MS Word Lecture Notes – By Saif

Khan
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Microsoft word has different menus on menu bar. For example:

• Home
• Insert
• Page layout
• References
• Mailings
• Review
• View

Below table shows the menus and their functions in MS word.

1. The first menu is “Home” and its detail is:

Font Used to change the font (language) of the text. Short cut key is
(ctrl+shift+F).
Font size To change the size of text according to the requirement. Its short cut
key is (ctrl+shift+P).
Bold Make the selected text bold, that enhance the bold text from other.
(Ctrl+B) is used for bold as a short cut key.
Italic Italicize the selected text. Italic (ctlr+I).
Underline For underline the selected text. Short cut key is (ctrl+U).
Strike through Draw a line through the middle of selected text.
Subscript For creating a small letter below the text baseline. for this purpose
(ctrl+=) keys are used
Superscript Create a small letter above the line of text. (Ctrl+shift++) is used for
superscript.
Grow font Increase the font size. (Ctrl+>) is used for it.
Shrink font Decrease the font size. Short cut key is (ctrl+<).
Text effect Text Effects lets you apply WordArt type appearance to text in the body
of your document.
Text highlighted color Make text look like it was marked with a highlighter pen.
Font color Change the text of color
Align text left Align the text to left of page. (Ctrl+L) key is used for it. Align text
center Center text. Short cut key is (ctrl+E).

Align text right Align to the right. (Ctrl+R) short cut key is used to align text right.
Justify Align the text to both right and left margins and adding extra spaces
between words as necessary. This creates a clean look of text. Short cut
key is (ctrl+J).
Increase indent Increase the indent level of paragraph Decrease
indent Decrease the indent level of paragraph.
Line and paragraphingChange the spacing between lines of text. You can also customize the
space space after and before the paragraph.
Shading Color the background behind the selected text or paragraph. sort
Alphabetize the selected data or sort numerical data.
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Bottom border Customize the boarder of selected text or paragraph.

Style This menu includes different types of styles that write text normal or in
headings of different styles.
Change styles Change the style, colors, font and paragraph spacing of the document. Find
Find (Ctrl+F) opens the navigation pane with the insertion point in a search box
Replace Replace the text in document. Short cut key is (ctrl+H).
Select Select text or object in document.
Paste Paste the content that is copy in clipboard in document. (Ctrl+V) is the
short cut key.
Cut Cut the selected text from document and save in clipboard. (Ctrl+X).
Copy Copy the selection and put in clipboard. The short cut key is (ctrl+C).

2. The second menu is “insert”, the details are as follows:

Page Break Break the page

Page Number Insert page numbers into the document.
Date & Time Insert the current date or time into the current document.
Insert reusable pieces of content, including fields, document properties
Quick Parts such as title and author, or any preformatted snippets you create.
Insert symbols that are not on your keyboard, such as copyright
Symbol symbols, trademark symbols, paragraph marks, and Unicode
characters.
Insert common mathematical equations or build up your own equations
Equation using a library of math symbols.
Insert Clip Art into the document, including drawings, movies, sounds,
Clip Art
or stock photography to illustrate a specific concept.
Picture Insert a picture from a file.
Insert ready-made shapes, such as rectangles and circles, arrows, lines,
Shapes
flowchart symbols, and callouts.
WordArt Insert decorative text in your document.
Insert a chart to illustrate and compare data. Bar, Pie, Line, Area, and
Chart
Surface are some of the available types.
Insert a SmartArt graphic to visually communicate information.
SmartArt graphics range from graphical lists and process diagrams to
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SmartArt more complex graphics, such as Venn diagrams and organization charts.
Insert a picture of any program that is not minimized to the taskbar.
Screenshot
Click Screen Clipping to insert a picture of any part of the screen.
Text Box Insert preformatted text boxes ObjectInsert an
embedded object.
Bookmark Create a bookmark to assign a name to a specific point in a document.
You can make hyperlinks that jump directly to a bookmarked location.
Hyperlink Create a link to a Web page, a picture, an e-mail address, or a program.
Insert a fully formatted cover page. You fill in the title, author, date,
Cover Page and other information.
Insert a signature line that specifies the individual who must sign.
Signature Line Inserting a digital signature requires that you obtain a digital ID, such
as one from a certified Microsoft partner.

3. The next one menu is “page layout”. Here is the brief detail of its functions.

Themes Change overall design of the entire document including color, font and
effects.
Colors Change the color of the current theme
Fonts Change font of the current theme
Effects Change the effects of the current theme
Margins Select the margin size for entire document or current section.
Orientation Switch the pages between portrait and landscape layouts Size To
apply a specific paper size to all sections in the document.
Columns Split text into two or more columns
Breaks Add page, sections, column breaks to the document
Line numbers Add line numbers in the margin alongside of each line of the document
Hyphenation Turn on hyphenation , which allows word to break lines between the syllables of
words
Watermark Insert ghosted text behind the content on the page. This is often used to
indicate that a document is to be treated specially, as confidential or
urgent.
Page color Color for the background of the page
Page borders Add or change the border around the page
Indent left Move in the left of the paragraph by a certain amount.
Indent right Move the text right of the paragraph by a certain amount.
Spacing before Change the spacing between the paragraph by adding space above the
selected paragraph
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Spacing after Change the spacing between the two paragraphs by adding space after
the selected paragraph
Align Align the edges of multiple selected objects
Selection pane Show the selection page to help select individuals objects and to
change their order and visibility

4. The other option on menu bar is “References”. The explanation of its functions are
below:
Add Text Add the current paragraph as an entry in the Table of Contents.

Add a Table of Contents to the document. Once you have added a

Table of Contents
Table of Contents, click the Add Text button to add entries to the table.

Update the Table of Contents so that all the entries refer to the correct
Update Table page number.

Add a footnote to the document. Footnotes are automatically

Insert Footnote renumbered as you move text around the document.

Add an endnote to the document. Endnotes are placed at the end of the
Insert Endnote document.

Click here to navigate to the previous footnote in the document, or to

Next Footnote navigate to the next or previous endnote.

Cite a book, journal article, or other periodical as the source for a piece
of information in the document. Choose from the list of sources you
Insert Citation have created or enter information for a new source. Word formats the citation
according to the style you have selected.

Manage Sources View the list of all the sources cited in the document.

Bibliography Add a bibliography, which lists all the sources cited in the document.

Add a caption to a picture or other image. A caption is a line of text that

Insert Caption appears below an object to describe it. For example: "Figure 7:
Common Weather Patterns."

Insert a Table of Figures into the document. A Table of Figures includes

Insert Table of Figures a list of all of the figures, tables, or equations in the document.
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Update the Table of Figures to include all of the entries in the

Update Table document.

Cross-reference Refer to items such as headings, figures, and tables by inserting a cross
reference such as, "See Table 6 below" or "Turn to page 8." Cross references are automatically
updated if the content is moved to another location. By default, cross references are inserted as
hyperlinks.

Mark Entry Include the selected text in the index of the document.

Insert an index into the document. An index is a list of keywords found

Insert Index in the document along with the page numbers the words appear on.

Update Index Update the index so that all the entries refer to the correct page number. Mark

Citation... Add the selected text as an entry in the Table of Authorities.

Insert Table of Insert a Table Of Authorities into the document. A Table of Authorities Authorities
lists the cases, statutes, and other authorities cited in the document.

Update the Table of Authorities to include all of the citations in the

Update Table document

5. The “mailings” menu with its functions is listed below:

Envelopes Create and print envelopes.

Create and print labels. You can select from a number of popular paper
Labels label styles and shapes.
Start a mail merge to create a form letter which you intend to print or
email multiple times, sending each copy to a different recipient. You can
Start Mail Merge insert fields, such as Name or Address, which Word will replace
automatically with information from a database or contact list for each
copy of the form letter.
Choose the list of people you intend to send the letter to. You can type
Select Recipients your own list, use your Outlook contacts, or connect to a database.
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Make changes to the list of recipients and decide which of them should
Edit Recipient List receive your letter. You can also sort, filter, find and remove duplicates,
or validate addresses from the list.
Highlight the fields you have inserted into the document. This makes it
Highlight Merge easy to see what part of your form letter will be replaced by information
Fields from the recipient list you have chosen.
Add an address to your letter. You specify the formatting and location,
Address Block and Word will replace it with actual addresses from your recipient list
when you finish the mail merge.
Greeting Line Add a greeting line such as "Dear <<First Name>>." to your document.
Add any field from your recipient list to the document, such as "Last
Name," "Home Phone," "Company Name," or any other field. When
Insert Merge Field you finish the mail merge, Word will replace these fields with the actual
information from the recipient list.
Rules Specify rules to add decision-making ability to the mail merge.
Match Fields allows you to tell Word the meaning of different fields in
Match Fields your recipient list. For example, you can indicate that your custom field
"Home" is equivalent to normal built-in field "Home Phone."
If you are creating labels, update all the labels in the document to use
Update Labels information from the recipient list. For a mail merge to a printed letter
or e-mail, this command is not necessary.
Replace the merge fields in your document with actual data from your
Preview Results
recipient list so you can see what it looks like.
First Preview the first record in the recipient list.
Previous Preview the previous record in the recipient list.
Next Preview the next record in the recipient list.
Last Preview the last record in the recipient list.
Find and preview a specific record in the recipient list by searching for
Find Recipient text.
Specify how to handle errors that occur when completing the mail
Auto Check for Errors merge. You also have the option of simulating the mail merge to see if
any errors would occur.
Complete the mail merge. You can create separate documents for each
Finish & Merge copy of the letter, send them all directly to the printer, or send them via
e-mail.
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6. Now “Review” is discuss with its different options:

Spelling & Grammar Check the spelling and grammar of text in the document.
Open the Research Task Pane to search through reference materials,
Research such as dictionaries, encyclopedias, and translation services.
Suggests other words with a similar meaning to the word you have
Thesaurus selected.
Find out the number of words, characters, paragraphs, and lines in the
Word Count document. You can also find the word count in the status bar at the
bottom of the window.
Translate words or paragraphs into a different language by using
Translate
bilingual dictionaries or machine translation.
Language Select language options.
Track all changes made to the document, including insertions, deletions,
Track Changes and formatting changes
Reviewing Pane Click here to choose a layout in which to display the Reviewing Pane
Navigate to the previous revision in the document so that you can
accept
Previous or reject it.
Click here to access other options such as accepting all changes in the
Accept document.
Click the arrow to access other options such as rejecting all changes in
Reject the document.
Navigate to the next revision in the document so that you can accept or
Next
reject it.
Compare & Combine Compare or combine multiple versions of a document.
Restrict how people edit or format specific parts of the document. You
Restrict Editing can prevent formatting changes, force all changes to be tracked, or only
enable commenting

7. The last menu “View” is discuss here:

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Print layout View the document as it will print on the page

Full screen reading View the document in full screen reading view in order to maximize the
space available for reading and writing comment
Web layout View the document as it would look as a web page.
Outline View the document as outline and show the outline tools
Draft View the document as a draft to quickly edit the text header and footer
will not be visible in this view
Ruler View the ruler used to measure and line up objects in the document
Gridlines Turn on gridlines to which you can align objects in the document
Navigation pane Open the navigation pane, which allows you to navigate through the
document by heading , by page, or by searching for text or objects
Zoom Show the zoom dialogue box to specify the zoom level of the document
One page Zoom the document so that the entire page will fit on the window
Two pages Zoom the document so that two pages will fit on window
Page width Zoom the document so that the width of the page match with the width
of the window
New window Open a new window containing the view of the current document
Arrange all Tile all open program windows side by side on the screen
Split Split the current window into two parts so that you can view different
sections of the document at the same time
View side by side View two documents side by side so that you can compare their contents
Switch windows Switch to a different currently open windows
Macros View the list of macros from which you can run, create or delete a
macro