Material Unit - 01

VIVEKANANDHA COLLEGE OF ARTS AND SCIENCES FOR WOMEN (AUTONOMOUS) CS & CA
23U3CSN01 – OFFICE AUTOMATION

UNIT – 01:
Introduction to MS-WORD: Introduction – Starting MS-Word –
Creating a New Word Document – Saving a word Document –
Working with Styles – Applying Bulleted and Numbered List – Using
Cut, Copy and Paste – Using Find, Replace & GOTO – Opening an
Existing Word Document – Closing a Word Document.
_________________________________________________________________________
1. INTRODUCTION:
 Microsoft Office (or simply Office) is a family of server software, and services
developed by Microsoft.
 It was first announced by Bill Gates on August 1, 1988, in Las Vegas.
 The first version of Office contained Microsoft Word, Microsoft Excel, and Microsoft
PowerPoint.
 Over the years, Office applications have grown substantially closer with shared
features such as a common spell checker, data integration etc.
 Office is produced in several versions targeted towards different end-users and
computing environments.
 The original, and most widely used version, is the desktop version, available for PCs
running the Windows, Linux and Mac OS operating systems.
 Office Online is a version of the software that runs within a web browser, while
Microsoft also maintains Office apps for Android and iOS.
 Microsoft Office is a suite of desktop productivity applications that is designed
specifically to be used for office or business use.
 It is a proprietary product of Microsoft Corporation and was first released in 1990.
 Microsoft Office is available in 35 different languages and is supported by Windows,
Mac and most Linux variants.
 It mainly consists of Word, Excel, PowerPoint, Access, OneNote, Outlook and
Publisher applications.
 Microsoft Office was primarily created to automate the manual office work with a
collection of purpose-built applications.
 Each of the applications in Microsoft Office serves as specific knowledge or office
domain such as:
 Microsoft Word: Helps users in creating text documents.
 Microsoft Excel: Creates simple to complex data/numerical spreadsheets.
Microsoft PowerPoint: Stand-alone application for creating professional
multimedia presentations.
 Microsoft Access: Database management application.
 Microsoft Publisher: Introductory application for creating and publishing
marketing materials.
2. INTRODUCTION TO MS-WORD
Microsoft Word is a computer application program written by Microsoft. It is mainly
used to design text for presentation.
23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 1

Our MS Word tutorial includes all topics of MS Word such as save the document,
correct error, word count, font size, font style, apply a style, customize a style, page size,
page margin, insert header and footer and more.
2.1 WHAT IS MICROSOFT WORD

Microsoft Word is word processing software. It is developed by Microsoft and is part
of Microsoft Office Suite. It enables you to create, edit and save professional documents
like letters and reports.
2.2 BRIEF HISTORY

Microsoft word was released in 1983 as Multi-Tool Word. Its first version was based
on the framework of Bravo which was world's first graphical writing program.
Microsoft renamed Multi Tool Word to Microsoft Word, and then in October 1983,
Microsoft released its first version for the IBM PC.
In 1985, Microsoft ported it to the Macintosh which was different from its DOS-based
counterpart, i.e. Macintosh offered various major interface changes.
In 1989, Microsoft released a new version of Word for its Windows operating
systems. It was the Microsoft Word who introduced the concept of WYSIWYG (What You
See Is What You Get), i.e. it allowed to create and display bold and italics text.
In 2014, Microsoft developed the source code for Microsoft Word for Windows 1.1a.
2.3. IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features. Some of the
important features of Ms-Word are listed below:
 Using word you can create the document and edit them later, as and when required,
by adding more text, modifying the existing text, deleting/moving some part of it.
 Changing the size of the margins can reformat complete document or part of text.
 Font size and type of fonts can also be changed. Page numbers and Header and
Footer can be included.
 Spelling can be checked and correction can be made automatically in the entire
document. Word count and other statistics can be generated.
 Text can be formatted in columnar style as we see in the newspaper. Text boxes can
be made.
 Tables can be made and included in the text.
 Word also allows the user to mix the graphical pictures with the text. Graphical
pictures can either be created in word itself or can be imported from outside like from
Clip Art Gallery.
 Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu.
 It also provides online help of any option.
2. STARTING MS-WORD
We will understand how to start a Word 2007 application in simple steps. Assuming
you have Microsoft Office 2007 installed in your PC, to start the Word application, follows
these steps

Step 1 − Click the Start button.
Step 2 − Click the All Programs option from the menu.
Step 3 − Search for Microsoft Office from the submenu and click it.

Step 4 − Search for Microsoft Word 2010 from the submenu and click it.
This will launch the Microsoft Word 2010 application and you will see the following window.
2.1 EXPLORE WINDOW IN WORD 2007

We will understand how to explore Window in Word 2007. Following is the basic
window which you get when you start the Word application. Let us understand the various
important parts of this window.
2.1.1 File Tab - The File tab replaces the Office button from Word 2007. You can click it to
check the backstage view. 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.
2.1. 2 Quick Access Toolbar - This you will find just above the File tab. This is a
convenient resting place for the most frequently used commands in Word. You can
customize this toolbar based on your comfort.

2.1.3 Ribbon - Ribbon contains commands organized in three components.
2.1.3.1 Tabs − These appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are examples of ribbon tabs.
2.1.3.2 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.
2.1.3.3 Commands − Commands appear within each group as mentioned above.
2.1.4 Title bar: This lies in the middle and at the top of the window. Title bar shows the
program and document titles.
2.1.5 Rulers: Word has Two Rulers - a Horizontal ruler and a Vertical ruler. The horizontal
ruler appears just beneath 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.
2.1.6 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.

2.1.7 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.
2.1.8 View Buttons: The group of five buttons located to the left of the Zoom control, near
the bottom of the screen, lets you switch through the Word's various document
views.
2.1.8.1 Print Layout view − This displays pages exactly as they will appear when
printed.
2.1.8.2 Full Screen Reading view − This gives a full screen view of the document.
2.1.8.3 Web Layout view − This shows how a document appears when viewed by a
Web browser, such as Internet Explorer.
2.1.8.4 Outline view − This lets you work with outlines established using Word’s
standard heading styles.
2.1.8.5 Draft view − This formats text as it appears on the printed page with a few
exceptions. For example, headers and footers aren't shown. Most people prefer
this mode.
2.1.9 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.
2.1.10 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.
2.1.11 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.
3. CREATING A NEW WORD DOCUMENT

Word files are called documents. Whenever you start a new project in Word, you'll
need to create a new document, which can either be blank or from a template.
When beginning a new project in Word, you'll often want to start with a new blank
document
Step 01: Select the File tab to access Backstage view.

1. Select New, then click Blank document.
2. A new blank document will appear.

3. When you find something you like, select a template to preview it.
4. A preview of the template will appear. Click Create to use the selected template.
5. A new document will appear with the selected template.

6. You can also browse templates by category after performing a search.

4. SAVING A WORD DOCUMENT

Word offers two ways to save a file: Save and Save As. These options work in
similar ways, with a few important differences.
Save: When you create or edit a document, you'll use the Save command to
save your changes. You'll use this command most of the time. When you
save a file, you'll only need to choose a file name and location the first
time. After that, you can click the Save command to save it with the same
name and location.
Save As: You'll use this command to create a copy of a document while keeping the
original. When you use Save As, you'll need to choose a different name
and/or location for the copied version.
4.1 Saving a Document

Saving a document is a very important step that is to be executed right after the
addition of some content in a document. This is done to prevent the loss of data that might
occur because of power cuts or system failure. There are multiple ways provided by MS
Word to save a file or a document with/without a name specified by the user.
Method 1: Saving a file with File Menu

To save a document using the options provided by MS Word in its File menu, go through
the following steps:
Step 1: Click on the File Menu.

Step 2: Go to the Save or Save As button provided.
Step 3: Select the location where you want the file to be saved.
Step 4: Provide a name to the file or use the default one.
Step 5: Click on the Save button
Method 2: Using the Keyboard Shortcut Keys

MS Word allows us to use the shortcut keys, in case we don’t want to go through the
process of clicking on File Menu and selecting Save. Steps to do the same are given below:
Step 1: Use the keys ‘CTRL + S’ to enter the Save As menu after the creation of a new file.
Step 2: Follow the steps from Step 3-Step 5 provided in the method 1.
Note: This shortcut will only allow to save the file with a new name only once, rest all the
times, it will just overwrite the existing file.
Saving a File with New Name:

To save an existing file with a new name, Save As will be used. Save button will just
overwrite the existing file with the same name.
Method 3: Saving a Document while Closing

Sometimes, we may forget to save our file after making changes to its content and
then try to close the file, MS Word will prevent the user from doing so, by providing a pop-
up to Save the file while being closed.
Step 1: Add content to a newly created file or an existing file.
Step 2: Close the file with the Close button provided on the Top-right corner of the
Window.
Step 3: Choose the option of Save provided in the pop-up.
Step 4: Further follow the steps to save the file as explained in the previous methods.
Note: This option is used just to prevent the content from getting lost and is not a
recommended method. Use the other two methods to save the file.
Method 4: Saving a file with other extensions/format.

From the Save As section we can also save our word file into different formats if
necessary. It might not be a word document; it can be PDF, XPS Document, older version
of office document etc. While saving our file after clicking Save As. We can select the
format from the drop down menu to which we would like to save / convert our word file.
The above image shows all the possible formats in which we can save the word file.
5. WORKING WITH STYLES
5.1 To change the font size:

1. Select the text you want to modify.
3. The font size will change in the

document.
2. On the Home tab, click the Font

Size drop-down arrow. Select a
font size from the menu. If the font
size you need is not available in the
menu, you can click the Font Size
box and type the desired size, then
press Enter.

You can also use the Grow Font

and Shrink Font commands to change
the font size.
5.2 To change the font:

By default, the font of each new
document is set to Calibri. However, Word
provides many other fonts you can use to
4. The font will change in the
customize text.
document.
2. On the Home tab, click the drop-

down arrow next to the Font box. When creating a professional
A menu of font styles will appear. document or a document that contains
3. Select the font style you want to multiple paragraphs, you'll want to select a
use. font that's easy to read. Along with Calibri,
standard reading fonts include Cambria,
Times New Roman, and Arial.
5.3 BOLD, ITALIC, AND UNDERLINE COMMANDS:
The Bold, Italic, and Underline

commands can be used to help draw
attention to important words or phrases.

2. On the Home tab, click the Bold 2. On the Home tab, click the Change
(B), Italic (I), or Underline (U) Case command in the Font group.
command in the Font group. In our 3. A drop-down menu will appear.
example, we'll click Bold. Select the desired case option from
the menu.
3. The selected text will be modified in

the document.
4. The text case will be changed in
the document.
To change text case:

When you need to quickly change text
case, you can use the Change
Case command instead of deleting and
retyping text.
6. APPLYING BULLETED AND NUMBERED LIST

6.1 Create Bulleted List  To remove numbers or bullets from

1. Select the text you want to format a list, select the list and click the
as a list. Bulleted or Numbered list
command.
 When you're editing a list, you can
press Enter to start a new line, and
the new line will automatically have
a bullet or number.
 When you've reached the end of
your list, press Enter twice to
2. On the Home tab, click the drop- return to normal formatting.
down arrow next to the Bullets  By dragging the indent markers on
command. A menu of bullet styles the Ruler, you can customize the
will appear. indenting of your list and the
distance between the text and the
bullet or number.
3. Move the mouse over the various

bullet styles. A live preview of the
bullet style will appear in the
document. Select the bullet style
you want to use.
6.2 CREATE A NUMBERED LIST:
When you need to organize text into
a numbered list, Word offers several
numbering option. You can format your
list with numbers, letters, or Roman
numerals.
1. Select the text you want to format
4. The text will be formatted as a as a list.
bulleted list.
Options for working with lists

2. On the Home tab, click the drop-

down arrow next to the Numbering
command. A menu of numbering
styles will appear.
3. Move the mouse over the various

numbering styles. A live preview of the
numbering style will appear in the
document. Select the numbering style
you want to use.
2. The list numbering will restart.
You can also set a list to continue numbering

4. The text will format as a numbered
from the previous list. To do this, right-click
list. and select Continue Numbering.
TO RESTART A NUMBERED LIST:

If you want to restart the numbering of 6.1.1 Customizing bullets
a list, Word has a Restart at 1 option. It can Customizing the look of the bullets in
be applied to numeric and alphabetical lists. your list can help you emphasize certain list
1. Right-click the list item you want to items and personalize the design of your list.
restart the numbering for, then Word allows you to format bullets in a variety
select Restart at 1 from the menu that of ways. You can use symbols and
appears. different colors, or even upload a picture as
a bullet.
To use a symbol as a bullet:

1. Select an existing list you want to The Wingdings and Symbol fonts are
format. good choices because they have
many useful symbols.
6. Select the desired symbol, then
click OK.
2. On the Home tab, click the drop

down arrow next to the Bullets 7. The symbol will appear in the Preview
command. Select Define New section of the Define New Bullet dialog
Bullet from the drop-down menu. box. Click OK.
3. The Define New Bullet dialog box will

appear. Click the Symbol button.
8. The symbol will appear in the list.
4. The Symbol dialog box will appear.

5. Click the Font drop-down box and
select a font.

7. USING CUT, COPY AND PASTE
7.1 Copying and Moving Text

Word allows you to copy text that's
already in your document and paste it in
other places, which can save you a lot of
time and effort. If you want to move text
around in your document, you can cut
and paste or drag and drop. 7.2 TO CUT AND PASTE TEXT:
1. Select the text you want to cut.
To copy and paste text:
1. Select the text you want to copy.
2. Click the Cut command on the Home

Tab. You can also press Ctrl+X on
your keyboard.
2. Click the Copy command on the
Home tab. You can also press
Ctrl+C on your keyboard.
3. Place your insertion point where you

want the text to appear.
3. Place the insertion point where you

want the text to appear.
4. Click the Paste command on the 4. Click the Paste command on the
Home tab. You can also press Home Tab. You can also press Ctrl+V
Ctrl+V on your keyboard. on your keyboard.
5. The text will appear. 5. The text will appear.

2. Click and drag the text to the location

where you want it to appear. A small
rectangle will appear below the arrow
to indicate that you are moving text
You can also cut, copy, and paste by

right-clicking your document and choosing the 3. Release the mouse, and the text
desired action from the drop-down menu.
will appear.
When you use this method to paste, you can
choose from three options that determine how
the text will be formatted: Keep Source
Formatting, Merge Formatting, and Keep
Text Only.
You can hover the mouse over each icon to
see what it will look like before you select it. If text does not appear in the exact location
you want, you can press the Enter key on
7.3 TO DRAG AND DROP TEXT: your keyboard to move the text to a new line.
1. Select the text you want to move.
8. USING FIND, REPLACE & GOTO
8. 1 Find Command Step 2 − Click the Find option in the Editing

The Find command enables you to group on the Home tab or press Ctrl + F to
locate specific text in your document. launch the Navigation pane −
Following are the steps to find a word
document in the following screen.
Step 1 − Let us work out on a sample
text available in our Word document. Just type
=rand() and press Enter; the following screen
will appear
Step 3 − Enter a word which you want to

search in the Search box, as soon as you
finish typing, Word searches for the text you
entered and displays the results in the
navigation pane and highlights the word in the

document as in the following screenshot
Step 2 − Type a word which you want to

Step 4 − You can click the clear button (X) to search. You can also replace the word using
clear the search and results and perform the Find and Replace dialog box as in the
another search. following screenshot −
Step 5 − You can use further options while
searching for a word. Click the option button
to display the options menu and then click
the Options option; this will display a list of
options. You can select the options like match
case to perform case-sensitive search.
Step 3 − Click the Replace button available

on the Find and Replace dialog box and you
will see the first occurrence of the searched
Step 6 − Finally, if you are done with the word would be replaced with the replace with
Search operation, you can click the close word. Clicking again on Replace button would
button (X) to close the Navigation Pane. replace next occurrence of the searched
word. If you will click Replace All button then
8.2 FIND & REPLACE OPERATION it would replace all the found words in one go.
We assume you are an expert in You can also use Find Next button just to
searching a word or phrase in a word search the next occurrence and later you can
document as explained above. This section
use Replace button to replace the found
will teach you how you can replace an existing
word in your document. Following are the word.
simple steps Step 4 − You can use More >> button
available on the dialog box to use more
Step 1 − Click the Replace option in options and to make your search more
the Editing group on the Home tab or specific like case sensitive search or
press Ctrl + H to launch the Find and searching for whole word only etc.
Replace dialog box shown in Step 2 −
Step 5 − Finally, if you are done with the Find
and Replace operation, you can click

the Close (X) or Cancel button of the dialog box to close the box.
9. OPENING AN EXISTING WORD DOCUMENT
In addition to creating new documents, saving and sharing documents online.

you'll often need to open a document that was This is done with OneDrive, which is
previously saved. To learn more about saving an online storage space for your
documents, visit our lesson on Saving and documents and files. If you want to
Sharing Documents. use OneDrive, make sure you’re
1. Navigate to Backstage view, then signed in to Word with your Microsoft
click Open. account. Review our lesson
on Understanding OneDrive to learn
more.
TO PIN A DOCUMENT:
If you frequently work with the same

document, you can pin it to Backstage view
for quick access.
1. Navigate to Backstage view, click
Open, then select Recent.
2. Select This PC, then click Browse.
2. A list of recently edited documents will
You can also choose OneDrive to
appear. Hover the mouse over the
open files stored on your OneDrive.
document you want to pin, then click
the pushpin icon.
3. The document will stay in the recent

3. The Open dialog box will appear. documents list until it is unpinned. To
Locate and select your document, unpin a document, click the pushpin
then click Open. icon again.
4. The selected document will appear.

Most features in Microsoft Office,
including Word, are geared toward

10. CLOSING A WORD DOCUMENT

We will understand how to close a document
in Word 2007. When you finish working with a
document, you will proceed to close the
document. Closing a document removes it
from your computer screen and if you had
other documents open, Word displays the last
document you used otherwise, you see a
blank Word window. Here are simple steps to
close an opened document.
Step 1: Click the File tab & Select the Close

option. Step 3: To save the changes, click Save,
otherwise click don’t Save. To go back to the
document, click Cancel. This will close the
document and if you have other documents
open, Word displays the last document you
used, otherwise, you see a blank Word
window as shown below −
Step 2: When you select the Close option

and if the document is not saved before
closing, it will display the following Warning
box asking whether the document should be
saved or not.
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VIVEKANANDHA COLLEGE OF ARTS AND SCIENCES FOR WOMEN (AUTONOMOUS) CS & CA

23U3CSN01 – OFFICE AUTOMATION

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 1

2.1 WHAT IS MICROSOFT WORD

2.2 BRIEF HISTORY

2.3. IMPORTANT FEATURES OF MS-WORD

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 2

Step 1 − Click the Start button.

Step 2 − Click the All Programs option from the menu.

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 3

2.1 EXPLORE WINDOW IN WORD 2007

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 4

2.1.3 Ribbon - Ribbon contains commands organized in three components.

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 5

3. CREATING A NEW WORD DOCUMENT

Step 01: Select the File tab to access Backstage view.

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 6

1. Select New, then click Blank document.

2. A new blank document will appear.

5. A new document will appear with the selected template.

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 7

4. SAVING A WORD DOCUMENT

4.1 Saving a Document

Method 1: Saving a file with File Menu

Step 1: Click on the File Menu.

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 8

Step 2: Go to the Save or Save As button provided.

Step 4: Provide a name to the file or use the default one.

Step 5: Click on the Save button

Method 2: Using the Keyboard Shortcut Keys

Saving a File with New Name:

Method 3: Saving a Document while Closing

Step 1: Add content to a newly created file or an existing file.

Step 3: Choose the option of Save provided in the pop-up.

Method 4: Saving a file with other extensions/format.

5. WORKING WITH STYLES

5.1 To change the font size:

3. The font size will change in the

2. On the Home tab, click the Font

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 11

You can also use the Grow Font

5.2 To change the font:

2. On the Home tab, click the drop-

5.3 BOLD, ITALIC, AND UNDERLINE COMMANDS:

The Bold, Italic, and Underline

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 12

3. The selected text will be modified in

To change text case:

6. APPLYING BULLETED AND NUMBERED LIST

6.1 Create Bulleted List  To remove numbers or bullets from

3. Move the mouse over the various

Options for working with lists

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 14

2. On the Home tab, click the drop-

3. Move the mouse over the various

You can also set a list to continue numbering

TO RESTART A NUMBERED LIST:

To use a symbol as a bullet:

2. On the Home tab, click the drop

3. The Define New Bullet dialog box will

8. The symbol will appear in the list.

4. The Symbol dialog box will appear.

23U3CSN01 – Office Automation Prepared by V. ARUNKUMAR, AP/CS & CA, VICAS 16

7. USING CUT, COPY AND PASTE