UNIT 2

MS-WORD INTRODUCTION

I.Introduction
Microsoft Word is a computer application program written by Microsoft. It is mainly used to design text for
presentation. It enables you to create, edit and save professional documents like letters and reports.

1)What is an Office Button?

The office button is an essential element of Microsoft Office Suite 2007. This button was introduced in
Office 2007 with the new Ribbon feature. When we click on the Office button, it displays some useful options which
are used very frequently. Specifically, the Office button provides us options to open, save, print any document, or
perform other common functions.

Office Button Menu Options

The following options or commands are displayed when we click on the Office button:

o New: This option allows us to create a new, blank file in the corresponding Office program, such as MS
Word, MS Excel, PowerPoint, etc.
o Open: This option allows us to open an existing file from the local storage on our computer.
o Save: This option allows us to permanently save a temporary file to our computer after finishing the work.
Additionally, we can save the changes to the current file using this command.
o Save As: This option allows us to save a copy of the active file with the desired file name and file
extension to a desired location on the computer storage.
o Print: This option allows us to take a hard copy of the desired document on paper through a printer.
Alternately, the print option can help us save a copy of the active document to a PDF format.
 o Prepare: This option allows us to prepare the active file for distribution. In particular, the prepare option
helps us view and modify the document properties accordingly. Furthermore, we can also inspect the
hidden metadata of a specific file using this option.
o Send: This option enables us to send or share the desired files directly through the opened Office program
with others. In particular, we may share active documents by e-mail, upload them to OneDrive, or post to a
specific blog. The send option is renamed as 'Save and Send' in Office Suite 2010.
o Publish: This option enables us to distribute the desired document to people. We can even create a specific
blog article with the content inside the file.
o Close: This option helps us to close an active document in a corresponding Office program.

2)Quick Access Toolbar

Quick Access Toolbar lies next to the Microsoft Office Button. It is a customizable toolbar that comes with
a set of independent commands. It gives you quick access to commonly used commands such as Save, Undo, Redo,
etc.When you click the drop-down arrow next to toolbar it offers more commands. With a left click you can add any
of these commands to Quick Access Toolbar. You can also remove the commands added to the tool bar. 

3)Title Bar
It lies next to the Quick Access Toolbar. It displays the title of the currently open document or application.

4)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.

a)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.

b)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.
c)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.

d)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.

e)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.

f)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.

i)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.

II. Files
A)Creating New Document
A new, blank document always opens when you start Microsoft Word. Suppose you want to start another
new document while you are working on another document, or you closed an already opened document and want
to start a new document. Here are the steps to open a new document −
Step 1 − Click the Office button  and select the New option.
Step 2 − When you select the New option from the first column, it will display a list of templates in the second
column. Double-click on the Blank document; this is the first option in the template list

B)Opening Existing Document

There may be a situation when you open an existing document and edit it partially or completely. Follow
the steps given below to open an existing document −
Step 1 − Click the Office button   and select the Open option.
Step 2 − This will display the file Open dialog box. This lets you navigate through different folders and files, and
also lets you select a file which you want to open.
Step 3 − Finally, locate and select a file which you want to open and click the small triangle available on
the Open button to open the file. This will open your selected file.
C)Closing Existing Document

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 Office button and select the Close option.

Step 2 − When you select the Close option and if the document is not saved before closing, it will display the
Warning box asking whether the document should be saved or not.
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

D)How to Save the Document in MS Word

When you create a document it is important to save the document so that it can be viewed or reused later. The basic
steps to save a document are listed below;

o Click the Microsoft Office Button

o A list of different commands appears
o Click the 'Save As' command
o it displays 'Save As' Dialogue Box
o Save the document to desired location with a desired name

You can also choose 'Save' command from the list to save the document to its current location with same title. If you
are saving a fresh document it displays 'Save As' dialogue box.

The shortcut method to save a document is to press "Ctrl+S" keys. It opens the 'Save As' dialogue box where you
can name you document and save it to a desired location.

III.Formatting Text

A)How to Change Font Size in MS Word

You can easily change the font size of your text in the document. The basic steps to change the Font size are listed
below;

o Select the text that you want to modify

o In Home tab locate the Font group
o In Font group click the drop-down arrow next to font size box
o Font size menu appears
o Select the desired font size with a left click
o Select the text and click the increase or decrease font size buttons
B)How to Change Font Style in MS Word

The basic steps to change the font of a text in a document are given below;

o Select the text you want to modify

o Select the Home tab and locate the Font group
o Click the drop-down arrow next to font style box
o Font style menu appears
o With a left click select the desired font style
o If you want to change the font to bold or italic, click the 'B' or 'I' icons on the format bar.

C)Bold, Italic and Underline Commands in MS Word

These commands are given in the Font group in the Home tab. Their functions are given below;

o Bold: It allows you to Bold the text of your document

o Italic: It allows you to Italicize the text of your document
o Underline: It allows you to underline the text of your document

D)How to Change Text Alignment in MS Word

You can change the text alignment in your document to make it more presentable and readable. The basic steps to
change the text alignment are given below;
 o Select the content you want to modify
o In Home tab locate the Paragraph group
o It has four alignment options ;

Align Text Left: Aligns the text towards left margin

Center: Brings the text at centre

Align Text Right: Aligns the text towards right margin

Justify: Aligns the text to both left and right margins

E)How to Change Text Case in MS Word

You can easily change the text case in your document by following the steps given below;

o Select the text you want to change

o In Home tab locate the Font group
o Click the drop-down arrow in 'Change Case' button
o It displays text case menu
o Select the desired case with a left click

The case menu offers four options;

Sentence case: It capitalizes the first letter of each sentence.

Lowercase: It changes the text from uppercase to lowercase.

Copying & Pasting

Word offers different methods to copy and paste text. Some of the popular methods are given below;

Method 1;

o Select the text you want to copy

o Select the Home tab and click the Copy command
 o Place the cursor where you want to paste the text
o Click the Paste command in Home tab

Method 2;

o Select the text

o Place the cursor over the text and right click the mouse
o A menu will appear; with a left click select the "Copy" option
o Now, move the cursor to a desired location and right click the mouse
o A menu will appear; with a left click select the 'Paste" option.

Spell check(how to correct errors )

When you type text in a document, by default the Word informs you if there is any contextual, spelling or
grammatical error. Word informs you in different ways for different errors;
o If there is any contextual error in the document, it will underline the text with blue line.
o If there is any spelling error in the document, it will underline the text with red line.
o If there is any grammar error in the document, it will underline the text with green line.

Steps to correct errors:

o Place the cursor over the text that you want to correct
o Right click the mouse
o A list of suggestions appears
o Choose the correct word with a left click
Check Spelling and Grammar using Review tab
Here is the simple procedure to find out the spelling mistakes and fix them −

Step 1 − Click the Review tab and then click the Spelling & Grammar button.

Step 2 − A Spelling and Grammar dialog box will appear and will display the wrong spellings or errors in grammar. You will
also get suggestions to correct as shown below

Now you have following options to fix the spelling mistakes −

 Ignore − If you are willing to ignore a word, then click this button and Word ignores the word throughout the
document.
 Ignore All − Like Ignore, but this ignores all occurrences of the same misspelling, not just once but throughout the
document.
 Add to Dictionary − Choose Add to Dictionary to add the word to the Word spelling dictionary.
 Change − This will change the wrong word using the suggested correct word.
 Change All − Like Change, but this changes all occurrences of the same misspelling, not just once but throughout
the document.
 AutoCorrect − If you select a suggestion, Word creates an AutoCorrect entry that automatically corrects this
spelling error from now on.

Step 3 − Select one of the given suggestions you want to use and click the  Change option to fix the spelling or grammar
mistake and repeat the step to fix all the spelling or grammar mistake.

Step 4 − Word displays a dialog box when it finishes checking for spelling and grammar mistakes, finally Click OK.
Find Command
The Find command enables you to locate specific text in your document. 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.

Step 2 − Click the Find option in the Editing group on the Home tab or press Ctrl + F to launch the Navigation pane −

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 −