Everything about MS Word

Microsoft Office

● Microsoft Word – word processor

● Microsoft Excel – spreadsheet editor
● Microsoft PowerPoint – presentation program
● Microsoft OneNote – note-taking program
● Microsoft Outlook – email client & personal information manager
● OneDrive – file hosting and cloud storage service
● Microsoft Teams – business communication platform
● Microsoft Publisher – desktop publishing
● Microsoft Access – database management system, it is used to store large amounts of data in an organized and
efficient manner. It allows you to create tables, forms, queries, and reports to manage your data.
● Microsoft Project – project management app, Microsoft Project is a project management software product,
developed and sold by Microsoft. It is designed to assist a project manager in developing a schedule, assigning
resources to tasks, tracking progress, managing the budget, and analyzing workloads
● Microsoft Visio – diagram and flow-charting app

● Microsoft 365

Companies owned by Microsoft

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Alternatives to MS Office
● LibreOffice

● Apple iWork

○ Alternate of Microsoft Excel – Numbers

○ Alternate of Microsoft PowerPoint – Keynote
○ Alternate of Microsoft Word – Pages

● As of October 2020, Google has officially rebranded G Suite into Workspace

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 ○ Google Docs

Some Important Information

● Microsoft was started on 4th April 1975 by Bill Gates and his childhood friend Paul Allen.
● Commercial versions of Word are licensed as a standalone product or as a component of Microsoft Office suite of
software, which can be purchased either with a perpetual license or as part of a Microsoft 365 subscription.
● Microsoft Word's native file formats are denoted either by a .doc or .docx filename extension.
○ .docx (Made in 2007 word)

History & Evolution of Microsoft Office

● Announced - August 1, 1988
● Released June 19, 1989 (Macintosh)
● October 1, 1990 (Windows)
● The Microsoft Office for Windows (also known as office 1.0) was released October 1, 1990;
○ It featured Word 1.1, Excel 2.0, and PowerPoint 2.0

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Q) Which of these is not a version of MS Office?
A. Microsoft Office 2017 B. Microsoft Office 2016
C. Microsoft Office 2019 D. Microsoft Office 2021

Answer: A. Microsoft Office 2017

● Microsoft Office 2021 was released on October 5, 2021, along with Windows 11, and replaced Office 2019.
○ Office 2021 remains same major version 16 as previous versions of Office. It introduces new dynamic
arrays, XLOOKUP feature for Excel, full dark mode support and performance improvements.
○ Successor - Microsoft 365

Microsoft Word
● Microsoft Word is a word processor developed by Microsoft.
● It was first released on October 25, 1983 under the name Multi-Tool Word
● Developed by Charles Simonyi and Richard Brodie

● What is the concept of WYSIWYG in MS Word?

○ It is an acronym for What You See Is What You Get, it is a system in which
editing software allows content to be edited in a form that resembles its
appearance when printed or displayed as a finished product.

● Title Bar of MS-Word

○ Title Bar displays the title of the currently open document or application.
○ Title of document is name of document which is used at the time of saving your file.
○ Title bar also has the Minimize, Maximize, Close buttons

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 ● The Ruler
○ It is located below the Ribbon around the edge of the document. It is used to change the format of the
document, align the text, tables, graphics and other elements in your document.

● Mail Merge
○ The automatic addition of names and addresses from a database in
order to facilitate sending mail to many addresses.
○ Mail merge lets you create a batch of documents that are personalized
for each recipient. For example, a form letter might be personalized to
address each recipient by name.

● Header footer
○ The header is a section of the document that appears in the top
margin, while the footer is a section of the document that appears in
the bottom margin.
○ Headers and footers generally contain additional information such as
page numbers, dates, an author's name, and footnotes, which can help keep longer documents organized
and make them easier to read.
○ Text entered in the header or footer will appear on each page of the document.

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 ○ Insert – Header / Footer

● Important Info
○ Red line – Spelling mistakes
○ Blue line – Grammatical mistakes

● Macros
○ In Word, you can automate frequently used tasks by creating and running macros. A macro is a series of
commands and instructions that you group together as a single command to accomplish a task
automatically.

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 ● Watermark
○ Watermark is a background image that displays behind the text in the Word document. Watermark helps
us to identify the manufacturer or brand through which the particular documents relate.

● Super Script & Sub Script

○ A subscript or superscript is a character (such as a number or
letter) that is set slightly below or above the normal line of
type, respectively.
○ Short Cut
■ Apply subscript formatting Ctrl+Equal sign ( = )
■ Apply superscript formatting Ctrl+Shift+Plus sign (+)

● Format painter
○ The Format Painter tool is used to copy and paste character and paragraph formats to existing text.

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 ● Important Information
○ Software is of two types namely system software and application software. They both differ in terms of
their purpose and design.
■ System software is meant to administer the system resources. It also serves as a kind of platform
for running the application software.
■ On the other hand, application software is meant to enable the user to carry out some specific set
of tasks or functions. e.g MS Word

● Shortcuts

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 ● Formatting
○ Font styles are predefined formatting options that are
used to emphasize text.
■ They include: Bold, Italic, and Underline.
○ Font (Text) effects are the modification of typography
in a way that makes the content more engaging. It is an

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 effect that changes the appearance of typefaces and adds emphasis to the message being conveyed
through words.

● A task pane is a multipurpose window pane that appears on the right side of the window of an Office application.
○ Check and correct spelling, grammar in the Editor pane, press F7. The Editor pane opens.

● AutoCorrect

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 ● Word wrap
○ It is the ability for a word to move to the next line when its character length has exceed the margin or
tends to exceed the margin limit set.
○ A4 is the default page size in MS Word

● Some Other Important Shortcuts

○ Select all document content - Ctrl+A

○ Print the document - Ctrl+P
○ Ctrl+F2 is a shortcut key to print preview

● A gutter margin adds extra space to the side margin, top margin, or inside margins of a document that you plan
to bind. A gutter margin helps ensure that text isn't obscured by the binding. Go to Layout > Margins. Select
Custom Margins. In the Gutter box, enter a width for the gutter margin.

● Select text using Word Selection Mode

○ To make a selection using Selection Mode, press F8 and then use the Arrow Keys to extend the selection
from the cursor position.
○ To select a word using Selection Mode, press F8 twice.
○ To select a sentence using Selection Mode, press F8 three times.
○ To select a paragraph using Selection Mode, press F8 four times.

● Capitalize is used when you're describing the first letter of a word or a single letter. For example, the first letter
in this sentence is capitalized. Uppercase describes a word with every letter being capitalized.

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 ○ The purpose of toggle case is to begin each word in lower case and the rest in upper case e.g organize
will be written as oRGANIZE.

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 ● Zoom
○ The minimum zoom percentage available in MS Word documents is 10%.
○ The maximum zoom percentage in MS Word document is 500%.

● Some Important Information

○ MS Word supports font size between 1 and 1638.
○ There is no limit to the number of rows in a MS Word table, there is a
maximum of 63 columns.
■ A row is a horizontal alignment of data, while a column is
vertical.

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 ○ Landscape orientation is horizontal, while portrait orientation is vertical.

● Dropcap
○ A drop cap (dropped capital) is a large capital letter used as a decorative element
at the beginning of a paragraph or section.

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 ● The maximum file size is limited to 32 MB for the total document text only and does not include graphics.
○ Maximum Size of the file Word can open is 512 MB (Text + Graphics)

● What is clipart in MS Word?

○ Clip art refers to a graphic or a picture that you can insert in your document. It comes in different formats
and styles. It is used to enhance the appearance of a document.

● What is indentation in MS Word?

○ An indentation is a blank space between a margin and the beginning of a line of text. The beginning of
this paragraph is indented.

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 ● Cropping a photo is often used to remove an unwanted detail from the image. One of the benefits of cropping is
the ability to create a close-up even of a photo with small objects.

● Breaks
○ Page breaks are used to end a page without filling it with text. Shortcut is Ctrl + Enter

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 ○ A column break inserts a hard break in the inserted location and forces the rest of the text to appear in the
next column.

○ Line breaks end a current line and lets you continue the text on another line.

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 ● You can open the Find with the keyboard shortcut Ctrl + F

● You can open the Find and Replace pane with the keyboard shortcut Ctrl + H

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