MS Word Tutorial

Microsoft Word is word processing software. It is developed by Microsoft and is part of

Microsoft Office Suite. It enables you to create, edit and save professional documents like letters
and reports.

History
Microsoft word was released in 1983 as Multi-Tool Word. Its first version was based on
the framework of Bravo which was world's first graphical writing program.

Microsoft renamed Multi Tool Word to Microsoft Word, and then in October 1983,
Microsoft released its first version for the IBM PC.

In 1985, Microsoft ported it to the Macintosh which was different from its DOS-based
counterpart, i.e. Macintosh offered various major interface changes.

In 1989, Microsoft released a new version of Word for its Windows operating systems. It
was the Microsoft Word who introduced the concept of WYSIWYG (What You See Is
What You Get), i.e. it allowed to create and display bold and italics text.

In 2014, Microsoft developed the source code for Microsoft Word for Windows 1.1a.

Office Button Menu Options

The following options or commands are displayed when we click on the Office button:
o New: This option allows us to create a new, blank file in the corresponding Office
program, such as MS Word, MS Excel, PowerPoint, etc.

o Open: This option allows us to open an existing file from the local storage on our
computer.

o Save: This option allows us to permanently save a temporary file to our computer after
finishing the work. Additionally, we can save the changes to the current file using this
command.

o Save As: This option allows us to save a copy of the active file with the desired file name
and file extension to a desired location on the computer storage.

o Print: This option allows us to take a hard copy of the desired document on paper
through a printer. Alternately, the print option can help us save a copy of the active
document to a PDF format.
o Prepare: This option allows us to prepare the active file for distribution. In particular, the
prepare option helps us view and modify the document properties accordingly.
Furthermore, we can also inspect the hidden metadata of a specific file using this option.

o Send: This option enables us to send or share the desired files directly through the
opened Office program with others. In particular, we may share active documents by e-
mail, upload them to OneDrive, or post to a specific blog. The send option is renamed as
'Save and Send' in Office Suite 2010.

o Publish: This option enables us to distribute the desired document to people. We can

even create a specific blog article with the content inside the file.

o Close: This option helps us to close an active document in a corresponding Office

program.

o Quick Access Toolbar

o Quick Access Toolbar lies next to the Microsoft Office Button. It is a customizable
toolbar that comes with a set of independent commands. It gives you quick
access to commonly used commands such as Save, Undo, Redo, etc.
o See the image:

o
o When you click the drop-down arrow next to toolbar it offers more commands.
With a left click you can add any of these commands to Quick Access Toolbar.
You can also remove the commands added to the tool bar. The indent, spacing
values, individual styles and other features that appear on the ribbon cannot be
added to quick access toolbar. The following image is showing the menu of quick
access toolbar.
o See the image:
 o
Title Bar
It lies next to the Quick Access Toolbar. It displays the title of the currently open
document or application. It is present on almost all windows displayed on your
computer. So, if there are several windows across the screen, you can identify each
window by looking at the title bar. In many graphical user interfaces, you can also move
a window by dragging the title bar.

See the image:

Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft
Office 2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises
seven tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab
has specific groups of related commands. It gives you quick access to the commonly
used commands that you need to complete a task.

See the image:

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. It also helps you to return to the home section of the document.

See the image:

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Insert tab:
Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or
add extra features in your document. It is commonly used to add tables, pictures, clip
art, shapes, page number, etc. The Insert tab has seven groups of related commands;
Pages, Tables, Illustrations, Links, Header & Footer, Text and Symbols.

See the image:

Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your
document, i.e. you can change the page size, margins, line spacing, indentation,
documentation orientation, etc. The Page Layout tab has five groups of related
commands; Themes, Page Setup, Page Background, Paragraph and Arrange.

See the image:

References tab:
It is the fourth tab in the Ribbon. It allows you to enter document sources, citations,
bibliography commands, etc. It also offers commands to create a table of contents, an
index, table of contents and table of authorities. The References tab has six groups of
related commands; Table of Contents, Footnotes, Citations & Bibliography, Captions,
Index and Table of Authorities.

See the image:

Mailings tab:
It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in
the Ribbon. It allows you merge emails, writing and inserting different fields, preview
results and convert a file into a PDF format. The Mailings tab has five groups of related
commands; Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

See the image:

Review tab:
It is the sixth tab in the Ribbon. This tab offers you some important commands to
modify your document. It helps you proofread your content, to add or remove
comments, track changes, etc. The Review tab has six groups of related commands;
Proofing, Comments, Tracking, Changes, Compare and Protect.

See the image:

View tab:
The View tab is located next to the Review tab. This tab allows you to switch between
Single Page and Two Page views. It also enables you to control various layout tools like
boundaries, guides, rulers. Its primary purpose is to offers you different ways to view
your document. The View tab has five groups of related commands; Document Views,
Show/Hide, Zoom, Window and Macros.

See the image:

Ruler
The Ruler is located below the Ribbon around the edge of the document. It is used to
change the format of the document, i.e. it helps you align the text, tables, graphics and
other elements of your document. It uses inches or centimeters as the measurements
unit and gives you an idea about the size of the document.

See the image:

How to Insert Text in MS Word

The basic steps to insert text or to create a new document in Word are listed below;

o Go to the start menu and look for Microsoft Word icon

o Click the icon to open the Microsoft Word
o You will see a blinking cursor or insertion point in the text area below the ribbon
o Now, as you start typing, the words will appear on the screen in the text area
o To change the location of insertion point press spacebar, Enter or Tab keys

See the image;

How to Delete Text in MS Word
You can easily delete the text in Word including characters, paragraphs or all of the
content of your document. Word offers you different methods to delete the text; some
of the commonly used methods are given below;

o Place the cursor next to the text then press Backspace key
o Place the cursor to the left of the text then press Delete key
o Select the text and press the Backspace or Delete key
o Select the text and type over it the new text.
How to Select Text in MS Word
Place the cursor next to the text then left click the mouse and holding it down move it
over the text then release it. The text will be selected.

Some shortcuts for selecting text are:

o To select a single word double click within the word

o To select the entire paragraph triple click within the paragraph
o To select entire document, in Home tab, in Editing group click Select then choose Select
All option or press CTRL+A
o o Shift + Arrow; hold down the shift key then press the arrow key, the word will select
the text in the direction of the arrow key. There are three arrow keys, so you can select
the text in three different directions.

See the image;

How to Copy and Paste Text in MS Word
Word offers different methods to copy and paste text. Some of the popular methods are
given below;

Method 1;

o Select the text you want to copy

o Select the Home tab and click the Copy command
o Place the cursor where you want to paste the text
o Click the Paste command in Home tab

Method 2;

o Select the text

o Place the cursor over the text and right click the mouse
o A menu will appear; with a left click select the "Copy" option
o Now, move the cursor to a desired location and right click the mouse
o A menu will appear; with a left click select the 'Paste" option.
See the image;

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How to Save the Document in MS Word

When you create a document it is important to save the document so that it can be
viewed or reused later. The basic steps to save a document are listed below;

o Click the Microsoft Office Button

o A list of different commands appears
o Click the 'Save As' command
o it displays 'Save As' Dialogue Box
o Save the document to desired location with a desired name

You can also choose 'Save' command from the list to save the document to its current
location with same title. If you are saving a fresh document it displays 'Save As' dialogue
box.
The shortcut method to save a document is to press "Ctrl+S" keys. It opens the 'Save As'
dialogue box where you can name you document and save it to a desired location.

See the image:

 
How to Correct Errors in Ms Word
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.

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Steps to correct errors:

o Place the cursor over the text that you want to correct
o Right click the mouse
o A list of suggestions appears
o Choose the correct word with a left click

See the image:

How to Change Font Size in MS Word
You can easily change the font size of your text in the document. The basic steps to
change the Font size are listed below;

o Select the text that you want to modify

o In Home tab locate the Font group
o In Font group click the drop-down arrow next to font size box
o Font size menu appears
o Select the desired font size with a left click
o Select the text and click the increase or decrease font size buttons

See the image:

How to Change Font Style in MS Word
The basic steps to change the font of a text in a document are given below;

o Select the text you want to modify

o Select the Home tab and locate the Font group
o Click the drop-down arrow next to font style box
o Font style menu appears
o With a left click select the desired font style
o If you want to change the font to bold or italic, click the 'B' or 'I' icons on the format bar.

See the image:

How to create a folder in a Word document
Folders are used to store the related document in a single place on your computer drive.
Microsoft Word allows you to create a new folder while you are working in a current
Word document.

In Microsoft Word, you can create a folder using the following two methods -

Method 1: Using Save As dialog box

Microsoft Word allows you to create a folder using Save As dialog box. Follow the below
mentioned easiest steps to create a folder.

Step 1: Open the new or an existing Word document.

Step 2: Click on the File Tab at the top left corner of the document. A list of file options
will appear in which click on the Save As option.
Step 3: A Save As dialog box will appear on the screen. Browse the location where
you want to create a folder and click on the New folder button, as shown in the
screenshot given below.

Step 4: Type the name for the new folder and press the Enter key from the keyboard.
Method 2: Create a new folder in a Word document using File
Explorer
Follow the below steps to create a new folder using File Explorer -

Step 1: Open the File Explorer by pressing Window logo + E keys from the keyboard.

Step 2: Browse the location where you want to create a folder. Press Ctrl + Shift +
N keys from the keyboard or click on the New folder option, as shown on the
screenshot below.

Step 3: Type the name of the folder that you want to create and press the Enter key
from the keyboard.

Save your document in the newly created folder

Once you create a new folder, you can also save your current Word document in the
newly created folder.

Follow the below steps to save your document in the newly created folder -

1. Open the new Word document.

2. Click on the File tab at the top left corner of the screen, a list of file options will appear
on the screen. Click on the Save As option.
3. Browse your new folder location. Click on the folder. Enter your document name in
the File name text box and click on the Save button at the screen's bottom.

Now, you can see that your current document is saved in the newly created folder.

How to create a macro in Word document

Macro is a series of commands and instructions that you combine together as a single
command to complete a task automatically.
Follow the below methods to create a macro in Word document -

Method 1: Record a macro using the Button option

Microsoft Word has the ability to record and run macros to improve the efficiency of the
document.

Note: You can also add macros in Microsoft Excel.

There are the following steps to record a macro in Microsoft Word -

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Step 1: Open the new or an existing Word document.

Step 2: Click on the View tab on the Ribbon and click on the drop-down icon
associated with the Macros in the Macros section.

Step 3: Click on the Record Macro from the drop-down menu.

Step 4: A Record Macro dialog box will appear on the screen in which do the following -
 1. Enter the Name for the macro in the Macro name text field.
2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro in drop-down menu.
3. Click on the Button icon in the Assign macro to section to run your macro.

Step 5: A Word Options window will appear on the screen with highlighted Quick

Access Toolbar at the left pane.

1. Click on the new macro name (Normal.NewMacros.MyMacro) on the left side of the

screen.
2. Click on the Add button to add the macro on the Quick Access Toolbar at the right side
of the screen.
3. Click on the Modify button, as shown in the below screenshot.
Step 6: Select macro that you want to record from the Modify Button dialog box,
type the Display name, and click on the OK button.
Step 7: Click on the OK button at the Word options window.

Step 8: Now, click on the View tab and click on the Macros drop-down menu. Click on

the Stop Recording Macro from the drop-down menu.

Now, you can see that recorded macro will appear on the Quick Access Toolbar.
Method 2: Record a macro using keyboard option
Follow the below steps to record a macro using keyboard option -

Step 1: Open the new or an existing Word document.

Step 2: Go to the View tab -> Macros and select Record Macro from the drop-down
menu.

Step 3: A Record Macro dialog box will appear on the screen in which do the
following -

1. Enter the Name for the macro.

2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro drop-down menu.
3. Click on the Keyboard icon in the Assign macro to section to run your macro.
Step 4: A Customize Keyboard dialog box will appear on the screen. Press any
combination of shortcut keys in the Press new shortcut key dialog box. Click on
the Assign button.

Note: In our case, we are going to use the Ctrl+Shift+M key.

Step 5: Once you click on the Assign button, Pressed combination of keys will appear in
the current key text box. Click on the Close button, as shown in the below screenshot.

Step 6: Perform the action that you want to record.

Step 7: Click on the View tab on the Ribbon and select on the Stop Recording from

the Macros drop-down menu.

Run a macro
1. Go to View -> Macros and select View Macros from the drop-down menu.
2. A Macros dialog box will appear on the screen. Select a Macro list that you want to
run from the Macro name:.

3. Click on the Run button, as shown in the screenshot below.

Add a macro button to the Ribbon

Adding a macro button to the Ribbon helps you to easily access the macro in the Word
document.

Follow the below steps to add a macro button to the Ribbon -

Step 1: Click on the File tab at the top left corner of the screen. A list of File options will
appear on the screen. Click on the Options tab.
Step 2: A Word Options dialog box will appear on the screen. Click on the Custom
Ribbon at the left pane of the screen.

Step 3: Click on the Macros under the Choose Command from the section. Click on

the New Tab and then Click on the Add. A macros icon will appear on the screen.
Step 4: Right-Click on the Macros and select Rename form the drop-down menu.

Step 5: A Rename dialog box will appear on the screen. Select the symbol according to
your requirement. Enter the symbol name in the Display name text box and click on the
OK button.
Now, you can see that macro is added to the Ribbon.