UNIT II

INTRODUCTION TO MS WORD
MS Word is one of the most used programs of the Office Suite, some basic information
regarding its creation and development has been given below:

 Charles Simonyi, a developer and Richard Brodie, a software engineer, were the two
creators of MS Word
 This program was initially named “Multi-Tool Word” but later, was renamed as MS
Word
 It was introduced in 1983
 Word for Windows is available standalone or as a part of MS Office suite
 MS Word for Mac was introduced by Microsoft as Word 1.0 in 1985
 The extension for any word file is “.doc”

BASICS OF MS WORD
What is MS Word?
It used to make professional-quality documents, letters, reports, etc., MS Word is a word
processor developed by Microsoft. It has advanced features which allow you to format and edit
your files and documents in the best possible way.

Where to find MS Word on your personal computer?

Follow these simple steps to open MS Word on your personal computer:
Start → All Programs → MS Office → MS Word.

What are the uses of MS Word?

MS Word enables users to do write-ups, create documents, resumes, contracts, etc. This is one of
the most commonly used programs under the Office suite.

How to create an MS Word document?

To create an MS Word doc, follow the steps mentioned above to open Microsoft Word. Then
once the program is open, click on “File” followed by “New”. This opens a new doc where
something new can be created.
The preview of the MS Doc file once it is opened is given below:

FEATURES OF MS WORD
The image given below shows the different elements and categories which are available in MS
Word doc:

 Home
This has options like font colour, font size, font style, alignment, bullets, line spacing, etc. All
the basic elements which one may need to edit their document is available under the Home
option.

 Insert
Tables, shapes, images, charts, graphs, header, footer, page number, etc. can all be entered in the
document. They are included in the “Insert” category.
  Design
The template or the design in which you want your document to be created can be selected under
the Design tab. Choosing an appropriate tab will enhance the appearance of your document.

 Page Layout
Under the Page Layout tab comes options like margins, orientation, columns, lines, indentation,
spacing, etc.

 References
This tab is the most useful for those who are creating a thesis or writing books or lengthy
documents. Options like citation, footnote, table of contents, caption, bibliography, etc. can be
found under this tab.

 Review
Spell check, grammar, Thesaurus, word count, language, translation, comments, etc. can all be
tracked under the review tab. This acts as an advantage for those who get their documents
reviewed on MS Word.
Apart from all the above-mentioned features, the page can be set in different views and layouts,
which can be added and optimised using the View tab on the Word document. Margins and
scales are also available for the benefit of the users.

USES OF MS WORD
The different fields in which MS Word is used and simplifies the work of an individual:

 In Education: It is considered as one of the simplest tools which can be used by both
teachers and students. Creating notes is easier using MS Word as they can be made more
interactive by adding shapes and images. It is also convenient to make assignments on
MS Word and submitting them online

 In Workplace: Submitting letters, bills, creating reports, letterheads, sample documents,

can all easily be done using MS Word

 Creating & Updating Resume: One of the best tools to create your resumes and is easy
to edit and make changes in it as per your experience
 For Authors: Since separate options are available for bibliography, table of contents,
etc., it is the best tool which can be used by authors for writing books and adjusting it as
per the layout and alignment of your choice
TOOLBARS AND THEIR ICONS

Word Standard Toolbar

 Editing Word document

Cut, Copy and Paste options

These options will allow you to Cut or Copy a piece of textfrom

one location and to paste at a new location.

o Place the cursor at the beginning of the text to be selected. Drag the
mouse pointer over the text.
o Click Edit menu and then click on Cut option (or)
click iconon the Standard Toolbar. Move the cursor to the place where
you want the text to be pasted.

o Click Edit menu and then click Paste option (or) click
icon on the Standard Toolbar.

For copying the text from one location to other location the same procedure is tobe
followed.
The difference between Cut and Copy is that while using the Cut option the text will be removed
from its original location and pasted at a new location, where as when using Copy optiona copy of the
selected text is pasted at new location without disturbing the original text.

THE WORD ENVIRONMENT

The following list offers a quick top-to-bottom explanation of the tabs, toolbars, buttons.

 The title bar lists the document's title or merely Document1 until you give the document a
title by saving it to disk. 
 The File Ribbon Tab replaces the traditional File menu of most Windows
programmes. Clicking the File Ribbon Tab displays the File Ribbon Tab menu, a list of
commands that deal with files and documents. It's the big round button at the top left of
the screen, with four colourful squares in it.
 Tabs organise Word's various commands into groups based on word-processing
activities. Tabs appear and disappear depending on what you're doing in Word.
 Groups and command buttons help keep commands for the various tabs organised. Each
group contains command buttons that do specific things to your text.
 The Ruler may or may not be visible. When the Ruler is visible, it helps you set margins
and tabs. To show or hide the Ribbon select View Tab then Ruler.
 Document information lists optional data specific to your document.
 The View buttons specify how the blank page appears in the window.
 The Zoom slider sets how large or small your document appears inside the window.
The tabs, groups, and command buttons change as you take on various activities in Word.
Although this may seem disruptive, it's quite handy.
 Another part of the window, is the navigation pane. It shows up when it's needed, to offer
more choices, options, or information.
 The Windows taskbar, located at the bottom of the screen, is a part of Windows itself and
not Word. However, as you open documents in Word, buttons representing those
documents appear on the Windows taskbar.
WORKING WITH DOCUMENTS IN WORD

How to open MS Word?

The following step shows how to open MS words:
Step 1: Type Ms Word in the search bar.

Step 2: Select Ms Word application.

Step 3: Select a blank document and press create button.
 Then you will get a window like in the image below where you can write your content and
perform different types of operations on that content, like font type, style, bold, italic, etc. You
can also add images, tables, charts to your document.

Features of MS Word

The features or components of the Ms Word. Using these features, you can perform
different types of operations on your documents, like you can create, delete, style, modify, or
view the content of your document.
1. File
It contains options related to the file, like New(used to create a new document), Open(used to
open an existing document), Save(used to save document), Save As(used to save documents),
History, Print, Share, Export, Info, etc.
2. Home
It is the default tab of Ms Word and it is generally divided into five groups, i.e., Clipboard,
Font, Paragraph, Style and Editing. It allows you to select the color, font, emphasis, bullets,
position of your text. It also contains options like cut, copy, and paste. After selecting the home
tab you will get below options:

3. Insert
It is the second tab present on the menu bar or ribbon. It contains various items that you
may want to insert into a Microsoft word. It includes options like tables, word art, hyperlinks,
symbols, charts, signature line, date and time, shapes, header, footer, text boxes, links, boxes,
equations, etc., as shown in the below image:
4. Draw
It is the third tab present in the menu bar or ribbon. It is used for freehand drawing in Ms
Word. It provides different types of pens for drawing as shown below:

5. Design
It is the fourth tab present in the menu bar or ribbon. The design tab contains document designs
that you can select, such as documents with centered titles, offset headings, left-justified text,
page borders, watermarks, page color, etc., as shown in the below image:

6. Layout
It is the fifth tab present on the menu bar or ribbon. It holds all the options that allow you to
arrange your Microsoft Word document pages just the way you want them. It includes options
like set margins, display line numbers, set paragraph indentation, and lines apply themes,
control page orientation and size, line breaks, etc., as shown in the below image:
7. Mailings
It is the seventh tab present in the menu bar or ribbon. It is a least used tab in the menu bar.
This tab is where you would create labels, print them on envelopes, do mail merge, etc. After
selecting mailing, you will get the below options:

8. View
It is the ninth tab present in the menu bar or ribbon. View tab allows you to switch between
single page or double page and also allows you to control the layout tools It includes print
layout, outline, web layout, task pane, toolbars, ruler, header and footer, footnotes, full-screen
view, zoom, etc. as shown in the below image:
Spelling and Grammar Checking of word document

• Open any word document.

• Click Tools menu and then click Spelling and Grammar option. You will get the below
dialog box.

• Note all words that appear red color in First box are spelling mistakes. If you want to
accept the suggested word, in the second box click on Change. If not, click Ignore
button. You can also add a word to the dictionary by clicking on the Add button.
• Continue this process until you get the dialog box, shown below:

 Click OK button.
 Save your work when the spell-check is complete, so that the
corrections are saved.

Save a Document in Microsoft Word

MS Word or Microsoft Word is a software used to create documents such as reports, PDFs,
pictured-document, assignments, etc. Microsoft provides features like Adding Images, Adding
Visual effects, adding charts and graphs, etc. to a Word file.
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.

Printing Documents
The following steps will help you print your Microsoft Word document
Step 1 − Open the document for which you want to see the preview. Next click the File tab followed by
the Print option which will display a preview of the document in the right column. You can scroll up or scroll
down your document to walk through the document using given Scrollbar. The middle column gives various
options to be set before you send your document to the printer.
Step 2 − You can set various other printing options available. Select from among the following options,
depending on your preferences.
S.No Option and Description

Copies
1 Set the number of copies to be printed; by default, you will have one copy of the
document.

Print Custom Range

2 This option will be used to print a particular page of the document. Type the number
in Pages option, if you want to print all the pages from 7 till 10 then you would have to
specify this option as 7-10 and Word will print only 7 th, 8th, 9th and 10th pages.

Print One Sided

3 By default, you print one side of the page. There is one more option where you will turn
up your page manually in case you want to print your page on both sides of the page.

Collated
4 By default, multiple copies will print Collated; if you are printing multiple copies and
you want the copies uncollated, select the Uncollated option.

Orientation
5 By default, page orientation is set to Portrait; if you are printing your document in
landscape mode then select the Landscape mode.

A4
6 By default, the page size is A4, but you can select other page sizes available in the
dropdown list.

Custom Margin

7 Click the Custom Margins dropdown list to choose the document margins you want to
use. For instance, if you want to print fewer pages, you can create narrower margins; to
print with more white space, create wider margins.

1 Page Per Sheet

8 By default, the number of pages per sheet is 1 but you can print multiple pages on a
single sheet. Select any option you like from the given dropdown list by clicking over
the 1 Page Per Sheet option.

Step 3 − Once you are done with your setting, click on the Print button which will send your document to the
printer for final printing.
Q 1. Which formatting features can be added to the MS Word document?
Ans. The common formatting features which are available on MS Word include:

 Font Style, Size and Colour
 Header and Footer
 Insert Images
 Add tables and bulleted lists
 Set a page layout
 Add Word Art

Q 2. What are the basic functions of MS Word?

Ans. Given below are the basic functions of Microsoft Word:

 Creating text documents

 Editing and Formatting the existing documents
 Making a text document interactive with different features and tools
  Graphical documents, comprising images
 Used by Authors and Researchers
 Detect grammatical errors in a text document

Q 3. What is the extension of an MS Word file?

Ans. An MS Word file is always saved with the extension of .doc.

Q 4. What are the five basic fields of application for MS Word?

Ans. Using Microsoft Word, one can create resumes, reports, and write letters. Authors can use it
to write their books and researchers for writing a thesis. Apart from this, it can be used as a
simple text editor.