.

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 Click the dialog box of the Paragraph Group

 Click the Indents and Spacing Tab
 Select your indents
Lists:
Lists allow you to format and organize text with numbers, bullets, or in an outline.
Bulleted and Numbered Lists Bulleted lists have bullet points, numbered lists have
numbers, and outline lists combine numbers and letters depending on the organization
of the list.

To add a list to existing text:

 Select the text you wish to make a list
 From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists
button
To create a new list:
 Place your cursor where you want the list in the document
 Click the Bulleted or Numbered Lists button
 Begin typing
Nested Lists:
A nested list is list with several levels of indented text. To create a nested list:
 Create your list following the directions above
 Click the Increase or Decrease Indent button
Formatting Lists:
The bullet image and numbering format can be changed by using the Bullets or
Numbering dialog box.
 Select the entire list to change all the bullets or numbers, or Place the cursor on
one line within the list to change a single bullet
 Right click
 Click the arrow next to the bulleted or numbered list and choose a bullet or
numbering style.
Add Borders and Shading
You can add borders and shading to paragraphs and entire pages. To create a border
around a paragraph or paragraphs:
 Select the area of text where you want the border or shading.

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 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options

Change Spacing Between Paragraphs and Lines

You can change the space between lines and paragraphs by doing the following:
 Select the paragraph or paragraphs you wish to change.
 On the Home Tab, Click the Paragraph group launcher button
 Click the Indents and Spacing Tab
 In the Spacing section, adjust your spacing accordingly
Styles
The use of Styles in Word will allow you to quickly format a document with a
consistent and professional look. Styles can be saved for use in many documents. Styles
are a present collection of formatting that you can apply to text.
Apply Styles
There are many styles that are already in Word ready for you to use. To view the
available styles, click the Styles dialog box on the Styles Group in the Home Tab. To apply
a style:
 Select the text you wish to format.
 Click the dialog box next to the Styles Group on the Home Tab.
 Click the style you wish to apply.
Creating New Styles
You can create styles for formatting that you use regularly. There are two ways to
create a new style.
1st Way:
 Click on dialog box launcher button of style group
 At the bottom of that dialog box, you can choose to add this to the Quick Style List
or to make it available only in this document.
 Click the New Style Button

 Then type the style name in the name text box.

 Then select and click style type, style based on,
style for fallowing paragraph as you like.
 The select and choose according your
requirement from the formatting option.
 Then click on ok button.
 Now see your style from style drop down
menu

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2nd Way:
 Styles Drop Down Menu of style group
 Select and Click on create a style option.
 Then type the style name in the name text box.
 Then select and click style type, style based on,
style for fallowing paragraph as you like.
 The select and choose according your requirement from the formatting option.
 Then click on ok button.
 Now see your style from style drop down menu
Style Inspector
To determine the style of a particular section of a document:
 Insert cursor anywhere in the text that you want to explain the style
 Click the Styles Drop Down Menu
 Click the Style Inspector Button