Microsoft Word

Microsoft Word

Introduction
●​ Let us consider an office scene. Many letters are typed in the office. The
officer dictates a letter. The typist first types a draft copy of the letter. The
officer goes through it to check mistakes regarding spelling errors, missing
words, etc. and suggests corrections. The typist changes the letter as
suggested by the officer. This is a simple example of word processing.

●​ There are many software packages to do the job of word processing. Some
of them work in a DOS environment. Examples are WordStar, Word Perfect
and Professional Write. But in these days working in WINDOWS is
becoming more and more popular. So let us consider software for word
processing which works in WINDOWS. Our choice is MS-WORD because it
is the most popular software these days.

●​ MS-WORD is a part of the bigger package called MS OFFICE, which can do

much more than word processing. In fact when you open up MS OFFICE
you will find four main components in it. They are MS- WORD (for word
processing), MS EXCEL (for spreadsheet), MS ACCESS (for database
management) and MS POWERPOINT (for presentation purposes).
However, we will limit ourselves to MS-WORD only in this

Objectives
After going through this lesson you should be in a position to :

●​ start the MS-WORD package

●​ be familiar with the MS-WORD screen

●​ advantages and Features of Word Processing

●​ some common Word Processing Packages

●​ how to invoke Ms-Word

●​ learn the capabilities of Ms-Word

What is Word Processing

●​ Word Processor is a Software package that enables you to create, edit,
print and save documents for future retrieval and reference. Creating a
document involves typing by using a keyboard and saving it. Editing a
document involves correcting the spelling mistakes, if any, deleting or
moving words sentences or paragraphs.

Advantages of Word Processing

●​ One of the main advantages of a word processor over a conventional
typewriter is that a word processor enables you to make changes to a
document without retyping the entire document.

Features of Word Processing

●​ Most Word Processor available today allows more than just creating and
editing documents. They have wide range of other tools and functions,
which are used in formatting the documents. The following are the main
features of a Word Processor

◊​ Text is typing into the computer, which allows alterations to be made

easily.

◊​ Words and sentences can be inserted, amended or deleted.

◊​ Paragraphs or text can be copied /moved throughout the document.

◊​ Margins and page length can be adjusted as desired.

◊​ Spelling can be checked and modified through the spell check

facility.

◊​ Multiple document/files can be merged.

◊​ Multiple copies of letters can be generated with different

addresses through the mail-merge facility.
Some Common Word Processing Packages
The followings are examples of some popular word processor available

●​ Soft word

●​ WordStar

●​ Word perfect

●​ Microsoft word

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 provides the mail-merge facility.

●​ 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 for any option.

Getting Started With Ms-word

●​ We have already told you that for working in Ms-Word you should be
familiar with WINDOWS. If you have not covered WINDOWS so far then
read that first and then go through MS-WORD. By now you must be
aware of the fact that a software package is improved from time to time.
These improvements are sold in the market as new versions of the same
software. Thus you will find many versions of MS-WORD being used in
different offices. In this lesson we will cover the version MS-WORD 97,
which is latest in the market and contain many improvements over the
older versions. However, you do not have to worry if you have an older
version such as WORD 6.0 or WORD 95. All the commands available in
these older versions are also available in WORD 97 and they are
compatible.

●​ While working in MS-WORD you have to work with a mouse. Also one can
work, to some extent, through the keyboard. The use of mouse is simpler
as it is fully menu driven. In MS-WORD every command is available in the
form of ‘icons’.

●​ You can go inside MS-WORD by the following way:

◊​ Take the mouse pointer to START button on the task bar. Click the left
mouse button.

◊​ Move the pointer to programs. You will notice another menu coming
up to the right.

◊​ In that menu identify where Microsoft word is placed. Move the

cursor horizontally to come out of programs.

◊​ Move into the rectangular area meant for Microsoft word. Click the
left mouse button there. The computer will start MS-WORD.

Let us discuss the important components of the screen.

●​ Title Bar: The title bar displays the name of the currently active word
document. Like other WINDOWS applications, it can be used to alter the
 size and location of the word window.

●​ Tool Bars: Word has a number of tool bars that help you perform task
faster and with great ease. Two of the most commonly tool bars are the
formatting tool bar and the standard tool bar. These two toolbars are
displayed just below the title bar. At any point of time any tool bar can be
made ON or OFF through the tool bar option of View Menu.

●​ Ruler Bar: The Ruler Bar allows you to format the vertical alignment of text
in a document.

●​ Status Bar: The Status Bar displays information about the currently
active document. This includes the page number that you are working, the
column and line number of the cursor position and so on.

●​ Scroll Bar: The Scroll Bar helps you scroll the content or body of
document. You can do so by moving the elevator button along the scroll
bar, or by click in on the buttons with the arrow marked on them to move
up and down and left and right of a page.

●​ Workspace: The Workspace is the area in the document window were you
enter/type the text of your document.

●​ Main Menu: The Word main menu is displayed at the top of the screen as
shown in the Figure. The main menu further displays a sub menu. Some of
the options are highlighted options and some of them appear as faded
options. At any time, only highlighted options can be executed, faded
options are not applicable. Infect if the option is faded you will not be able
to choose it. You may not that any option faded under present situation
may become highlighted under different situations.

Main Menu Options

●​ The overall functions of all the items of main menu are explained below.

File
●​ You can perform file management operations by using these options such
as opening, closing, saving, printing, exiting etc.
 New Ctrl+N
Open Ctrl+O
Close ALT + F4
Save Ctrl+S
Save As CTL + A
Print Ctrl+P

File Sub menu

●​ Edit

●​ Using this option you can perform editing functions such as cut, copy,
paste, find and replace etc.

Undo Clear Ctrl+Z

Repeat Clear Ctrl+Y
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Clear Delete
Select All Ctrl+A
Find Ctrl+F
Replace Ctrl+H
Go To Ctrl+G

Edit Sub menu

●​ View

●​ Word document can be of many pages. The different pages may have
different modes. Each mode has its limitations. For example in normal
mode the graphical picture cannot be displayed. They can only be
displayed in page layout mode. Using the option “View” you can switch
over from one mode to other. It displays the following Sub menu.

Online Layout Page Layout

Outline
Normal
Master Document
 Tool Bars Ruler
Footnotes Comments Full
Screen Zoom
Header and Footer

Insert
●​ Using this menu, you can insert various objects such as page numbers,
footnotes, picture frames etc. in your document. It displays the following
Sub menu.

Break
Page Numbers
Date and Time
AutoText
Symbol
Comment
Footnote
Caption
Cross-reference
Index & Tables
Picture
Text Box
File
Object
Bookmark
Hyperlink
Format
●​ Using this menu, you can perform various type of formatting operations,
such as fonts can be changed, borders can be framed etc. It displays the
following Sub menu.

Paragraph…
Font Bullets and Numbering
Borders and Shading
Tabs…
Drop Cap…
Text Direction…
Change Case…
Columns
Auto Format…​
Style Gallery…
Style…
Background…
Object

Tools
●​ Using this menu, you can have access to various utilities/tools of Word,
such as spell check, macros, mail merge etc. It displays the following Sub
menu.
Language…
Word Count​
Spelling and Grammar
AutoSummarise
Auto Correct..
Look Up Reference
Merge Documents…
Track Change Protect Document…
Mail Merge
Letter Wizard…
Macro…
Envelops and Lebels Templates and Add-Ins…
Customize…
Options…
Table
●​ This menu deals with tables. Using this menu you can perform various
types of operations on the table. It displays the following Sub menu.

Draw Table
Insert Table
Delete Cells… Merge Cells… Split Cells
Select Column
Select Row Select Table
Table Auto Format
Distribute Rows Evenly Distribute Columns Evenly Cell
Height and Width… Headings
Convert Text to table
Sort … Formula… Split Table
Hide Grid Lines

Window
●​ This menu allows you to work with two documents simultaneously. This
would require two windows to be opened so that each one can hold one
document. Using this menu, you can switch over from one window to
another. It displays the following Sub menu.

Arrange All
New Window Split
1Document1.doc
 Help
●​ Using this menu, you can get on-line help for any function.
Word Shortcut Keys
●​ Ctrl + A -- Select all contents of the page.

●​ Ctrl + B -- Bold highlighted selection.

●​ Ctrl + C -- Copy selected text.

●​ Ctrl + X -- Cut selected text.

●​ Ctrl + N -- Open new/blank document.

●​ Ctrl + O -- Open options.

●​ Ctrl + P -- Open the print window.

●​ Ctrl + F -- Open find box.

●​ Ctrl + I -- Italicise highlighted selection.

●​ Ctrl + K -- Insert link.

●​ Ctrl + U -- Underline highlighted selection.

●​ Ctrl + V -- Paste.

●​ Ctrl + Y -- Redo the last action performed.

●​ Ctrl + Z -- Undo last action.

●​ Ctrl + G -- Find and replace options.

●​ Ctrl + H -- Find and replace options.

●​ Ctrl + J -- Justify paragraph alignment.

●​ Ctrl + L -- Align selected text or line to the left.

●​ Ctrl + Q -- Align selected paragraph to the left.

●​ Ctrl + E -- Align selected text or line to the center.

●​ Ctrl + R -- Align selected text or line to the right.

●​ Ctrl + M -- Indent the paragraph.

●​ Ctrl + T -- Hanging indent.

●​ Ctrl + D -- Font options.

●​ Ctrl + Shift + F -- Change the font.

●​ Ctrl + Shift + > -- Increase selected font +1.

●​ Ctrl + ] -- Increase selected font +1.

●​ Ctrl + [ -- Decrease selected font -1.

●​ Ctrl + Shift + * -- View or hide non printing characters.

●​ Ctrl + (Left arrow) -- Move one word to the left.

●​ Ctrl + (Right arrow) -- Move one word to the right.

●​ Ctrl + (Up arrow) -- Move to the beginning of the line or paragraph.

●​ Ctrl + (Down arrow) -- Move to the end of the paragraph.

●​ Ctrl + Del -- Delete word to the right of the cursor.

●​ Ctrl + Backspace -- Delete word to the left of the cursor.

●​ Ctrl + End -- Move cursor to end of the document.

●​ Ctrl + Home -- Move cursor to the beginning of the document.

●​ Ctrl + Space -- Reset highlighted text to default font.

●​ Ctrl + 1 -- Single-space lines.

●​ Ctrl + 2 -- Double-space lines.

●​ Ctrl + 5 -- 1.5-line spacing.

●​ Ctrl + Alt + 1 Change text to heading 1.

●​ Ctrl + Alt + 2 Change text to heading 2.

●​ Ctrl + Alt + 3 Change text to heading 3.

●​ F1 -- Open help.

●​ Shift + F3 -- Change case of selected text.

●​ Shift + Insert -- Paste.

●​ F4 -- Repeat the last action performed (Word 2000+).

●​ F7 -- Spell check selected text and/or document.

●​ Shift + F7 -- Activate the thesaurus.

●​ F12 -- Save as.

●​ Ctrl + S -- Save.

●​ Shift + F12 -- Save.

●​ Alt + Shift + D -- Insert the current date.

●​ Alt + Shift + T -- Insert the current time.

●​ Ctrl + W -- Close document.

Ms Word Basic Terms

●​ Wizard: A wizard is an interactive feature built into the word processing
application (particularly in Microsoft Word) that will walk you step-by-step
through a specialized process. One example of a Wizard included in
Microsoft Word is the Mail Merge Wizard which provides assistance with
automatically creating letters, mailing labels or envelopes from a list of
names and addresses.

●​ Word Processing: Word Processing refers to the act of using a computer to

create, edit, save and print documents.

●​ Word Wrap: Word Wrap refers to the function of a word processor that will
automatically force text to a new line when the right margin is reached
while typing. Word Wrap eliminates the need for pressing the Enter key on
the keyboard at the end of every line.

●​ Charts: graphs that use lines, columns, and pie shapes to represent
numbers and data.

●​ Desktop Publishing: the ‘big brother’ of word processing, the process of

using a word processor type package to create things such as newsletters,
flyers, brochures etc. combining both text and graphics.

●​ Digital Signature: a secure electronic stamp of authentication on a

document.

●​ Drawing Canvas: an area that contains drawing shapes and pictures.

●​ Embedded Object: an object that becomes part of the destination file and
is no longer a part of the source file.

●​ Endnotes: notes or references that appear at the end of the document.

●​ Fill Effect: the pattern, colour, or texture in a graphic object or chart.

●​ Font: a set of characters that all use the same basic design.

●​ Font Effects: a way to change the appearance of text such as bold, italics,
underline etc.

●​ Font Size: the size of a font, usually expressed as a number of points.

●​ Footer: text or graphics that are printed on every page or section, usually
at the bottom but can be anywhere on a page

●​ Forms: printed or online documents.

●​ Graphic: a picture or drawing object.

●​ Header: text or graphics that are printed on every page or section, usually
at the top but can be
anywhere on a page.

●​ Indent Markers: markers along the ruler that control how text wraps on
the left or right side of a
document.

●​ Index: a list of the topics, names and terms used in a document along with
the corresponding page numbers. An index is usually found at or near the
end of a document (also see Table of Contents)

●​ Landscape: a term used to describe page orientation, where the page is

wider than it is tall.

●​ Linked Object: an object such as a graphic etc, which is included within a

document in such a way that it is linked to the source file, so that when
ever the source changes, the object automatically updates.

●​ Macro: A recorded series of commands, menu selections and key presses

that automate repetitive tasks.

●​ Mail Merge: The process of combining a standard ‘form’ letter with a set of
names and addresses to create many letters that appear to be individually
written.

●​ Main Document: the standard ‘form’ letter used in a mail merge process.

●​ Manual Page Break: a page break inserted into a document by the author
 at a specific position rather than one created automatically when a page
has no more room for text.

●​ Merge Field: a placeholder that indicates where Word inserts information

from a data source during a mail merge

●​ Normal View: the default editing view which is usually used to write and
edit documents.

●​ Note Separator: the line that divides the notes from the body of the
document.

●​ Note Text: the content of a footnote or endnote.

●​ Office Assistant: a help that answers questions for the Microsoft Office
suite of programs.

●​ Office Clipboard: a storage area that allows the user to temporarily store
snippets of information, and retrieve them later.

●​ AutoCorrect: a feature that corrects commonly misspelled words

automatically as they are typed.

●​ Bookmark: a method to mark locations within a document so that they

can be easily returned to later.

●​ Bullet: a small graphic, commonly a large dot, that starts each item in a
list.

●​ Character Style: a style for selected words and lines of text within a
paragraph

●​ Outline View: a view that shows the structure of a document which

consists of headings and body text.

●​ Page Orientation: the way in which pages are laid out in a printed
document.

●​ Paragraph: a piece of text that has had the enter key pressed before its
first line, and after its last.
●​ Paragraph Styles: Styles for entire paragraphs, including their fonts, tabs,
alignments etc.

●​ Point: a measure of the size of text for a font. One point is approximately
1/72 of an inch.
●​ Portrait: a page orientation where the page is taller than it is wide.

●​ Print Layout View: a view that shows how a document will appear when it
is printed.

●​ Reference Mark: a number or character in the main text of a document

that indicates additional information is included in a footnote or endnote.

●​ Reviewing Pane: a pane that shows information regarding the changes

made to a document.

●​ Section Break: a section of the document that can be formatted differently

to other parts of the document.

●​ Selection Area: a blank area to the left of a documents left margin that you
can click to select parts of the document.

●​ Soft Page Break: a page break that is automatically inserted into a

document by Word when a there is too much text to fit on the current page.

●​ Spelling and grammar checker: a feature that attempts to check and

correct errors in spelling and
grammar that the writer may have missed.

●​ Style: a collection of formatting choices that can be applied throughout a

document.

●​ Tab Stop: a location along the ruler that you use to align text.

●​ Table AutoFormat: a set of predefined styles that are intended to make

table formatting easier.

●​ Table of Contents: a list of the main headings and sub headings that
indicate to the reader the contents of a document.

●​ Template: a document that stores formatting, text styles and document

information that is then used as the basis for another document.

●​ Theme: a unified look in a document that incorporates heading and text

styles.

●​ Thesaurus: a feature that looks up alternative words with the similar

meanings.

●​ Watermark: semi-transparent text or picture that are ‘behind’ the main text
 of the document.

●​ Web Layout View: a view showing how a document will appear when
viewed as a web page.

●​ Web Page: a special page written using the HTML language that is
intended for viewing in a web browser.

●​ WordArt: a tool within Microsoft Office that allows you to manipulate text
in a variety of different,
graphical ways.

●​ Word Processing: the process of creating, editing and printing a computer

written text document.

●​ Word Wrap: the movement of text to the next line when typing goes
beyond the right margin.

●​ Workgroup Template: a template available to other users over a network.

●​ Scroll Bars: Since many documents are too long to fit legibly on a single
computer screen, vertical and horizontal scroll bars are included to allow
you to move through the document and change the area of the document
that is currently being viewed on the screen.

●​ Clipboard: The clipboard is a temporary holding area the computer uses

for any item that has been copied or cut. When an item such as text is
placed on the clipboard, it can then be pasted elsewhere in the document.
Items will stay on the clipboard until they are deleted or erased. The
manner in which the clipboard is cleared depends on the application being
used. Quite often, the clipboard is cleared when another item is cut or
copied or if the application is closed.

●​ Header: The header is an area that appears at the top of every page in a
document that can contain one or more lines of text. One common use of
the header is to include information about the document (such as the title)
on every page in the document.

●​ Footer: The footer is an area that appears at the bottom of every page in a
document that can contain one or more lines of text. One common use of
the footer is to insert the current page number on every page in the
 document.

●​ Font: A font is a set of letters and numbers of one particular typeface. The
font includes not only the typeface, but other characteristics such as size,
spacing and emphasis. An example of a font would be Arial, 12 point, italic.

●​ Formatting: The process of formatting a document involves specifying how

the document will look in its final form on the screen and when printed.
Common formatting options include the font, font size, color, alignment,
spacing, margins and other properties.

●​ Indent: The space between the margin of the page and the text. Most word
processors allow for both left and right indentation. One other common use
of indention is what is known as a "first line indent" where only the first line
of a paragraph is indented and the remaining lines of text lie directly
against the left margin of the page.

●​ Line Spacing: Line spacing refers to the amount of white space between
lines of text in a paragraph. Commonly used line spacing settings are single
spaced and double spaced.