UNIT-1

MS WORD

MS Word Starting Word

1. Click the Start button - the Start menu appears.

2. Point to the entry for All Programs.
3. Click on the entry for Microsoft office–Word 2007.
4. The Microsoft Word program will load, and a blank document will appear on your screen.

Creating a New Word Document:

To Create a New Word Document
Step-1: Click the Microsoft Office Button
Step-2: Click New. New document window is opened
Step-3: Select Blank Document
Step-4: Click on Create
Saving a New Document:
To Save a New Document
Step-1: Click the Microsoft Office Button
Step-2: Click Save As, the Save As dialog box will appear
Step-3: In the File Name field, type the name of the document
Step-4: Click Save
Closing Document:
Step-1: Click the Microsoft Office Button
Step-2: click Close
If a Microsoft Office Word dialogue box appears displaying a “Do you want to save…?” message:
Click Yes to save, No to discard, or Cancel to close the dialogue box.
Opening an Existing Document:
1.Click the Microsoft Office Button
2.Click Open, open dialogue box is opened
3. Select the name of the document to be opened.
4.Click on the Open button.
Editing of a Document
1.Open the file that you want to edit.
2.Choose from the following tasks:
3.Click the Edit tab.
Select the text that you want to edit.
5.Using the tools in the edit toolbar, change the required formatting including font style, paragraph
alignment, list formatting, and indentation options.

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Microsoft Word
Microsoft word is a word processor developed by Microsoft, which enables users to create, edit,
print, and save documents for future retrieval and reference.
The key advantage of using a word processor is that it allows the users to make changes to a
document without retyping the entire document. Users can create a variety of documents such as
 Letters
 Memos
 Resumes
 Forms or any document that can be typed and printed.

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Features of MS Word
Templates: – In MS Word are pre-defined professional designs for users. In which all the page
layout, fonts, colors, graphics, outline, text boxes etc.
Clipboard: – which is used to store copied text and picture or any object in word.
The uses of clipboard function are that user can copy, replace, place the text from one section to
another section of the page.
Font: – In which user can set font style according to the nature of the document.
Paragraph: –It can be used to align paragraph such as left, right, center and Justify.
Style: –In which any text can be highlighted according to the pre-defined style.
Editing: –The user can find any word or line in between document. They only need to
press F5 or Ctrl+F and then they can find and replace any text in the document.
Illustrations: – Illustrations menu is used to insert the picture, clip art, shapes, smart art, chart
and screen shots etc.
Picture menu is used to insert a picture from your computer hard drives or from desktop to the
current position of your cursor.
Clip Art uses in MS word to insert Art clips such as drawings, movie clips, sounds that illustrate
the concept written in the document.
Shapes feature is used to insert rectangular, circle, arrows, charts, lines, symbols based on the
demand of the document.
Smart Art-You can visually communicate information by using process diagrams, hierarchy
diagrams, list diagrams, relationship diagrams etc.
Charts is used to illustrate and compare data in MS word by using Bar, Pie, Line, Area, and
surface etc.
Hyperlink is used to create the link from text to any file, picture, videos, website etc.
Header & Footer: –It appear at the top and bottom of each printed page.
WordArt-It is good option to create and decorate slogan, quotes in the documents in Microsoft
Word.
Drop Cap-It is used in books, letters, notes and new stories or newsletter to display first letter
larger at the beginning of the paragraph.
Date & Time: The date and time can be inserted in anywhere in the document.
Themes: – In Microsoft word, a theme is a set of pre-designed document designs fonts,
headings,effects etc.
Watermark is used to insert ghosted text behind the text in the middle of the document.
Macros use in Microsoft Word is to automate repeated task such as font size, color size or series
of commands and instructions in a group.
Mail Merge is the most powerful feature that is used to send bulk emails and printouts letters,
document for thousands of people or print out thousands of copies with a different name,
address, and email fields but with the same subject or company name.
Window Components or Parts of Word

1. Office Button – Click the Office Button to find a drop down menu containing
options, such as: open, save, and print.
2. Ribbon – The Ribbon is the strip of buttons and icons located above the work area in Word
2007. The Ribbon replaces the menus and toolbars found in earlier versions of Word. Each
ribbon contains groups of command buttons with common purpose. Each ribbon contains 7 tabs.
3. Tab
Selector
button-
This button
allows you
to determine which type of tab will be set left aligned , right aligned , center aligned or decimal
tab . Clicking on this button will allow you to change the tab style.
4. Rulers – Gives you an idea of where you are on the page
5. Document – This is what you are typing/what will print out
6. Status Bar – This row can be customized by right-clicking and selecting desired options.
Desired
options may include page number/number of total page, word count, insert/overtype mode, caps
lock, and zoom slide.
7. Task Bar – Shows open programs.
8. View Shortcuts – These four buttons allow you to change the way you view your document
on the screen. From left to right they are: print layout, full screen reading, web layout and draft.
9. Zoom Slide – Allows you to increase/decrease the amount of the document you see on the
screen.
10. View Ruler Button – Allows you to view/hide the rulers.
11. Screen Split Button – At the top of the vertical scroll bar is a new button. Just below the
double
arrow is a tiny button that looks like a minus sign that lets you split your screen in two when
double clicked. Double-clicking it a second time will un split your screen.
12. Scroll Bars – Allows you to view entire workbook by moving it up, down (vertical scroll
bar), left or right (horizontal scroll bar)
13.Right Indent – Slide this triangle to the left of the margin to limit the right side of a
paragraph to that point
14.Group – Command buttons with a common purpose are clustered together.
15.Quick Launch Bar/Dialogue Box Launcher – It is the arrow in the bottom right hand corner
of some groups. When clicked, it will bring up a dialog box where additional options/changes
can be entered.
16.Title Bar – Shows name of program and open document. Also contains minimize, maximize
and close buttons.

17.Quick Access Toolbar – This customizable toolbar allows you to add frequently used
commands.

18.Tab – The ribbon is broken down into 7 tabs. Each tab has a common purpose and consists
of several groups. To select a tab, simply click on it and the appropriate groups will be displayed.
19.First Line Indent – This triangle controls where the first line of a paragraph begins. Moved
to the left of the margin, will allow the first paragraph to be in the left margin.
20.Hanging Indent – The opposite of a first line indent. It is often moved to the right of the first line
indent, which allows the remaining lines of a paragraph to be indented according to placement of the
Triangle.
To Formatting Text in a Document (OR)
Text Formatting (or) Character Formatting (or) Font Formatting

To create and design effective documents, you need to know how to format text. Formatting the
text is nothing but changing the font size, style, and color; and use the Bold, Italic, Underline,
and
Change Case commands.
To Format Font Size:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font size box on the Home tab.
 The font size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.

Left-click the font size you wish to use. The font size will change in the document.
To Format Font Style:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font style box on the Home tab.
 The font style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font will appear
in the document.
Left-click the font style you wish to use. The font style will change in the document.
To Format Font Color:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font color box on the Home tab.
 The font color menu appears.
 Move your cursor over the various font colors. A live preview of the color will appear
in the document.

 Left-click the font color you wish to use. The font color will change in the document.
Your color choices a ren't limited to the drop-down menu that appears. Select More
Colors at the bottom of the list to access the Colors dialog box. Choose the color that
you want and click OK

To Use the Bold, Italic, and Underline Commands:

 Select the text you wish to modify.
 Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To Change the Text Case:

 Select the text you wish to modify.
 Click the Change Case command in the Font group on the Home tab.
 Select one of the case options from the list.
 Sentence Case
 Lower Case
 Upper Case
 Capitalize Each Word
 Toggle Case
Shortcut keys

 Selecting the Text
Selecting the text is a very common and frequently used operation. It is used many times and in many ways.
For example, If you need to delete text (Specific or whole paragraph) then you need it to select first.
Similarly, In many operations Selection of the text is the basic operation are
Method 1: For Selecting a Single Word
Step 1: First open MS-Word on your PC.
Step 2: Now, Open the document or create a new one in which you want to perform this operation.
Step 3: Now, for selecting a single word, move the cursor to that word.
Step 4: Now, quickly double-click that word with the mouse.
Step 5: That word is selected successfully.
Method 2: For Selecting a Line of text
Step 1: Now, for a selecting a line of text, move cursor to the start of line of you choice.
Step 2: Now, Press “Shift + down arrow” from the keyboard.
Step 3: That line is selected successfully.
Method 3: For Selecting a Paragraph
Step 1: Now, for a selecting a paragraph, move cursor to the start of paragraph of you choice.
Step 2: Now, Press “Ctrl + Shift + down arrow” from the keyboard.
Step 3: So, paragraph is selected successfully.
Method 4: Selecting specific text
Step 1: Now, for a selecting a desired text, move cursor to the start of text which you want to choose.
Step 2: Now, just click and hold while dragging your cursor to select the text you want and drag it to cover
the text you want to select.
Step 3: So, the desired text is selected successfully.
Method 5: Selecting all text
For Selecting all the text, we can simply select it by using the Key “Ctrl + A”. Just press this key and all the
text is selected
Step 1: Now, to select whole text, first click anywhere in the document.
Step 2: Now, Just Press “Ctrl + A” and it is done.
Step 3: So, All the text is selected successfully.
Moving and Coping a Text:(or)Copying and moving a data
Cut and Paste Text (Moving Text):
1. Select the text you want to copy.
Click the Cut command on the Home tab.
To Cut Text:
 Select the text you want to move.
 Click on the Cut icon located on the Home tab in the Clipboard group.
 Keyboard shortcut for Cut option is Ctrl+X.
2. Place the insertion point where you want text to appear.
3. Click the Paste command on the Home tab. The text will appear.
Copy and Paste Text (Coping Text):
1. Select the text you want to copy.
2. Click the Copy command on the Home tab.
To Copy Text:
 Select the text you want to copy
  Click on the Copy icon located on the Home tab in the Clipboard group
 Keyboard shortcut for Copy option is Ctrl+C
3. Place the insertion point where you want text to appear.
4. Click the Paste command on the Home tab. The text will appear.
To Paste Text:
 Click in the area of the document where you want to paste your text
Click on the Paste icon located on the Home tab in the Clipboard
group
 Keyboard shortcut for Paste option is Ctrl+V

Paragraph Formatting
A Paragraph is a unit of text or other content that
starts at the beginning of a document. Paragraph
formatting refers to the layout of the paragraph on
the page and involves alignment, spacing, and
indentation options. Alignment refers to the
relative location of text to the margins. Spacing
refers to the distance between lines above, below,
or within a paragraph.
1.Alignment: Paragraph alignment refers to the
position of each line of text in a paragraph between
the left and right margins. The Paragraph group on
the Home tab contains four alignment buttons.
a) Left alignment aligns text to the left
margin and produces a ragged right
margin.
b) Right alignment aligns text to the right margin and produces a ragged left margin.
c) Center alignment centers text between the left and the right margins and produces a
ragged left and right margin.
d) Justified alignment aligns text to both the left and right margins so that neither margin
is ragged. When a paragraph is justified, Word adds extra space between words to justify the
text.

2.Paragraph Spacing: Paragraph spacing refers to the space above and below a paragraph. You can
vary paragraph spacing based upon your individual needs. You can adjust paragraph spacing on the
Indents and Spacing page in the Paragraph dialog box. Any changes you make are previewed in the
Paragraph dialog box.

3.Line Spacing: Line Spacing refers to the vertical distance between the lines within a paragraph and
determines the location of the line relative to the above it. Line spacing can be specified by name
(Single, 1.5 lines, and double), by a number that indicates a multiple of single spacing.
 4.Indents: The Indent before text refers to the width of the additional empty space that is inserted
between the margin and the text on the left-hand side of a paragraph of left-to-right text, and the
indent after text refers to the width of the additional empty space that is inserted.
Position the insertion point in the paragraph for which you want to change the spacing
a) Select the Home tab.
b) Select the Paragraph dialog box launcher.
c) Click the Indents and Spacing tab.
d) Under Spacing, enter the desired spacing above the paragraph in the Before spin box.
e) Under Spacing, enter the desired spacing below the paragraph in the After spin box.
f) Select OK.

Indent:
Indenting text adds structure to your document by allowing you to separate information. Whether you'd like
to move a single line or an entire paragraph, you can use the tab selector and the horizontal ruler to
set tabs and indents.
Indenting text
In many types of documents, you may want to indent only the first line of each paragraph. This helps
to visually separate paragraphs from one another.

It's also possible to indent every line except for the first line, which is known as a hanging indent.

To indent using the Tab key:

A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.

1. Place the insertion point at the very beginning of the paragraph you want to indent.
2. Press the Tab key. On the Ruler, you should see the first-line indent marker move to the right by 1/2
inch.
3. The first line of the paragraph will be indented.
Indent markers
In some cases, you may want to have more control over indents. Word provides indent markers that allow you
to indent paragraphs to the location you want.
The indent markers are located to the left of the horizontal ruler, and they provide several indenting options:

 First-line indent marker adjusts the first-line indent

 Hanging indent marker adjusts the hanging indent
 Left indent marker moves both the first-line indent and hanging indent markers at the same time
(indenting all lines in a paragraph)
To indent using the indent markers:
1. Place the insertion point anywhere in the paragraph you want to indent, or select one or more
paragraphs.
2. Click and drag the desired indent marker. In our example, we'll click and drag the left indent marker.
3. Release the mouse. The paragraphs will be indented.
To indent using the Indent commands:

If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent commands. The
Indent commands will adjust the indent by 1/2-inch increments.

1. Select the text you want to indent.

2. On the Home tab, click the Increase Indent or Decrease Indent command.

3. The text will indent.

To customize the indent amounts, select the Layout tab near the desired values in the boxes under Indent.
Drop Cap:

A drop cap (dropped capital) is a large capital letter used as a decorative element at the beginning of a
paragraph or section. The size of a drop cap is usually two or more lines.

The following illustration shows your options for positioning a drop cap.

Add a drop cap

1. Select the first character of a paragraph.

2. Go to INSERT > Drop Cap.

3. Select the drop cap option you want.

 To create a drop cap that fits within your paragraph, select Dropped.

 To create a drop cap that is in the margin, outside of your paragraph, select In margin.
Tip: You can change the size and font of the drop cap, as well as its distance from the text. To do so,
select Drop Cap > Drop Cap Options, and under Options, make your selections.

Remove a drop cap

1. Highlight the large drop cap letter.

2. Go to INSERT > Drop Cap, and select None.
 Format Painter in MS Word 2007
In Word 2007 you can copy the format of selected text and paste the copied attributes to
a 'target' selection.
1. Select the text or graphic that has the formatting that you want to copy.
2. On the Home tab, in Clipboard group click Format Painter.

The pointer changes to a paintbrush icon. Double-click Format Painter if you want to
change the format of multiple selections in your document.
Page Formatting
Word offers a variety of page layout and formatting options that affect how content appears on the page. You
can customize the page orientation, paper size, and page margins depending on how you want your
document to appear.
Page orientation
 Word offers two page orientation options: landscape and portrait.
 Landscape means the page is oriented horizontally.
 Portrait means the page is oriented vertically.
 To change page orientation:
 Select the Layout tab.
 Click the Orientation command in the Page Setup group.

 A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.

 The page orientation of the document will be changed.

Page size
 By default, the page size of a new document is 8.5 inches by 11 inches.
 Depending on your project, you may need to adjust your document's page size.
  It's important to note that before modifying the default page size, you should check to see which page
sizes your printer can accommodate.
To change the page size:
 Word has a variety of predefined page sizes to choose from.
 Select the Layout tab, then click the Size command.

 A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size
.

The page size of the document will be changed.

To use a custom page size:
 Word also allows you to customize the page size in the Page Setup dialog box.
 From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu.
 The Page Setup dialog box will appear.
 Adjust the values for Width and Height, then click OK.
 The page size of the document will be changed.
Page margins
 A margin is the space between the text and the edge of your document. By default, a new document's
margins are set to Normal,
 which means it has a one-inch space between the text and each edge.
 Depending on your needs, Word allows you to change your document's margin size.
To format page margins:
 Word has a variety of predefined margin sizes to choose from.
 Select the Layout tab, then click the Margins command.

 A drop-down menu will appear.

  Click the predefined margin size you want.
 The margins of the document will be changed.
To use custom margins:
Word also allows you to customize the size of your margins in the Page Setup dialog box.
From the Layout tab, click Margins. Select Custom Margins from the drop-down menu.

 The Page Setup dialog box will appear.

 Adjust the values for each margin, then click OK.

 The margins of the document will be changed.

 You can also open the Page Setup dialog box by navigating to the Layout tab and clicking the
small arrow in the bottom-right corner of the Page Setup group.
 You can use Word's convenient Set as Default feature to save all of the formatting changes you've
made and automatically apply them to new documents.

Headers and Footers:

Headers and Footers are text (and/or graphics) which appear at the top (for a header) or bottom (for
footer) of every page of your document. They are used for a variety of purposes, such as page
numbering, document titles, copyright notices, company names and so on.

Insert the header and footer throughout a document.

1. On the Insert tab, in the Header & Footer group, click Header or Footer
2. Click the header or footer design that you want. The header or footer is
inserted on every page of the document.
 If necessary, you can format text in the header or footer by selecting the text and using the formatting
options on the Mini toolbar.

Use Find and Replace to Replace Existing Text:

Click the Replace command on the Home tab. The Find and Replace dialog box appears.
 Enter text in the Find field that you wish to locate in your document.
 Enter text in the Replace field that will replace the text in the Find box.

 Click OK. The change is made in the document.

 You can also use the Find command to locate specific information in a document. For
example, if you are working with a twenty page report, it would be time consuming to
search the document for a specific topic. You can use the Find command to locate all
instances of the word or phrase in the document.
 This is a great way to save time when working with long documents.

Bullets and Numbering To Text:

Word can generate a numbered or bulleted list from
existing text.
When you use the Numbering button in the
Paragraph group, Word numbers each paragraph of
the selected text sequentially, beginning with the number 1.
When you use the Bullets button, Word adds a bullet to each paragraph of the selected text. These
buttons are a great time-saver.
1) Select the text to which you want to add numbers or bullets.
2) Select the left-hand part of the Numbering button in the Paragraph group to add numbers to the
selected text.
3) Select the left-hand part of the Bullets button to add bullets to the selected text.

Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft Office 2007. It is
located below the Quick Access Toolbar and the Title Bar. It comprises seven tabs; Home, Insert, Page
layout, References, Mailing, Review and View. Each tab has specific groups of related commands. It
gives you quick access to the commonly used commands that you need to complete a task.
 Home tab:
The Home tab is the default tab in Microsoft Word. It has five groups of related commands; Clipboard,
Font, Paragraph, Styles and Editing. It helps you change document settings like font size, adding bullets,
adjusting styles and many other common features. It also helps you to return to the home section of the
document.

Insert tab:

Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add extra features
in your document. It is commonly used to add tables, pictures, clip art, shapes, page number, etc. The
Insert tab has seven groups of related commands; Pages, Tables, Illustrations, Links, Header & Footer,
Text and Symbols

Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your document, i.e.
you can change the page size, margins, line spacing, indentation, documentation orientation, etc. The
Page Layout tab has five groups of related commands; Themes, Page Setup, Page Background, Paragraph
and Arrange.
References tab:

It is the fourth tab in the Ribbon. It allows you to enter document sources, citations, bibliography
commands, etc. It also offers commands to create a table of contents, an index, table of contents and table
of authorities. The References tab has six groups of related commands; Table of Contents, Footnotes,
Citations & Bibliography, Captions, Index and Table of Authorities

Mailings tab:

It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the Ribbon. It
allows you merge emails, writing and inserting different fields, preview results and convert a file into a
PDF format. The Mailings tab has five groups of related commands; Create, Start Mail Merge, Write &
Insert Fields, Preview Results and Finish.

Review tab:

It is the sixth tab in the Ribbon. This tab offers you some important commands to modify your document.
It helps you proofread your content, to add or remove comments, track changes, etc. The Review tab has
six groups of related commands; Proofing, Comments, Tracking, Changes, Compare and Protect.

View tab:

The View tab is located next to the Review tab. This tab allows you to switch between Single Page and
Two Page views. It also enables you to control various layout tools like boundaries, guides, rulers. Its
primary purpose is to offers you different ways to view your document. The View tab has five groups of
related commands; Document Views, Show/Hide, Zoom, Window and Macros