Microsoft word

Start a document
It’s often easier to create a new document using a template instead of starting with a
blank page. Word templates come ready-to-use with pre-set themes and styles. All you
need to do is add your content.

Each time you start Word, you can choose a template from the gallery, click a category
to see more templates, or search for more templates online.

For a closer look at any template, click it to open a large preview.

If you’d rather not use a template, click Blank document.

Title bar

This displays the document name followed by a program name.

Menu bar

This contains a list of options to manage and customize documents.

Standard toolbar

This contains shortcut buttons for the most popular commands.

Formatting toolbar

This contains buttons used for formatting.

Ruler

This is used to set margins, indents, and tabs.

Insertion point

This is the location where the next character appears.

End-of-document marker

This indicates the end of the document.

Help

This provides quick access to Help topics.

Scroll bars

These are used to view parts of the document.

Status bar

This displays the position of the insertion point and working mode buttons.

Task pane
This provides easy access to commonly used menus, buttons, and tools.

View buttons

These change the layout view of the document to normal, web layout, print layout, and outline view.

Office Assistant

This links to the Microsoft Office Help feature.

Collapse the ribbon or expand it again

Double-click any of the ribbon tabs or press CTRL+F1 to collapse the ribbon if you need to see
more of your document.

To see the ribbon again, just double-click any ribbon tab, or press CTRL+F1.

If the ribbon isn't visible at all

If the ribbon isn’t visible at all (no tabs are showing), then you probably have it set to Auto-hide.
Select More at the top right of the screen. This will temporarily restore the ribbon.

Show the rulers Go to View and select Ruler. If the vertical ruler doesn't show, make sure you're in
Print Layout view. If it still doesn't show, you might need to turn the ruler on. Go to Word > Preferences >
View (under Authoring and Proofing Tools).

What is the Quick Access Toolbar? The Quick Access Toolbar is a collection of shortcuts to
the features, options, commands, or option groups that you use frequently. By default, the
toolbar is hidden below the ribbon in Microsoft 365 apps, but you can choose to show it and
move it to display above the ribbon instead.

When you start a Microsoft Office program, or after you click the File tab, you can see
the Microsoft Office Backstage view. If you need to create a new file, open an existing
file, print, save, change options or more, Backstage is the place to do it. In short, it is
everything that you do to a file that you don't do in the file.

Save your document

1. Click FILE > Save, pick or browse to a folder, type a name for your document in
the File name box, and click Save.
2. Save your work as you go - hit Ctrl+S often.
3. To print, click the FILE tab and then click Print.

How to open the document

1-Click the File tab.
2-Click Open. The Open screen appears, giving you a few ways to find a document.
3-Select a location. Recent displays a list of documents that you've recently opened. ...
4-Select the file you want to open.

Font
This group provides access to all the Character Formatting commands.
You can quickly display the "Font" dialog box, Font Tab, by clicking on the dialog box
launcher in the bottom right corner of this group.
Font - (Ctrl + Shift + F). Provides a list of all the available fonts (based on your current
printer selection).
Font Size - (Ctrl + Shift + P). Lets you adjust the character size (based on your current
printer selection).
Increase Font Size - (Ctr + Shift + >). Increases the font size of the current selection to
the next larger size in the Font Size box.
Decrease Font Size - (Ctrl + Shift + <). Decreases the font size of the current selection
to the next smaller size in the Font Size box.
Change Case - Drop-Down. Changes the selected text to either uppercase, lowercase or
another type of capitalisation. The drop-down contains the commands: Sentence Case,
Lowercase, Uppercase, Capitalize Each Word and Toggle Case.
Clear All Formatting - (Ctrl + Spacebar). Clears all the formatting from the current
selection.
Bold - (Ctrl + B). Toggles bold on the current selection.
Italic - (Ctrl + I). Toggles italics on the current selection.
Underline - (Ctrl + U). Button with Drop-Down. The button toggles bold on the current
selection. The drop-down contains the commands: Underline, Double Underline, Thick
Underline, Dotted Underline, Dashed Underline.
Strikethrough - Draws a line through the middle of the selected text.
Subscript - (Ctrl + =). Converts the selection to small letters below the text baseline.
Superscript - (Ctrl + Shift + +). Converts the selection to small letters above the text
baseline.
Text Effects and Typography - Drop-Down. Apply text effects such as Outline, Shadow,
Reflection, Glow, Number Styles, Ligatures and Stylistic Sets.
Text Highlight Color - Button with Drop-Down. Shades the background behind the
current selection.The drop-down contains the commands: No Color and Stop
Highlighting. For more details please refer to the Characters > Text Highlight page.
Font Color - Button with Drop-Down. The button changes the colour of the font of the
current selection. The drop-down contains the commands: Automatic, Theme Colors,
Standard Colors and More Colors. Paragraph
This group provides access to all the Paragraph Formatting commands.
You can quickly display the "Paragraph" dialog box, Indents and Spacing Tab, by clicking
on the dialog box launcher in the bottom right corner of this group.
Bullets - Button with Drop-Down. The button toggles single level bullets from the
selected paragraphs. The drop-down contains the commands: Recently Used Bullets,
Bullet Library, Document Bullets, Change List Level and Define New Bullet. The Change
List Level extension displays levels 1 to 9. The Define New Bullet displays the "Define
New Bullet" dialog box.
Numbering - Button with Drop-Down. The button toggles single level numbering from
the selected paragraphs. The drop-down contains the commands: Recently Used
Numbering, Change List Level, Define New Number Format and Set Numbering Value.
Multilevel List - Drop-Down. The drop-down contains the commands: Current List. List
Library, Change List Level, Define New Multilevel List and Define New List Style. A
multilevel list shows the list of items at different levels, rather than just at one level. This
was previously accessible from the Outline Numbered tab on the Bullets & Numbering
dialog box and has replaced Outline numbering. Please refer to the Bullets > Multilevel
List for more details.
Decrease Indent - Decreases the indent by 1 or removes the indent completely.
Increase Indent - Increases the indent by 1.
Sort - Displays the "Sort Text" or "Sort" dialog boxes allowing you to sort paragraphs of
text or text within tables. If your current selection is not in a table then the "Sort Text"
dialog box is displayed. If the current selection is in a Table then the "Sort" dialog box is
displayed. This command was previously on the Table drop-down in 2003 but now
appears both on the Home Tab and Table Tools - Layout contextual tab.
Show/Hide Paragraph Marks - (Ctrl + *). Toggles the display of paragraph marks and
other hidden formatting.
Align Left - (Ctrl + L). Aligns text to the left.
Center - (Ctrl + E). Aligns text to the center.
Align Right - (Ctrl + R). Aligns text to the right.
Justify - (Ctrl + J). Aligns text to both left and right margins adding extra space between
words where necessary.
Line Spacing - Drop-Down. The drop-down contains the commands: 1.0, 1.15, 1.5, 2.0,
2.5, 3.0, Line Spacing Options, Add Space Before Paragraph and Add Space After
Paragraph. The Line Spacing Options command displays the "Paragraphs" dialog box
(Indents and Spacing tab). The default line spacing is 1.15.
Shading - Button with Drop-Down. The button applies the selected shading to the
current selection. The drop-down contains the commands: Theme Colors, Standard
Colors, No Color and More Colors.
Border - Button with Drop-Down. The button applies the selected border to the current
selection. The drop-down contains the commands: Bottom Border, Top Border, Left
Border, Right Border, No Border, All Borders, Outside Borders, Inside Borders, Inside
Horizontal Border, Inside Vertical Border, Diagonal Down Border, Diagonal Up Border,
Horizontal Line, Draw Table, View Gridlines and Borders and Shading.

Clipboard
You can quickly display the Clipboard task pane by clicking on the dialog launcher in the
bottom right corner of this group.

Paste - Button with Drop-Down. The drop-down contains the commands: Paste, Paste
Special and Paste as Hyperlink.
Cut - (Ctrl + X). Cuts the current selection to the clipboard.
Copy - (Ctrl + C). Copies the current selection to the clipboard.
Format Painter - (Ctrl + Shift + C). Copies the formatting from one place in a document
and lets you apply it somewhere else. This works across multiple documents.

Editing

Find - Button with Drop-Down. The button displays the "Find and Replace" dialog box
and displays the Find tab. The drop-down contains the commands: Find and GoTo. The
GoTo tab can also be displayed by clicking on the Page: 1 of 2 indicator on the status
bar in the bottom left corner.
Replace - This displays the "Find and Replace" dialog box and displays the Replace tab.
Select - Drop-Down. The drop-down contains the commands: Select All, Select Objects
and Select Text with similar Formatting. The Select Text will select text with similar
formatting.
Page layout

Select the pages or paragraphs whose orientation you want to change. Click PAGE LAYOUT >
Page Setup dialog box launcher. In the Page Setup box, under Orientation, click Portrait
or Landscape. Click the Apply to box, and click Selected text

Page size
Step 1
With your new document open, click on Page Layout in Word.

Step 2
From the drop-down menu that appears, click size.

Step 3

Another drop-down menu will appear with several page sizes. The sizes have names and the dimensions
below. Choose your preferred size.

Step 4

At the bottom of the drop-down menu, click on More Paper Sizes to reveal a dialog box headed “Page
Setup”.

Step 5
On the dialog box, choose custom size and enter your desired values for Width and Height. Click OK and
the size will be changed to your preference.

On the Insert tab, click the Page Number icon, and then click Page Number. Select
a location, and then pick an alignment style. Word automatically numbers every page,
except designated title pages. To change the numbering style, select Format and then
choose the formatting you want to use