MS WORD THEORY

BY MAYANK
 MICROSOFT WORD
• Microsoft Word or MS-WORD (often
called Word) is a Graphical word processing
program that users can type with. It is made
by the computer company Microsoft. Its
purpose is to allow users to type and save
documents. Similar to other word processors,
it has helpful tools to make documents
 USE OF MS-WORD
• Write a letter.
• Create a report.
• Create a Table of Contents.
• Create a document with an Index.
• Use Styles in a document so changes to one are
changes to all.
• Create a newsletter.
• Mail merge.
• Email people and personalize each email. Word is
used for this even with the email being sent by
Outlook.
 OFFICE BUTTON
• NEW:- It is use to create a • SAVE:- It is used to save a file
new blank document. when user save a file it
• Short cut key: (CTRL+N) automatically adds the
extension name . Docx with
your file name.(CTRL+S)
• OPEN:- It is used for open an
already existing file.(CTRL+O)
• Save AS :- it is used to save a
already save file with another
• CLOSE:- It is used to close the file name & also another
active file. If any unsaved location just like a duplicate
matter it prompt a message file(F12)
on screen do you want to save
file or not, if matter is
important then click on yes
button otherwise no.(ALT+F4,
CTRL+W).
 CLIPBOARD AND FONT
• Cut:- it is used to cut the selected line, sentence,
paragraph & matter. (CTRL+X).

• Copy:- It is used to copy the select matter from

one location and paste into another location.
(CTRL+C)

• Paste as Hyperlink:- it is used to create a link

from one location and paste into another
location.
• Undo:- it is used to reverse the last command,
which is done by user. User can use undo button
up to 15 times.(CTRL+Z)

• Redo:- it is used to forward your last command,

which is done by user through of redo button.
(CTRL+Y)

• Font:- it is used to apply or change the different

type of font and character formatting of the
selected text. Like as a bold, italic, size of word
etc.
 PARAGRAPH
• BULLET AND NUMBERING:- it is used to apply
different type of bullet or number on selected
paragraphs and modified the bullets and
numbering format.

• Multilevel lists :- allow you to create an outline

with multiple levels. In fact, you can turn any
bulleted or numbered list into a multilevel list by
placing the insertion point at the beginning of a
line and pressing the Tab key to change the level
for that line.
• FIND AND REPLACE:- Find and Replace helps
you to find words or formats in a document and
can let you replace all instances of a word or
format. This is particularly handy in long
documents.

• GOTO:- The Go To option in Microsoft Word

provides a very easy way to jump to a particular
page, line, selection etc in a document. It is also
a very useful time-saving features
 INSERT
• PAGE BREAK :- If user want to break the page on
any position of working area for that user can
click on page break function. It is used to insert
page break on specified position of pages. Also it
provide Odd and even option facility.

• TABLE :- It is used to create table with the help

table toolbar. You can insert table, row, column,
width, formula, equal size of row and column,
select row, select column. In addition, select table,
tables formatting, and uses convert table to text,
and text to table
• Split Cell :- It is used to insert Row and Column.
When user click on this button it ask the user
how many row and column want to insert.

• Table to text/ Text to Table :-When user has

worked on table and user want to show data
without table then user has to select the task and
click on table to text button. It removes the table
and shows the data.

Same reverse position for Text to table button. If

user done worked without table and want to
show, the data in a table just select the data and
click on text to table button. It shows the data in
a table.
• Split table:- It is used to break the table into two
parts. When user wants to divide the table into two
parts, just click on from where user want to divided
the table and click on split table.

• DRAW TABLE:-The Draw Table tool on the toolbar is

automatically selected, and your mouse pointer looks like a
pencil. Use the mouse pointer to define the outside borders
of your table, much as you would draw in a drawing program.
Use the Draw Table tool to draw the columns and rows into
the table
• Formulas :- It is used to show the formula like Plus/Minus/
Divided and average etc within table.
And many more functions Like:- Margin, spreadsheet, repeat
header rows, text direction, sort etc.
• PICTURES:- Word allows you to insert pictures into
your document such as logos of companies, photos
and other pictures to give more interest or a more
professional speed(look) to your document. ... You
can also take a picture located in the Microsoft's
picture library

• CLIP ART:- The differences between Clipart and

Picture are as follows: 1. Clipart is a graphic art
whereas Picture is an artifact. ... Clipart is composed
by hand or by some kind of computer software
whereas Picture is captured by optical devices such
as cameras, mirrors etc.
• SMART ART:- Create a SmartArt graphic to quickly
and easily make a visual representation of your
information. You can choose from among many
different layouts, to effectively communicate your
message or ideas.

• CHART:- Create a chart by inserting a Microsoft

Graph object. It is very useful to show all type of
data. This is a process to show Data by different
type of chart. When user click on chart option. A
excel sheet with the data sheet will appear, user
can write down self data as per requirement and
also change different type of chart.
• Hyperlink:-It is used to jumps / link from one
file to another file and one page to another
page. Basically it link between two or more
then two file.

• Bookmark:-It is use the mark the selected

text on different page which help user can
jumps on marked text through bookmark
button.
• HEADER AND FOOTER:- A header is the top margin of
each page, and a footer is the bottom margin of each
page. Headers and footers are useful for including
material that you want to appear on every page of a
document such as your name, the title of the
document, or page numbers.

• Date and time:- IT is used to insert the system date

and time into current file where cursor is active.

• Text Box:- It is used to draw a text box. In this text

box user can write down anything. User can click or
drag box anywhere in the active windows.
• Object:-In this process user can work on different package
like Word, Excel, Paint, Photoshop, etc. & then return with
work on the active document.

• Drop Cap:- A drop cap is a traditionally method the first

letter in a paragraph show more then one line it’s depend
on user.

• SYMBOL:-It is used to insert special type of symbol and

character. We can also create a shortcut key of any symbol.

• AUTOCORRECT:- Set the option used to correct text

automatically as you type or to store and reuse text and
other items you use frequently.

• EQUATION:-Equation In Word, you can insert mathematical

symbols into equations or text by using the equation tools
 PAGE LAYOUT
• 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 etc.
 REFERENCES
• REFERENCES TAB:-The References Tab allows you
to now create a table of contents, footnotes,
citations, captions.
• Mainly it is used for insert indexes.
• FOOTNOTES AND ENDNOTES:-
Footnotes appear at the bottom of the page and
endnotes come at the end of the document.
Footnotes and endnotes are both ways
of adding extra bits of information to your writing
outside of the main text.
 MAILING
• Envelope:- Help of envelope button user can direct
print the address on envelope by printer. User just
type both address return address and delivery
address and set the setting o address through of
Option button.

• Label: - If user wants to repeat, any message or label

it, can be write down on label button and also set the
setting through of option button.

• MAIL MERGE:- It is a process in which user can create

and use an address (directory) in a letter or any other
type of drafting work. It is mainly use when we print
the more then one letter.
 REVIEW
• Track changes/highlight changes/accept and
reject:- Find and select each tracked change in a
document so that you can review accepts or rejects the
changes.

• Protect:-It is used to convert a file into read only

file (read only file). User can put a password in a
file for read only mode password. When user put
the password, it shows the star and repeats it two
times.

• Compare document:-It is used to compare a file

from another file matter.
• Word count (Tool menu):-Counts the number of page
words characters, paragraphs, and lines in the active
document punctuation marks and special symbols are
also included in the world count.

• Thesaurus:-Replace a word with a synonym or related

word.

• Spelling and Grammar:-Checks the active document

for possible spelling grammar and writing style errors,
and display suggestion for correcting them

• COMMENTS:- It is used to give any type of detail of a

selected word.