Unit -1

Introduction to MS Office & MS Word: MS-Word: Features of MS-Word, MS-Word Window components, working with
formatted text, Shortcut keys, Formatting documents: Selecting text, Copying &moving data, Formatting characters,
changing cases, Paragraph formatting ,Indents, Drop Caps ,Using format painter, Page formatting, Header & footer,
Bullets & numbering, Tabs, Forming tables. Finding & replacing text, go to(F5) command, proofing text (Spell-check, Auto
correct),
Introduction to MS-Word:

MS-Word is Use to make professional-quality documents, letters, reports, etc., MS Word is a word processor developed
by Microsoft. It has advanced features which allow you to format and edit your files and documents in the best possible
way.

• Charles Simonyi, a developer and Richard Brodie, a software engineer, were the two creators of MS Word
• This program was initially named “Multi-Tool Word” but later, was renamed as MS Word
• It was introduced in 1983
• Word for Windows is available standalone or as a part of MS Office suite
• MS Word for Mac was introduced by Microsoft as Word 1.0 in 1985
• The extension for any word file is “.doc or .docx.”

Features of MS Word

• Home
This has options like font colour, font size, font style, alignment, bullets, line spacing, etc. All the basic elements which
one may need to edit their document is available under the Home option.

• Insert
Tables, shapes, images, charts, graphs, header, footer, page number, etc. can all be entered in the document. They are
included in the “Insert” category.

• Design
The template or the design in which you want your document to be created can be selected under the Design tab.
Choosing an appropriate tab will enhance the appearance of your document.

• Page Layout
Under the Page Layout tab comes options like margins, orientation, columns, lines, indentation, spacing, etc.

• References
This tab is the most useful for those who are creating a thesis or writing books or lengthy documents. Options like
citation, footnote, table of contents, caption, bibliography, etc. can be found under this tab.

• Review
Spell check, grammar, Thesaurus, word count, language, translation, comments, etc. can all be tracked under the review
tab. This acts as an advantage for those who get their documents reviewed on MS Word.

MS-Word Window components

File Tab

The File tab replaces the Office button from Word 2007. This is where you come when you need to open or save files,
create new documents, print a document, and do other file-related operations.

Ribbon

Ribbon contains commands organized in three components −

 • Tabs − These appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page
Layout are examples of ribbon tabs.
• Groups − They organize related commands; each group name appears below the group on the Ribbon. For
example, group of commands related to fonts or group of commands related to alignment, etc.
• Commands − Commands appear within each group as mentioned above.
Title bar

This lies in the middle and at the top of the window. Title bar shows the program and document titles.

Rulers

Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just down the Ribbon and is
used to set margins and tab stops. The vertical ruler appears on the left edge of the Word window and is used to gauge
the vertical position of elements on the page.

Help

The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on various subjects
related to word.

Zoom Control

Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left
or right to zoom in or out; you can click the + buttons to increase or decrease the zoom factor.

Document Area

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

Status Bar

This displays the document information as well as the insertion point location. From left to right, this bar contains the
total number of pages and words in the document, language, etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the
provided list.

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 or task pane that provides more options about the group.

Shortcut keys:

MS Word Shortcut Keys List

Shortcuts Uses of Shortcut keys

Ctrl+A Select All

Ctrl + B Bold
Ctrl + C Copy text

Ctrl+I Italicize highlighted selection

Ctrl + F Find

Ctrl + H Find and replace

Ctrl + J Justify paragraph alignment

Ctrl + X Cut selected text

Ctrl + N Open a new/blank document

Ctrl + O Open

Ctrl + P Open the print window

Ctrl + K Insert link

Ctrl + U Underline highlighted selection

Ctrl + V Paste

Ctrl + G Find and replace options

Ctrl+Shift+= Set chosen text as superscript.

Ctrl+= Set chosen text as a subscript.

Ctrl + L Align selected text or line to the left

Ctrl + Q Align selected paragraph to the left

Ctrl + E Align selected text or line to the center

Ctrl + R Align selected text or line to the right

Ctrl + MIndent the paragraph

Ctrl + T Hanging indent

Ctrl + D Font options

Ctrl + Shift + F Change the font

Ctrl + Shift + > Increase selected font +1

Ctrl + ] Increase selected font +1

Ctrl + [ Decrease selected font -1

Ctrl + Shift + * View or hide non printing characters

Ctrl + (Left arrow) Move one word to the left

Ctrl + (Right arrow) Move one word to the right

Ctrl + (Up arrow) Move to the beginning of the line or paragraph

Ctrl + (Down arrow) Move to the end of the paragraph

Ctrl + Del Delete the word to the right of the cursor

Ctrl + Backspace Delete the word to the left of the cursor

Ctrl + End Move the cursor to the end of the document

Ctrl + Home Move the cursor to the beginning of the document

Ctrl + Space Reset highlighted text to the default font

Ctrl + 1 Single-space lines

Ctrl + 2 Double-space lines

Ctrl + 5 1.5-line spacing

Ctrl + Alt + 1 Change text to heading 1

Ctrl + Alt + 2 Change text to heading 2

Ctrl + Alt + 3 Change text to heading 3

Shift + F3 Change case of selected text

Shift + Insert Paste

F4 Repeat the last action performed (Word 2000+)

F7 Spell check selected text and/or document

Shift + F7 Activate the thesaurus

F12 Save as

Ctrl + S Save

Shift + F12 Save

Alt + Shift + D Insert the current date

Alt + Shift + T Insert the current time

Ctrl + W Close document...

Drop Cap

A drop cap is a large capital letter that presents at the beginning of a text block or a paragraph and has the depth of
two or more lines of regular text. the size of the drop cap is two or more lines, but you can also customize the size and
spacing according to your needs.

Drop cap step by step:

Step 1: Open MS Word and write a paragraph like as shown in the below image:
Step 2: Click on the INSERT, then go to the Text section and click on the Drop Cap button. A list will display(like as
shown in the below image). Now, this list contains four options:
• None
• Dropped
• In margin
• Drop Cap Options
Step 3: Select the Drop Cap option that you want:
• To create a Drop Cap that fits within your paragraph, select “Dropped” option.
• To create a Drop cap that is in the margin, outside of your paragraph, select “In Margin” option.
• To remove the Drop Cap letter select the “None” option.
• To customize the Drop Cap letter select Drop Cap Options.

Page formatting:

Page formatting refers to the way a page is laid out -- the way it looks and is organized—and it addresses things like
margins, orientations size and columns alignment. Formatting your pages makes them look more attractive and makes
them easier to read.

In order to format a page we have a separate option as page setup in Page layout menu
Click on page layout you see page setup

In that we have 4 options

Margins

Orientation

Size

Columns

Margins:

Page margins are the white space around the top, bottom, left, and right of your document. Margins let Writer know
where to start placing the text at the top of a document, when to move on to the next page at the bottom, where to
start typing text on the left side, and where to stop and move to the next line on the right.

In page setup when we click on Margins it shows various options like normal narrow wide moderate and mirror

Click on options whichever you want.

Hence margins will be applied.

Orientation: Page orientation refers to how the document will be displayed on screen and printed. There are two different
orientations:

Landscape - The width of the document is more than the height. This is best suited for displaying professional photos,
invitations, albums, tables etc.

Portrait – This is the most common and default orientation . Here, the height of the document is more than the width.
Normally books, newspapers will be displayed in this format.

To change the orientation:

· Select the page whose orientation is to be changed

· In the page layout click on orientation,2 modes will be displayed

· Select Portrait or Landscape button.

Size:
The default page size in writer is 8.5 x 11”, the same as that of a standard A4 printing paper. However, for different types
of documents, you may need to change the page size. To change the paper size:

In MS Word 2021

Goto page layout click on page setup

In page setup click on size

There different options of sizes will be available

select the size which ever you want.

Hence page size can be changed.

Columns:

Here we can divide a page into columns. In order to divide page into columns go to page setup then go to columns.

Click on columns and select which ever you want.

Paragraph formatting:

Paragraph Alignment or justification refers to the way in which the lines of a paragraph are aligned. Paragraph menu is
present in Home menu.

Paragraph alignment lets you control the appearance of individual paragraphs.

There are four types of alignment available in MS word

left - alignment,

Right - alignment,

Center - alignment, and

Justify - alignment.

Left-alignment - A paragraph's text is LEFT aligned when it is aligned evenly along the left margin and uneven along the
right margin. This is the default alignment when a paragraph is typed.

Right-alignment - A paragraph's text is RIGHT aligned when it is aligned evenly along the right marign and uneven along
the left margin.

Center-alignment- All the lines in the paragraph are aligned to the center of the page size.

Justified-alignment - All the lines in the paragraphy, are arranged evenly both on the left and right margins. This is
achieved in writer by automatically inserting additional space between the words.
Hom

Line Spacing:

Line spacing is the space between each line in a paragraph. Word allows you to customize the line spacing to be single
spaced (one line high), double spaced (two lines high), or any other amount you want. The default spacing in Word is 1.08
lines, which is slightly larger than single spaced.

Line spacing option is available in-home menu.

In home menu go to paragraph. In paragraph we have spacing option available.

Click on line spacing their multiple options are available.

Click on it

Bullets and Numbering

Bullets and numbering are used to emphasize list of things and make list easy to read and follow. It provides an excellent
way to segregate, list and organize information for a reader.

Bullets – This is a paragraph level attribute that applies a bullet character to the start of the paragraph. In bulleted lists,
each paragraph begins with a bullet
character. This is suitable when the text has to be presented as a list of items preceded by a bullet symbol and no sequence

has to be followed. Bullets are quickly created by clicking on the bullet icon

Numbering – This attribute applies a numeral to the start of the paragraph. Numbering is more suitable when the text has
to be presented as a sequence. In numbered list, each paragraph begins with an expression that includes a number or
letter and a separator such as a period or parenthesis. The numbers in a numbered list are updated automatically when

you add or remove paragraphs in the list. Numbering is quickly created by clicking on the numbering icon.
Applying Bullets and Numbering

In order to apply bullets and numbering click on home menu

In home menu go to paragraph

There bullets are present

If you click on various options will be available.

Choose whichever you want bullets will be applied.

Example:

Before applying Paragraph bullets

Appple
Mango
Banana

After applying bullets

• Apple
• Mango
• Banana

After applying number bullets

1.Apple
2.Mango
3.Banana

Header and Footer in MS WORD

Header means adding some text at the top of page

Footer means adding some text at the bottom of page

Header and footer is present in the insert menu

To apply header and footer click on header and footer in insert menu

When you click on it various options will occur

 Select the option whichever you want and apply
Finally header and footer will be applied.

Copying and Selecting Text

In order to select the text we have two ways

1)By using shortcut key

To select whole text we have shortcut called Ctrl+A (Or)

2)By using mouse

We can use mouse.

Keep the cursor from where you want to copy text and from their select it by dragging the mouse till the
required poin.
In this way text will be selected
Copying text:

In order to copy text

• First we have select text then you can copy the text by using shortcut ctrl+c
• Second methos is select text and right click mouse we have option called copy click on it
• Text will be get copied

Find and Replace

Find:
Find means to search for something (That can be a word letter or any sort of text)
Steps to find text:
• Open MS Word
• Write some matter
• Goto home menu
• In home menu we have option called as editing
• In editing we have find
• Click on find (or)
• You can directly use shortcut ctrl+f
• A navigation box appears on leftside of the page

There type the word which you want to find

For example if I type goto the following is the output
It gives the summary of how many times the word is appearing followed by the lines in which the word
And with this it highlight the word in the document
Replace:
Replace means to change the text with another.
Steps to perform replace
➢ Open MS WORD
➢ Write some text
➢ Click on home menu
➢ In home menu editing option is available
➢ In editing replace is there click on it or use shortcut Ctrl+H
➢

➢
➢ A dialogue box appears
➢ First type the word which you want to find
➢ Then replace the text with which you want to replace
➢ And click on replace all
➢ Finally the word will be replaced in the whole document.