MS WORD

MS Word allows us to create and edit personal and business documents,

such as letters, reports, invoices, emails and books. By default,
documents are with the .docx extension.

Microsoft Word can be used for the following purposes:

 To create business documents having various graphics including

pictures, charts, and diagrams.
 To store and reuse readymade content and formatted elements
such as cover pages and sidebars.
 To create letters and letterheads for personal and business purpose
 To design different documents such as resumes or invitation cards
etc.
 To create a range of correspondence from a simple office memo to
legal copies and reference documents.

To open Word application

Start  All programs  MicroSoft Office  MicroSoft Word

File Tab
This is where we come when we need to create a new document, open an
existing one or save files, print a document, and do other file-related
operations.

Quick Access Toolbar

It has the most frequently used commands in Word. We can customize
this toolbar. By default it has Save, Undo and Redo.
Ribbon

Ribbon contains commands organized in three components −

 Tabs − These appear across the top of the Ribbon and contain groups of
related commands. Home, Insert, Page Layout are examples of ribbon tabs.

 Groups − They organize related commands; each group name appears

below the group on the Ribbon. For example, group of commands related to
fonts or group of commands related to alignment, etc.

 Commands − Commands appear within each group as mentioned above.

Title bar
This lies in the middle and at the top of the window. Title bar shows the
program and document titles.

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 gauge the vertical position of elements on
the page.

Help
The Help Icon can be used to get word related help anytime you like.
This provides nice tutorial on various subjects related to word.

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; you can click the + buttons to increase or decrease the zoom factor.

View Buttons
The group of five buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch through the Word's various
document views.
  Print Layout view − This displays pages exactly as they will appear when
printed.

 Full Screen Reading view − This gives a full screen view of the document.

 Web Layout view − This shows how a document appears when viewed by a
Web browser, such as Internet Explorer.

 Outline view − This lets you work with outlines established using Word’s
standard heading styles.

 Draft view − This formats text as it appears on the printed page with a few
exceptions. For example, headers and footers aren't shown. Most people
prefer this mode.

Document Area
This 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.

Status Bar
This displays the 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.

You can configure the status bar by right-clicking anywhere on it and by

selecting or deselecting options from the provided list.

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.
Document area is the area where you type your text. The flashing vertical bar
is called the insertion point and it represents the location where the text will
appear when you type. Keep the cursor at the text insertion point and start
typing the text.
 UP

Down

Moving with Scroll Bars

As shown in the above screenshot, there are two scroll bars: one for
moving vertically within the document, and one for moving horizontally.
Using the vertical scroll bar, you may −

 Move upward by one line by clicking the upward-pointing scroll arrow.

 Move downward by one line by clicking the downward-pointing scroll arrow.

 Move one next page, using the next page button (footnote).

 Move one previous page, using the previous page button (footnote).

 Use the Browse Object button to move through the document, going from
one chosen object to the next.

Moving with Keyboard

 The following keyboard commands, used for moving around your
document, also move the insertion point −
 Keystroke Where the Insertion Point Moves

Forward one character

Back one character

Up one line

Down one line

PageUp To the previous screen

PageDown To the next screen

Home To the beginning of the current line

End To the end of the current line

 You can move word by word or paragraph by paragraph. You would

have to hold down the Ctrl key while pressing an arrow key, which
moves the insertion point as described here −

Key Combination Where the Insertion Point Moves

Ctrl + To the next word

Ctrl + To the previous word

Ctrl + To the start of the previous paragraph

Ctrl + To the start of the next paragraph

Ctrl + PageUp To the previous browse object

 Ctrl + PageDown To the next browse object

Ctrl + Home To the beginning of the document

Ctrl + End To the end of the document

Shift + F5 To the last place you changed in your document.

Moving with Go To Command

Saving New 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. Following are the steps to save an edited Word document −

Step 1 − Click the File tab and select the Save As option.
Step 2 − Select a folder where you will like to save the document, Enter
the file name which you want to give to your document and Select
the Save As option, by default it is the .docx format.
Step 3 − finally, click on the Save button and your document will be
saved with the entered name in the selected folder.

Saving New Changes

There may be an instance when you open an existing document and edit
it partially or completely, or an instance where you may 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 −

 Just press the Ctrl + S keys to save the changes.

 Optionally you can click on the floppy icon available at the top left
corner and just above the File tab. This option will also help you
save the changes.
  You can also use the third method to save the changes, which is
the Save option available just above the Save As option as shown
in the above screenshot.

If your document is new and it was never saved so far, then with either of
the three options, Word will display a dialogue box to let you select a
folder, and enter the document name as explained in case of saving new
document.

Opening New Document

A new, blank document always opens when you start Microsoft Word.
Suppose you want to start another new document while you are working
on another document, or you closed an already opened document and
want to start a new document. Here are the steps to open a new
document.

Step 1 − Click the File tab and select the New option.
Step 2 − When you select the New option from the first column, it will
display a list of templates in the second column. Double-click on
the Blank document; this is the first option in the template list. We will
discuss the other templates available in the list in the following chapters.

You should have your blank document as shown below. The document is
now ready for you to start typing your text.
close an opened document −

Step 1 − Click the File tab and select the Close option.
Step 2 − When you select the Close option and if the document is not
saved before closing, it will display the following Warning box asking
whether the document should be saved or not.
Step 3 − To save the changes, click Save, otherwise click Don't Save.
To go back to the document, click Cancel. This will close the document
and if you have other documents open, Word displays the last document
you used, otherwise, you see a blank Word window as shown below −
Selecting a Text
Selecting a text is one of the most important skills required while editing
a word document.

You can perform various operations on a selected text

1. you can delete the selected text

2. copy it
3. move it
4. apply formatting to it
5. change its capitalization, etc.

The most common method of selecting a text is to click and drag the
mouse over the text you want to select.

Following table lists down a few other simple methods that will help you
in selecting text in different scenarios −
 S.N Component & Selection Method
o

Selecting text between two points

1
Click at the start of the block of text, hold down Shift, and click at the end
of the block.

Selecting a single word

2
Double-click anywhere on the word you want to select.

Selecting a paragraph
3
Triple-click anywhere on the paragraph you want to select.

Selecting a sentence

4 Hold down the Ctrl key and click anywhere in the sentence you want to
select.

Selecting a column of text

5 Hold down Alt, click and hold the mouse button, and drag over the column
you want to select.

Note that only one part of the document can be in the selected state.

If you have one portion of the document in selected state and as soon as
you try to select any other part of the document, previous part will
automatically be de-selected.

Using the Selection Bar

The black shaded area in the following screen shot is called
the selection bar. When you bring your cursor in this area, it turns into
a rightward-pointing arrow.
You can use the selection bar to select the various components of a
document as described in the following table −

S.N Component & Selection Method

o

Selecting a line
1
Bring your mouse in the selection bar area and click in front of the line you
want to select.

Selecting a paragraph

2 Bring your mouse in the selection bar area and double click in front of the
paragraph you want to select.

Selecting the document

3
Bring your mouse in the selection bar area and triple-click.
Using the Keyboard
Keyboard provides very good support when you want to select various
components of the document as described in the following table −

S.N Key & Selection Method Selecting Text

o

Ctrl + A
1
Press Ctrl + A keys to select the entire document.

Shift

2 Keep pressing the Shift key and use any of the arrow keys to select the
portion of text.

F8
3
Press F8 and then use any of the arrows keys to select the portion of text.

Ctrl + Shift + F8

4 Press Ctrl + Shift + F8 and then use any of the arrows keys to select
column of the text.

Word offers you various ways of deleting the text in partial or complete
content of the document.

Using Backspace & Delete Keys

The most basic deletion technique is to delete characters one at a time
by pressing either the backspace key or the delete key. Following table
describes how you can delete single character or a whole word by using
either of these two keys −

S.N Keys & Deletion Methods

o

1
Backspace
 Keep the insertion point just after the character you want to delete and
press the Backspace key. Word deletes the character immediately to the
left of the insertion point.

Ctrl + Backspace

Keep the insertion point just after the word you want to delete and
2
press Ctrl + Backspace key. Word deletes the whole word immediately
to the left of the insertion point.

Delete

Keep the insertion point just before the character you want to delete and
3
press the Delete key. Word deletes the character immediately to the right
of the insertion point.

Ctrl + Delete

Keep the insertion point just before the word you want to delete and
4
press Ctrl + Delete key. Word deletes the word immediately to the right
of the insertion point.

Using Selection Method

You have learnt how to select various parts of a Word document. You can
make use of that learning to delete those selected parts as described in
the following table −

S.N Component Selection & Delete Methods

o

Deleting text between two points

1 Click at the start of the block of text, hold down the Shift key, and click at
the end of the block to select the portion of text and finally press either
the Backspace key or the Delete key.

Deleting a single word

2 Double-click anywhere on the word you want to delete and finally press
either the Backspace key or the Delete key.
 Deleting a paragraph

3 Triple-click anywhere on the paragraph you want to delete and finally

press either the Backspace key or the Delete key.

Deleting a sentence

4 Hold down the Ctrl key and click anywhere in the sentence you want to
delete and finally press either the Backspace or the Delete key.

Deleting a column of text

Hold down the Alt key, click and hold the mouse button, and drag over the
5
column you want to delete and finally press either the Backspace key or
the Delete key.

Deleting a line

Bring your mouse in the selection bar area and click in front of the line you
6
want to delete and finally press either the Backspace key or
the Delete key.

Deleting entire document content

7 Press Ctrl + A keys to delete the entire document and finally press either
the Backspace key or the Delete key.

Note − The black shaded area in the following screen shot is called
the selection bar. When you bring your cursor in this area, it turns into
a rightward-pointing arrow.
to use copy, cut and paste techniques to duplicate a text leaving the
original text intact or removing the original text completely.

To use copy and paste or cut and paste operations, Word makes use
of a temporary memory which is called the clipboard. When you copy or
cut a text, it stay on the clipboard temporarily and in the second step you
can paste this content at the desired location.

Copy & Paste Operation

The Copy operation will just copy the content from its original place and
create a duplicate copy of the content at the desired location without
deleting the text from it's the original location. Following is the procedure
to copy the content in word −

Step 1 − Select a portion of the text using any of the text selection
methods.
Step 2 − You have various options available to copy the selected text in
clipboard. You can make use of any one of the options −

 Using Right-Click − When you right-click on the selected text, it will display
the copy option, click this option to copy the selected content in clipboard.

 Using Ribbon Copy Button − After selecting text, you can use the copy
button available at the ribbon to copy the selected content in clipboard.

 Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to
copy the selected content in clipboard.
Step 3 − Finally click at the place where you want to copy the selected
text and use either of these two simple options −

 Using Ribbon Paste Button − Just click the Paste button available at the
ribbon to paste the copied content at the desired location.

 Using Ctrl + v Keys − This is simplest way of pasting the content. Just
press Ctrl + v keys to paste the content at the new location.
Note − You can repeat the Paste operation as many times as you like to
paste the same content.

Cut & Paste Operation

The Cut operation will cut the content from its original place and move
the content from its original location to a new desired location. Following
is the procedure to move the content in word −

Step 1 − Select a portion of the text using any of the text selection
methods.
Step 2 − Now, you have various options available to cut the selected
text and put it in the clipboard. You can make use of one of the options −

 Using Right-Click − If right-click on the selected portion of text, it will

display cut option, just click this option to cut the selected content and keep
it in clipboard.

 Using Ribbon Cut Button − After selecting a portion of text, you can use
cut button available at the ribbon to cut the selected content and keep it in
clipboard.

 Using Ctrl + x Keys − After selecting a portion of text, just press Ctrl +
x keys to cut the selected content and keep it in clipboard.
Step 3 − Finally, click at the place where you want to move the selected
text and use either of these two simple options −

 Using Ribbon Paste Button − Just click the Paste button available at the
ribbon to paste the content at the new location.

 Using Ctrl + v Keys − This is simplest way of pasting the content. Just
press Ctrl + v keys to paste the content at the new location.
Note − You can repeat the Paste operation as many times as you like to
paste the same content.

Copy, Cut & Paste in different documents

You can use the same procedure that we discussed above to copy and
pasteor cut and paste content from one document to another
document. This is very simple, just copy or cut the desired content from
one document and go into another document where you want to paste
the content and use mentioned step to paste the content.

You can use the Alt + Tab keys to switch through the different
documents and select the desired destination document.

Find and Replace operation in Word 2010. 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 many times you will be
willing to replace this word with another word at a few or all the places
throughout the document. Here, we will understand how to find a word or
phrase in a word document and how to replace an existing word with any
other word using simple steps.

Find Command
The Find command enables you to locate specific text in your document.
Following are the steps to find a word document in the following screen
−

Step 1 − Let us work out on a sample text available in our Word

document. Just type =rand() and press Enter; the following screen will
appear −

Step 2 − Click the Find option in the Editing group on the Home tab
or press Ctrl + F to launch the Navigation pane −
Step 3 − Enter a word which you want to search in the Search box, as
soon as you finish typing, Word searches for the text you entered and
displays the results in the navigation pane and highlights the word in the
document as in the following screenshot −
Step 4 − You can click the clear button (X) to clear the search and
results and perform another search.

Step 5 − You can use further options while searching for a word. Click
the option button to display the options menu and then click
the Optionsoption; this will display a list of options. You can select the
options like match case to perform case-sensitive search.
Step 6 − Finally, if you are done with the Search operation, you can click
the close button (X) to close the Navigation Pane.

Find & Replace Operation

We assume you are an expert in searching a word or phrase in a word
document as explained above. This section will teach you how you can
replace an existing word in your document. Following are the simple
steps −

Step 1 − Click the Replace option in the Editing group on the Home
tab or press Ctrl + H to launch the Find and Replace dialog box shown
in Step 2 −
Step 2 − Type a word which you want to search. You can also replace
the word using the Find and Replace dialog box as in the following
screenshot −
Step 3 − Click the Replace button available on the Find and
Replace dialog box and you will see the first occurrence of the searched
word would be replaced with the replace with word. Clicking again
on Replace button would replace next occurrence of the searched word.
If you will click Replace Allbutton then it would replace all the found
words in one go. You can also use Find Next button just to search the
next occurence and later you can use Replace button to replace the
found word.

Step 4 − You can use More >> button available on the dialog box to
use more options and to make your search more specific like case
sensitive search or searching for whole word only etc.

Step 5 − Finally, if you are done with the Find and Replace operation,
you can click the Close (X) or Cancel button of the dialog box to close
the box.