Word Processing

CHAPTER 3
WORD PROCESSING
Office Automation is a necessity for modern offices. The word ‘office automation’ denotes
replacement of manual office operations by machine.
In simple terms, office automation is the use of computer systems to execute a variety of
office operations, such as word processing, electronic filing, accounting, and e-mail. These
operations are the basic requirements of any office or department within an organization.
A variety of office automation devices are used in modern offices which include FAX
machines, copiers, computers, printers etc.
Office automation is the backbone of organizations which makes work easier. Some of
the basic benefits of an office automation system are:
 It eliminates the need for a large staff.
 It handles all the office functions which include dictation, typing, filing,
copying, FAX, e-mails etc.
 It reduces storage space, speeds retrieval and allows several employees to access the
same data at the same time.
 It handles large volume of work in a better manner with greater accuracy and speed.
 It increases the productivity of an organization.
 It facilitates better communication.
 It reduces the operational cost of an organization.
 It saves time and resources of an organization.
3.2 Word Processing
 Paperless office.
 Smart Monitoring.
3.1 MICROSOFT OFFICE - AN INTRODUCTION

The Microsoft Office suite is an essential collection of desktop applications that can assist
user in many projects. It is a complete package includes number of application softwares
like: Word, Excel, PowerPoint, Access and much more. Each program serves a different
purpose and is compatible with other programs included in the package. The suite of
programs is compatible with both the Windows and Macintosh operating system. You can
write letters, perform numerical and logical calculations, prepare presentations, and
maintain records etc. with the help of various tools available in Microsoft Office.
The main components of Microsoft Office suit are- Microsoft Word, Microsoft Excel,
Microsoft PowerPoint, Microsoft Access, Microsoft FrontPage, Microsoft Outlook and Microsoft
Publisher.
 Microsoft Word
Microsoft Word is a word processing program that enable user to create, edit, save and
print documents.
 Microsoft Excel
Microsoft Excel is a spreadsheet program that lets user manipulate the data by using
number of built-in functions.
 Microsoft PowerPoint
Microsoft PowerPoint is a presentation program which helps to create presentations for
business settings.
 Microsoft Access
Microsoft Access is a database management program that lets user to store and organize
data in a set of tables.
 Microsoft FrontPage
Microsoft FrontPage is a website development tool that allows users to create and
manage web pages.
 Microsoft Outlook
Microsoft Outlook is an e-mail software program that allows users to send and receive e-
mail.
Word Processing 3.3
 Microsoft Publisher
Microsoft Publisher is used to produce professional looking publications. With the
layouts and templates in Publisher, you can create brochures, newsletters, invitations,
business cards and more.
3.2 WORD PROCESSING

Word Processing enables the users to create and edit documents. To perform word
processing, we need a computer, a special program called a word processor and a printer.
A word processor enables us to create a document, store it electronically on a disk,
display it on a screen, modify it by entering commands and characters from the keyboard,
and print it on a printer. The most popular examples of word processors are MS-Word,
WordPad and Notepad.
The great advantage or benefits of word processing over using a typewriter are that we can
make changes without retyping the entire document. If we make a typing mistake, we
simply back up the cursor and correct our mistake. If we want to delete a paragraph, we
simply remove it, without leaving a trace. It is equally easy to insert a word, sentence, or
paragraph in the middle of a document. Word processors also make it easy to move sections
of text from one place to another within a document, or between documents. When we have
made all the changes we want, we can send the file to a printer to get a hardcopy.
3.2.1 Word Processing Concepts

Word processing is the act of creating, formatting, and editing documents using a
computer program called a word processor.
Here are some fundamental concepts or features related to word processing:
1. Document: A document is the basic unit of work in word processing. It can include
text, images, tables, and other elements. Documents can be letters, reports, memos,
or any other type of written content.
2. Word Processor: The software application used for creating, editing, and
formatting documents. Examples include Microsoft Word, Google Docs, and
LibreOffice Writer.
3. Text: Text is the written content within a document. Word processing software
allows users to input, edit, and format text, including features like font styles, sizes,
and colors.
4. Editing: Editing involves making changes to the content of a document. Word
3.4 Word Processing
processors provide various tools for editing, such as cut, copy, paste, find, replace,
and spell check.
5. Formatting: Formatting refers to the appearance of text and other elements in a
document. This includes font styles, sizes, alignment, line spacing, indentation, and
the use of bold, italics, or underline.
6. Styles: Styles are sets of formatting options that can be applied consistently
throughout a document. They help maintain a uniform look for headings,
paragraphs, and other elements.
7. Headers and Footers: Headers and footers are sections at the top and bottom of
each page, respectively. They often contain page numbers, document titles, or other
repeating information.
8. Tables: Tables allow users to organize information in rows and columns. Word
processors provide tools for creating, editing, and formatting tables within
documents.
9. Graphics and Images: Word processing software allows users to insert and
manipulate graphics, images, and other visual elements within documents.
10. Bullets and Numbering: Formatting options used to create lists. Bullets represent
unordered lists, while numbering is used for ordered lists.
11. Cut, Copy, and Paste: Operations used to move or duplicate text and other
elements within a document or between different documents.
12. Undo and Redo: Allow users to reverse or repeat the last action performed,
providing a way to correct mistakes.
13. Spell Check and Grammar Check: Word processors typically include spell check
and grammar check features to help users identify and correct spelling and
grammatical errors in their documents.
14. Templates: Templates are pre-designed document formats that users can
customize for specific purposes. They provide a starting point for creating
documents with a consistent layout.
15. Mail Merge: Mail merge is a concept that allows users to create personalized
documents by merging data from a spreadsheet or database into a word processing
document.
16. Macros: Macros are automated scripts that can be used to perform repetitive tasks
in a word processing document.
Word Processing 3.5
17. Search and Replace: It allow users to find specific words or phrases within a
document and replace them with others.
18. Page Layout: Adjusting the overall appearance of a page, including margins,
orientation (portrait or landscape), and page size.
19. Printing: The process of producing a hard copy of a document on paper using a
printer.
20. Document Export: Saving a document in different file formats, such as PDF, for
sharing or printing while maintaining formatting.
3.3 STARTING MICROSOFT WORD

To Start Microsoft Word 2010 from the Start Menu:
1. Click on the Start button, point to All Programs then click on Microsoft Office and
click on Microsoft Word 2010.
2. This will launch Microsoft Word 2010 application and the first screen that you will
see a new blank page document.
Let us understand the various important elements of this window:
1. File Tab: The File tab replaces the Office button from Word 2007. You can click it to
check Backstage view, which is the place to come when you need to open or save
files, create new documents, print a document, and do other file-related operations.
2. Quick Access Toolbar: The Quick Access Toolbar you will find just above the File
tab and its purpose is to provide a convenient place for the Word most frequently
used commands. You can customize this toolbar based on your comfort.
3. Ribbon: Ribbon contains commands organized in three components:
(i) Tabs: Tabs appear across the top of the Ribbon and contain groups of related
commands. Home, Insert and Page Layout are the examples of ribbon tabs.
(ii) Groups: Groups organize related command. Each group name appears below
the group on the Ribbon. For example: Group of commands related to fonts
(Font group) or group of commands related to alignment (Paragraph group)
etc.
(iii) Commands: Commands appear within each group as mentioned above. For
example: Bold, Italic and Underline are the commands appear under Font group
of Home tab.
3.6 Word Processing
Following is the basic window which you get when you start word application:
Quick Acce s s tool
bar
Titl
e bar
Fil
e tab Rul
e r
Ribbon H e l
p
Dial
og Box Launch e r
Vie w buttons Z oom control

Status bar Docum e ntare a
Fig. 3.1 (M icros oftW ord W indow or Scre e n Layout)
4. Title bar: Title bar lies at the top of the window. It shows the program and
document titles.
5. Rulers: Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal
ruler appears just beneath the Ribbon and is used to set margins and tab stops. The
vertical ruler appears on the left edge of the Word window and is used to measure
the vertical position of the elements on the page.
6. Help: The Help Icon can be used to get word related help anytime you like. This
provides tutorial on various subjects related to word.
7. Zoom Control: Zoom control lets you zoom in for a closer look at your text. The
zoom control consists of a slider that you can slide left or right to zoom in or out. +
and - buttons you can click to increase or decrease the zoom factor.
8. View Buttons: The group of five buttons located to the left of the Zoom control,
near the bottom of the screen, lets you switch among Word's various document
views.
(i) Print Layout view: This displays pages exactly as they will appear when
printed.
(ii) Full Screen Reading view: This gives a full screen look of the document.
Word Processing 3.7
(iii) Web Layout view: This shows how a document appears when viewed by a
Web browser, such as Internet Explorer.
(iv) Outline view: Outline view divides a document into sections defined by
headings and text. A heading represents a main idea. Text contains one or more
paragraphs that are attached to a particular heading.
(v) Draft view: This displays the document without top or bottom page margins,
where page breaks appear as dotted lines. For example, headers and footers
are not shown.
9. Document Area: Document area is the area where you type. The flashing vertical
bar is called the insertion point and it represents the location where text will appear
when you type.
10. Status Bar: This displays document information as well as the insertion point
location. From left to right, this bar contains the total number of pages and words
in the document, language etc.
11. Dialog Box Launcher: This appears as very small arrow in the lower-right corner
of many groups on the Ribbon. Clicking this button opens a dialog box or task pane
that provides more options about the group.
3.4 CREATING A NEW DOCUMENT

Word files are called Documents. When you start a new project in Word, you will need
to create a new document, which can either be blank or from a template.
Each time you create a new document, you have the option of choosing different types
of templates that are already formatted and designed for specific purposes, such as a
calendar, newsletter, sales report, or corporate slide show presentation, as shown in Figure
3.2.
To Create a New Document:
1. Click the File tab.
The Backstage View appears.
2. Click New.
A list of templates appears (see Figure 3.2).
3. Double-click the template you want to use.
Word creates a new document based on your chosen template.
3.8 Word Processing
Fig. 3.2 (Cre ating a Ne w Docum e nt– Us ing Te m pl

ate s )
OR
4. Click on New button present under Quick Access Toolbar.
Ne w Button
Fig. 3.3 (Cre ating a Ne w Docum e nt– Us ing Ne w Button)
OR
5. Press Ctrl + N key combination from the keyboard.
3.5 INSERING TEXT

Once you have created a new word document, you can type or insert the text that you
want to appear in your document. The insertion point (also called a cursor) is the blinking
line that indicates where text will be inserted when you begin typing.
To Move the Insertion point:
1. Use your mouse to move your insertion point anywhere within the file. Move your
mouse until the I-beam is where you want your insertion point and click.
2. Use your keyboard's arrow keys to move your insertion point up, down, left, or
right. These movements will move your insertion point one space or line at a time.
This method is especially useful if you only need to move a few spaces or line back
in a file to make a correction.
Word Processing 3.9
3. Hold the Ctrl key (Control key) and press up or down arrow keys to jump up or
down a paragraph at a time.
4. Press Pg Up/Pg Down to jump up/down the document one page at a time.
3.5.1 Inserting File

If you want to insert text from another file or document into the document that you are
working on, then you have to perform the following
steps:
1. First of all, open the file or document in which
you want to insert the text.
2. Now, move the insertion point at that position
where you want to insert the text. Fig. 3.4 (Ins e rting Te xtfrom Fil
e)
Fig. 3.5 (Ins e rtFil

e Dial
og box)
3.10 Word Processing
3. On the Insert tab, in the Text group, click the arrow next to Object, and then click
Text from File. Insert File dialog box will appear.
4. In the Insert File dialog box, locate the file that you want, and then double-click it.
5. Now the contents of the selected file would be inserted at that point in your
currently opened document.
Note: If you want to insert the header and footer also, be sure to insert the text from the
file in a new section so that the header and footer are applied to only those pages.
3.6 OPENING AN EXISTING DOCUMENT

There may be a situation when you open an existing document and edit it partially or
completely.
To Open an Existing Document:
2. Click Open.
An Open dialog box appears, as shown in Figure 3.6
3. Finally locate and select a file which you want to open, and then click Open.
Your chosen file appears, ready for editing.
Fig. 3.6 (O pe n Dial

og box)
Word Processing 3.11
3.6.1 Opening a recently used document

As a shortcut, Word keeps track of your most recently opened documents and stores
them in a list so you can find them again. If you need to open a document that you opened
earlier, you may find it much faster by locating it through this list of recently opened files.
To Open a Recently Used Document:
2. Click Recent.
The list of recently opened documents appears, as shown in Figure 3.7.
3. Click over a document file that you want to open.
Your chosen document appears.
Fig. 3.7 (O pe ning a Re ce ntus e d Docum e nt)
Note: The list of recently opened documents changes each time you open a different file.
If you want to keep a particular filename always displayed on this list, click the Pin icon
that appears to the right of the filename.
3.7 EDITING DOCUMENTS

Editing a document refers to changing or modifying the contents of an existing file.
In simple terms, editing deals with:

1. Adding additional contents into an existing document.
2. Deleting some contents from an existing document.
3. Modifying contents by replacing them with some other contents.
To enter text just starts typing. The text will appear where the blinking cursor is located.
Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and
clicking the left button. The keyboard shortcuts listed below are also helpful when moving
through the text of a document:
Move Action Keystroke
Beginning of the file HOME
End of the file END
Top of the document Ctrl + HOME
End of the document Ctrl + END
3.7.1 Adding additional contents into an existing document

To add a particular word at a particular location, you have to set the cursor at the
desired location. This can be done either by using the keyboard arrow keys or through mouse.
Arrows keys alternatively referred to as cursor keys are used to move the cursor on the
screen. Mouse can also be used for specifying the location of the cursor. Simply, move the
mouse cursor to the desired location and click there.
Text can be inserted in a document at any point using any of the following methods:
1. Type Text: Put your cursor where you want to add the text and start typing.
2. Copy and Paste Text: Highlight the text you wish to copy and right click and click
Copy, put your cursor where you want the text in the document and right click and
click Paste.
3. Cut and Paste Text: Highlight the text you wish to copy, right click, and click Cut,
put your cursor where you want the text in the document, right click, and click
Paste.
4. Drag Text: Highlight the text you wish to move, click on it and drag it to the place
where you want the text in the document.
3.7.2 Deleting some contents from an existing document

To delete some content from an existing document, it must be selected or highlighted
first. Select the text by dragging the mouse over the desired text while keeping the left
mouse button depressed, or hold down the SHIFT key on the keyboard while using the
arrow buttons to highlight the text.
The following table contains shortcuts for selecting a portion of the text:
Selection Technique
Whole word Double-click within the word.
Whole paragraph Triple-click within the paragraph.
Several words or Drag the mouse over the words, or hold down SHIFT while using the
lines arrow keys.
Entire document Under Home Tab, Choose Editing  Select  Select All from the Ribbon
OR Press Ctrl + A.
To delete or erase text in your document, use the Backspace and Delete keys on your
keyboard. The Backspace key erases the text to the left of the insertion point one character at
a time, whereas the Delete key erases the text to the right of the insertion point.
To delete a large selection of text, highlight it using any of the methods outlined above
and press the DELETE key.
3.7.3 Modifying contents by replacing them with some other contents

While working on editing a document you come across a situation very frequently when
you want to search a particular word in your document and will be willing to replace this
word with another word at few or all the places throughout of the document. This can be
done by using Find and Replace option in MS-Word.
Note: The Find and Replace option is discussed in detail under section 3.11.
3.8 SAVING A DOCUMENT

Once you are done with typing in your new word document, it is time to save your
document to avoid losing work you have done on a Word document.
Saving a file stores all your data permanently on a hard disk or other storage device.
To Save a Document:
1. Click the File tab and select Save As option.
Fig. 3.8 (Fil

e Tab: Save As option)
2. A Save As dialog box appears, as shown in Figure 3.9.
Fig. 3.9 (Save As Dial

og box)
3. Select a folder where you would like to save the document, Enter file name which
you want to give to your document and click on Save button.
3.8.1 Saving New Changes

There may be a situation when you open an existing document and edit it partially or
completely, or even you would like to save the changes in between editing of the document.
If you want to save this document with the same name then you can use either of the
following simple options:
(a) Press Ctrl + S keys to save the changes.
(b) Click on the floppy icon available at the top left corner and just above the File tab.
(c) Use the Save option available just above the Save As option under File tab.
If your document is new and it was never saved so far, then with any of the three
options, word would display you a dialogue box to let you select a folder, and enter
document name as explained earlier.
Note:
 Choose Save As to rename a document. Be careful not to overwrite your original
file.
 Save periodically when you are working in an application. Losing information is
never fun. You can quickly save by using the quick- key combination Ctrl + S.
3.9 CLOSING A DOCUMENT

When you are done editing a document file, you need to close it. Closing a file simply
removes the file from your screen but keeps your Word program running so you can edit or
open another file. If you have not saved your file, closing a file will prompt you to save your
changes.
To Close a File:
2. Click Close. If you have not saved your file, a dialog box appears asking whether
you want to save your changes.
(For a faster way to choose the Close Command, press Ctrl+F4.)
3. Click Save to save your changes, Don’t Save to discard any changes, or Cancel to
keep your file open. If you click either Save or Don’t Save, MS-WORD closes your
file.
3.10 FORMATTING
Formatting in a Word document refers to the process of structuring and styling the text,
images, and other elements within a document to enhance its visual appeal and readability.
It includes various aspects such as font style, font size, font color, paragraph alignment, line
spacing, margins, borders, page orientation etc.
3.10.1 Text Formatting

To create and design effective documents, you need to know how to format text. In
addition to making your document more appealing, formatted text can draw the reader's
attention to specific parts of the document and help communicate your message.
To Change the Font:
 Select the text you want to modify.
 Click the drop-down arrow next to the Font box on the Home tab. The Font drop-
down menu appears.
Fig. 3.10 (FontBox in H om e Tab)

 Move the mouse pointer over the various fonts. A live preview of the font will
appear in the document.
 Select the font you want to use. The font will change in the document.
To Format Font Size:
1. Select the text you wish to modify.
Fig. 3.11 (FontSiz e Box in H om e Tab)
2. Left-click the drop-down arrow next to the font size box on the Home tab. The
font size drop-down menu appears.
3. Move your cursor over the various font sizes. A live preview of the font size will
4. Left-click the font style you wish to use. The font style will change in the
document.
To Format Font Color:
Fig. 3.12 (FontCol

ors Box in H om e Tab)
2. Left-click the drop-down arrow next to the font color box on the Home tab. The
font color menu appears.
3. Move your cursor over the various font colors. A live preview of the color will
4. Left-click the font color you wish to use. The font color will change in the
document.
To Use the Bold, Italic, and Underline Commands:
2. Click the Bold(B), Italic(I), or Underline(U) command in the Font group on the
Home tab.
Fig. 3.13 (FontGroup: Bol

d, Ital
ic and Unde rl
ine )
To Change the Text Case:

2. Click the Change Case command in the Font group on the Home tab.
3. Select one of the case options from the list.
Fig. 3.14 (Ch ange Cas e in FontGroup on H om e Tab)
3.10.2 Paragraph Formatting

Paragraph formatting lets you control the appearance of individual paragraphs. For
example, you can change the alignment of text from left to center or the spacing between
lines form single to double.
Paragraph formatting is applied to an entire paragraph. All formatting for a paragraph
is stored in the paragraph mark and carried to the next paragraph when you press the Enter
key.
Paragraph formatting mainly deals with-
(i) Paragraph alignment (left, center, right and justify)
(ii) Line and Paragraph spacing
3.10.2.1 Paragraph Alignment

Paragraph alignment determines how the lines in a paragraph appear in relation to the
left and right margins.
To Change Paragraph Alignment:
1. Select the paragraph you wish to modify.
2. Select one of the four alignment options from the Paragraph group on the Home
tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the right and
left margins. Traditionally many books, newsletters, and newspapers use full-
justification.
Fig. 3.15 (Al

ignm e ntO ptions in Paragraph Group on H om e Tab)
You can also use keyboard shortcuts to change text-alignment.

Ctrl+L= Left Align

Ctrl+R= Right Align
Ctrl+E= Center
Ctrl+J= Justify
Below you will view examples of paragraph that are aligned using the left, center, right,
and justified alignment buttons:
3.10.2.2 Line and Paragraph Spacing

Line space is the amount of vertical space between lines of text in a paragraph. Line
spacing (also known as leading) is typically based on the height of the characters, but you can
change it to a specific value. Setting line spacing to 1.15 will increase the space by 15
percent, and setting line spacing to 3 increases the space by 300 percent (triple spacing).
Adjusting the line spacing will affect how easily your document can be read. You can
increase spacing to improve readability, or reduce it to fit more text on the page.
Note: If a line contains a large text character, graphic, or formula, Word increases the
spacing for that line.
To Change Line Spacing:

1. Select the lines of text you wish to set the line space.
2. Click the Line and Paragraph Spacing command in the Paragraph group on the
Home tab.
Fig. 3.16 (Line and Paragraph Spacing O ption in Paragraph Group on H om e Tab)
3. Place the cursor over each option to see a live preview, and then select the number of
line spaces you want.
OR
4. Select Line Spacing Options at the bottom of the menu, and then select the options
you want in the Paragraph dialog box under Spacing.
Fig. 3.17 (Paragraph Dial

og Box)
Figures 3.18 and 3.19 shows Single-line spaced and Double-line spaced text.
Fig. 3.18 (Singl

e -l
ine s pace d Te xt)
Fig. 3.19 (Doubl

e -l
ine s pace d Te xt)
Paragraph spacing is the amount of space above or below a paragraph. Instead of pressing
Enter multiple times to increase space between paragraphs, you can set a specific amount of
space before or after paragraphs. Extra spacing between paragraphs can make a document
easier to read.
To Change Paragraph Spacing:
1. Click the Line and Paragraph Spacing command on the Home tab.
2. Select Add Space Before Paragraph or Remove Space After Paragraph from the
drop-down menu.
Fig. 3.20 (Line and Paragraph Spacing O ption in Paragraph Group on H om e Tab)
3. From the drop-down menu, you can also select Line Spacing Options to open the
Paragraph dialog box. From here, you can control exactly how much space there is
before and after the paragraph.

og Box)
3.10.3 Page Formatting

Page formatting is an important aspect of word processing, which involves setting up
the layout and appearance of a document to enhance its readability and visual appeal.
MS-Word offers a variety of page layout 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.
3.10.3.1 PAGE ORIENTATION

MS-Word offers two page-orientation options: landscape and portrait.
(i) Landscape means the page is oriented horizontally.
(ii) Portrait means the page is oriented vertically.
To Change Page Orientation:
 Click the Page Layout tab and then 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.
Fig. 3.21(a) (Page Layout: O rie ntation)
 The page orientation of the document will be changed.
3.10.3.2 PAGE SIZE

In MS-Word, by default, the page size of a new document is 8.5 inches by 11 inches
(21.59cm x 27.94cm). 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 must check
that which page sizes your printer supports.
To Change the Page Size:
 Click the Page Layout tab and then click the Size command in the Page Setup
group.
 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 set a custom page size, select More Paper Sizes from the drop-down menu.
 The Page Setup dialog box will appear. Set the values for Width and Height, then
click OK.
Fig. 3.21(b) (Page Se tup Dial

og Box)
3.10.3.3 PAGE MARGINS

A margin is the space between the text and the edge of your document. In MS-Word, by
default, a new document's margins are set to Normal, which means it has a 1-inch space
between the text and each edge. Depending on your needs, MS-Word allows you to change
your document's margin size.
To Change Page Margins:
 Click the Page Layout tab and then click the Margins command in the Page Setup
group.
 A drop-down menu will appear. Click the predefined margin size you want.
 The margins of the document will be changed.
 To set custom margins, select Custom Margins from the drop-down menu.
 The Page Setup dialog box will appear. Set the values for each margin, then
click OK.
Fig. 3.21(c) (Page Se tup Dial

og Box)
3.10.3.4 PAGE BREAK

Page breaks allow you to control where new pages start and end in your document.
To Insert a Page Break:
 Place your cursor where you want the new page to begin and press Ctrl + Enter.
Or
 Click the Page Layout tab.
 In the Page Setup group, click the Breaks button.
 Click Page to insert a page break at the cursor position.
Fig. 3.21(d) (Page Bre ak s )
3.11 FIND AND REPLACE

Microsoft Word allows you to search for specific words in your document as well as
fonts, special characters and formats. The Find and Replace tool of Microsoft Word can really
help you in this regard. It saves your time and effort in your word processing goals.
The Find and Replace feature allows you to search for or to replace specific text, formats,
and special characters. There may be times when you are working on a long document, and
realize you have been spelling a word or name incorrectly. It would take too long to locate
each word individually. The Find and Replace feature makes it easy for you.
For example: Consider a document you are editing that displays Microsoft Word needs to
be updated to Microsoft Excel. Currently the document has the text, Microsoft Word, typed
again and again throughout the document. Using Find and Replace option to replace
Microsoft Word with Microsoft Excel will save your time and effort in your editing process.
To Find a particular word or phrase in a document:
1. To find and replace a word or phrase in the document, click Find or Replace on the
Editing Group under Home Tab of the Ribbon.
Fig. 3.22 (Find and Re pl

ace in th e Editing Group ofRibbon)
2. Find and Replace dialog box appears.
Fig. 3.23 (Find and Re pl

ace Dial
og Box)
3. Type a word, phrase or format in the Find what: box.

4. Click Find Next to start the search.
5. Word will jump to the first instance of that word and will highlight the word.
6. Continue Clicking the Find Next button to find all other instances of that word.
Using Replace:
1. Type the word, phrase or format in the Replace With: box that will replace what is
in the Find what: box.
2. Click Replace.
3. Click Replace All to replace every occurrence of the selected text with the
replacement text.
4. Click Find Next to bypass it and find the next.
5. Click Cancel to quit.
Note: You can perform a more detailed search by clicking the More button on the Find
and Replace dialog box.
3.12 TABLES
A table is a grid of cells arranged in rows and columns. Tables allow large amounts of
text or numbers to be presented in an organized and easy to read manner. Student roll
books, sport statistics, address books, math formulas, menus and many other documents
often incorporate tables to share information.
A few important terms to know before you begin creating tables are:
 Row - A row runs horizontal in a table and is divided by borders.
 Column - A column runs perpendicular in a table and is divided by borders.
 Borders - Separating lines in the table.
 Cell - A cell is the box that is created when your rows and your columns intersect
each other. The cell contains your data or information.
Row dire ction
C
o
l ce l
l ce l
l ce l
l
u
m
n
d
i
r
e
c
t
i
o
n
Fig. 3.24 (Tabl

e)
3.12.1 Insert a Table

There are three methods to insert a table in Word document:
1. Clicking the Table button creates a table with the number of columns and rows
you select from the grid, with all the cells of equal size.
2. You can use the Insert Table dialog box, where you can specify the number of
rows and columns as well as their sizes.
3. You can also create a table by drawing cells the size you want.
When table was created, you can then enter text, numbers, and graphics into the table's
cells, which are the boxes at the intersections of a row and a column.
To Insert a Table (Method 1):
 Click the Insert tab of the Ribbon.
 In the Table group, click the Table icon. Word displays a drop-down list.
Fig. 3.25 (Ins e rta Tabl

e : Drop dow n l
is t)
 Drag the intended table columns and rows from the table grid.
For example, 5 X 5 tables. The table will

automatically insert into the document.
To Insert a Table (Method 2):
 In the Table group, click the Table icon.
 From the drop-down list displayed, click the
Insert Table command. (Fig. 3.26)
 Insert Table dialog box appears.
From the Insert Table dialog box displayed, in the
Table size section, specify the Number of columns
and Number of rows of the table. (Fig. 3.27)
e : Ins e rt
 Click OK. Tabl e Com m and)

e : Ins e rtTabl
e Dial
og Box)
To Draw a Table (Method 3):

 In the Table group, click the Table icon. Word
displays a drop-down list.
 Click on Draw Table from the list of options
(Fig. 3.28). Word changes to Print Layout view
(if you are not already in that view) and changes
the mouse pointer so it looks like a pencil.
 Use the mouse pointer to define the outside
borders of your table, much as you would draw
in a drawing program.
 Use the pencil to draw the columns and rows
into the table. Fig. 3.28 (Ins e rta Tabl
e : Draw Tabl
e)
 Press Esc when you are done.
3.12.2 To Convert Existing Text to a Table

 Select the text you wish to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. (Fig. 3.29)
Fig. 3.29 (Conve rtTe xtto Tabl

e)
 A Convert Text to Table dialog box appears. (Fig. 3.30)

 Choose one of the options in the Separate text at: section. This is how Word knows
what text to put in each column.
Fig. 3.30 (Conve rtTe xtto Tabl

e Dial
og Box)
 Click OK. The text appears in a table.
3.12.3 To Add a Row above an Existing Row

 Place the insertion point in a row below the location you wish to add a row.
Fig. 3.31 (Tabl

e : Adding a Ne w Row )
 Right-click the mouse. A menu appears.

 Select Insert  Insert Rows Above.
Fig. 3.32 (Tabl

e : Ins e rtRow s above an e xis ting row )
 A new row appears above the insertion point.
3.12.4 To Add a Column

 Place the insertion point in a column adjacent to the location you wish the new
column to appear.
 Right-click the mouse. A menu appears.
 Select InsertInsert Columns to the Left or Insert Columns to the Right. A new
column appears.
Fig. 3.33 (Tabl

e : Ins e rtCol
um ns to th e Le ftor Righ t)
3.12.5 To Delete a Row or Column

 Select the row or column.
 Right-click your mouse and a menu appears.
 Select Delete Cells.
Fig. 3.34 (Tabl

e : De l
e te Row or Col
um n)
 Delete Cells dialog box appears. Select Delete entire row or Delete entire column,
then click OK.
Fig. 3.35 (Tabl

e : De l
e te Ce l
ls Dial
og box)
3.12.6 To Apply a Table Style

 Click anywhere on the table. The Design tab will appear on the Ribbon.
 Select the Design tab and locate the Table Styles.
 Click the More drop-down arrow to see all of the table styles.
Fig. 3.36 (Tabl

e : Tabl
e Styl
es)
 Place the mouse over the various styles to see a live preview.
 Select the desired style. The table style will appear in the document.
3.12.7 To Add Borders to a Table

 Select the cells you want to add a border to.
Fig. 3.37 (Tabl

e : Add a Borde r)
 From the Design tab, select the desired Line Style, Line Weight, and Pen Color.
Fig. 3.38 (Tabl

e : Se l
e cting De s ign Styl
es)
 Click the Borders drop-down arrow.

 From the drop-down menu, select the desired border type.
Fig. 3.39 (Tabl

e : Se l
e cting Borde r Type )
 The border will be added to the selected cells.
Fig. 3.40 (Tabl

e w ith adde d Borde r)
3.12.8 To Resize a Table

 Click anywhere inside the table you want to resize.
Fig. 3.41 (Tabl

e : Re s iz e a Tabl
e)
 As soon as you bring your mouse pointer inside the table, a small Cross Icon will
appear at the top-left corner and a small Resize Icon will appear at the bottom-right
corner of the table. (Fig. 3.41)
 Bring the mouse pointer over the Resize Icon till it changes to a diagonal double-
sided arrow.
 Now press the left mouse button and keep holding the button while resizing the
table.
 Drag the table up to make it shorter or down to make it larger. You can drag the table
diagonally to simultaneously change both the width and the height of the table.
3.12.9 To Merge Cells of a Table

 Set your mouse pointer position inside the first cell that you want to merge.
 Now press the Shift key and click the cells around the cell which you want to merge
into the first cell. This will highlight the cells which you click and they will be ready
to be merged.
 Click the Layout tab and then click the Merge Cells button which will merge all the
selected cells.
Fig. 3.42 (Tabl

e : M e rging Ce l
ls Button)
 After merging the cells, all the content of the cells will be scrambled which you can
fix later as you like.
Fig. 3.43 (Tabl

e : Re s ul
tafte r M e rging Ce l
ls)
3.12.10 To Delete a Table

 Click anywhere inside the table you want to delete.
 Select the Layout tab, and click the Delete Table option under the Delete Table
Button to delete the complete table from the document along with its content.
Fig. 3.44 (Tabl

e : De l
e te Tabl
e)
3.13 PROOFING
Proofing means reading each and every word (even punctuation symbols) in a
document slowly and carefully while looking for errors. The main purpose of proofing a
document is to catch every single error, whether it is spelling error, grammatical error or
typing error. Proofing helps to create error free and accurate document.
MS-Word provides you with several proofing features that will help you produce
professional, error-free documents.
To Access the Proofing Options:
 Click the File Tab. A menu will open.
 At the bottom of the menu, click the Options button. Word Options dialog box will
appear.
Fig. 3.45 (W ord O ptions Dial

og Box: Proofing)
 Select Proofing. Dialog box will show you the available proofing options.
 Select the options you want to modify.
 Click OK.
3.13.1 SPELLING AND GRAMMAR CHECK

To make your document appear professional, you will want to make sure it is free from
spelling and grammar errors.
Microsoft Word automatically reviews your grammar and spelling as you type. Green
wavy lines are placed underneath possible grammar mistakes and a red wavy line under
possible spelling mistakes.
Just because Word underlines a word doesn’t necessarily mean that the word is spelled
wrong. It could be a proper name, a foreign word, or just a word that Word is not smart
enough to recognize i.e. all of Word's grammar and spelling errors may not be correct, so
you can choose to ignore these error markings and keep typing, or you can correct the
mistakes and/or add the corrections to Word's dictionary.
Check Spelling As You Type

Word puts a red wavy line under possible spelling mistakes. If you right-click on the
suspected misspelling, Word gives you one or more suggested corrections.
To Use Spell Check as You Type:
 Place your I-Beam over the misspelled word and right-click.
 A menu list displays the following options: boldfaced suggested spellings, Ignore, Add to
Dictionary, AutoCorrect, Language or Spelling.
 Select the boldfaced suggestion to replace the incorrectly spelled word in the
document.
 Select Ignore and Word ignores all future instances of this spelling in this document.
 Select Add to Dictionary and Word adds the underlined word to the dictionary so it
won't be flagged as an error in any other document you create.
 Select AutoCorrect to add the correct spelling to your list of words that Word
automatically corrects as you type.
 Select Language to specify a word as part of another language, preventing Word from
seeing this word as a mistake.
 If you select spelling, the Spelling and Grammar dialog box appears.
Fig. 3.46 (Spe l

lCh e ck )
Check Grammar As You Type

Word puts a green wavy line under possible grammar mistakes.
To Work on Suspected Grammatical Mistakes:
 Place your I-beam over the grammatical mistake and right-click.
 A menu list displays the following options: boldfaced grammar suggestion, Ignore Once,
Grammar, About This Sentence.
Fig. 3.47 (Gram m ar Ch e ck )
 Select Ignore Once and Word ignore the grammatical mistake it believes to exist.
 Select Grammar, and the Grammar dialog box appears.
 Select About This Sentence and the Office Assistant will offer you reasons as to why
Word believes this to be a grammatical error.
Check Spelling and Grammar using Review Tab
Here is the simple procedure to find out wrong spelling mistakes and fixing them:
1. Click the Review tab and then click Spelling & Grammar button.
2. A Spelling and Grammar dialog box will appear and will display wrong spellings
or grammar and correct suggestions as shown below:
Fig. 3.48 (Spe l

ling and Gram m ar Dial
og box)
To Use the Spelling and Grammar Dialog box:

You have following options to fix the spelling mistake:
 Click Ignore Once to ignore this one instance of the grammatical error in your
document.
 Click Ignore Rule to ignore this grammatical error and all other grammatical errors of
this type in the document.
 Click Next Sentence to take you to the next grammatical error listed in your
document.
 Click Change to replace the error with what is in the Suggestion box.
 Click Explain to open the Office Assistant, which will offer you reasons for this error.
3.13.2 THESAURUS
Are you having trouble finding the right word to use?
Microsoft Word offers a Thesaurus feature that can help you find just the right word.
Thesaurus is a book of words that have the same or nearly the same meaning. It provides
a list of synonyms (different words with the same meaning) and antonyms (words with the
opposite meaning) for the text you look up.
To Use Thesaurus:
 Click the word in your document that you want to look up.
 On the Review Tab, under Proofing group, click Thesaurus.
Fig. 3.49 (Th e s aurus in Re vie w Tab)
 To use one of the words in the list of results or to search for more words, do one of
the following:
(a) To replace your selected word with one of the words from the list, point to it,
click the down arrow, and then click Insert.
(b) To copy and paste a word from the list, point to it, click the down arrow, and
then click Copy. You can then paste the word anywhere that you like.
(c) To look up additional related words, click a word in the list of results.
Fig. 3.50 (Th e s aurus : Lis tofRe s ul

ts )
3.13.3 WORD COUNT

A word count is a numerical count of how many words a document contains. It also
counts pages, paragraphs, lines, and characters in a document.
When you need to know how many words, pages, characters, paragraphs, or lines are in
a document, check the status bar of your document file.
For a partial word count, select the words you want to count. The status bar shows the
word count for that selection and for the entire document.
Find the number of characters, paragraphs, and lines by clicking on the word count in the
status bar.
The Word Count dialog box looks like:
Fig. 3.51 (W ord CountDial

og Box)
3.14 HEADER AND FOOTER

Headers and footers appear at the top (headers) and bottom (footers) on one or more
pages of your document. Headers and footers can display information such as titles, chapter
names, dates, and page numbers.
To Insert a Header or Footer:
 Select the Insert tab.
 Click either the Header or Footer command in the Header & Footer group. A drop-
down menu will appear.
 From the drop-down menu, select Blank to insert a blank header or footer, or choose
one of the built-in options.
Fig. 3.52 (H e ade r and Foote r: Drop dow n M e nu)
 The Design tab will appear on the Ribbon, and the header or footer will appear in
the document.
 Type the desired information into the header or footer.
 When you are finished, click Close Header and Footer in the Design tab, or hit the
Esc key.
Note: Once you closed the header or footer, it will still be visible, but it will be locked. To
edit it again, just double-click anywhere on the header or footer, and it will become
unlocked.
To Insert the Date or Time into a Header or Footer:
 Double-click anywhere on the header or footer to unlock it. The Design tab will
appear.
 From the Design tab, click the Date & Time command.
Fig. 3.53 (De s ign Tab: Date & Tim e Com m and)
 Select a date format in the dialog box that appears.
Fig. 3.54 (Date & Tim e Dial

og box)
 Place a check mark in the Update Automatically box if you would like it to always
reflect the current date. Otherwise, it will not change when the document is opened
at a later date.
 Click OK. The date and time now appears in the document.
To Add Page Numbers to an existing Header or Footer:
 Select the Header or Footer. The Design tab will appear.
 Place the insertion point where you want the page number to be. You can place it
anywhere except inside a content control field.
 From the Design tab, select the Page Number command.
 Click Current Position, and then select the desired style. The page number will
Fig. 3.55 (H e ade r and Foote r: Adding Page Num be r)
To Hide the Page number on the first page:

 Select the Header or Footer that contains the page number.
 From the Design tab, place a check mark next to Different First Page. The header
and footer will disappear from the first page. If you want, you can type something
new in the header or footer, and it will only affect the first page.
Fig. 3.56 (H e ade r and Foote r: H iding Page Num be r on Firs tPage )
To Format Page numbers:

 Select the Header or Footer that contains the page number.
 From the Design tab, select the Page Number command.
 Click Format Page Numbers.
Fig. 3.57 (H e ade r and Foote r: Form atPage Num be rs )
 From the dialog box, select the desired Number format.

Fig. 3.58 (H e ade r and Foote r: Page Num be r Form atDial

og box)
 Next to Start at, enter the number you want the page numbers to start with.
Fig. 3.59 (H e ade r and Foote r: Startatoption)
To Edit Header and Footer:

 Click the Insert tab, and click either Header button or Footer button whatever you
want to edit. Assume you are going to edit Header, so when you click Header button
it will display a list of options including Edit Header option.
Fig. 3.60 (H e ade r and Foote r: EditH e ade r)
 Just click on it and word will display editable header for you as shown in Figure 3.61.
Editabl
e H e ade r Cl
os e H e ade r and Foote r
Fig. 3.61 (H e ade r and Foote r: Editabl

e H e ade r)
 Now you can edit your document header and once you are done, click Close Header
and Footer to come out of header edit mode.
Note: You can follow a similar procedure to edit footer in your document.
3.15 BULLETS AND NUMBERING

Microsoft word provides bullets and numbers to put a list of items in a nice order.
Bulleted and numbered lists help to simplify steps or items to the reader. Teachers often use
bulleted lists to highlight important pieces of their lessons. Manuals often include numbered
lists to assist the reader in step-by-step instruction.
A Bullet is usually a black circle but it can be any other symbol used to highlight items in
a list. Use bullets to list items that do not have to be in any particular order. Numbers (or
letters) are used when information has to be in a certain order.
To Create a List:
 Select the text you want to format as a list.
 Click the Bullets or Numbering drop-down arrow on the Home tab.
 Select the bullet or numbering style you want to use, and it will appear in the
document.
 Position your cursor at the end of a list item, then press the Enter key to add an item
to the list.
Fig. 3.62 (Bul

le ts and Num be ring)
 To remove numbers or bullets from a list, select the list, then click the Bullets or
Numbering commands.
Multilevel lists are hierarchical lists which can be applied to paragraphs or headings.
To Create a Multilevel List:
 Select the text you want to format as a multilevel list.
 Click the Multilevel List command on the Home tab.
Fig. 3.63 (M ul
til
e ve lLis t)
 Click the bullet or numbering style you want to use. It will appear in the document.
 Position your cursor at the end of a list item, then press the Enter key to add an item
to the list.
Note: Press Tab or Shift Tab to change levels (or click the Decrease Indent and
Increase Indent buttons).
3.16 FORMAT PAINTER

The format painter in Microsoft word is a handy feature for formatting text. It allows you
to copy formatting that is applied to one piece of text and apply it to others.
For example, if you have formatting a paragraph heading with a certain font face, size,
and style and you want to format another heading the same way, you do not need to
manually add each attribute to the new headline. Instead, use the Format Painter by
following these steps:
 Place the cursor within the text that contains the formatting you want to copy.
 Click on Home Tab  Clipboard  Format Painter. Notice that your pointer now
has a paint brush beside it.
Fig. 3.64 (Form atPainte r)
 The format painter brush will then follow your cursor around, letting you know that
it is active.
 To apply the formatting, select the second line of text. When you release the mouse,
the formatting is applied and the format painter tool is turned off again.
Note:
Double click on the format painter button to apply the same formatting to
multiple pieces of text in the document.
To turn off the format painter, press Esc key or click the format painter button again.
3.17 MACRO
In Microsoft 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. By creating a macro based on a
repetitive task, you have the ability to perform the task in one button click or a keyboard
shortcut.
Typical uses for macros are:
 To speed up your workflow.
 To reduce the chance of making mistakes when performing the steps.
 To simplify your tasks.
 To speed up routine editing and formatting.
 To combine multiple commands — for example, to insert a table with a specific size
and borders, and with a specific number of rows and columns.
 To automate a complex series of tasks.
3.17.1 Record a Macro

 In the View tab, choose Macros  Record Macro.
Fig. 3.65 (Macro: Re cord M acro)
The Record Macro dialog box appears.
Fig. 3.66 (Re cord M acro Dial

og box)
 Give the macro a name in the Macro Name: field.

 Click the Keyboard button to assign a keyboard shortcut to the macro.
 Type a keyboard shortcut combination and Click on Assign button and then click
Close button.
You are now recording a macro in Word. Everything you do is recorded, from typing
text to choosing commands and setting options.
To Stop Recording:
 In the View tab, choose Macros  Stop Recording.
Fig. 3.67 (M acro: Stop Re cording)
 The macro is saved. To play back the macro, press the keyboard shortcut you assigned.
Word repeats all actions taken while the macro was being recorded, playing them
back as though you just issued the commands or typed the text yourself.
3.17.2 Run a Macro

To run a macro, click the button on the Quick Access Toolbar, press the keyboard
shortcut, or you can run the macro from the Macros list.
To Run Macro:
 In the View tab, choose Macros  View Macros.
Fig. 3.68 (Macro: Vie w M acros )
Macro Dialog box will be appeared.
Fig. 3.69 (M acro Dial

og Box)
 In the list under Macro name, click the macro you want to run.
 Click Run.
3.18 CHANGE CASE

Have you ever realized after typing a long paragraph that you accidentally left the Caps
Lock on and all your letters are in Upper Case?
Fortunately, you will not have to re-type the text to correct this mistake. Microsoft Word
offers a quick solution to change the case of your text i.e. the use of Change Case option.
To Change the Case of a Text:
 Select the text you want to change.
 Click Home Tab  Font  Change Case.
Fig. 3.70 (Ch ange Cas e )
Five options are available:

(i) Sentence case – A sentence case is the case where first character of every sentence
is capitalized.
(ii) Lowercase – A lowercase is the case where every word of a sentence is in
lowercase.
(iii) Uppercase – An uppercase is the case where every word of a sentence is in
uppercase.
(iv) Capitalize Each Word: A capitalize case is the case where every first character of
every selected word is in capital.
(v) Toggle Case – Toggle operation will change the case of every character in reverse
way. A capital character will become lower case and lower case character will
become upper case.
Choose the correct option from the list of five options as per the requirement.
3.19 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.
To Add a Drop Cap:
 Select the first character of a paragraph.
 Go to INSERT  Drop Cap.
Fig. 3.71 (Add a Drop Cap)
 Select the drop cap option you want.

(i) To create a drop cap that fits within your paragraph, select Dropped.
Fig. 3.72 (Add a Drop Cap: Droppe d)
(ii) To create a drop cap that is in the margin, outside of your paragraph, select In
margin.
Fig. 3.73 (Add a Drop Cap: In m argin)
Note: 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.
To Remove a Drop Cap:
 Highlight the large drop cap letter.
 Select the first character of a paragraph.
 Go to INSERT  Drop Cap, and select None.
Fig. 3.74 (Re m ove a Drop Cap)
3.20 UNDO AND REDO

UNDO – (Ctrl + Z)
The Undo command lets you “undo” or delete the last change made to your document.
If you make a change or mistake that you do not want or did not mean to do, you can
simply "undo" your action. Word remembers up to 300 actions in a document and allows
you to undo any or all of them as long as you haven't closed the document first.
To undo an action, do one or more of the following:

 Click Undo on the Quick Access Toolbar.
Undo Typing (Ctrl+ Z )
Re do Typing (Ctrl+ Y)
Fig. 3.75 (Undo and Re do Buttons on Quick Acce s s Tool

bar)
OR
 Press keyboard shortcut CTRL+Z.
If you undo an action in the middle of the list, you will also undo all the actions above
the one you select. For example, if you undo the 15th action in your list, you will also be
undoing the 14 actions that came before the one you select.
REDO (Repeat) – (Ctrl + Y)

The Redo feature allows you to repeat the last action and can help to save a lot of time as
you create your document.
To redo an action, do one or more of the following:
 Click Redo on the Quick Access Toolbar.
OR
 Press keyboard shortcut CTRL+Y.
3.21 INDENTS AND OUTDENTS

In Microsoft Word, the term indent is used to describe the distance, or number of blank
spaces used to separate a paragraph from the left or right margins.
Fig. 3.76 (Paragraph form atte d us ing Le ftand Righ tInde nts )
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.
Indents can also be negative. This is called an outdent, which pulls the paragraph outside
of the left/right margin.
Fig. 3.77 (Paragraph form atte d us ing Le ftand Righ tO utde nts )
It's also possible to indent every line except the first line, which is known as a hanging
indent.
Fig. 3.78 (Paragraph form atte d us ing H anging Inde nt)
To Use the Indent Commands:

If you want to indent all lines in a paragraph, you can use the Indent commands on the
Home Tab.
 Select the text you want to indent. Make sure you are on the Home Tab.
 Click the Increase Indent command to increase the indent.
 Click the Decrease Indent command to decrease the indent.
Fig. 3.79 (De cre as e and Incre as e Inde nt)

Note: Clicking the Increase/Decrease Indent buttons is the most convenient way of setting a
left or right indent. Each time you click the Increase or Decrease Indent button, your text is
moved by the default 1/2 inches.
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.
 Place the insertion point at the very beginning of the paragraph you want to indent.
 Press the Tab key. On the ruler, you should see the first-line indent marker move to
the right by 1/2 inch.
3.22 TABS
Tabs are paragraph formatting features used to align text in the document. When you
press the Tab key, Word inserts a tab character and moves the insertion point to the tab
setting, called the tab stop. You can set custom tabs or use default or preset tab settings.
Tabs are used to create tabular listings of texts in the word documents. Tabs are set to
distribute text equally between the left and right margins. By default, a Word document has
built-in tab stops at half-inch intervals.
Fig. 3.80 (Tabs )
If you don’t want to use the half-inch default tab settings, you have two choices:
(i) Change the distance between the default tab stops.
(ii) Create custom tabs.
3.22.1 TYPES OF TABS

The following table describes the most common types of custom tabs used in Microsoft
Word:
Note: Custom tab settings are indicated on the horizontal ruler by tab markers.
3.22.2 SETTING TABS

There are two ways to set tabs:
(1) Setting Tabs by using the Ruler
(2) Setting Tabs by using the Tabs Dialog box
(1) Setting Tabs by using the Ruler

To set the Tabs by using the Ruler, follow these steps:
(i) Click on the Tab alignment button on the left of the horizontal ruler to choose the
type of tab. (say, left-aligned tab).
Fig. 3.81 (Tab Al

ignm e ntbutton: Le ftTab)
(ii) Thereafter, click at different positions on the horizontal ruler to set the tabs or for
making different columns.
Fig. 3.82 (Se tting Tabs atdiffe re ntpos itions )
(iii) Type some text for the first column and hit single tab key. Type text for the second
column and hit single tab key. Repeat the same for all the columns. (Fig. 3.83)
Fig. 3.83 (Se tting Te xtfor Col

um ns )
(iv) Select all the columns.

(v) Select the type of tab by clicking the tab alignment button placed on the left of the
horizontal ruler, till the desired tab type comes.
(vi) Now, click at different position in any column on the horizontal ruler. You will
notice that the next column will move automatically to that point, where you have
clicked the ruler. You can repeat this for all the columns.
Fig. 3.84 (Se tting Tabs in diffe re ntcol

um ns )
(vii) When you press the enter key to insert new line, hitting tab key will take you to the
same position.
Fig. 3.85 (Sam e Tab s e tting for Al

lLine s )
(ii) Setting Tabs by using the Tabs Dialog box

You can set tabs by using the Tabs Dialog box. By using the Tabs dialog box, you get
more precise tab positions and also can insert a specific character (leader) before the tab.
To set the Tabs by using the Tab Dialog box, follow these steps:
(i) On the Home Tab, in the Paragraph group, click the Paragraph dialog box launcher.

og box Launch e r)
(ii) Paragraph Dialog box will be appeared. Click on Tabs.

og box)
(iii) In the Tab stop position box, enter the position (measurement) on the ruler where
you want to set the tab stop.
Fig. 3.88 (Tabs : Tab s top pos ition box)
(iv) Under Alignment, choose Left, Center, Right, Decimal, or Bar.

(v) Under Leader, choose 1 None, 2 dots, 3 dashes, or 4 underline to set.
(vi) Click Set  OK.
3.23 WORDART
WordArt is a gallery of text styles that you can add to your documents to create
decorative effects, such as shadowed or mirrored (reflected) text. You can use WordArt to
add special text effects to your document.
For example, you can stretch a title, skew text, fit text to a preset shape, or apply a
gradient fill. This WordArt becomes an object that you can move or position in your
document to add decoration or emphasis. You can modify or add to the text in an existing
WordArt object whenever you want.
To Add WordArt:
 On the Insert tab, in the Text group, click WordArt, and then click the WordArt
style that you want.
 Enter your text.
Fig. 3.89 (W ordArt: W ordArtStyl

e)
To Remove the WordArt Style:

 When you remove the WordArt style from your text, the text remains and changes
to plain text.
 Select the WordArt text that you want to remove the WordArt style from.
 On the Home tab, in the Font group, click Clear All Formatting.
Fig. 3.9 0 (W ordArt: Re m ove W ordArtStyl

e)
To Delete the WordArt:

 Select the WordArt that you want to remove, and then press DELETE.
3.24 CLIP ART (INSERTING PICTURES AND VIDEO)

Clip art is a collection of pictures or images that can be imported into a document. Clip
art is typically organized into categories, such as people, objects, nature, etc., which is
especially helpful when browsing through thousands of images.
Pictures and videos can be inserted or copied into a document from many different
sources, including downloaded from a clip art Web site provider, copied from a Web page,
or inserted from a folder where you save pictures.
To Insert Clip Art:
 Place your insertion point in the document where you want to insert the clip art.
 On the Insert tab, in the Illustrations group, click Clip Art.
Fig. 3.9 1 (Cl

ip Art)
 In the Clip Art task pane, under Search for text box, type a word or phrase that
describes the clip art that you want, or some of the file name of the clip art and Click Go.
Fig. 3.9 2 (Cl

ip ArtTas k Pane )
 In the list of results, click the clip art to insert it.

To Insert a Picture from a file:
 Place your insertion point where you want the image to appear.
 On the Insert tab, in the Illustrations group, click Picture.
Fig. 3.9 3 (Ins e rtPicture from Fil

e)
 The Insert Picture dialog box appears. Select the desired image file, and then click
Insert to add it to your document.
Fig. 3.9 4 (Ins e rtPicture Dial

og Box)
3.25 AUTOTEXT
AutoText is commonly used text that you often use in your documents. AutoText is a
feature in MS-Word which allows you to quickly insert predefined text, objects or pictures
by simply typing a single keyword. Microsoft Word provides a number of built-in AutoText
entries, and you can create your own AutoText entries as well.
Here are some advantages of using AutoText in Word documents:

 Less Typing.
 Store frequently used text.
 AutoText can be document-type specific.
 AutoText can be shared throughout the enterprise.
To Add an AutoText entry to your document:

 On the Insert Tab, under Text group, click Quick Parts, and then point to AutoText.
 Click the entry that you want to add.
To Create a new AutoText entry:

In Word 2010, AutoText entries are stored as building blocks. To create a new entry, use
the Create New Building Block dialog box.
 In your Word document, select the text that you want to add to your gallery of
AutoText entries.
 On the Insert Tab, in the Text group, click Quick Parts, point to AutoText, and then
click Save Selection to AutoText Gallery.
Fig. 3.9 5 (AutoTe xt: Save Se l

e ction to AutoTe xtGal
le ry)
OR
 Press Alt+F3. Create New Building Block Dialog Box will be displayed. (Fig. 3.96)
Fig. 3.9 6 (Cre ate Ne w Buil

ding Bl
ock )
 Fill out the information in the Create New Building Block dialog box:
(a) Name: Type a unique name for the AutoText building block.
(b) Gallery: Select the AutoText gallery.
(c) Category: Select the General category, or create a new category.
(d) Description: Type a description of the building block.
(e) Save in: Click the name of the template in the drop-down list. For example, click
Normal. A template must be open to be displayed in the drop-down list of
template names.
(f) Options: Choose one of the following:
o Select Insert content in its own page to place the building block on a separate
page with page breaks before and after the building block.
o Select Insert content in its own paragraph to make the content into its own
paragraph, even if the user's cursor is in the middle of a paragraph.
o Select Insert content only for all other content.
 Click OK.
3.26 AUTOCORRECT
Word's AutoCorrect feature can assist you in word processing tasks. AutoCorrect can
help you locate misspelled words and correct them as you type. AutoCorrect can also be
customized so that commonly used words will be automatically entered without having to
type the entire word.
Example:
When typing the misspelled word, stannd, Word will automatically convert this typo to
the correct spelling, stand.
You can use the AutoCorrect feature to correct misprints, capitalization errors, and
misspelled words, as well as automatically insert symbols and other pieces of text. By
default, AutoCorrect uses a standard list of typical misspellings and symbols, but you can
modify the entries in this list.
To Use AutoCorrect:
 Click File  Options  Proofing  AutoCorrect Options.
Fig. 3.9 7 (AutoCorre ctO ptions )
 AutoCorrect Dialog Box will be displayed. Click on AutoCorrect tab.
Fig. 3.9 8 (AutoCorre ctDial

og Box: AutoCorre ctTab)
 Check or de-select any of the following options:

o Show AutoCorrect Options buttons.
o Correct TWo INitial CApitals.
o Capitalize first letter of the sentences.
o Capitalize first letter of table cells.
o Capitalize names of days.
o Correct accidental usage of CAPS LOCK key.
o Replace text as you type.
 Use the Replace: box to type a word you frequently misspell or type a shorthand
word to represent a longer word or phrase, such as Heirrachy.
 Use the With: box to type the correct word, Hierarchy.
 Click Add and then click on OK.
 Click OK.
Fig. 3.9 9 (AutoCorre ct: Re pl

ace Te xtAs You Type )
Note: If you type a misspelled word into AutoCorrect's With: box, AutoCorrect always
misspells that word.
3.27 MAIL MERGE

The Mail Merge feature in Microsoft Word allows you to merge an address file with a
form letter in order to generate multiple copies of the same letter, with one copy for each
address in your file. This automates the task of generating the same letter for multiple recipients.
It is a process of combining generic information (such as a form letter or mass email)
with specific information (such as a specific recipient’s address, name, or title).
In Word 2010, this process is completed using two components:
1. A Main document (For example: A form letter).
2. A Data source (A list of recipients that includes names, addresses, phone numbers,
titles, etc.).
This data source could be an E-mail address book, a Microsoft excel spreadsheet, a database, or
various other files. The main document contains standard text that all final letters will
contain, but it also contains variable placeholders, such as the “Address Book” or the
“Greeting Line”. These generic placeholders are replaced with the specific information for
each recipient obtained from the data source records.
Word 2010 provides easy access to all the commands necessary for creating a mail
merge. These commands are available in the Mailings tab on the Ribbon. You can merge a
mailing list to letters, e-mail messages, envelopes, and labels. The following will show you
the overall process of creating mail merge in Microsoft Word 2010.
Step 1: Accessing Word 2010 Mail Merge commands

 Open a blank Word 2010 document.
 From the Mailings tab, in the Start Mail Merge group, click on Start Mail Merge
icon and from the menu appear, select the desired options to create your mail merge.
Fig. 3.100 (StartM ailMe rge )

Step 2: Choosing a Document Type

 Your options for selecting a document type include the following:
 Letters: allows you to alter one letter and sent it to multiple people (assume we
select this option for demonstration purpose).
 E-mail Messages: allows you to personalize letters designed to be sent to
multiple people via e-mail. For instructions on how to perform this type of
merge, refer to Creating Mail Merge Email.
 Envelopes: allows you to print envelopes addressed to multiple people. For
instructions on how to perform this type of merge, refer to Creating Mail Merge
Envelopes.
 Labels: allows you to print labels addressed to multiple people. For instructions
on how to perform this type of merge, refer to Creating Mail Merge Labels.
 Directory: allows you to gather varied but related information into a list such as
a collection of lists regarding department directory, can includes list names,
phone numbers, etc.
Step 3: Choosing the Recipients

 From the Mailings tab, in the Start Mail Merge group, click on Select Recipients
icon and from the menu appear, select the desired options to select recipients:
Fig. 3.101 (Se l

e ctRe cipie nts )
 Type New List: Unless you already have a list created for mail merging, you
have to build a new one by typing each recipient.
 Use Existing List: When you have a database list you want to use, this option
makes the most sense. After choosing the list from the Select Data Source dialog
box, where you can choose the file you want to use.
 Select from Outlook Contacts: Uses your existing Outlook contacts as recipients.
Unless your PC is on a network with the proper kind of Microsoft Server

software installed, you can forget this option.
Step 4: Write and Insert Fields

 Place the insertion pointer where you want a field to appear.
 From the Mailings tab, in the Write & Insert Fields group, click the desired options
to add text and variable information to your document. Frequently used options
include:
 Address Block: to specify the format of your recipients' names, whether to insert
the company name and postal address, and the format of the postal address.
 Greeting Line: to format how the greeting line will appear (e.g., Dear Mr. Rahul,)
and choose which format to use for unknown names (e.g., Dear Sir or Madam,).
 Insert Merge Field: to insert fields for a variety of common options (such as the
first or last name, phone number, or state of each recipient).
Step 5: Previewing Your Documents

The Mail Merge task pane presents you with an opportunity to review what the merged
document will look like. This way, you can go back and make any last-minute changes to
fine-tune your merge.
 From the Mailings tab, in the Preview Results group, click the Preview Results
icon.
 You can browse through the documents for the other entries by clicking the Previous
or Next button.
Step 6: Completing the Mail Merge

The last step to complete the merge is to accept the preview of how the merge will look
and direct Word to perform the merge. You can print the merged documents or, prior to
printing, you can edit individual documents.
3.28 TEMPLATE
Every Microsoft Word document is based on a template. A template is not a document
file; rather it determines the basic structure for a document that can be saved and used over
and over again. Template contains document settings such as AutoText entries, fonts, key
assignments, page layout, special formatting, and styles. A document created using a template
will have access to all of these features and a large part of your job in creating a new
document will be done for you if your templates are well-designed.
A template is a pre-designed document that you can use to create new documents with
the same formatting. With a template, many of the big document design decisions such as
margin size, font style and size, and spacing are predetermined.
3.28.1 Create a New Document with a Template

Templates can help you create a more professional and visually appealing document.
Microsoft Word provides a large collection of templates. To use templates, you will need to
know how to create a new document with a template and how to insert text into the
template.
To Insert a Template:
1. Click the File tab to go to Backstage view.
2. Select New. The New Document pane appears.
3. Click Sample templates to choose a built-in template, or select an Office.com
template category to download a template.
Fig. 3.102 (Se l

e ctth e Te m pl
ate )
4. Select the desired template, and then Click Create. A new document will appear
using the template you have selected.
3.28.2 Entering information into a Template

Templates include placeholder text that is surrounded by brackets. To personalize your
document, you will need to replace the placeholder text with your own text.
To Insert Text into a Template:
1. Click the text you want to replace. The text will appear highlighted, and a template
tag will appear.
2. Enter some text. It will replace the placeholder text.

To Change Pre-filled Information:
In some templates, your name or initials will be automatically added. This is known as
pre-filled information. If your name or initials are incorrect, you will need to change them in
Word Options.
1. Click the File tab to go to Backstage view.
2. Click the Options button. The Word Options dialog box appears.
3. Enter the user name and/or initials in the General section, and then click OK.
Fig. 3.103 (W ord O ptions Dial

og Box)
3.28.3 Creating New Template

You can create a fresh new template based on your requirement or you can modify an
existing template and save it for later use as a template. A Microsoft Word template file has
an extension of .dotx.
To Create a New Template Using an existing Template:

(1) Click the File tab and then click the New option; this will display the Available
Templates to be selected. Select any of the available templates and open it.
(2) You can now modify an open template as per your requirements and once you are
done, you can save this template with a .dotx extension which is a standard
extension for Microsoft Word Templates.
To Create a New Template from a New Document:

(1) You can create a template from a new document as well. Click the File button, and
click New option to open a new document.
(2) Under Available Templates, double click Blank Document to create a new
document template.
(3) Save the template with a unique name and .dotx extension.
(4) You can save the created template anywhere you click and whenever you like to
use this template, just double-click over the template file and it will open a new
template-based document for you.
3.29 STYLE
A style is a set of formatting characteristics that you can apply to text, tables, and lists in
your document to quickly change their appearance. When you apply a style, you apply a
whole group of formats in one simple task.
For example, instead of taking three separate steps to format your title as 16 pt, Arial,
and center-aligned, you can achieve the same result in one step by applying the Title style.
The following are the types of styles you can create and apply:
 A paragraph style controls all aspects of a paragraph's appearance, such as text
alignment, tab stops, line spacing, and borders, and can include character
formatting.
 A character style affects selected text within a paragraph, such as the font and size of
text, and bold and italic formats.
 A table style provides a consistent look to borders, shading, alignment and fonts in
tables.
 A list style applies similar alignment, numbering or bullet characters, and fonts to lists.
When you want to change the style of text, you can apply an existing style, also known
as a built-in style. If you do not see a style with the characteristics you want, you can create a
new style, and then apply it.
To Select a Style:
 Select the text you want to format.
 In the Styles group on the Home tab, hover over each style to see a live preview in the
document. Click the More drop-down arrow to see additional styles.
 Select the style you want. The selected text appears formatted in the style.
To Modify a Style:
 Locate the style you want to change in the Styles group.
 Right-click the style. A drop-down menu will appear.
 Click Modify, and the Modify Style dialog box appears.
Fig. 3.104 (M odify Styl

e Dial
og box)
 Make the desired changes to the formatting. If you want, you can also change the
name of the style.
 Click OK to apply the modifications to the style.
To Create a New Style:

 Click the arrow in the bottom-right corner of the Styles group. This opens the Styles
task pane.
Fig. 3.105 (Styl

e s Tas k Pane )
 Select the Save Selection as a New Quick Style…button at the bottom. A dialog box
will appear. (Fig. 3.106)
Fig. 3.106 (Cre ate Ne w Styl

e from Form atting Dial
og Box)
 Enter a Name for the style, and set the text formatting (by clicking on Modify button)
the way you want.
 Click OK, and the new style will appear in the task pane.
3.30 TABLE OF CONTENTS (TOC)

A table of contents (TOC) is just like the list of chapters at the beginning of a book. It lists
each section in the document and the page number where that section begins. A really basic
table of contents might look like this:
Fig. 3.107 (Tabl

e ofConte nts )
A table of content helps in navigating through a Word document by providing associated

page numbers and direct links to various headings available on those pages.
Though, you can create a table of contents manually by typing the section names and
page numbers, but it would take a lot of work. And if you ever decide to rearrange your
sections or add more information, you will have to update everything all over again.
However, with the right formatting, MS-Word can create and update a table of contents
automatically.
3.30.1 CREATING TABLE OF CONTENTS

To Create Table of Contents:
(1) First, go through the document and add different levels of headings with a heading
style.
 Type a heading. Thereafter, on the Home tab, under Styles group, select the
Heading 1, Heading 2, or Heading 3 style. By default, any text that you apply
these styles to will show up as an entry in the table of contents. So, you can
decide how you want to use the three heading levels.
For example, you could use Heading 1 for Preface, Heading 2 for Unit 1 and
Heading 3 for Chapter 1. (Fig. 3.108)
Fig. 3.108 (Tabl

e ofConte nts : Add H e adings w ith diffe re ntH e ading Styl
es)
(2) When you are finished, click where you want to add the table of contents. You can
insert a table of content anywhere in the document, but the best place is always at
the beginning of the document. So, bring your insertion point at the beginning of
the document and then click the References tab followed by the Table of Content
button; this will display a list of Built-In Table of Contents options. (Fig. 3.109)
Fig. 3.109 (Tabl

e ofConte nts : Buil
t-In TO C options )
(3) Select any of the displayed options by simply clicking on it. A table of content
(TOC) will be inserted at the selected location. (Fig. 3.110)
Fig. 3.110 (Tabl

e ofConte nts : TO C ins e rte d ats e l
e cte d l
ocation)
(4) Now, if you press the Ctrl key and then click over the any link available in the table
of content, it will take you directly to the associated page. (Fig. 3.111)
Fig. 3.111 (Tabl

e ofConte nts : Link s in TO C)
(5) You can select number of levels of headings in your table of content. If you click on
the Insert Table of Contents option available in the option menu (Fig. 3.112), then
it will show you a dialog box (Fig. 3.113), where you can select the number of levels
you want to have in your table of content. You can turn ON or turn OFF the Show
Page Numbers option. Once done, click the OK button to apply the options.
Fig. 3.112 (Tabl

e ofConte nts : Ins e rtTabl
e ofConte nts O ption)
Fig. 3.113 (Tabl

e ofConte nts : TO C Dial
og Box)
3.30.2 UPDATING TABLE OF CONTENTS

When you work on a Word document, then number of pages and their content keep
varying and accordingly you need to update your Table of Contents.
To Update an Existing Table of Contents:

 Click the References tab  Table of Contents group  Update Table button.
Fig. 3.114 (Tabl

e ofConte nts : Update Tabl
e Button)
 The Update Table of Contents dialog box will be displayed with two options.
Fig. 3.115 (Tabl

e ofConte nts : Update Tabl
e ofConte nts dial
og box)
 If you want to update just the page numbers then select the first option Update page
numbers only available in the dialog box but if you want to update the entire table,
then select the second option Update entire table and you will find your table of
content updated with all the latest changes.
3.30.3 DELETING TABLE OF CONTENTS

To Delete the Table of Contents:
 Click the References tab  Table of Contents group  Table of Contents button. It
will display a list of Table of Contents options along with Remove Table of
Contents option available at the bottom.
Fig. 3.116 (Tabl

e ofConte nts : Re m ove Tabl
e ofConte nts O ption)
 Click over the Remove Table of Contents option to delete the existing table of
contents.
3.31 PRINT PREVIEW AND PRINTING A DOCUMENT

Print Preview refers to view of the document as it will appear when you print it.
To Preview a Document:
 Open the document the preview of which you want to see.
 Click the File tab followed by the Print option; this 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 the given Scrollbar.
 Once you are done with your preview, you can click the Home tab to go to the actual
content of the document.
To print a document, your computer needs to be connected to a printer. Although print
is not necessary in order to use Word, but if you want to send a letter in the post or print out
a poster, then you will need to have access to a printer.
To Print a Document:
 Open an existing Word document or start a new document and type your text.
 Once you have completed your document and are ready to print, click File tab in the
top left corner of your document.
Fig. 3.117 (Fil

e Tab)
 Move down and click Print in the menu. This will bring up the Print dialog box.
Fig. 3.118 (PrintDial

og box)
 Choose how many copies of your document you need.

 Depending on your printer options, you can choose other printing features such as
whether you want to print all pages or only certain pages. You can also change the
orientation of the print from portrait to landscape and tell your computer and printer
whether you are printing on a certain size of paper. You will also see, on the right, a
preview of your printed document will look like.
 When you are satisfied with your settings, then click Print. The document will now
start printing on your printer.
Fig. 3.119 (PrintDial

og box: Printcopie s )
3.32 CITATIONS
Citations are references to sources that you have used in your writing. They provide a
way for your readers to track down the original sources of your information. Citations are
also important for academic integrity, as they show that you have done your research and
are not plagiarizing the work of others.
Microsoft Word has a built-in citation tool that can help you add citations to your
documents.
To Add Citation:
 Click at the end of the sentence or phrase that you want to cite.
 Click the References tab.
 In the Citations & Bibliography group, click Insert Citation.
iograph y  Ins e rtCitation)

Fig. 3.120 (Re fe re nce s tab: Citations & Bibl
 Create Source Dialog box will appear. Select the Type of Source you want to cite.
(for example, Book)
 Enter the information about the source in the Create Source dialog box.
Fig. 3.121 (Citations : Cre ate Source Dial

og box)
 Click OK. The citation will be inserted into your document.
3.33 REFERENCES AND FOOTNOTES

In Microsoft Word, references and footnotes are two different ways of citing sources and
adding additional information to your document.
References are used to create a list of sources that you have used in your document.
This list is typically placed at the end of the document, and it is often formatted in a specific
style.
To Create a Reference:
 Click the References tab, and then click Insert Citation.
 In the Create Source dialog box, select the Type of Source you want to create, and
then enter the required information.
Fig. 3.122 (Re fe re nce s : Cre ate Source Dial

og box)
 Once you have created your reference, you can insert it into your text by clicking the
Insert Citation button and selecting the reference you want to insert.
Fig. 3.123 (Re fe re nce s : Se l

e cting th e re fe re nce )
Footnotes are used to provide additional information about a specific word or phrase in
your document. Footnotes are typically placed at the bottom of the page, and they are
numbered consecutively.
To Create a Footnote:
 Place your cursor where you want the footnote to appear.
 Click the References tab.
 In the Footnotes group, click Insert Footnote.
Fig. 3.124 (Re fe re nce s tab: Footnote s  Ins e rtFootnote )
 Footnote dialog box will appear. Type your footnote text there.
Fig. 3.125 (Footnote Dial

og box: Footnote Te xt)
3.34 SHORT CUT KEYS

A special key combination that causes a specific command to be executed. Typically,
shortcut keys combine the Ctrl or Alt keys with some other keys. In Word 2010, function
keys (F1, F5 etc.) are also often used as shortcut keys.
Below is a listing of all the major shortcut keys used in Microsoft Word:
Shortcut key Description
Ctrl + A Select all contents of the page.
Ctrl + B Bold highlighted selection.
Ctrl + C Copy selected text.
Ctrl + D Open the font preferences window.
Ctrl + E Aligns the line or selected text to the center of the screen.
Ctrl + F Open Find box.
Ctrl + G Open Go To box.
Ctrl + H Open Replace box.
Ctrl + I Italic highlighted selection.
Ctrl + J Aligns the selected text or line to justify the screen.
Ctrl + K Insert Hyperlink.
Ctrl + L Aligns the line or selected text to the left of the screen
Ctrl + M Indent the paragraph.
Ctrl + N Open a new blank document.
Ctrl + O To open an existing file.

Ctrl + P Open the print window.
Ctrl + R Aligns the line or selected text to the right of the screen.
Ctrl + S To Save a document.
Ctrl + T Create a hanging indent.
Ctrl + U Underline highlighted selection.
Ctrl + V Paste.
Ctrl + W Close a document.
Ctrl + X Cut selected text.
Ctrl + Y Redo the last action performed.
Ctrl + Z Undo last action.
Ctrl + Shift + L Quickly create a bullet point.
Ctrl + Shift + F Change the font.
Ctrl + ] Increase selected font +1pts.
Ctrl + [ Decrease selected font -1pts.
Ctrl + Del Deletes word to right of cursor.
Ctrl + Backspace Deletes word to left of cursor.
Ctrl + End Moves the cursor to the end of the document.
Ctrl + Home Moves the cursor to the beginning of the document.
Ctrl + Spacebar Reset highlighted text to the default font.
Ctrl + 1 Single-space lines.
Ctrl + 2 Double-space lines.
Ctrl + 5 1.5-line spacing.
Ctrl + F2 Display the print preview.
F1 Open Help.
F5 Open the find, replace, and go to window in Microsoft Word.
F7 Spell-check and grammar check on selected text or document.
F12 Save as.
Shift + Insert Paste.
Shift + Alt + D Insert the current date.
Shift + Alt + T Insert the current time.

Short Answer Questions
Q1. W h atis W ord Proce s s ing?Expl
ain its be ne fits .
Ans : W ord proce s s ing e nabl e s th e us e rs to cre ate and e dit docum e nts . To pe rform w ord
proce s s ing, w e ne e d a com pute r, a s pe cialprogram cal le d a w ord proce s s or and a printe r. A
w ord proce s s or e nabl e s us to cre ate a docum e nt, s tore ite le ctronical
ly on a dis k , dis pl
ay iton
a s cre e n, m odify it by e nte ring com m ands and ch aracte rs from th e k e yboard, and printiton a
printe r. Th e m os t popul ar e xam ple s of w ord proce s s ors are M S-W ord, W ordPad and
Note pad.
Th e gre at advantage or be ne fits of w ord proce s s ing ove r us ing a type w rite r are th at w e can
m ak e ch ange s w ith out re typing th e e ntire docum e nt. If w e m ak e a typing m is tak e , w e s im ply
back up th e curs or and corre ct our m is tak e . If w e w ant to de l e te a paragraph , w e s im pl y
re m ove it, w ith out l
e aving a trace . It is e q uall
y e as y to ins e rt a w ord, s e nte nce , or paragraph
in th e m iddl e of a docum e nt. W ord proce s s ors al s o m ak e it e as y to m ove s e ctions of te xt
from one pl ace to anoth e r w ith in a docum e nt, or be tw e e n docum e nts . W h e n w e h ave m ade
al lth e ch ange s w e w ant, w e can s e nd th e fil
e to a printe r to ge ta h ardcopy.
Q2. W h atis M icros oftW ord?
Ans : M icros oft W ord is th e pow e rfulw ord proce s s ing appl ication s oftw are in th e M icros oft O ffice
Suite . It al l
ow s you to cre ate a varie ty of profe s s ional -l
ook ing docum e nts s uch as l e tte rs ,
broch ure s , and m ore . It e nable s you to s tore a docum e nte le ctronically on a dis k , dis pl
ay iton
a s cre e n, m odify itby e nte ring com m ands and ch aracte rs from th e k e yboard, and printiton a
printe r.
Q3. W h atdo you m e antby Tabbe d Ribbon Sys te m in W ord 2010?
Or
Expl
ain Ribbon M e nu in W ord 2010.
Ans : In W ord 2010, m e nu bar and tool bar h ave be e n re pl ace d by th e tabbe d Ribbon s ys te m .
Ribbon is a com bination of m e nu bar and toolbar. Th e Ribbon is de s igne d to h e l p you
q uick l
y find th e com m ands th at you ne e d to com pl e te a tas k . Com m ands are organiz e d in
logicalgroups , w h ich are col
le cte d toge th e r unde r tabs .
(Ribbon)
Q4. Dis cus s th e w ork ing ofForm atPainte r.

Ans : Re fe r s e ction 3.16
Q5. W rite a s h ortnote on Te m pl
ate .
Ans : Eve ry M icros oft W ord docum e nt is bas e d on a te m pl ate . A te m pl ate is not a docum e nt fil
e;
rath e r it de te rm ine s th e bas ic s tructure for a docum e nt th at can be s ave d and us e d ove r and
ove r again. Te m pl ate contains docum e nt s e ttings s uch as AutoTe xt e ntrie s , fonts , k e y
as s ignm e nts , page l ayout, s pe cialform atting, and s tyl e s . A docum e nt cre ate d us ing a
te m plate w il lh ave acce s s to al lof th e s e fe ature s and a l arge part of your job in cre ating a
ne w docum e ntw il lbe done for you ifyour te m pl ate s are w e ll-de s igne d.
A te m pl ate is a pre -de s igne d docum e nt th at you can us e to cre ate ne w docum e nts w ith th e
s am e form atting. W ith a te m pl ate , m any of th e big docum e nt de s ign de cis ions s uch as
m argin s iz e , fonts tyl e and s iz e , and s pacing are pre de te rm ine d.
Q6. W h at are H e ade r and Foote r? Lis t any th re e us e s of h e ade r and foote r in w ord
proce s s ing.
Or
W h atis H e ade r & Foote r?Dis cus s its be ne fits .
Ans : H e ade rs and foote rs appe ar at th e top (h e ade rs ) and bottom (foote rs ) on one or m ore page s
of your docum e nt. H e ade rs and foote rs can dis pl ay inform ation s uch as titl
e s , ch apte r nam e s ,
date s , and page num be rs .
Us e s ofH e ade r and Foote r in W ord Proce s s ing:
 H e ade rs and foote rs are us e fulfor incl
uding m ate rialth at you w ant to appe ar on e ve ry
page ofa docum e nts uch as your nam e , th e titl
e ofth e docum e nt, or page num be rs .
 A h e ade r is a top m argin and foote r is th e bottom m argin of e ach page and is h e l
pfulto
s e parate s e ctions from th e m ain docum e nt.
 Th e pre s e nce of both h e ade r and foote r in th e W ord docum e nt m ak e s your docum e nt
m ore profe s s ionaland e as ie r to re ad as w e l
las unde rs tand.
Q7. De fine Inde nt. Lis tany th re e us e s ofinde nt.
Or
W h atis th e us e ofInde ntin M S-W ord?
Ans : In M icros oft W ord, th e te rm inde nt is us e d to de s cribe th e dis tance , or num be r of bl
ank
s pace s us e d to s e parate a paragraph from th e l
e ftor righ tm argins .
In m any type s of docum e nts , you m ay w ant to inde nt onl y th e firs t l
ine of e ach paragraph .
Th is h e l
ps to vis ual
ly s e parate paragraph s from one anoth e r.
Us e s ofInde nt:
 An inde nts e ts th e dis tance be tw e e n th e l
e ftand th e righ tm argins .
 Itprovide s its us e r w ith be autifulpage form atting.
 Itcan e nh ance th e re adabil
ity and th e ge ne rall
ook ofyour docum e nt.
Q8. W rite a note on form atting a w ord fil
e.
Ans : Form atting re fe rs to th e w ay a docum e nt is l aid out on th e page . Th e w ay it l ook s and is
vis uall
y organiz e d and it addre s s e s th ings l
ik e - font s e l
e ction, fonts iz e and pre s e ntation (l ik e -
bol d or ital
ics ), s pacing, m argins , al
ignm e nt, col um ns , inde ntation, and l is ts . A w e l
lform atting
docum e ntis cons is te nt, corre ctand e as y to re ad.
Q9 . W h atis th e us e ofAuto-corre ctin M S-W ord?
Ans : W ord's AutoCorre ct fe ature can as s is t you in w ord proce s s ing tas k s . AutoCorre ct can h e l p
you l ocate m is s pe l le d w ords and corre ct th e m as you type . AutoCorre ct can al s o be
cus tom iz e d s o th at com m only us e d w ords w il
lbe autom atical
ly e nte re d w ith out h aving to type
th e e ntire w ord.
Example:
W h e n typing th e m is s pe l
le d w ord, s tannd, W ord w il
lautom atical
ly conve rt th is typo to th e
corre ct s pe l
ling, s tand.
Q10. W rite a note on ‘Find and Re pl
ace ’ in M S-W ord?
Q11. W h atis th e us e ofUNDO and REDO ?
Ans : Th e Undo fe ature l e ts you “undo” or de le te th e l
as t ch ange m ade to your docum e nt. If you
m ak e a ch ange or m is tak e th at you do not w ant or did not m e an to do, you can s im pl
y "undo"
your action. Pre s s k e yboard s h ortcutCTRL+ Z to undo your l as taction.
Th e Re do fe ature al
low s you to re pe at th e l as t action and can h e l
p to s ave a l
ot of tim e as
you cre ate your docum e nt. Pre s s k e yboard s h ortcutCTRL+ Y to re do your action.

Long Answer Questions
Q1. W h atis W ord proce s s ing?Dis cus s th e various fe ature s ofw ord proce s s ing.
Ans : Re fe r s e ction 3.2 & 3.2.1
Q2. H ow th e s pe l
ling and gram m ar is ch e ck e d in M S-W ord?
Ans : Re fe r s e ction 3.13.1
Q3. W h atis Paragraph Form atting?W rite th e s te ps to form ata paragraph .
Ans : Re fe r s e ction 3.10.2
Q4. W h at is M acro? H ow can you cre ate a m acro in M S-W ord? Expl
ain w ith th e h e l
p of
s uitable e xam pl
e.
Ans : Re fe r s e ction 3.17, 3.17.1 & 3.17.2
Q5. Expl ain th e proce dure to ins e rt H e ade rs and Foote rs in M S-W ord. Al s o de s cribe th e
purpos e of us ing h e ade rs and foote rs al ong w ith various s e ttings for h e ade rs and
foote rs .
Q6. W h atis M ailM e rge ?Dis cus s th e proce s s ofm ailm e rge .
Or
Expl
ain w h atis m ailm e rge and h ow you can m ailm e rge a docum e nt.
Q7. H ow Inde nts and O utde nts h e l
p to s e tm argins ?
Q8. W h atare th e s te ps to ope n and s ave a docum e ntin M S-W O RD?
Ans : Re fe r s e ction 3.6 & 3.8
Q9 . W h atare Te m pl
ate s ?H ow to cre ate a Ne w Docum e ntw ith a Te m pl
ate ?
Ans : Re fe r s e ction 3.28 & 3.28.1


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CHAPTER 3

3.1 MICROSOFT OFFICE - AN INTRODUCTION

3.2 WORD PROCESSING

3.2.1 Word Processing Concepts

3.3 STARTING MICROSOFT WORD

Vie w buttons Z oom control

Fig. 3.1 (M icros oftW ord W indow or Scre e n Layout)

3.4 CREATING A NEW DOCUMENT

Fig. 3.2 (Cre ating a Ne w Docum e nt– Us ing Te m pl

Fig. 3.3 (Cre ating a Ne w Docum e nt– Us ing Ne w Button)

3.5 INSERING TEXT

3.5.1 Inserting File

Fig. 3.5 (Ins e rtFil

3.6 OPENING AN EXISTING DOCUMENT

Fig. 3.6 (O pe n Dial

3.6.1 Opening a recently used document

Fig. 3.7 (O pe ning a Re ce ntus e d Docum e nt)

3.7 EDITING DOCUMENTS

In simple terms, editing deals with:

3.7.1 Adding additional contents into an existing document

3.7.2 Deleting some contents from an existing document

Whole word Double-click within the word.

Whole paragraph Triple-click within the paragraph.

3.7.3 Modifying contents by replacing them with some other contents

3.8 SAVING A DOCUMENT

Fig. 3.8 (Fil

2. A Save As dialog box appears, as shown in Figure 3.9.

Fig. 3.9 (Save As Dial

3.8.1 Saving New Changes

3.9 CLOSING A DOCUMENT

3.10.1 Text Formatting

Fig. 3.10 (FontBox in H om e Tab)

Fig. 3.11 (FontSiz e Box in H om e Tab)

Fig. 3.12 (FontCol

Fig. 3.13 (FontGroup: Bol

To Change the Text Case:

Fig. 3.14 (Ch ange Cas e in FontGroup on H om e Tab)

3.10.2 Paragraph Formatting

3.10.2.1 Paragraph Alignment

Fig. 3.15 (Al

You can also use keyboard shortcuts to change text-alignment.

Ctrl+L= Left Align

3.10.2.2 Line and Paragraph Spacing

To Change Line Spacing:

Fig. 3.17 (Paragraph Dial

Fig. 3.18 (Singl

Fig. 3.19 (Doubl

Fig. 3.21 (Paragraph Dial

3.10.3 Page Formatting

3.10.3.1 PAGE ORIENTATION

Fig. 3.21(a) (Page Layout: O rie ntation)

 The page orientation of the document will be changed.

3.10.3.2 PAGE SIZE

 The page size of the document will be changed.

Fig. 3.21(b) (Page Se tup Dial

3.10.3.3 PAGE MARGINS

Fig. 3.21(c) (Page Se tup Dial

3.10.3.4 PAGE BREAK

Fig. 3.21(d) (Page Bre ak s )

3.11 FIND AND REPLACE