Teaching Aid

Orissa Computer Application Centre

• New • Copy • Insert Excel
• Open • Paste Worksheet
• Save • Format Painter • Columns

• E-mail • Undo • Drawing

• Print • Redo • Document Map

• Print • Insert • Show/Hide

Preview Hyperlink • Zoom Control
• Spelling • Insert Table • Office Assistant
• Cut • Tables and
• Style • Align Left • Decrease
• Font • Center Indent

• Font Size • Align Right • Increase

• Bold • Justify Indent

• Borders
• Italic • Numbering
• Highlight
• Underline • Bullets
• Font Color
 Tables and Borders Toolbar

• Draw Table • Insert Table • Change Text

• Eraser • Align Top Left Direction
• Line Width • Split Cells • Sort Ascending

• Border Style • Distribute Rows • Sort Descending

• Border Color Evenly • AutoSum

• Fill Color • Distribute Columns

Evenly
• Outside
Border • Table AutoFormat

• Merge Cells
• New Creates a new blank file based on default
values contained in a file called normal.doc.
• Open Opens or finds an existing file.
• Close Closes the active file without exiting the
application. If the file contains any unsaved
changes, you will be prompted to save the file
before closing.
• Save Saves the active file with its current file
name, location and file format. In case a new file is
saved for the first time, the user has to specify the
file name, location and file format.
• Save As Saves the active file with a different file
• Save as Web Page Saves the file in Web Page
format required for creating documents for the
Internet (WWW).
• Search You can search the titles, contents or
properties of Microsoft Office files, Microsoft
Outlook items and Web pages.
• Versions Saves and manages multiple versions of a
document in a single file. After you save the version
of a document, you can go back and review, open ,
print and delete earlier versions.
• Web Page Preview Allows you to preview the
current file as a Web Page in your browser so that
• Page Setup Sets margins, paper source, paper
size, page orientation and other layout options for
the active file.
• Print Preview Shows a preview of how exactly a
document will look when you print it.
• Print Prints the active file or selected items, to the
selected printer or fax.
• Send To Sends the document to a mail recipient
as an

e-mail.
• Properties Displays the property sheet for the
• Undo (last command) Reverses the last
command, i.e., undoes the effect of the last
command you executed.
• Repeat (last command) Reverses the Undo
command, i.e., restores the last command.
• Cut Removes the selection from the active
document and places it on the clipboard—a
special place in the computer’s memory from
where it can be retrieved again.
• Copy Copies the selection to the clipboard.
• Office Clipboard Office Clipboard allows us to
collect text and graphic items from Office files (or
• Paste Inserts the content of the clipboard at the
insertion point and replaces any current selection
(block).
• Paste Special Pastes, links or embeds the
clipboard content in the current file in the format
you specify.
• Paste as Hyperlink Pastes, links and Hyperlink
contents in the current file in the specific format.
• Clear Deletes the selected object or text without
putting on the clipboard.
• Select All Selects all text and graphics in the
• Find Searches for specified text, formatting,
symbols, comments, footnotes, endnotes in the
active documents.
• Replace Searches for and replaces specified text,
formatting, footnotes, endnotes or comment
marks in the active document.
• Go To Moves the insertion pointer to the item
where you want to go.
• Links Displays or changes information for each
link in the current file, including the name and
location of the source file, the item, the type and
whether the link is uploaded automatically or
manually.
• Normal Switches to normal view, which is the
default document view.
• Web Layout Switches the active document to web
layout view, which is an editing view that displays
your document as it will appear on your Web
browser.
• Print Layout Switches the active document to
print layout view, which is an editing view that
displays your document as it will print.
• Outline Switches to outline view, where you can
examine and work with the structure of your file
in classic outline form.
• Toolbars They allow you to organize commands
in Word the way you want to so that you can find
and use them quickly. Toolbars can contain
buttons or icons, or a combination of both. The
menu bar is a special toolbar at the top of the
screen that contains commands such as File,
Edit, View, etc.
• Ruler Displays or hides the horizontal ruler,
which you can use to position objects, change
paragraph indents, page margins and other space
settings.
• Document Map Turns the Document Map on or
off. It is a vertical pane along the left edge of the
document window that outlines the document
structure.
• Header and Footer Adds or changes the text that
appears at the top and bottom of every page.
• Footnotes Explains, comments on or provides
references for text in a document. They appear at
the end of each page in a document.
• Full Screen Hides most screen elements so that
you can view more of your document.
• Zoom Enter a magnification between 10 and 200
• Break Inserts a column section or a page break.
• Page Numbers Inserts page numbers in your
document pages that automatically update when you
add or delete pages.
• Date and Time Inserts current date and/ or current
time. The field is updated every time you open or
print this document.
• AutoText You can use AutoText to store text or
graphics you plan to reuse such as product names, a
company logo or a formatted table.
• Field Inserts a field at the insertion point. Use fields
to insert a variety of up-to-date information
automatically.
• Comment Inserts a comment at the insertion
point, displays all comments made by all reviewers
in the comment pane.
• Reference It contains commands for Footnote,
Caption, Cross-reference, Index and Tables.
Footnote helps to insert footnotes/endnotes at the
insertion point. Caption helps to insert captions for
tables, figures, equations and other items. Cross-
reference inserts a cross reference to an item in a
document. The Index and Tables creates indices,
tables of contents, tables of figures, tables of
authorities and other similar tables.
• Picture Inserts pictures from Clip Art and other
• Text Box Draws a text box where you click and
drag in the active window.
• File Inserts all or part of the file you select into
the active file at the insertion point.
• Object Inserts an object such as a drawing,
WordArt, Text effect, etc. at the insertion point.
• Bookmark Creates a bookmark which you can
use to mark selected points in your document.
• Hyperlink Inserts a Hyperlink through which you
can jump to a location in the current document or
to a Web Page or to a different Word document or
to a file that was created in a different program.
• Font Changes the font and character spacing
formats of the selected text.
• Paragraph Changes paragraph indents, text
alignment, spacing, pagination and other
paragraph formats in the selected paragraph.
• Bullets and Numbering Adds and modifies
bullets or numbers in selected paragraphs.
• Borders and Shading Applies shading effect and
creates borders around selected areas.
• Columns Changes the number of columns in a
document or a section of a document.
• Tabs Sets the position and alignment of tabs and
determines the type of leader character for each
• Drop Cap Formats a letter, word or selected text
with a large initial or dropped capital letter.
• Text Direction Rotates selected text in table cells
so you can read it from bottom to top or from top to
bottom.
• Change Case Changes the capitalization of selected
text.
• Background Adds different kinds of backgrounds,
such as woven textures, to word documents and
Web pages to make them look more interesting.
• Theme Applies a new or different theme, or
removes a theme in Web Page, document, e-mail
message or data access page. A theme is a set of
• Frames Creates a table of contents using the
headings of your documents and places it in the left
frame of a frames page. It also creates a new frames
page.
• AutoFormat Analyses the content of the active file
and then automatically formats the file.
• Styles and Formatting Defines or applies to the
selection a combination of formats called a style and
applies the formatting task.
• Reveal Formatting Reveals the previous style of
formatting.
• Spelling and Grammar Checks the active
document for possible spelling, grammar and
writing style errors, and displays suggestions for
correcting them.
• Language Designates the language of the
selected text in a file that contains more than one
language.
• Word Count Counts the number of pages, words,
characters, paragraphs and lines in the active
document. Punctuation marks and special
symbols are also included in the word count.
• AutoSummarize Automatically summarizes the
• Track Change Marks changes in the current
document and keeps track of each change by
reviewer name.
• Compare and Merge Documents Merges the
tracked changes from the active document into
the specified document, which Word opens if it is
not open already.
• Protect Document Prevents changes to all or
part of an online form or document except as
specified. You can also assign a password so that
other users can annotate a document, mark
revisions or fill in parts of an online form.
• Online Collaboration Starts an impromptu
online meeting by sending an invitation to
participants who must be running Microsoft
NetMeeting on their computers. It also schedules
an online meeting by using names from the
address book of your e-mail program, and displays
the Discussions toolbar, where you can insert a
new discussion.
• Letters and Mailings Runs the Letters and
Mailings Wizard, which helps you quickly create
letters and send them.
• Tools on the Web Provides online web tools and
• Macro Opens the Macros dialog box, where you
can run, edit or delete Macros. Use Record New
Macro to record a series of actions as a Macro, or
click Visual Basic Editor to write a Macro. Use
security to set a high, medium or low security
level for files that might contain Macro viruses.
• Templates and Add-Ins Attaches a different
template to the active documents, loads add-in
programs or updates a document’s style. Also
loads additional templates.
• AutoCorrect Options Modifies printing, editing,
• Customize Customizes toolbar buttons, menu
commands and shortcut key assignments.
• Options Modifies setting for Microsoft Office
Programs such as screen appearances, printing,
editing, spelling and other options.
• Draw Table Draws a table with the specified
rows and columns in the current document.
• Insert Inserts a table according to the specified
number of rows and columns in the
inserted/selected table.
• Delete Deletes the entire table or the selected
rows, columns or the cell that contains the
insertion point.
• Select Selects the table, columns, rows or cells
that contain the insertion point.
• Merge Cells Combines the contents of selected
adjacent cells into a single cell.
• Split Cells Splits the selected cells into the
• Table AutoFormat Automatically applies
formats including predefined borders or shading
to a table. It resizes a table to fit the contents of
the table cells.
• AutoFit

Distribute Rows Evenly Changes the selected

rows, columns or cells to equal row width.

Distribute Columns Evenly Changes the

selected columns, rows or cells to equal column
width.
• Heading Rows Repeat Designates the selected
rows to be a table heading that is repeated on
• Convert Text to Table converts a range of text
entries into a table, alternatively when you have
text inside a table, this command changes to
Convert Table to Text.
• Sort Sorts a range of cells (in a table or outside)
in ascending or descending order based upon
selected criteria, i.e., the column based upon
which you want to sort.
• Formula Performs mathematical calculations on
numbers.
• Hide Gridlines In a table, the Gridlines command
displays or hides a dotted gridline to help you see
Window Menu
• New Window Opens a new window with the same
contents as the active window so you can view
different parts of a file at the same time.
• Arrange All Displays all open files in separate
windows on the screen. The arrange command
makes it easier to cut, copy and paste between
files.
• Split Splits the active window into panes. The user
can specify the size of two windows. In case the
current window is already split, it can be used to
remove the split.
• Microsoft Word Help To launch the MS Office
Assistant, this provides help and tips to execute many
tasks.
• Hide/Show the Office Assistant Displays or removes
the Office Assistant from view.
• What’s This? Provides help on the topic which is clicked
on.
• Office on the Web Provides a link to Microsoft’s Website
containing free stuff, feedback, answers to frequently
asked questions, technical help, etc.
• WordPerfect Help Helps you learn the Word
equivalents for WordPerfect for DOS commands
and key combinations.
• Detect and Repair Automatically finds and
fixes errors in this program.
• About Microsoft Word Shows you the Word
version details and copyright message along
with detailed information about your computer
system called System Info.