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MS WORD
Microsoft Word or MS Word (often called Word)—A word processing is a general
purpose graphical application software developed by Microsoft. Used to make and edit
professional-quality documents, letters, reports, articles, newsletters, brochures and any other
text-based document .

Word is a WYSIWYG(what you see is what you get) word processing program because
your printed document will look the same as it does on the screen.

Word file is always saved with the extension of .doc / docx.

Steps to open MS Word on your personal computer:

Start → All Programs → MS Office → MS Word.

Basic functions of Microsoft Word:

• Creating text documents

• Editing and Formatting the existing documents
• Making a text document interactive with different features and tools
• Graphical documents, comprising images
• Used by Authors and Researchers
• Detect grammatical & Spell errors in a text document

Backstage view of MS Word:

When you start a Microsoft Office program, or after you click the File tab, you can see the Microsoft
Office Backstage view. If you need to create a new file, open an existing file, print, save, change options
or more, Backstage is the place to do it. This acts as the central place for managing your
documents. The backstage view helps in creating new documents, saving and opening documents,
printing and sharing documents, and so on.

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Important parts of MS Word Window :

To create a new blank document:

1. Click the Microsoft Office button.

2. Select New. The New Document dialog box appears.
3. Select Blank document under the Blank and recent section. It will be highlighted by
default.
4. Click Create. A new blank document appears in the Word window.

Main Menus/Tabs in MS-Word

1. 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.

2. Insert Tab : The Insert menu option is used to create various types of shapes and can be
used to save, load, or delete a shape. The Insert menu provides a quick way to draw shapes
on the spreadsheet using the drawing space.

3. Page Layout: The Page Layout Tab holds all the options that allow you to arrange your
document pages just the way you want them. You can set margins, apply themes, control of
page orientation and size, add sections and line breaks, display line numbers, and set
paragraph indentation and lines.

Scrollbar: A bar that appears on the side or bottom of a window to control which part of a list or
document is currently in the window 's frame. The scroll bar makes it easy to move to any part
of a file.

There are two types of scroll bar controls: H ScrollBar for horizontal scroll bars and VScrollBar
for vertical scroll bars. These are used independently from each other.

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Editing the text:

Editing a word file means making changes in the text contained in a file. Editing is one of the
most basic operations. Everyone needs to edit a word file at some point or other to incorporate
the changes which may arise.

Move and Copy text :

Moving means removing the text from one place to another. When you move the text, It is gone
from the original location.

Copying means creating a duplicate copy of the text.

When you copy the text, the text also stays in the original location and then also gets copied to
a new location.

There are many ways to move & Copy text once it is selected: Cut using Ctrl+X, move your
cursor to the new location of text, then paste to the new location with Ctrl+V. Copy using
Ctrl+C, move your cursor to the new location of text, then paste to the new location with Ctrl+V.

Formatting text :

Formatting text refers to controlling how text appears in your document. This includes :

✓ Font Style, Size and Colour

✓ Header and Footer
✓ Insert Images
✓ Add tables and bulleted lists
✓ Set a page layout
✓ Add Word Art

Change the size of selected text

1. Select the text or cells with text you want to change. To select all text in a Word
document, press Ctrl + A.
2. On the Home tab, click the font size in the Font Size box. You can also type in any size
you want, within the following limits

Select the text that you want to make Bold, Italic and Underline do one of the following:

1. Click Bold/Italic/Underline in the Font group on the Home tab.

2. Type the keyboard shortcut: CTRL+B / CTRL+I / CTRL+U

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Text effects:

Change the look of your text or WordArt by changing its fill or outline, or by adding an effect,
such as a shadow, reflection, or glow. Click Home > Text Effects.

Add or remove text effects

1. Select the text that you want to add an effect to.

2. On the Home tab, in the Font group, click Text Effect.
3. Click the effect that you want. For more choices, point to
Outline, Shadow, Reflection, or Glow, and then click the
effect that you want to add.

Bullets or Numbering
A bullet is usually a black circle, but it can be any other symbol used to highlight items in a list.
Use bullets to list items that do not have to be in any particular order. Numbers—or letters—are
used when information must be in a certain order.
➢ Select the text you want to format as a list.
➢ Click the Bullets or Numbering drop-down arrow on
the Home tab.
➢ Select the bullet or numbering style you want to use,
and it will appear in the document.
➢ To remove numbers or bullets from a list, select the
list, then click the Bullets or Numbering commands.

Pictures in MS Word

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

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Clip art:
Clip art refers to a graphic or a picture that you can insert in your document. It comes in different
formats and styles. It is used to enhance the appearance of a document.
To locate clip art:
➢ Select the Insert tab.
➢ Click the Clip Art command in the Illustrations
group. ...
➢ The clip art options appear in the task pane to
the right of the document.
➢ Enter keywords in the Search for: field that
are related to the image you want to insert.
➢ Click the drop-down arrow in the Results
should be: field.

A SHAPE:

A SHAPE field is the Drawing Canvas and is similar to a placeholder, which is automatically
created for any drawn picture. Drawn pictures (also called vector drawings) are created from
lines, curves, rectangles, and other objects. AutoShapes are drawn pictures.

To insert a shape:
➢ Select the Insert tab.
➢ Click the Shapes command. The Shape
command.
➢ Select a shape from the drop-down menu.
➢ Click and drag the mouse until the shape is the
desired size. Creating a new shape.
➢ Release the mouse button.

A SmartArt:

A SmartArt graphic is a visual representation of your information and ideas. You create
one by choosing a layout that fits your message. Some layouts (such as organization charts and
Venn diagrams) portray specific kinds of information, while others simply enhance the
appearance of a bulleted list.

➢ Place the insertion point in the document where

you want the graphic to appear.
➢ Select the Insert tab.
➢ Select the SmartArt command in the
Illustrations group. ...
➢ Select a category to the left of the dialog box,
and review the SmartArt graphics that appear in
the center.

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WordArt:

WordArt is a gallery of text styles that you can add to your publications to create
decorative effects, such as shadowed or mirrored (reflected) text. You can use WordArt to add
special text effects to your document. ... You can modify or add to the text in an existing
WordArt object whenever you want.

Add WordArt
➢ On the Insert tab, in the Text group, click WordArt,
and then click the WordArt style that you want.
➢ Enter your text. You can add a fill or effect to a shape
or text box as well as the text in the WordArt.

Screenshot

To take a screenshot select the Insert tab on the

ribbon, and in the Illustrations section click on
Screenshot. You'll be presented with Available
Windows, which are the active ones on your
desktop. Or you can get your own shot by clicking
Screen Clipping

Drop cap:

A drop cap (dropped capital) is a large capital letter used as a decorative element at the
beginning of a paragraph or section. The size of a drop cap is usually two or more lines. The
following illustration shows your options for positioning a drop
cap.

How to add a drop cap

➢ Click in the paragraph to which you want to add a Drop Cap.
➢ On the Insert tab, in the Text group, click Drop Cap.
➢ Choose one of the drop-cap styles: Dropped or In Margin, or
choose Drop Cap Options.

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Page setup:

Page setup is a set of specific parameters involving the display and layout of a printed
page. This type of resource is part of many modern word processing applications and other
document processing software, for instance, in Microsoft Office applications.

To open the Page Setup dialog box:

➢ Click the Page Layout tab.
➢ Click the small arrow in the bottom-right corner of
the Page Setup group. The Page Setup dialog box
will appear. Opening the Page Setup dialog box.

Watermark:
A watermark is an image or text that appears behind the main text of the document. It is
usually a lighter shade than the text, so you can read the document easily. Text Watermarks are
often used to categorize or to show the purpose of a document with words such as DRAFT.

How to create watermarks in Microsoft Word 2010

➢ Click on the Page Layout tab.
➢ In the ribbon, click on Watermark. A vertical scroll list of
six watermarks will appear (Confidential, Do Not Copy,
Draft, Sample, ASAP and Urgent)
➢ Select the watermark that you wish to use.

Header & Footer:

A header is text that is placed at the top of a page, while a footer is placed at the bottom,
or foot of a page.

Headers and footers are useful for including material that you want to appear on every
page of a document such as your name, the title of the document, or page numbers.

Insert a header or footer

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

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Borders and Shading:

A border in Microsoft Word 2019 is a paragraph-level format. Yes, it's a line. People call it a line. But as
a paragraph format, a border is coupled to a paragraph on the top, bottom, left, or right or some
combination thereof. ... Borders can also be part of a style, applied to text like any other format.

Adding Borders and Shading

Apply Paragraph Shading and Borders

• Select the paragraph text you want to
format.
• Click the Home tab.
• Click the Borders and Shading button
arrow, and then click Borders and
Shading in paragraph ribbon.
• Click the Borders tab.
• Click to select the type of Setting you
want for your border.
• Click to select the type of Style.

Formatting Paragraph :

A paragraph is a collection of words and sentences that contain an end-of-line character

(Pilcrow Symbol ¶) at the end. A paragraph may be single or multiple lines.

Paragraph formatting is a change in the format of text in a document. It including change font
type, font size, font colour, bold & italic, line spacing, highlighting, and indentation.

Finding & Replacing Text :

Find and Replace is a function in Word that allows you to search for target text (whether
it may be a particular word, type of formatting or string of wildcard characters) and replace it
with something else.

Steps:

1. Go to Home > Replace or press Ctrl+H.

2. Enter the word you want to locate in the Find box.
3. Enter your new text in the Replace box.
4. Select Find Next until you come to the word you want to update.
5. Choose Replace. To update all instances at once, choose Replace All.

Spell Check & Grammar check:

Spell check identifies and corrects misspelled words. It also allows you to search a
document yourself for words you know you've misspelled.

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When you type text in a document, by default the Word informs you if there is any
contextual, spelling or grammatical error. Word informs you in different ways for different errors;

➢ If there is any contextual error in the document, it will underline the text with blue line.
➢ If there is any spelling error in the document, it will underline the text with red line.
➢ If there is any grammar error in the document, it will underline the text with green line.

Steps to correct errors:

1. Place the cursor over the text that you want to correct
2. Right click the mouse
3. A list of suggestions appears
4. Choose the correct word with a left click

Table Formatting :

A table is made up of rows and columns. The intersection of a row and column is called a cell.

Microsoft provides five different methods for creating tables: the Graphic Grid, Insert
Table, Draw Table, insert a new or existing Excel Spreadsheet table, and Quick Tables, plus an
option for converting existing text into 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 > Insert Table.

Apply a table style to an existing table

1. Select any cell in the table.

2. Select Design.
3. In the Table Styles gallery, select the
table style you want to apply.

Note: To remove a table style, select

Design. In the Table Styles gallery,
select More, and then select Clear or Clear Table.

Mail Merge :

Mail merge is a method which enables you to combine a document with a data file.
It usually requires two files, one storing the variable data to be inserted and the other containing
both the instructions for formatting the variable data and the information that will be identical
across each result of the mail merge.

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For example, in a form letter, you might include instructions to insert the name of each recipient
in a certain place; the mail merge would combine this letter with a list of recipients to produce
one letter for each person in the list.

The mail merging process generally requires the following steps:

1. Creating a Main Document and the Template.

2. Creating a Data Source.
3. Defining the Merge Fields in the main document.
4. Merging the Data with the main document.
5. Saving/Exporting.

Advantages of Mail Merge :

• Easy to send the same letter to a large number of people.

• We don't have to type each recipient's name separately in each letter.
• We need to proofread only the main document.
• It is economical and saves a lot of time.

Commenting:
Comments can be added to a document that do not change the document. You can insert a
comment inside balloons that will appear in the document margins. They can also be hidden until you
want to edit your paper.

Insert a comment
• Select the text you want to comment on, or click at the
end of the text.
• On the Review tab, click New Comment.
• Type your comment. Word shows your comment in a
balloon in the document's margin.

Restrict Editing:

Your document then displays a Restrict Editing pane on the right-hand side of the document for
formatting and editing restrictions. Here, you can give people permission to read your
document, select what parts they can edit, and choose how they do it.

Click File > Info > Protect Document and select Restrict Editing.

Document view in MS Word:

The document view buttons appear in the lower-right corner of the application. ... The default, and most
common, document view is the “Print Layout” view. This view lets you see the document as it appears
when printed. This view shows margins, page breaks, and also header and footer information.

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Microsoft Word gives you five different views of a document, and each has its own advantages over
the others.

They are Print Layout, Full Screen Reading, Web Layout, Outline and Draft and you can guess
what purpose some of them serve just by their names.

Zoom options in MS Word:

The minimum zoom percentage available in MS Word document is 10%. The maximum zoom
percentage in MS Word document is 500%. Zoom in is done to get a close-up view of the file or zoom
out to see more of the page at a reduced size.

• To zoom a document in Word by using the “Zoom” dialog box

• click the “Zoom” button in the “Zoom” button group on the “View” tab of the Ribbon.
• Then select the desired zoom level by choosing an option from the “Zoom to” section or by entering a
specific value into the “Percent:” spinner box.

Arranging & Splliting word screen:

If you have more than one document open at a time, Word allows you to view all the
documents at the same time and to arrange each document window as you desire. ... Click
the Arrange All tool, in the Window group. This divides the screen space evenly between all
your windows

To change formatting in a document, insert a section break at the beginning of where you
want the change. Set up the formatting change just past the new section break. If you want to
change formatting again, put in another section break. If your changes are to be on the same
page, choose the Continuous section break.

Print a Document

1. Open the document you want to print.

2. Click the Office Button tab.
3. Click Print.
4. Examine the print preview on the right side of the screen to ensure the document
appears correct.
5. Select the correct printer by clicking the Printer list arrow and selecting it from the
list.
6. Adjust the printer settings using the options
7. Set the number of copies in the Copies text field.
8. Click Print.

Advantages of word processors

1) It is faster and easier than writing by hand.

2) You can store documents on your computer, which you cannot do on a typewriter.

3) You can review and rewrite your documents.

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4) There are more formatting choices with a word processor (the spelling, grammar and
language tools).

5) You can print copies of your documents.

Application areas of word processing :

Business – Preparing Legal Copies, Letter heads, Letters, Memos, Circulars etc.

Education - To develop word processing skills from the very beginning.

Home - Dealing with assignments being completed at home, or maintaining diary

DTP Centre - Creating, editing, saving and printing documents

Frequently used shortcuts

To do this Press
Open a document. Ctrl+O
Create a new document. Ctrl+N
Save the document. Ctrl+S
Close the document. Ctrl+W
Cut the selected content to the Clipboard. Ctrl+X
Copy the selected content to the Clipboard. Ctrl+C
Paste the contents of the Clipboard. Ctrl+V
Select all document content. Ctrl+A
Apply bold formatting to text. Ctrl+B
Apply italic formatting to text. Ctrl+I
Apply underline formatting to text. Ctrl+U
Decrease the font size by 1 point. Ctrl+[
Increase the font size by 1 point. Ctrl+]
Center the text. Ctrl+E
Align the text to the left. Ctrl+L
Align the text to the right. Ctrl+R
Print Ctrl + P
Cancel a command. Esc
Undo the previous action. Ctrl+Z
Redo the previous action, if possible. Ctrl+Y

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