Microsoft Word

Presented by-
Aiswarya Allamaprabhu
Manjiri Prasanna
Praveen Sandesh
Srikanth Suijth
Surya Vishal
 MS Word

• MS Word is a word processing application/program that allows

you to create a variety of documents like letters, reports etc

• MS Word allows you to do more with your word processing

project.
• When MS Word is opened the Word Start Screen will appear
• The start screen allows you to create a new document by choosing
from the list of pre-made templates or even open any previous
document.
 The Ribbon
• The Ribbon contains multiple tabs, each with several groups of tools.
• The tools provided in the ribbon will help you complete common tasks in Word.

• The Ribbon has upto 10 tabs:

1. File
2. Home
3. Insert
4. Design
5. Layout
6. References
7. Mailings
8. Review
9. View
10.Help
 Home Tab

• The Home tab gives you access to some of the most

commonly used commands for working with Word,
including copying and pasting, formatting, aligning
paragraphs, and choosing document styles.
• The Home tab is selected by default whenever you open
Word.
 Clipboard -- Font -- Paragraph -- Styles -- Editing -- Voice (2019)

Font
Clipboard
 Paragraph

Editing

Voice (2019)
 Insert Tab
An Insert tab is used to insert Pictures, Shapes, Tables, 3D Models etc. Into the word document & to
format them, only the INSERT TAB adds strength to the text and the reader in the word document.

Groups of INSERT TAB in MS WORD

The insert tabs has 10 groups

These are PAGES, TABLES, ILLUSTRATIONS, ADD-INS, MEDIA, LINKS, COMMENTS, TEXT, HEADER & FOOTER, TEXT, SYMBOLS.

The PAGE group has 3 commands

1] Cover Page
2] Blank Page
3] Page – Break
Table Group : Using the
table, we can organize
the information we want Illustration Group : The action Media Group : Online Video
as we like of illustrating something such find & insert online video to
as a Picture, or a diagram, or a your document from a variety
shape, 3d – model, chart helps of online websites such as Link Group : The links
make something clear or YouTube. group has 3
attractive. commands
1] Hyperlinks
Adds- in Group : The Add-in 2] Bookmark
group has 3 commands. 3] Cross-reference
These are GET Add –ins,
MY Add-in & Wikipedia
Comments Group : Header & Footer Group : This group display header, footer, page number.
Insert a comment into Header : Drop-Down this displays a gallery of the built-in headers.
this part of the Footers: Drop-Down this displays the gallery of built-in footers.
documents Page Number : The Drop – Down contain the commands
1. Top of page
2. Bottom of page
3. Page margins
4. Current position
5. Format page number
6. Remove page number
Text Group : This group contains 7
features
Symbols Group : This group
1] Text Box : Drop-Down lets you insert a
contains
textbox that can be positioned anywhere
4] Drop Cap : The drop-down 1] Equation : Button with drop-
on the page contains commands built-in,
contains the commands None, down. The button inserts an
draw text box & save selection to text box
Dropped, In margin, Drop cap equation at the current locations &
gallery.
options then displays the equation-tools-
5]Signature line: Drop-down lets you design tab.
2] Quick Part : Drop-Down the drop-down
contains the commands Auto text, use & insert digital signature into
your document. 2] Symbol : Drop-down contains
Document property, Field, Building Blocks,
6] Date & Time : Displays the date & the commands Euro, pound, Yen,
Organizer and save selection to Quick part
time dialog box. copyright, Registered, Trademark,
gallery.
7] Object : Button with drop-down etc.
3] Word Art : Drop-down gives you a
choice of word Art styles to insert the the button displays the object dialog
“EDIT WORD ART” dialog box is displayed. box allowing you to insert embedded
object commands contain Object,
Text from File
 Design Tab

The Design tab includes Documents Formatting, Page Background.

Color : Drop-down displays a list of Fonts: Drop-down displays a

all the available colors & lets you list of all the available fonts
Themes : The drop-down change the color component of the
contains the commands active theme.
built-in move themes on
Microsoft office online,
Paragraph Spacing : Quickly change the line & paragraph
browse for themes and save
spacing in your documents
current theme. Built-in are
The drop-down contain commands
office, apex, aspect, civic etc.
No Paragraph Space, Compact, Tight, Open, Relaxed, Double.
Custom Paragraph Spacing.
Effects : Displays a list of all the
available effects. The drop-down Page Background Group :
contains commands This group contains
Office, Apex, Aspect, Concourse, 1] Watermark : The drop
Equity, Flow, Foundry, Median, contain commands as
Metro, Module, opulent, oriel, Custom watermark,
origin, paper, solstice, techic, trek, Remove watermark, save
urban, verve selection to watermark
gallery.
2] Page Color : Displays the
full theme color- Palette
3] Page Border : Displays
the Border & Shading
Set as Default : Use the current look for all new documents. dialog box.
 Layout Tab

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.

PAGE SETUP PARAGARPH ARRANGE

 Hyphenation - Drop-Down. The drop- Page Setup Group : In this group there is
down contains the commands: None, Margins, Orientation, Size Columns, Breaks,
Automatic, Manual and Hyphenation Line Number, Hyphenation.
Options
Line Numbers - Drop-Down. The drop-down contains the commands: None, Continuous,
Restart Each Page, Restart Each Section, Suppress for Current Paragraph and Line
Numbering Options.
Breaks - Drop-Down. The drop-down contains the commands: Insert Page Break, Remove Page
Break and Reset All Page Breaks
Columns - Drop-Down. The drop-down contains the commands: One, Two, Three, Left and Right and
the command More Columns. Provides access to 1,2,3 column layouts.
Size - Drop-Down. Lets you select from all the different available paper sizes

Orientation - Drop-Down. Lets you change the orientation of the current section. The drop-down contains the
commands: Portrait and Landscape.
Margins - Drop-Down. Lets you choose from one of the built-in margin settings or lets you customize your own.
Paragraph Group Arrange Group is used for Position, Wrap Text, Bring
You can quickly display the "Paragraph" Forward, Send Backward,
dialog box, Indents and Spacing tab, by
clicking on the launcher in the bottom
right corner of this group. Spacing After - Textbox. The automatically
updates to indicate how much spacing is defined
after the paragraph of the current selection.

Spacing Before - Textbox. This automatically updates to

indicate how much spacing is defined before the paragraph of
the current selection. 

Indent Right - Textbox. This automatically updates to indicate how much

indentation has been applied to the paragraph of the current selection. 

Indent Left - Textbox. This automatically updates to indicate how much indentation has
been applied to the paragraph of the current selection.
 Reference Tab
This tab gives you access to all the commands for creating references within your documents.
This contains Table of Contents, Footnotes, Citations & bibliography, Captions, Index, Table of authorities.

Insert Table Insert Index Update Table

Insert footnote Insert Endnote Manage
Source of Figures
Table of contents Styles Update table Update
Next Footnote Index
Insert table of
Mark authorities
Mark Entry Citation
Add Text Update Table Insert Cross-
Caption reference
Insert Citation Bibliography
 Mailings Tab

This tab contains everything needed to complete a successful mail merge. It contains Create, Start mail
Merge, Write & insert Fields, Preview Results, Finish.

Rules Match Update

Create Finish &
Edit Recipient List Fields Labels
Merge
Highlight Address
Envelopes Labels merge fields Block

Greeting Insert
Line Merge
Field
Select Find Check for
Start Mail Merge
Recipients Recipient Errors
 Review Tab

The Review tab provides icons for document review-related commands, such as spelling check,
translation, track changes, apply changes, comments and so on. It contains Proofing, insights,
Language, Comments, Tracking, Changes, Compare, Protect, One Note.

Comments Changes
Insights
Tracking Notes
Proofing
Compare
Language Protect
 View Tab

• The View tab contains all the commands relating to the different ways you
can view your documents
 Read Mode
 Print Layout
 Web Layout
 Outline
 Draft
 Format Tab

• Format will appear on the Ribbon when working with certain items, such as
tables and pictures. These tabs contain special tools that help to format
items as required.

•
•
WORD
2010

•
• WORD 2016
 The Quick Access Toolbar
• Located just above the Ribbon, the Quick Access toolbar lets you access
common commands. You can add other commands depending on your
requirement.

To add Commands to the Quick Access Toolbar:

 Click the drop-down arrow to the right of the Quick Access toolbar
 Select the Commands you wish to add from the drop-down menu.
To choose from more commands, select more commands.
 Ruler

The Ruler is located at the top and to the left of the document. It
makes it easier to adjust the document with precision.

Ruler
 Left tab
 Centre tab
 Right tab
 Document viewing

• The Microsoft document provides 3 different modes of viewing the documents.

• These are mainly 1. Read mode, 2. Print mode and 3. Web mode.
• You can access the viewing options at the bottom right of the screen.
 Reading mode

• Reading mode allows user to look at documents without the

clutter of editing tools on screen. Right side of screen offers
a toggle to the next documents
 Print mode

• The screen shows options to print a document. You can

easily see the page orientation and details to get an idea
of how printed document will look like
Web mode
• In this mode a document is viewed as on webpage.
The attachment and background is also shown.
Insert point
• Theblinking vertical line indicates where you can
start adding the text. On a black page the point is
usually at the top left.
• The insert point moves along the typed text. To
change the paragraph pressing enter moves the
point to the next line down the page.
 Selecting Text To Cut, Copy And Paste

SELECTING TEXT:
• Place the cursor next to the text or image and drag over it to select. A
highlighted box appear over the selected text.

• When you select the text or images in word, a toolbar will appear.
CUT:
When you cut the text or an image, you are removing it from its original location.

COPY:
When you copy the text or an image, you are placing a duplicate in the clipboard but not
removing it from its original location.

Select the text you want to cut or copy.

• Keyboard: Ctrl + X (Cut)
Ctrl + C (Copy)
• Ribbon: Select the home tab in ribbon and select cut or copy from the clipboard group.
• Shortcut Menu: Right-click the selected text or an image and then select
cut or cop from the shortcut menu.
PASTING:
After cutting or copying, you can then use the paste function to move the text
or image from the Clipboard to a new location in your document.
Place your cursor where you want to insert the text or image.
• Keyboard: Ctrl + V
• Ribbon: Select the home tab in ribbon and select paste button from the
clipboard group.
• Shortcut Menu: Right-click the selected text or an image and then select
paste option from the shortcut menu.
 Formatting text

• To create and design effective documents, you need to know how to format text.
•  In addition to making your document more appealing, formatted text can draw
the reader's attention to specific parts of the document and help communicate
your message.
• Formatted text can emphasize important information and help organize your
document. In Word, you have several options for adjusting the font of your text,
including size, color, and inserting special symbols.
 Change font size

• Select the text you want to modify.

• Click the drop-down arrow next to the Font Size box on the Home tab. A drop-
down menu appears.
• Select the desired font size from the menu. Alternatively, you can type the value
you want and then press Enter on your keyboard.
  Increase or decrease font size
• Select the text you want to modify.
• Click the drop-down arrow next to the Font box on the Home tab. The Font drop-
down menu appears.
• Move the mouse pointer over the various fonts. A live preview of the font will
appear in the document.
• Select the font you want to use. The font will change in the document.
 Change font color
• Select the text you want to modify.
• Click the Font Color drop-down arrow on the Home tab. The Font Color menu
appears.
• Move the mouse pointer over the various font colors. A live preview of the color
will appear in the document.
• Select the font color you want to use. The font color will change in the document.
 Highlight Text

 Highlighting text can be useful when marking important

text in your document.
 If you want to use it, from the Home tab, click the Text
Highlighter Color drop-down arrow, select the desired
highlight color.
 Bold

• It allows you to Bold the text of your document.

• If you want to use it, click on bold(B) in the font panel on
the home tab.
• Its shortcut key is CTRL+B.

Bold
 Italic

 It allows you to Italicize the text of your document.

 If you want to use it, click on italic(I) in the font panel on
the home tab.
 Its shortcut key is CTRL+I.

Italic (I)
 Underline

 It allows you to underline the text of your document.

 If you want to use it, click on Underline(U) in the font
panel on the home tab.
 Its shortcut key is CTRL+U.

Underline (U)
 Changing Text Alignment

 Align or alignment is a term used to describe how text is placed on

the screen. For example, left-aligned text creates a straight line of
text on the left side of the page .
 On the Home tab, select one of the four alignment options from the
paragraph section.

• Align text left (CTRL+L)

• Center (CTRL+E)
• Align text right (CTRL+R)
• Justify
 Backstage View

• Backstage View is accessible by clicking “ File ” tab near the

top left of the application window. The backstage
view provides access to saving, opening, info about the
currently open file, creating a new file, printing, and
recently opened files.
• To begin a new project in word
• Select the file tab. Backstage view will appear.
• Select New, then click a template.
• A new, document will appear.
 How to: Open an Existing Document (Cont.)

• The Open Dialog box appears. Locate and select your

document, then Click Open.
 Save

• Save allows you to update the last saved version , that it will match with the
current working version and that last saved work will be updated with thenew
work.
• Short cut key for Save is Ctrl+S or Shift+F12 or Alt+Shift+F2.
• It is frequently used to prevent losing changes as it keeps updating the changes
made.
 Save As

• Save As allows you to save the work for the first time.
• It will ask for a name and the location to be saved.
• Short cut key for Save As is F12 or Alt+F+A.
• It is used to create a new file and/or preserve original file (Backup file).
• You can say Save As is used to apply changes on a new file.
• You can use Save As when you want to change the name, location, and format of
the document.
It is used for reserving original file. With the help of Save As a file can be saved
with a multiple names.

It is used to Save the document in multiple formats.

It allows you to save the document to keep in different location multiple times
with multiple Save As.
 Shortcut keys

• Ctrl + N: Create a new document

• Ctrl + O: Open an existing document
• Ctrl + S: Save a document
• F12: Open the Save As dialog box
• Ctrl + W: Close a document
• Ctrl +Z: Undo an action
 Shortcut keys

• Left/Right Arrow: Move the insertion point (cursor) one

character to the left or right
• Ctrl + Left/Right Arrow: Move one word to the left or right
• Up/Down Arrow: Move up or down one line
• Ctrl + Up/Down Arrow: Move up or down one paragraph
• End: Move to the end of the current line
• Ctrl + End: Move to the end of the document
• Home: Move to the beginning of the current line
 Shortcut keys

• Ctrl + Home: Move to the beginning of the document

• Page Up/Page Down: Move up or down one screen
• Ctrl + Page Up/Page Down: Move to the previous or next
browse object (after performing a search)
• Alt + Ctrl + Page Up/Page Down: Move to the top or
bottom of the current window
 Shortcut keys

• F5: Open the Find dialog box with the “Go To” tab selected,
so you can quickly move to a specific page, section,
bookmark, and so on.
• Shift+F5: Cycle through the last three locations where the
insertion point was placed. If you just opened a document,
Shift+F5 moves you to the last point you were editing
before closing the document.
Thank You