23

Introduction to Microsoft Office

What is Microsoft Office ?

Ans. MS-Office is a set of application program developed by Microsoft Company. It has
Many application programs such as MS-Word, MS-Excel, MS-Power Point, & MS-
Access. MS-Office provides many feature to the user. All most work related to office
could be do with MS-Office programs. Microsoft Office is the one of the mostly used
software packages in today time.
Microsoft Office is a package of some smart Microsoft Programs. They are easy to
learn and powerful to work with him.
Use of Microsoft Office :-
1. Simple calculations
2. Storing large volumes of data for future retrieval (open).
3. Preparing letter and storing them.
4. Easy to learn and work with.

Introduction To Microsoft Word

What is Microsoft Word ?

Ans. Microsoft Word is a window based application and normally as an icon in the
Microsoft Office Group. Microsoft Word is a powerful word processor. A word
processor is a computer program that help in you to create, edit, print, modify & save
document for future retrieval (open) and revision.

24
Word Processor:
A word processor is a computer program that help in you to create, edit, print, modify
& save document for future retrieval (open) and revision.
Most of the word processor available in the market are:
• Word Perfect
• Word Star
• Word Pad
• Microsoft Word
Word Processor provides so many facilities for the user.
Such as:
1. Creation of a new document.
2. Saving the document.
3. Printing the document.
4. Editing the document.
5. Insertion of a line character or word in a document.
6. Delete a character, word or paragraph from a document. .
7. Adjust the left, right, top & bottom margin of a document.
8. Search for a particular word or character.
9. Change the text font and style.
10. Spelling & Grammar check.
11. Create the Table

25
Screen Element of MS-Word:
Document Name Minimize
Application Name Title Bar Maximize & Restore
Close

Menu Bar
Standard Toolbar
Formatting Toolbar
Ruler Bar

Vertical Scrollbar

Text Area

Horizontal Scrollbar
Drawing Toolbar
Status Bar

Screen element of word

1.Title Bar :-
Displays the name of application and name of the current document it contains four
buttons.
a) Minimize : which sets the minimum sizes and put the window on task bar.
b) Maximize : which set the maximum size of window.
c) Restore : user can resize the window such as increase or decrease the window size and
in restore position window can be moved from one place to another.

26
 d) Close : Closes the window. MS-Word provide two types of window.
1. Application Window
2. Document Window
2. Menu Bar:
Menu bar is located just below the title bar. Each action can be performed by a
command and all these commands are available in the form of menu. It contains
several kind of menu categorize the commands. Example: File, Edit, View, Insert,
Format etc.
3. Toolbar:
Toolbars are the command bars. Each button on a toolbar represents a separate
command. MS-Word provide so many toolbars to perform the operation. These are
Standard, Formatting, Picture, Table, Word Art, Drawing etc. These commands can
be easily and quickly execute by clicking on picture or command button.
4. Scroll Bar:
Scroll bars are used to navigate the text. MS-Word provides two types of scrollbars.
i) Horizontal scrollbar : used to navigate left to right in the document.
ii) Vertical scrollbar : used to navigate top to bottom in the document.
5. Status Bar:
Status bar is displayed at the bottom of the screen. It displays all information related
to the document. Such as page no. line no. column no. etc.

27
 [Menu Bar]

File Menu [Alt + F]

❑ New (File Menu) Ctrl + N
Create a new, blank file. Microsoft word provides blank document, template and
predefined document such as letters and fax etc. To create a new, blank document,
click file menu, click new command, click the General tab and then double click the
blank Document icon. or press Ctrl + N shortcut key in the keyboard for new blank
document.
❑ Open (File Menu) Ctrl + O
Open or finds a file. You can open documents in many different locations from the
open dialog box in MS-Word. To open a file, click file menu and click open
command or press Ctrl + O shortcuts key in the keyboard .
❑ Close (File Menu) Ctrl + W & Ctrl + F4
Closes the active file without exiting the application. If the file contains any unsaved
changes, you will be prompted to save the file before closing. To close all open files,
hold down SHIFT and click all on the file menu. or press shortcut key Ctrl + W &
Ctrl + F4 in the keyboard.
❑ Save (File Menu) Ctrl + S
Saves the active file with its current file name, location and file format. When user
saves the file extension name of the file is set as .DOC.
❑ Saves As (File Menu) F12
Saves the active file with a different file name, location, or file format. In Microsoft
Word, you can also use this command to save a file with a password or to protect a
file so that others cannot change its contents.

28
❑ Save As Web Page (File menu)
Saves the file in HTML format (a Web page), so that it can be viewed in a Web
browser, and sets other options such as the Web page title and location where the file
will be saved.
❑ Save Version (File Menu)
Saves and manages multiple versions of a document in a single file. After you save
versions of a document, you can go back and review, open, print, and delete earlier
versions.
❑ Web Page Preview (File Menu)
Allows you to preview the current file as a Web page in your browser so that you can
see how it will look before publishing it.
❑ Page Setup (File menu)
Sets margins, paper source, paper size, page orientation, and other layout options for
the active file.
❑ Print Preview (File menu) Ctrl + F2
Shows how a file will look when you print it.
❑ Print (File menu) Ctrl + P
Prints the active file or selected items. To select print options, on the File menu, click
Print.
❑ Properties (File menu)
Displays the property sheet for the active file. You can also see or set the properties
for particular document such as file name, title, author name, company name, no. of
pages, no. of line & no. of paragraph. It also display all information related to current
file. This feature is used to identify your file.

29
❑ Recently Used File List (File menu)
Lists the files you've most recently opened in this program. To quickly reopen one of
these files, click it.
❑ Exit (File menu) Alt + F4
Closes this program after prompting you to save any unsaved files. With the help of
this command we close MS-Word application.

[Edit Menu]
[Alt +E]
❑ Undo (Edit menu) Ctrl + Z
Reverses the last command or deletes the last entry you typed. To reverse more than
one action at a time, click the arrow next to , and then click the actions you want
to undo. The command name changes to Can't Undo if you cannot reverse the last
action.
❑ Repeat (Edit menu) Ctrl + Y
Repeats your last command or action, if possible. The Repeat command changes to
Can't Repeat if you cannot repeat the last action.
When you use the Undo command to reverse an action, the Repeat command changes
to Redo. The Redo command reverses the action of the Undo command.
❑ Cut (Edit menu) Ctrl + X
Removes the selection from the active document and places it on the Clipboard.
❑ Copy (Edit Menu) Ctrl + C
Copies the selection to the Clipboard. It is not removing selection but put a copy to
the clipboard.
❑ Paste (Edit menu) Ctrl + V

30
 Inserts the contents of the Clipboard at the insertion point, and replaces any selection.
This command is available only if you have cut or copied an object, text, or contents
of a cell.
❑ Paste Special (Edit menu)
Pastes, links, or embeds the Clipboard contents in the current file in the format you
specify.
❑ Paste as Hyperlink
Inserts the contents of the Clipboard as a hyperlink at the insertion point, replacing
any selection. This command is available only if you have cut or copied the contents
of a cell or data from another program.
❑ Clear (Edit menu) Del
Deletes the selected object or text without putting it on the Clipboard. This command
is available only if an object or text is selected.
❑ Select All (Edit Menu) Ctrl + A
Selects all text and graphics in the active window, or selects all text in the selected
object.
❑ Find (Edit menu) Ctrl + F
Searches for the specified text, formatting, symbols, comments, footnotes or endnotes
in the active document.
❑ Replace (File Menu) Ctrl + H
Searches for and replaces the specified text, formatting, symbols, comments,
footnotes or endnotes in the active document.
❑ Go To (Edit menu) Ctrl + G
In Microsoft Word, moves the insertion point to the item you want to go to. You can
move to a page number, comment, footnote, bookmark, or other location.

31
❑ Links (Edit menu)
Displays or changes information for each link in the current file, including the name
and location of the source file, the item, the type, and whether the link is updated
automatically or manually. This command is unavailable if the current file contains no
links to other files. With the help of this command we break a link.

[View Menu]
[Alt + V]
❑ Normal (View Menu)
In Word, normal view is the default view. It is the all-purpose view for typing, editing
and formatting text. Normal view shows text formatting but simplifies the layout of
the page so that you can type and edit quickly. Normal view does not display pictures,
graphs, header and footer, page no. and other page setting. If a document is displayed
in another view, you can switch normal view by clicking normal on the view menu.
❑ Web Layout (View Menu)
Switches the active document to Web layout view, which is an editing view that
displays your document as it will appear in a Web browser.
❑ Print Layout (View Menu)
Switches the active document to print layout view, which is an editing view that
displays your document as it will print. Print layout view uses more system memory,
so scrolling may be slower, especially if your document contains many pictures or
complex formatting. This view is useful for editing header and footer and adjusting
margins and for working with columns, drawing objects and frames.
❑ Outline View (View Menu)
Switches to outline view, in which you can examine and work with the structure of
your file in classic outline form. In outline view, you can collapse a document to see

32
 only the main headings or you can expand it to see the entire document. Work in
outline view when you need to organize and develop the content of your file.
❑ Toolbars (View menu)
Displays or hides toolbars. To display a toolbar, select the check box next to the
toolbar name. To hide a toolbar, clear the check box.
❑ Ruler (View menu)
Displays or hides the horizontal ruler, which you can use to position objects, change
paragraph indents, page margins, and other spacing settings.
❑ Document Map (View menu)
Turns on or off the Document Map, a vertical pane along the left edge of the
document window that outlines the document structure. Use the Document Map to
quickly browse a long or online document and to keep track of your location in it.
❑ Header and Footer (View menu)
Adds or changes the text that appears at the top and bottom of every page. You can set
any text or picture, that you want to display every page on your document. Such as
company logo and page number and your name.
❑ Full Screen (View menu)
Hides most screen elements so that you can view more of your document. To switch
back to your previous view, click close full screen button or press ESC key.
❑ Zoom (View menu)
Controls how large or small the current file appears on the screen. It display text in
large & small mode but the size of the text is not change.

[Insert Menu]
[Alt + I]
❑ Break (Insert menu)
Inserts a page break, column break, or section break at the insertion point.

33
❑ Page Numbers (Header and Footer toolbar)
Inserts page numbers that automatically update when you add or delete pages.
❑ Date and Time (Insert menu)
Adds the date and time to an individual slide using the format you choose. If you want
to add the date and time to every slide, use the Header and Footer command (View
menu).
❑ Auto Text (Insert Menu)
Creates of inserts an auto text entry. Auto text is pre-defined text that is automatically
inserted at the insertion point with in the document. Such as address book or address
list.
❑ Field (Insert Menu)
Inserts a field at the insertion point. Use field to insert a variety of information’s
automatically and to keep information up-to-date.
❑ Symbol (Insert menu)
Inserts symbols and special characters from the fonts that are installed on your
computer. You can create a shortcut key for symbol.
❑ Comment (Insert Menu)
Inserts a comment at the insertion point. Comment is used to store the enlarge
information for a particular text or selected text. The text or information of a comment
displays only when you move the insertion point on the comment. The comment
information can not be printed. Comment is identified by yellow shade.
❑ Footnote (Insert Menu)
Footnotes and endnotes display the information at the end of the page or document. A
number or a symbol refers it. It also represents some additional information related to
text. You can include both footnotes and endnotes in the same document. For
example, you might use footnotes for detailed comments. Footnotes appear at the end
of each page in a document.

34
❑ Caption (Insert menu)
Inserts captions for tables, figures, equations, and other items. You use caption to
refer the item to another place of the same document and also identify the table,
picture etc.
❑ Cross-reference (Insert menu)
You can create a cross-reference with in the same document to refer to an item in
another location. Once you have applied heading styles in a document or inserted
footnotes, bookmarks or captions then you can create cross-reference to them. To
create a cross-reference, click cross-reference on the insert menu. To allow readers to
jump to the referenced item in the same document, select the insert as hyperlink
checkbox.
❑ Index and Tables (Insert menu)
Creates indexes, tables of contents, tables of figures, tables of authorities, and other
similar tables.
❑ Clip Art (Insert Menu)
Opens the Clip Gallery where you can select the clip art image you want to insert in
your file or update your clip art collection. In PowerPoint, this command is available
only in slide and notes views.
❑ Word Art (Insert Menu)
with the help of this command you can change your text style by selected word art
gallery or created text effects by inserting a Ms Office drawing object.
❑ Text Box (Insert Menu)
Draws a text box where you click or drag in active window. Use a text box to add –
such as captions or callout-to your picture or graphics.
❑ File (Insert menu)
Inserts all or part of the file you select, into the active file at the insertion point.

35
❑ Object (Insert menu)
Inserts an object -such as a drawing, WordArt text effect, or an equation -at the
insertion point.
❑ Bookmark (Insert menu)
Bookmarks are useful for jumping to a specific location in a document, making an
item so that you can refer to it in a cross-reference. You can mark selected text,
graphics, table and other items with bookmark. To insert a bookmark, select the item
you want to mark and click bookmark on the insert menu. Then type or select a name
for the bookmark. To return to a bookmark, click Go To on the edit menu or Insert
Menu Click Bookmark, Select Bookmark name and click Go To command.
❑ Hyperlink (Insert Menu) Ctrl + K
Hyperlinks are shortcuts that provide a quick way to jump to other documents, objects
or pages. You can create hyperlinks form selected text or graphic objects such as
buttons and picture by using the insert hyperlink button on the standard toolbar.

[Format Menu]
[Alt + O]
❑ Font (Format menu) Ctrl + D
Changes the font and character spacing formats of the selected text.
❑ Paragraph (Format menu)
Changes paragraph indents, text alignment, line spacing, pagination, and other
paragraph formats in the selected paragraph.
❑ Bullets and Numbering (Format menu)
Adds bullets or numbers to selected paragraphs and modifies the bullets and
numbering format.
❑ Borders and Shading (Format menu)

36
 Adds border and shading to selected text, paragraph, pages, table, cells or picture.
❑ Columns (Format menu)
Changes the number of columns in a document or a section of a document.
❑ Tabs (Format menu)
Sets the position and alignment of tab stops and determines the type of leader
character for each tab stop.
❑ Drop Cap (Format menu)
Formats a letter, word, or selected text with a large initial - or "dropped" - capital
letter. A "drop cap" is traditionally the first letter in a paragraph, and it can appear
either in the left margin or dropped from the base line of the first line in the
paragraph.
❑ Text Direction (Format menu)
Rotates selected text in table cells so you can read it from bottom to top or from top to
bottom.

❑ Change Case (Format menu)

Changes the capitalization of selected text. Word provides five type of case.
▪ Title Case : Capitalizes the first letter of each word in the selection.
▪ Sentence Case : Capitalizes the first letter of the first word in the selected
sentences.
▪ UPPER CASE : Changes all selected text to capital letters.
▪ Lower Case : Changes all selected text to lowercase letters.
▪ tOGGEL cASE : Changes all uppercase letters to lowercase in the selection
and vice versa.

37
❑ AutoFormat (Format menu)
Analyzes the content of the active file and then automatically formats the file. If you
want to change the automatic formatting options before auto formatting begins, use
the AutoFormat command (Format menu) instead of clicking.
❑ Theme (Format menu)
Applies a new or different theme, or removes a theme in a Web page, document, e-
mail message, or data access page. A theme is a set of unified design elements and
color schemes for background images, bullets, fonts, horizontal lines, and other
document elements.
❑ Background (Format menu)
Click the background color you want.
❑ Style (Format menu)
Defines or applies to the selection a combination of formats, called a style.

[ Tools Menu ]
[Alt + T]
❑ Spelling and Grammar (Tools menu) F7
Checks the active document for possible spelling, grammar, and writing style errors,
and displays suggestions for correcting them. To set spelling and grammar checking
options, click Options on the Tools menu, and then click the Spelling and Grammar
tab.
❑ Set Language (Tools menu)
Designates the language of selected text in a file that contains more than one
language. The spelling checker automatically uses the dictionary for the designated
language.

38
❑ Language Thesaurus (Tools menu)
Replaces a word or phrase in the document with a synonym, antonym, or related
word.
❑ Word Count (Tools menu)
Counts the number of pages, words, characters, paragraphs, and lines in the active
document. Punctuation marks and special symbols are also included in the word
count.
❑ AutoSummarize (Tools menu)
Automatically summarizes the key points in the active document. You can use the
AutoSummarize command to create an executive summary or an abstract.
❑ AutoCorrect (Tools menu)
Sets the options used to correct text automatically as you type, or to store and reuse
text and other items you use frequently.
❑ Track Changes (Tool Menu)
When you make changes in a document while reviewing the document, the author can
see where you have made changes. The author can then accept or reject these changes.
If more than one person is reviewing a document, Word marks each reviewer’s
changes with a different color.
❑ Track Changes Accept or Reject Changes (Tools menu)
Finds and selects each tracked change in a document so that you can review, accept,
or reject the change.
❑ Merge Documents (Tools menu)
Merges the tracked changes from the specified document to the active document.

39
❑ Mail Merge (Tools Menu)
Main Document:
In a mail merge operation, the main document contains the text and graphics that stay
the same for each version of the form letter, envelopes or mailing labels or merged
document. For example The return address and body of a form letter.
To create form letters, envelopes or mailing labels, you merge a main document with
a data source. You can use a new or existing document as a main document. For that
you can click mail merge on the Tool Menu and then click the create button.
Data Source:
The Data source contains the information that varies in each version of a merged
document, such as the name and addresses of the recipients of a form letter. You can
open an existing data source or create a new data source or open an existing one,
click mail merge on the Tool menu and then click the get data button.
Steps for mail merge:
Click on mail merge on tool menu, a wizard dialog box will be open on the screen
which provides three steps for mail merge.
1. For create main document:-
Clicks on create button and choose the type of your main document. You would be
choosing from letters. If you are working with a main document, then click on new
main window.
2. For creating the data source:-
Click on get data, if you want to create a new data source file, click on create data
source, if you have an existing data file then you can click on open data source. Clicks
on create data source then the default field name will appear. You can choose these
fields if you required otherwise remove the existing field name. Create your own field
name. To type the name of the field as name, father’s name in to the text boxes and

40
 press OK button and save the data source file with a name. Then it adds the record in
data source file.
Then insert the field name where you want, in your main document.
3. Merge:-
Click on merge it displays a dialog box which provides options to merge the
document. Chick the radio button name all if you want to merge record with
conditions. And click on merge for merge the main document with data source.
❑ Protect Document, Unprotect Document (Tools menu)
Prevents changes to all or part of an online form or document except as specified. You
can also assign a password so that other users can annotate a document, mark
revisions, or fill in parts of an online form. When a document is protected, this
command changes to Unprotect Document.
❑ Envelopes and Labels (Tools menu)
Creates an envelope or a single mailing label, or inserts the same name and address on
an entire sheet of mailing labels.

❑ Letter Wizard (Tools menu)

Runs the Letter Wizard, which helps you quickly create letters.
❑ Macro (Tools Menu)
A macro is a series of word command and instructions that you group together as a
single command to accomplish a task automatically, Inserted of manually performing
a series repetitive action. In word, you can create and run a single macro in, a custom
command that accomplishes the task for you. Macro command is used to combine
multiple commands.
❑ Customize (Tools menu)
Customizes toolbar buttons, menu commands, and shortcut key assignments.

41
❑ Options (Tools menu)
Modifies settings for Microsoft Office programs such as screen appearance, printing,
editing, spelling, and other options.
[Table Menu]
[Alt + A]
❑ Draw Table (Table Menu)
Inserts a table where you drag in the document. After you drag to insert the table, drag
inside the table to add cells, columns or rows.
❑ Insert Table (Table Menu)
Inserts a table in the document with the number of columns and rows you specify.
This command change to insert column, cells or rows. When the insertion point is in
the table, depending on what is currently selected.
❑ Delete cell / Rows / Column / Table (Table Menu)
Deletes the selected table from the document.
Deletes from the table the selected columns or the column that contains the insertion
point.
Deletes from the table the selected rows or the row that contains the insertion point.
Deletes from the table the selected cells or the cell that contains the insertion point.
❑ Select (Table Menu)
Selects the table, column, rows & cell that contains the insertion point.
❑ Merge Cells (Table Menu)
In Microsoft Word, combines the contents of selected adjacent cells into a single cell.
In Microsoft Excel, combines two or more selected cells into a single cell. The cell
reference for a merged cell is the upper-left cell in the original selection. Merging
multiple cells into one cell will keep the contents of the upper-left cell only.
❑ Split Cells / Unmerge Cells (Table Menu)

42
 In Microsoft Word , splits the selected cells into the number of rows and columns you
enter.
❑ Split Table (Table menu)
Divides a table into two separate tables and inserts a paragraph mark above the row
that contains the insertion point.
❑ AutoFormat (Table menu)
In Microsoft Word, automatically applies formats, including predefined borders and
shading, to a table. Automatically resizes a table to fit the contents of the table cells.
❑ AutoFit to Contents (Table Menu)
Automatically adjusts the width of columns in the table, based on the amount of text
you type.
❑ AutoFit to Window (Table Menu)
Automatically resizes the table so that it fits within the window of a Web browser.
When the window size of the Web browser changes, the table size automatically
adjusts to fit within the window.
❑ Fixed Column Width (Table Menu)
Makes each column a fixed width in the table, using the current widths of the
columns.
❑ Distribute Rows Evenly (Table Menu)
Changes the selected rows or cells to equal row height.
❑ Distribute Columns Evenly (Table Menu)
Changes the selected columns or cells to equal column width.
❑ Heading Rows Repeat (Table menu)
Designates the selected rows to be a table heading that is repeated on subsequent
pages if the table spans more than one page. This command is available only if the
selected rows include the top row of a table.

43
❑ Convert Text to Table (Table Menu)
Converts the selected text to a table.
❑ Convert Table to Text (Table Menu)
Converts a selected table or selected table rows to text, separating the contents of the
cells in each row with the separator character you specify.
❑ Sort (File Menu)
Arranges the information in selected rows or lists alphabetically, numerically, or by
date.
❑ Formula (Table menu)
Performs mathematical calculations on numbers.
❑ Gridlines (Table Menu)
In a table, the Gridlines command (Table menu) displays or hides dotted gridlines to
help you see which cell you're working in. Table gridlines don't print; if you want to
add printable gridlines to your table, use the Borders and Shading command
(Format menu).
❑ Table Properties (Table Menu)
Sets various options to the table such as the table size, alignment, and text wrapping;
the row height, row page breaking, and row header options; the column width; and the
cell size, alignment, and other cell options.
❑ New Window (Window menu)
Opens a new window with the same contents as the active window so you can view
different parts of a file at the same time.
❑ Arrange (Window menu)
Displays all open files in separate windows on the screen. The Arrange command
makes it easier to drag between files.

44
❑ Split (Window menu)
Splits the active window into panes, or removes the split from the active window.
Change or resize the font

Press To
CTRL+SHIFT+F Change the font
CTRL+SHIFT+P Change the font size
CTRL+SHIFT+> Increase the font size
CTRL+SHIFT+< Decrease the font size
CTRL+] Increase the font size by 1 point
CTRL+[ Decrease the font size by 1 point

Apply character formats:

Press To
CTRL+D Change the formatting of characters (Font command,
Format menu)
SHIFT+F3 Change the case of letters
CTRL+SHIFT+A Format letters as all capitals
CTRL+B Apply bold formatting
CTRL+U Apply an underline
CTRL+SHIFT+W Underline words but not spaces
CTRL+SHIFT+D Double-underline text
CTRL+SHIFT+H Apply hidden text formatting
CTRL+I Apply italic formatting
CTRL+SHIFT+K Format letters as small capitals

45
CTRL+EQUAL SIGN Apply subscript formatting (automatic spacing)
CTRL+SHIFT+PLUS SIGN Apply superscript formatting (automatic spacing)
CTRL+SPACEBAR Remove manual character formatting
CTRL+SHIFT+Q Change the selection to the Symbol font

View and copy text formats

Press To
CTRL+SHIFT+* (asterisk) Display nonprinting characters
SHIFT+F1 (then click the text whose Review text formatting
formatting you want to review)
CTRL+SHIFT+C Copy formats
CTRL+SHIFT+V Paste formats

Set line spacing:

Press To set line spacing to

CTRL+1 Single-space lines
CTRL+2 Double-space lines
CTRL+5 Set 1.5-line spacing
CTRL+0 (zero) Add or remove one line space preceding a paragraph

Align paragraphs:

Press To
CTRL+E Center a paragraph
CTRL+J Justify a paragraph
CTRL+L Left align a paragraph
CTRL+R Right align a paragraph
46
CTRL+M Indent a paragraph from the left
CTRL+SHIFT+M Remove a paragraph indent from the left
CTRL+T Create a hanging indent
CTRL+SHIFT+T Reduce a hanging indent
CTRL+Q Remove paragraph formatting

Apply paragraph styles:

Press To
CTRL+SHIFT+S Apply a style
ALT+CTRL+K Start AutoFormat
CTRL+SHIFT+N Apply the Normal style
ALT+CTRL+1 Apply the Heading 1 style
ALT+CTRL+2 Apply the Heading 2 style
ALT+CTRL+3 Apply the Heading 3 style
CTRL+SHIFT+L Apply the List style

Delete text and graphics:

Press To
BACKSPACE Delete one character to the left
CTRL+BACKSPACE Delete one word to the left
DELETE Delete one character to the right
CTRL+DELETE Delete one word to the right
CTRL+X Cut selected text to the Clipboard
CTRL+Z Undo the last action
CTRL+F3 Cut to the Spike

47
Copy and move text and graphics:

Press To
CTRL+C Copy text or graphics
CTRL+C, CTRL+C Display the Clipboard
F2 (then move the insertion point and press Move text or graphics
ENTER)
ALT+F3 Create AutoText
CTRL+V Paste the Clipboard contents
CTRL+SHIFT+F3 Paste the Spike contents
ALT+SHIFT+R Copy the header or footer used in the
previous section of the document

Insert special characters:

Press To insert
CTRL+F9 A field
ENTER (after typing the first few characters An AutoText entry
of the AutoText entry name and when the
ScreenTip appears)
SHIFT+ENTER A line break
CTRL+ENTER A page break
CTRL+SHIFT+ENTER A column break
CTRL+HYPHEN An optional hyphen
CTRL+SHIFT+HYPHEN A nonbreaking hyphen
CTRL+SHIFT+SPACEBAR A nonbreaking space
ALT+CTRL+C The copyright symbol
ALT+CTRL+R The registered trademark symbol

48
ALT+CTRL+T The trademark symbol
ALT+CTRL+period An ellipsis

Select text and graphics

Select text by holding down SHIFT and pressing the key that moves the insertion point.

Press To extend a selection

SHIFT+RIGHT ARROW One character to the right
SHIFT+LEFT ARROW One character to the left
CTRL+SHIFT+RIGHT ARROW To the end of a word
CTRL+SHIFT+LEFT ARROW To the beginning of a word
SHIFT+END To the end of a line
SHIFT+HOME To the beginning of a line
SHIFT+DOWN ARROW One line down
SHIFT+UP ARROW One line up
CTRL+SHIFT+DOWN ARROW To the end of a paragraph
CTRL+SHIFT+UP ARROW To the beginning of a paragraph
SHIFT+PAGE DOWN One screen down
SHIFT+PAGE UP One screen up
CTRL+SHIFT+HOME To the beginning of a document
CTRL+SHIFT+END To the end of a document
ALT+CTRL+SHIFT+PAGE DOWN To the end of a window
CTRL+SHIFT+F8, and then use the arrow To a vertical block of text
keys; press ESC to cancel selection mode
F8+arrow keys; press ESC to cancel selection To a specific location in a document
mode

49
Select text and graphics in a table :

Press To
TAB Select the next cell's contents
SHIFT+TAB Select the preceding cell's contents
Hold down SHIFT and press an arrow key Extend a selection to adjacent cells
repeatedly
Click in the column's top or bottom cell. Select a column
Hold down SHIFT and press the UP
ARROW or DOWN ARROW key repeatedly
CTRL+SHIFT+F8, and then use the arrow Extend a selection (or block)
keys; press ESC to cancel selection mode
SHIFT+F8 Reduce the selection size
ALT+5 on the numeric keypad (with NUM Select an entire table
LOCK off)

Extend a selection

F8 (press once to select a word, twice to Increase the size of a selection

select a sentence, and so forth)
SHIFT+F8 Reduce the size of a selection
ESC Turn extend mode off

Move the insertion point :

Press To move
LEFT ARROW One character to the left
RIGHT ARROW One character to the right
CTRL+LEFT ARROW One word to the left
CTRL+RIGHT ARROW One word to the right

50
CTRL+UP ARROW One paragraph up
CTRL+DOWN ARROW One paragraph down
SHIFT+TAB One cell to the left (in a table)
TAB One cell to the right (in a table)
UP ARROW Up one line
DOWN ARROW Down one line
END To the end of a line
HOME To the beginning of a line
ALT+CTRL+PAGE UP To the top of the window
ALT+CTRL+PAGE DOWN To the end of the window
PAGE UP Up one screen (scrolling)
PAGE DOWN Down one screen (scrolling)
CTRL+PAGE DOWN To the top of the next page
CTRL+PAGE UP To the top of the previous page
CTRL+END To the end of a document
CTRL+HOME To the beginning of a document

51