UNIT I

UNIT I
Introduction to MS Word
Introduction
Microsoft Office Word is an application software. It is a word processing
software. It is developed by Microsoft and is a part of Microsoft Office. Microsoft
Office Word allows you to create, edit, save and print personal and business documents,
such as letters, reports, invoices, emails and books. By default, documents saved in
Word are saved with the .docx extension. Microsoft Word can be used for the following
purposes −
 To create business documents having various graphics including pictures,
charts, and diagrams.
 To store and reuse readymade content and formatted elements such as cover
pages and sidebars.
 To create letters and letterheads for personal and business purpose.
 To design different documents such as resumes or biodata.
 To create a range of correspondence from a simple office memo to legal
copies and reference documents.

Characteristics of MS-Word
 Cut, Copy and Paste text.
 Insert/Delete text
 Set Page Size and Margins.
 Search and Replace
 Word Wrap
 Print

1.1 Opening screen in MS word

You can open word in several different ways depending on how you
installed it, but the most command method is,

Start  All programs MS office  Microsoft word 2010.

Word opens, displaying screen as follows.

1. Title bar
Title bar lies in the middle and at top of window. It displays program and document
titles.

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2. File Tab
The File Tab replaces the Office Button from Word 2007. You can open or save
files, create new documents and print a document.

3. Quick Access Toolbar

This you will find just above the file tab. This place is for most frequently used
commands in Words. You can customize this toolbar based on your comfort.

4. Ribbon
Ribbon contains commands organized in three components.
 Tabs-These appear across the top of ribbon. It contains group of related
commands Home, Insert, Page Layout.
 Groups-They organize related commands each group name appears below
the group on the ribbon. Ex-Font, Alignment.
 Commands-Commands appear within each group.

5. Rulers
Word has two rulers- a horizontal ruler and a vertical ruler.
Horizontal ruler appears beneath the ribbon and used to set margins and tab stops.
Vertical ruler appears on left edge of Word window.

6. Help
The Help icon can be used to get word related help anytime you like.

7. Zoom Control
It lets you zoom in for closer look at your text. The zoom control consists of slider
that you can slide left or right to zoom in and out, you can click the + button to
increase or decrease zoom factor.

8. View Button
The group of 5 buttons located to left of zoom control, near bottom of screen. It lets
you switch through Word’s various document views.
 Print Layout View-This displays pages exactly as they will appear when
printed.
 Full Screen Reading View-gives full screen view of document.
 Web Layout View-This shows how a document appears when viewed by
Web browser such as Internet Explorer.
 Outline View-This work with outlines established using word’s standard
heading styles.
 Draft View-This formats text as it appears on printed page with few
exceptions.

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9. Document Area
This is the area where you type. The flashing vertical bar is called insertion point
and it represents location where text will appear when you type.

10. Scroll bar

There are two scroll bars- Vertical Scroll bar and Horizontal Scroll bar. Vertical
Scroll bar allows you to move up and down through your document. Horizontal
Scroll bar allows you to move left and right through your document.

11. Status bar

It gives information about current document. it includes where page you’re on and
how many pages of words make up the document and language.

12. Dialog Box Launcher

This appears as very small arrow in the lower right corner of many groups on the
ribbon. Clicking this button opens a dialog box that provides more options about
the group.

Scroll Bar

Fig. 1.1 Opening Screen in MS-Word

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1.2 Home Menu-Font Tab

The Home menu is default tab in Microsoft Word. It has five groups of
commands Clipboard, Font, Paragraph, Styles and Editing. It helps you change
document settings like font size, adding bullets and adjusting styles.
The Font Tab has to do with how character look. It allows users to change the
font or style of text, size of text and change colors.

1. Font (Ctrl+ Shift+ F)

This font box is used to select the different font styles for selected paragraph
or text.

2. Font Size (Ctrl+ Shift+ P)

This option is used to change the size of the selected font.

3. Bold (Ctrl+ B)
This option is used to make the selected font bold. Ex: Word Processor

4. Italic (Ctrl+ I)
This option is used to make the selected font italic. Ex: Word Processor

5. Underline (Ctrl+ U)
This option is used to draw a line under selected text. Ex: Word Processor

6. Strikethrough
This option is used to draw a middle line for selected text. Ex-word processor

7. Subscript (Ctrl+ =)
This option is used to make the selected text subscript form. Ex-H2O

8. Superscript (Ctrl+ Shift+ +)

This option is used to make the selected text superscript. Ex-32

9. Change Case
This option is used to change the font cases with UPPER, lower, Capitalize,
sentence and Toggle.

10. Grow Font (Ctrl+ Shift+ >)

This option is used to increase the size of the selected font.

11. Shrink Font (Ctrl+ Shift+<)

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This option is used to decrease the size of selected font.

12. Clear Formatting

This option is used to clear all the formatting from selected text and make the
text plain.

13. Text Highlight Color

This option is used to make the text highlighted with a color, look like as
marked with a highlight pen.

14. Font Color

This option is used to change the color of selected font.

15. Text Effects

This option is used to change the appearance of typefaces and add emphasis.
It includes Outline, Shadow, Reflection and Glow.

Fig. 1.2 Font Tab

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1.3 Paragraph Tab

Paragraph is a series of sentences that are organized & coherent are all
related to a single topic. The paragraph tab focuses on arranging text in a
paragraph. Users may create lists, adjust the indentation, sort items, show
paragraph formatting, align text in paragraph, adjust line spacing, add fill color
in shapes and create borders.

1. Bullet List
Position the insertion point where you want the bullets to appear. Bullet
list should be used when creating a list of items that do not require any order.

2. Numbered List
Numbered List are like bullet list, but they should be used when creating
a list of items that require order.

3. Multi-Level List
Multilevel list provide more customization of lists and sub lists to the
user.

4. Increase Indent:
By pressing the increase indent button on the toolbar, the indentation
function is called. The distances are increased between the current
paragraph and the left page margin.

5. Decrease Indent:
By pressing the Decrease indent button on the toolbar the indentation
function is called. The distances are decreased between the current
paragraph and the left page margin.

6. Sorting:
Sort icon allows you user to arrange text in alphabetical or numerical
order. It is usually used when working with tables in MS-Word.

7. Show/Hide Paragraph Formatting:

This option allows user to view all hidden formatting options that are
currently related to document.

8. Paragraph Alignment: (Left, Right, Center, Justified)

Alignment is a term used to describe how text is placed on the screen in
relation to the margins. There are four types of Alignment. They are left
align, center align, right align and justified.

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9. Line and Paragraph Spacing:

Line spacing is the amount of white space between two lines of text and
Paragraph spacing is the amount of white space between two paragraphs.

10. Shading:
Shading function allows user to change color behind paragraph, table or
selected text.

11. Borders:
The page borders icon allow user to create borders around selected text and
paragraph.

Fig. 1.3 Paragraph Tab

1.4 Styles Tab

Style tab in MS-Word is set of different formatting like font face, color, style,
paragraph alignment, line spacing etc. The Styles Group is located on Home Tab. It
helps us to quickly set the created style to selected paragraph in easy way.
We have to change the formatting of selected paragraph like font size, color etc.
and change style name then click on OK button. If you want to modify the formatting
then click on modify button and select different formatting then click on modify button
and select different formatting like size, color, style, line spacing and alignment etc.
Change style button contain three options. Namely Style Set, Colors and Fonts
that help to change Style Set, Colors and Fonts of selected paragraph.

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1. Applying Styles
To apply a style:
1) Select the words, paragraph, list or table you want to format.
2) Click the style you want to apply from the Styles group.
To modify a style:
1) Right Click on the style in the Styles group.
2) Click on Modify
3) Make changes using icons on toolbar or Format Button.
4)Click on OK.

2. Creating a New Style

1)Highlight the text to Format
2)Format text using the Font and Paragraph groups.
3) Click on the More arrow in the Styles group.
4)Click Create a Style
5)Type a name for new style
6)Click Ok
The new style will be added as a Quick Style in the Styles Group.

Fig. 1.4 Styles Tab

1.5 Editing Options in MS Word

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Editing in Word is a feature that allow you to make changes to a

document. It helps you to customize a file in various ways.
To Insert Text
1. Move your mouse to location where you want text to appear in the
document.
2. Click the mouse. The insertion point appears.
3. Type the text you want to appear.

To Delete Text
1. Place the insertion point next to text you want to delete.
2. Press Backspace key on your keyboard to delete text to left of insertion
point.
3. Press Delete key on your keyboard to delete text to right of the insertion
point.

To Select Text
1. Place the insertion point next to text you want to select.
2. Click the mouse while holding it down, drag your mouse over text to select
it.
3. Release the mouse button. You have selected the text. A highlighted text
will appear over the selected text.

To Copy and Paste Text

1. Select the text you want to copy.
2. Click the Copy command on Home Tab.
3. Place your insertion point where you want the text to appear.
4. Click Paste command on Home tab. The text will appear.

To Cut and Paste Text

1. Select the text you want to cut.
2. Click the Cut command on Home Tab.

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3. Place your insertion point where you want the text to appear.
4. Click Paste command on Home tab. The text will appear.

Finding and Replacing Text

If you are working with the long documents, it can be difficult to locate
a word. MS Word can automatically search your document using the Find
feature and allows you to change words or phrases using Replace.

To Find Text
1. From Home tab, go to Editing group. Click the Find command. The
navigation pane will appear on left side of screen.
2. Type the text you want to find in the field at top of navigation pane.
3. If text is found in document, it will be highlighted in yellow and preview
will appear in navigation pane.
4. When you close navigation pane, the highlighting will disappear.

To Replace Text
1. From Home tab, go to Editing group. Click the Replace command. The
Find and Replace dialog box will appear.
2. Type the text you want to find in the Find What field.
3. Type the text you want to replace it with in the Replace with field.
4. Click Find Next and then Replace to replace text. You can also click Replace
All to replace all particular text within document.

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Fig. 1.4 Find and Replace Dialog Box

1.6 Insert menu- Table Tool

Table Formatting

 Tables organize text into rows & column, which can make the text easy to
type, edit, and format while spacing it correctly in your document. Table
organize text into cells. Were a cell’s the intersection of a row and column.

 Number of columns:
In MS word you can insert table with up to 63 columns, that is the limit to
the numbers of columns allowed in a word document.
 Numbers of rows:
A row is a series of data banks laid out horizontally in a table.
 Fixed column width:
Fixed column width given you control column widths It is automatically
resize to fit contents.

 Auto fit to windows:

To fit the columns to the text (or page margins if cells are empty) known
auto fit to windows.

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Fig. 1.6 Insert Table Dialog Box

To convert existing text to a table

 Select the text you want to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box appears.
 Choose one of the options in the Separate text at: section. This is how
Word knows what text to put in each column.
 Click OK. The text appears in a table.

To add a row above an existing row

 Place the insertion point in a row below the location where you want to
add a row
 Right click the mouse. A menu appears.
 Select Insert Insert Rows Above
 A new row appears above the insertion point.

To add a column
 Place the insertion point in a column adjacent to the location where you
want the new column to appear.
 Right click the mouse. A menu appears.
 Select Insert Insert Columns to the Left or Insert Columns to the Right.
 A new column appears.

To delete a row or column

 Select the row or column.
 Right click the mouse. A menu appears.
 Select Delete Columns or Delete Rows.

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1.7 Header and Footer Tool

 In typography and word processing, a page header is text that is separated
from the text and appears at the top a printed page.
 Header & footer are typically used in multiple page documents to display
descriptive information.
 The header is a section of the document that appears in the top margin.
 The footer is a section of the document that appears in the bottom margin.
 It contains information such as; The document date, name, time you created
or revised the document, an author name and page numbers.
 Header & footer are the top & bottom section or the document can help keep
longer documents organized and make easier to read.
 They are separate section from the main document.

To create a header or footer

The basic step to set up a headers & footers are given below
1. Select Insert Tab.
2. Locate the headers & footers group.
3. It shows headers & footers commands.
4. It displays as required click either headers or footers
5. It displays a list of built in headers or footers options.
6. Select the desired option.

Fig 1.7: Header and Footer Group

Editing headers and footers

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After you close the header or footer, it will still be visible, but it will be
locked. Simply double-click a header or footer to unlock it, which allow you to edit it.

Design Tab options

When your document’s header and footer are unlocked, the Design tab will
appear on right side of ribbon giving editing options:

 Hide the first-page header and footer-If you want to hide the first-
page header and footer, check the box next to Different First Page.
 Remove the header or footer- If you want to remove all information
contained in the header, click the Header command and select
Remove Header from the menu that appears. Similarly, you can
remove footer using Footer command.
 Page Number- You can automatically number each page with the
Page Number command.

Insert Date or time into Header or Footer

If you want to insert date and time in header or footer, follow the steps below.

1. Double click anywhere on header or footer to unlock it. Place the

insertion point where you want the date or time to appear.
2. The Design tab will appear. Click the date &Time command.
3. The date and time dialog box will appear. Select the desired date or
time format.
4. Check the box next to Update Automatically.
5. Click Ok.
6. The date will appear in the header.

1.8 Mail Merge

 Mail merge is used to create multiple documents at once these.
 These document have identical layout, formatting, text & graphics.
 The documents word can create with mail merge include Bulk labels, letters,
envelopes & mails.
 Six steps to completing mail-merge.

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Fig. 1.8 Mail Merge Dialog Box

1. Select document type

The first step is to select what word calls a document type in mail merge task
pane. What kind of mail merge you want to undertake?

2. Select a starting document

The address or other data you retrieve will land in the document you choose or
create now.

3. Select recipients

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You can retrieve the data from a table in a word document, an access database
table or contact list where you store your address. You can also create a new
list for the data.

4. Write/arrange your document.

Now you are ready to write your letter. When it's printed, each copy of the
letter will basically be the same, except the recipient data—like
the name and address—will be different on each one. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly where
to add the data. If you are using Mail Merge with an existing letter, make
sure the file is open.
To insert recipient data:
 Place the insertion point in the document where you want the
information to appear.
 Select Address block, Greeting line, Electronic postage,
or More items from the task pane.
 Depending on your selection, a dialog box may appear with
various options. Select the desired options, then click OK.
 A placeholder appears in your document.

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5. Preview your document

Preview the letters to make sure information from the recipient list appears
correctly in the letter. You can use the left and right scroll arrows to view
each document.

6. Complete mail merge

Save the mail merge in a new document. Click Print to print the letters.
The Merge to Printer dialog box opens. Click All, then click OK.
The Print dialog box will appear. Adjust the print settings if needed, then
click OK.

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1.9 Custom Dictionary

MS word can use multiple custom Dictionaries to check the spelling
of your documents. A custom dictionary allows you to supplement the main
dictionary with additional words, such as name socialized technical terms,
forging words, spelling of some words.

 Create Custom Dictionary

Following are step to create custom dictionary.
1. Select the File Tab.
2. Select Options in the Backstage view.
3. Select Proofing in the Word Options dialog box.
4. Select the Custom Dictionaries button.
5. Select any of available options in Custom Dictionaries dialog box to
make the New button available.
6. Select the New button.
7. Choose a file location for your new dictionary in the Create Custom
Dictionary dialog box.
8. Type the name of your new custom dictionary in the File name text box.
9. Select the Save button.
10. Select the OK button in the Custom Dictionary dialog box.
The Create Custom Dictionary dialog box will close automatically and
your new dictionary will appear in the Custom Dictionary dialog box.

Fig. 1.9 Custom Dictionary

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 Add words to a Custom Dictionary

1. Select the File Tab.
2. Select Options in the Backstage view.
3. Select Proofing in the Word Options dialog box.
4. Select the Custom Dictionaries button.
5. Select your new dictionary in the Custom Dictionaries dialog box.
6. Select the Edit Word List button.
7. Type one word at a time into the Edit Word List dialog box.
8. Select the Add button for each word.
9. Select the OK button.

 Remove words to a Custom Dictionary

1. Select the File Tab.
2. Select Options in the Backstage view.
3. Select Proofing in the Word Options dialog box.
4. Select the Custom Dictionaries button.
5. Select your new dictionary in the Custom Dictionaries dialog box.
6. Select the Edit Word List button.
7. Select the Delete button for selected word.
8. To delete all words from dictionary, select Delete All button.
9. Select the OK button.

Fig. 1.9.1 Add and Remove words in Custom Dictionary

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1.10 Printing in MS-Word

Once you’ve created your document, you may work to print it to view and
share your work offline. It’s easy to preview and print a document in Word
using the Print pane. To access the Print pane:

1. Select the File tab,Backstage view will appear.

2. Select Print. The Print pane will appear.
3. Examine the print preview on the right side of the screen to ensure the
document appears correct.
4. Select the correct printer by clicking the Printer list arrow and selecting it
from the list.
5. Adjust the printer settings using the options below the printer.
6. Set the number of copies in the Copies text field.
7. Click Print.
The document is sent to the printer. Press Ctrl + P.

 Print Settings

Print Print the whole document, a certain page range, a single

Range section, or just even or odd pages.

Print One Print the document one sided, enable a printer’s two sided
Sided/ Both printing function.
Sided
Collate Collating prints multiple copies of the document all the
way through (1,2,3,1,2,3), while printing uncollated prints
multiple copies of each page together.

Orientation Select Portrait or Landscape

Page Size Select the size of paper you’re printing on.

Page Margins Adjust the margins between the edge of the page and the
text.

Pages Per Arrange multiple pages on a single sheet.

Sheet

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Fig 1.10 Printing in

MS-Word

1.11 Creating Index in MS-Word

An index can usually be found at the end of a document, listing
the key words and phrases in document, along with page numbers they
appear on. There are two steps involved in creating an index: defining
which words you want to appear in the index and then inserting the
index.

Insert an Index Entry

1. Select the text you want to include in the index.
2. Click the References tab.
3. Click the Mark Entry in the Index group.
4. Adjust the index entry’s settings and choose an index entry option:
 Cross-Reference: Adds a reference to another
index entry, instead of listing the current page
number.
 Current Page: Lists the current page number
for the selected index entry. This is the default
option.
 Page Range: Lists the range of pages that are
included in the bookmark that you click in the
Bookmark List.
5. Click the Mark or Mark All button.
6. Repeat the process for your other index entries.
7. Click Close when you are done.

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Fig. 1.11 Index Entry

Insert an Index

Once index entries have been marked, you are ready to insert the index.
1. Click in your document where you want to insert an index.
2. Click the Insert Index button on the References tab.
3. Customize the appearance and behavior of the index.
4. Click OK.

Fig. 1.11.1 Insert Index

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Update an Index

When you insert an index, it automatically adds every index entry in

the document. If you add or modify index entries after the index is created, you
will need to update the index.

1. Click anywhere in the index.

2. Click the Update button.
The index is updated, adding any newly created entries while updating the
page numbers for any entries that may have moved.

Fig. 1.11.1 Update an Index

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