Introduction

to
Microsoft word
 Objectives Overview

Explain Word Identify common

processing software features of word Use Microsoft word
and list examples processing software

Identify Microsoft
Create a new word
word’s screen Save the word
document and
elements, their document created
format it
functions and icons
 Objectives Overview

Open a word Close a word

Insert text
document document

Select text Delete text

 What Is Word Processing?
• Word processing allows you to create and edit
personal and business documents, such as letters,
reports, invoices, emails and books.

• By default, documents saved in work are saved with

the .docx extension.
 What Is Word Processing?

• Microsoft Word can be used for the following purposes:

– Create business documents with 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
purposes.
 What Is Word Processing?
Microsoft Word can be used for the following purposes:

• 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.
 Getting Started Word 2019
• Office 2019 is engineered for Windows 10.

• You can start Word 2019 from the Start menu app list
or tile area, the Start screen, or the taskbar search
box.

• You might also have a shortcut to Word on your

desktop or on the Windows taskbar.
 Getting Started Word 2019
Step 1 − Click the Start button and select Microsoft Word from the options panel.
 Getting Started Word 2019
Step 2 − Click on Blank document option from the menu.
 Getting Started Word 2019
This will launch the Microsoft Word 2019 application and you will see the following
window.
Explore Window in Word 2019
 File Tab
• The File tab replaces the Office button from Word 2007.

• The File tab leads to the Backstage view

• The Backstage view enables you to open new word file or existing word
document or save files, print a document, and do other file-related operations.
 Quick Access Toolbar
• This you will find just above the File tab.

• This is a convenient resting place for the most frequently used

commands in Word.

• By default, it shows the Save, Undo, and Redo commands

• You can customize this toolbar based on your comfort.

 How to add new commands to the Quick
Access Toolbar
Click the drop-down arrow to the right of the Quick Access
Toolbar.
How to add new commands to the Quick Access Toolbar

Select the command (Quick print) you want to add

from the menu.
How to add new commands to the Quick Access Toolbar

The command will be added to the Quick Access Toolbar.

Ribbon
 Ribbon
Ribbon contains commands organized in three(3) components −
• Tabs − These appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Design Layout are examples of ribbon tabs.
 Ribbon
Ribbon contains commands organized in three(3) components −
• Groups − Each tab contains several groups of related commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.
 Ribbon

Ribbon contains commands organized in three(3) components

• Commands − Commands appear within each group as mentioned above.
Example bold, italics, cut, paste and many more.
• Some groups also have a small arrow in the bottom-right corner called the
dialog box launcher that you can click for even more options.
 Showing and hiding the Ribbon
• If you find that the Ribbon takes up too much screen space, you can hide it.
• To do this, click the Ribbon Display Options arrow in the upper-right corner
of the Ribbon, then select the desired option from the drop-down menu:
 Showing and hiding the Ribbon

• Auto-hide Ribbon: Auto-hide displays your document in full-screen mode

and completely hides the Ribbon from view. To show the Ribbon, click the
Expand Ribbon command at the top of screen.

• Show Tabs: This option hides all command groups when they're not in use,
but tabs will remain visible. To show the Ribbon, simply click a tab.

• Show Tabs and Commands: This option maximizes the Ribbon. All of the
tabs and commands will be visible. This option is selected by default when you
open Word for the first time.
 Title bar
• Located at the top of the app window, the title bar displays the name of the active
document and provides tools for managing the app window, ribbon, and content.

• By default the title bar is always named as document 1

• 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.
To show or hide the Ruler
 Zoom Control
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 – button to decrease the zoom
factor.
To zoom in or out, click and drag the zoom control slider in the bottom-right
corner of the Word window.
The number next to the slider displays the current zoom percentage, also called
the zoom level.
 Document views
• You can choose to view your document in Read Mode, Print
Layout, or Web Layout.

• Switching between different document views is easy.

• Just locate and select the desired document view command in the
bottom-right corner of the Word window.
 Switching document views

• Read Mode: This view opens the document to a full screen. This view is great
for reading large amounts of text or simply reviewing your work.
 Switching document views

• Print Layout: This is the default document view in Word. It shows what the
document will look like on the printed page.
 Switching document views

• Web Layout: This view displays the document as a webpage, which can be
helpful if you're using Word to publish content online.
 Document Area
• This is the area where you type.
• The flashing vertical bar is called the insertion point and represents where text will
appear when you type.
• When a new blank document opens, the insertion point will appear in the top-left
corner of the page.
 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.
Configuring the Status Bar
 Backstage View in Word 2019

This acts as the central place for managing your documents.

The backstage view helps in creating new documents, saving and

opening documents, printing and sharing documents, and so on.

Getting to the Backstage View is easy: Just click the File tab, located
in the upper-left corner of the Word Ribbon.
Backstage View in Word 2019
 Entering Text - Microsoft Word 2019

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. We
typed only two words, "Hello Word,d" as shown below.
Entering Text - Microsoft Word 2019

37
 Move Around in Word 2019
To begin with, let us create some sample text.

To create a sample text, there is a short cut available.

Open a new document and type =rand() and press Enter. Word will
create the following content for you.
Move Around in Word 2019
 Moving with Mouse
You can easily move the insertion point by clicking in your text anywhere
on the screen.

There may be instances when a document is voluminous and you cannot

see a place where you want to move.

Here, you will have to right click on the scroll bar to help you move
top, bottom of the page, as shown in the following screenshot −
Move Around in Word 2019
 Save and Save As

Word offers two ways to save a file: Save and Save As. These options work in
similar ways, with a few important differences.

Save: When you create or edit a document, you'll use the Save command to
save your changes. You'll use this command most of the time. When you save a
file, you'll only need to choose a file name and location the first time. After
that, you can click the Save command to save it with the same name and
location.
Save As: You'll use this command to create a copy of a document while keeping
the original. When you use Save As, you'll need to choose a different name
and/or location for the copied version.
 Save Document in Word 2019

It's important to save your document whenever you start a new project or make
changes to an existing one.

Saving early and often can prevent your work from being lost.

You'll also need to pay close attention to where you save the document so it will be
easy to find later.
Save Document in Word 2019
Save Document in Word 2019
Save Document in Word 2019
 Using Save As to make a copy

You can also access the Save command by pressing Ctrl+S on your
keyboard.

If you want to save a different version of a document while keeping the

original, you can create a copy.

For example, if you have a file named Sales Report, you could save it as
Sales Report 2 so you'll be able to edit the new file and still refer back to
the original version.
Using Save As to make a copy
 Auto Recover in Word 2019

Word automatically saves your documents to a temporary folder while you

are working on them.

If you forget to save your changes or if Word crashes, you can restore the
file using AutoRecover.

By default, Word autosaves every 10 minutes. If you are editing a document

for less than 10 minutes, Word may not create an autosaved version.
To use Auto Recover
 To use Auto Recover
• If you don't see the file you need, you can browse all autosaved files from Backstage view.
• Select the File tab, click on the info tab, click on Manage document, then choose Recover
Unsaved Documents.
 Exporting documents in Word 2019

By default, Word documents are saved in the .docx file type.

However, there may be times when you need to use another file type,
such as a PDF or Word 97-2003 document.

It's easy to export your document from Word to a variety of file types.
 Exporting documents as a PDF file in Word 2019
Exporting your document as an Adobe Acrobat document, commonly
known as a PDF file, can be especially useful if you're sharing a
document with someone who does not have Word.

A PDF file will make it possible for recipients to view—but not edit
—the content of your document.
Exporting documents as a PDF file in Word 2019
 Exporting documents to other file types in Word 2019

You may also find it helpful to export your document to

other file types, like a Word 97-2003 Document if you
need to share with people using an older version of Word
or a .txt file if you need a plain-text version of your
document.
Exporting documents to other file types in Word 2019
 Exporting documents to other file types in Word 2019
You can also use the Save as type drop-down menu in the Save As dialog box to save
documents to a variety of file types.
 Opening a Document in Word 2019
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.
 Opening a Document in Word 2019
Step 1 − Click the File tab and select the New option.
 Opening a Document in Word 2019
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.
Opening a Document in Word 2019
 Opening a Document in Word 2019
You can use a shortcut to open a blank document anytime.

Try using the Ctrl + N keys and you will see a new blank document similar to the one in the
above screenshot.
 Opening Existing Document
There may be a situation when you open an existing document and edit it partially or
completely. Follow the steps given below to open an existing document

Step 1 − Click the File tab and select the Open option.
Opening Existing Document
 Opening Existing Document
Step 2 − This will display the following file Open dialog box.

This lets you navigate through different folders and files, and also lets you select a file which
you want to open.
 Opening Existing Document
Step 3 − Finally, locate and select a file which you want to open and click the small triangle
available on the Open button to open the file.

You will have different options to open the file, but simply use the Open option.
 Closing a Document in Word 2019
Step 1 − Click the File tab and select the Close option.
 Closing a Document in Word 2019
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.
Working with Text in word
 Objectives Overview

How to add, delete, How to change font

move, cut, and paste size, color and text
text alignment

How to do text How to indent

How to select
alignments in paragraphs in
text
word word
 Objectives Overview

How to set borders

How to create How to set line
and shades
bullets in word spacing in word
symbols in word

How to set tabs How to apply

in word formatting in word
 Using the insertion point to add text
• The insertion point is the blinking vertical line in your document.
• It indicates where you can enter text on the page.
• You can use the insertion point in a variety of ways.
• Type =rand() in the blank word document
 Using the insertion point to add text
• Adding spaces: Press the spacebar on the keyboard to add spaces after
a word or in between text.
 Using the insertion point to add text
New paragraph line:
• Simply click the end of the first sentence after the full stop.
• Press Enter on your keyboard to move the insertion point to the next
paragraph line.
 Using the insertion point to add text
• Manual placement: Once you begin typing, you can use the mouse to
move the insertion point to a specific place in your document. Simply
click the location in the text where you want to place it.
 Using the insertion point to add text
• Arrow keys: You can also use the arrow keys on your keyboard
to move the insertion point.
• The left and right arrow keys will move between adjacent
characters on the same line,
• while the up and down arrows will move between paragraph
lines.
• You can also press Ctrl + Left arrow key or Ctrl + Right
arrow key to quickly move between entire words.
• In a new blank document, you can double-click the mouse to
move the insertion point elsewhere on the page.
 Selecting text
• The most common method of selecting a text is to click and
drag the mouse over the text you want to select, then
release the mouse.
• A highlighted box will appear over the selected text.
 Selecting text
• When you select text or images in Word, a hover toolbar
with command shortcuts will appear. If the toolbar does not
appear at first, try hovering the mouse over the selection.
Selecting text
 Selecting text

NOTE
• 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.
 Select Text Using the Keyboard

• Keyboard provides very good support when you want to

select various components of the document as described in
the following table
Select Text Using the Keyboard
 How to drag and drop text
• Select the text you want to move.
 How to drag and drop text
• Click and drag the text to the location where you want it to appear. A
small rectangle will appear below the arrow to indicate that you are
moving text.
 How to drag and drop text
• Release the mouse, and the text will appear.
 Move within different documents
Step 1
• Open a new word document in addition to old document.

Step 2
• Keep both the documents opened and to ensure that both documents
are visible.

• Click the Arrange All button on the View tab on the Ribbon.
 Move within different documents
Step 2
• Keep both the documents opened and to ensure that both documents
are visible.
• Click the Arrange All button on the View tab on the Ribbon.
 Move within different documents
Step 3
• This will display both the documents as shown below
 Move within different documents
Step 4
• Now, select a portion of the text using any of the text selection
methods.

Step 5
• Take your mouse pointer over the selected text and hold the left
button of the mouse and keep holding it while moving around the
document.
 Move within different documents

Step 6
• Take your mouse pointer at the place in the second document where
you want to move the selected text and release the mouse button.

• You will see that the selected text is moved to the desired location in
the second document.
Move within different documents
Step 7
 Copying and moving text

• Word allows you to copy text that's already in your document and
paste it in other places, which can save you a lot of time and effort.

• If you want to move text around in your document, you can cut and
paste or drag and drop.
 Copying and moving text
• 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.
 How to copy and paste text
Step 1
• Select the text you want to copy.
 How to copy and paste text
Step 2
• Click the Copy command on the Home tab. You can also press
Ctrl+C on your keyboard.
 How to copy and paste text
Step 3
• Place the insertion point where you want the text to appear.
• Click the Paste command on the Home tab. You can also press
Ctrl+V on your keyboard.
 How to copy and paste text
Step 4
• The text will appear as shown below.
 How to cut and paste text
Step 1
Select the text you want to cut.
 How to cut and paste text
Step 2
Click the Cut command on the Home tab. You can also press Ctrl+X on
your keyboard.

Place your insertion point where you want the text to appear.
 How to cut and paste text
Step 3
Click the Paste command on the Home tab. You can also press Ctrl+V
on your keyboard.
 How to copy and paste text
Step 4
• The text will appear as shown below.
 How to copy and paste text
• You can also cut, copy, and paste by right-clicking your document
and choosing the desired action from the drop-down menu.

• When you use this method to paste, you can choose from three
options that determine how the text will be formatted: Keep Source
Formatting, Picture, Merge Formatting, and Keep Text Only.
• You can hover the mouse over each icon to see what it will look like
before you select it.
How to copy and paste text
 How to copy and paste text
• Keep Source Formatting maintains the formatting (e.g., font, size,
color, etc.) of the pasted text.

• Merge Formatting changes the formatting of the pasted text to match

the formatting of the new location.

• Picture pastes the text or other content as an image

• Keep Text Only removes the formatting of the pasted text and adds
the formatting of the new location.
 How Cut and paste items from the Clipboard
Step 1
• Click the Home tab on the ribbon, then click the Dialogue Box
launcher in the lower-right corner of the Clipboard group.
 How Cut and paste items from the Clipboard
Step 2
• Select the text or graphics you want to copy, and press Ctrl+C.
• Each selection appears in the Clipboard, with the latest at the top.
 How Cut and paste items from the Clipboard
Step 3
• Click the down arrow next to the item you want to paste, and click
Paste.
 How Cut and paste items from the Clipboard
Step 4
• The text will be appear as shown below. To paste everything in the
Clipboard to the selected area in your document, click Paste All.

.
 To delete text
There are several ways to delete, or remove, text:
• To delete text to the left of the insertion point, press the
Backspace key on your keyboard.

• To delete text to the right of the insertion point, press the Delete
key on your keyboard.

• Select the text you want to remove, then press the Delete key.

• If you select text and start typing, the selected text will
automatically be deleted and replaced with the new text.
 What is Paste Special
• Assume that the user copied and pasted some content from the web to
a Word document. It will appear as follows. It will paste the copied
content including its format from the original source.
 What is Paste Special
• Paste Special performs the same functionality as paste, but it provides
some additional options.
• When the user copies some content from the web and selects paste
special in the Home tab of the ribbon, it will open a dialog box.
 What is Paste Special
• If the user selects Unformatted Text or Unformatted Unicode Text,
it will display the content in normal text format as below. The Unicode
is a common and standard encoding type in writing systems.
 What is Paste Special
• The text will be appear as shown below.
 Difference Between Paste and Paste Special

• The main difference between paste and paste special is that the paste
command allows the user to insert the selected data from the
clipboard into an application.

• Whereas the paste special command follows the same functionality

similar to paste, but provides additional options to select how the
inserted data should appear on the application.
 Difference Between Paste and Paste Special

• User can press Control(Ctrl) and V keys together from the keyboard.

• For paste special press Control(Ctrl), alter(Alt) and V keys together

from the keyboard.
 How to use the Format Painter
• Use Format Painter to quickly apply the same formatting, such as
color, font style and size, or border style, to multiple pieces of text or
graphics.

• With format painter, you can copy all of the formatting from one
object and apply it to another one—think of it as copying and pasting
for formatting.
 How to use the Format Painter
• Select the text or graphic that has the formatting that you want to
copy.
 How to use the Format Painter
• On the Home tab, select Format Painter in the Clipboard group.

• The cursor changes to a paintbrush icon.

• Use the brush to paint over a selection of text or graphics to apply the
formatting.
 How to use the Format Painter
• Use the brush to paint over a selection of text or graphics to apply the
formatting. This only works once.
 Undo and Redo
• Let's say you're working on a document and accidentally delete some
text.

• Fortunately, you won't have to retype everything you just deleted!

Word allows you to undo your most recent action when you make a
mistake like this.
 Undo and Redo

• To do this, locate and select the Undo command on the Quick Access
Toolbar. You can also press Ctrl+Z on your keyboard.
 Undo and Redo
• By contrast, the Redo command allows you to reverse the last undo.
You can also access this command by pressing Ctrl+Y on your
keyboard.
 Text Basics
• Microsoft word allows you to use different fonts with different size.

• You can change your document's appearance by changing the fonts and
their size.

• It is important to learn how to use different fonts.

 Setting Text Fonts in Word 2019
• Microsoft word allows you to use different fonts with
different size.

• You can change your document's appearance by changing

the fonts and their size.

• It is important to learn how to use different fonts.

 Change the Font Size
Step 1
• Select the portion of text the font of which needs to be changed and
click the Home tab.
 Change the Font Size
Step 2
• On the Home tab, click the Font Size drop-down arrow. Select a
font size from the menu. If the font size you need is not available in
the menu, you can click the Font Size box and type the desired size,
then press Enter.
 Change the Font Size

• You can also use the Grow Font and Shrink Font commands to
change the font size.
 Change the Font Type
Step 1
• By default, the font type of each new document is set to Calibri.
However, Word provides many other fonts you can use to customize
text.
• Select the text you want to modify.
 Change the Font Type
Step 2
• On the Home tab, click the drop-down arrow next to the Font box. A
menu of font styles will appear.
• Select the font style you want to use.
 Change the Font Type

• When creating a professional document or a document that contains

multiple paragraphs,

• you'll want to select a font that's easy to read. Along with Calibri,
standard reading fonts include Cambria, Times New Roman, and
Arial.
 To change the font color
Step 1
• Select the text you want to modify.
 To change the font color
Step 2
• On the Home tab, click the Font Color drop-down
arrow. The Font Color menu appears.
 To change the font color
Step 3
• Select the font color you want to use. The font color will
change in the document.
 To change the font color
• Your color choices aren't limited to the drop-down menu that appears.
Select More Colors at the bottom of the menu to access the Colors
dialog box. Choose the color you want, then click OK.
 Highlight Text with Colors
Step 1
• Select the portion of text that needs to be highlighted with color. You can use
any of the text selection method to select the portion of text.
Step 2
• From the Home tab, click the Text Highlight Color drop-down arrow. The
Highlight Color menu appears..
 Remove Highlight Text with Colors
Step 1
• To remove highlighting, select the highlighted text,
then click the Text Highlight Color drop-down arrow.
Select No Color from the drop-down menu.
 Clear All Formatting Options
• All of the setting can be reset to plain text, or the default formatting.
To reset text to default settings
Step 1
• Select the portion of text that you want to reset.

Step 2
• Click the Clear Formatting button in the Home tab Font group, or simply use Ctrl +
SPACEBAR.
 Text Decoration in Word

• When we use the term decorate, it means putting the text

in italics, underlining the text or making it bold to look
more fancy and much more.
 Making text bold
Step 1
• Select the portion of text that the font of which needs to be made bold. You can
use any of the text selection methods to select the portion of text.
Step 2
• Click the Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl
+ B keys to make the selected portion of text bold.
 Making Text Italic
Step 1
• Select the portion of text the font of which needs to be italicized. You can use
any of the text selection methods to select the portion of text.
Step 2
• Click the Font Italic [ I ] button in the Home tab Font group, or simply use the
Ctrl + I keys to convert the portion of text in italic font.
 Underline the Text
Step 1
• Select the portion of text which needs to be underlined. You can use any of
the text selection method to select the portion of text.
Step 2
• Click Font Underline [ U ] button in the Home tab Font group, or simply use
the Ctrl + U keys to put an underline under the text.
 Strikethrough the Text
Step 1
• Select the portion of text that you want to change to a bold font. You can use
any of the text selection method to select the portion of text.
Step 2
• Click Font Strikethrough [ abc ] button in the Home tab Font group to put a
line in the middle of the text which is called strikethrough the text.
 Change Text Case in Word 2019

• You can also capitalize a character you are typing by

pressing and holding the SHIFT key while you type.

• You can also press the CAPS LOCK to have every letter
that you type capitalized, and then press the CAPS LOCK
again to turn off capitalization.
 Change Text to Sentence Case
Step 1
• Select the portion of text that that needs to be put in sentence case. You can
use any of the text selection methods to select the portion of text.
Step 2
• Click the Change Case button and then select the Sentence Case option to
capitalize the first character of every selected sentence.

NOTE:
The first character of
a sentence is
capitalized.
 Change Text to Lowercase
Step 1
• Select the portion of text that needs to be put in lowercase. You can use any
of the text selection methods to select the portion of text.
Step 2
• Click the Change Case button and then select Lowercase option to display all
the selected words in lowercase.

NOTE
Every word of a
sentence is in
lowercase.
 Change Text to Uppercase
Step 1
• Select the portion of text that you want to change to a bold font. You can use
any of the text selection method to select the portion of text.
Step 2
• Click the Change Case button and then select UPPERCASE option to
display all selected words in all caps. All characters of every selected word
will be capitalized.

NOTE
Every word of a
sentence is in
uppercase.
 Capitalize Text
Step 1
• Select the portion of text that needs to be capitalized. You can use any of the
text selection method to select the portion of text.
Step 2
• Click the Change Case button and then select the Capitalize Each Word
option to put a leading cap on each selected word.

NOTE
Every first character
of every selected
word is in capital.
 Toggle the Text
Step 1
• Select the portion of text that you want to change to a bold font. You can use
any of the text selection method to select the portion of text.
Step 2
• Click the Change Case button and then select the tOGGLE cASE option to
change all the words in lowercase into words in uppercase; the words in
uppercase words change to words in lowercase.

NOTE
Change the case of
every character in
reverse way.
 Apply Text Effects
Step 1
• Select the portion of text that you want to change to a bold font. You can use
any of the text selection method to select the portion of text.
Step 2
• Click the Text Effect button to display a list of effects including shadow,
outline, glow, reflection etc.
 Format text as superscript or subscript in Word

• A superscript or subscript is a number, figure, symbol, or

indicator that is smaller than the normal line of type and
is set slightly above it (superscript) or below it
(subscript).
 Format text as subscript in Word
Step 1
• Select the text or number you want.
 Format text as subscript in Word
Step 2
• Go to Home and select Subscript button.
 Format text as superscript in Word
Step 1
• Type the text as shown below in word.
 Format text as superscript in Word
Step 2
• Click on the insert tab on the ribbon and choose symbols
and look for the registered Trademark symbol as shown
and click on it.
 Format text as superscript in Word
Step 3
• The text will be appear as shown below
 Text Alignments in Word 2019
• There are four(4) types of paragraph alignment available in
Microsoft Word:
–Left-aligned

–Centre-aligned

–Right-aligned

–Justified
By default, Word aligns text to the left margin in
new documents.
 Left-Aligned Text
Step 1
• Select the document that you want to left-aligned. You can use any of the text
selection method to select the document.
Step 2
• Click the Align Text Left button available on the Home tab or simply press
the Ctrl + L keys.
 Center Aligned Text
Step 1
• Select the document that you want to center-aligned. You can use any of the
text selection method to select the document.
Step 2
• Click the Center button available on the Home tab or simply press the Ctrl +
E keys.
 Right-Aligned Text
Step 1
• Select the document that you want to Right-aligned. You can use any of the text
selection method to select the document.
Step 2
• Click the Align Text Right button available on the Home tab or simply press the
Ctrl + R keys.
 Justified Text
Step 1
• Select the document that you want to Justified. You can use any of the text
selection method to select the document.
Step 2
• Click the Justify button available on the Home tab or simply press the Ctrl +
J keys.
 Indent Paragraphs in Word 2019

• Margin settings determine the blank space that appears on each side
of a paragraph.

• You can indent paragraphs in your document from the left margin,
the right margin, or both the margins.
 Left Indentation
• Left indentation means to move the left edge of the
paragraph inward towards the centre of the paragraph.

Step 1
• Click anywhere on the paragraph you want to indent left.

• Click the Increase Indent button available on the Home tab or

simply press the Ctrl + M keys.
 Left Indentation

• You can remove left indentation by clicking the Decrease

Indent button available on Home tab or simply press Ctrl
+ Shift+ M keys.
 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.
Step 1
• Place the insertion point at the very beginning of the
paragraph you want to indent.
 To indent using the Tab key
Step 2
• Press the Tab key. On the Ruler, you should see the first-
line indent marker move to the right by 1/2 inch.
• The first line of the paragraph will be indented.
 Indent markers
• In some cases, you may want to have more control over
indents.
• Word provides indent markers that allow you to indent
paragraphs to the location you want.
 Indent markers
• The indent markers are located to the left of the horizontal
ruler, and they provide several indenting options:

• First-line indent marker: adjusts the first-line indent

• Hanging indent marker: adjusts the hanging indent

• Left indent marker: moves both the first-line indent and

hanging indent markers at the same time (indenting all lines
in a paragraph)
 To indent using the indent markers
Step 1
• Place the insertion point anywhere in the paragraph you
want to indent, or select one or more paragraphs.
 To indent using the indent markers
Step 2
• Click and drag the desired indent marker. In our example,
we'll click and drag the left indent marker.
• Release the mouse. The paragraphs will be indented.
 Tabs
• Using tabs gives you more control over the placement of text.

• By default, every time you press the Tab key, the insertion point will
move 1/2 inch to the right.

• Adding tab stops to the Ruler allows you to change the size of the tabs,
and Word even allows you to apply more than one tab stop to a single
line.
 Tabs
• For example, on a resume you could left-align the beginning of a line
and right-align the end of the line by adding a Right Tab, as shown in
the image below.
 Show or hide tab marks in Word

• The Show/Hide button in Word turns hidden characters like spaces,

paragraph markers, or tab marks on and off.
Show or hide tab marks in Word
 Create Bullets in Word 2019

• Microsoft word provides bullets and numbers to put a list

of items in a nice order.

• Type these types of fruits in word:

Mango
Orange
Banana
Apple
 Create a List from Existing Text
Step 1
• Select a list of text to which you want to assign bullets or
numbers. You can use any of the text selection method to
select the portion of text.
Step 2
• Click the Bullet Button triangle to display a list of bullets
you want to assign to the list. You can select any of the
bullet style available by simply clicking over it.
Create a List from Existing Text
 Create a List from Existing Text

Step 3
• If you are willing to create a list with numbers, then click the Numbering Button
triangle instead of the bullet button to display a list of numbers you want to
assign to the list.
 Create a List as You Type
Step 1
• Type *, and then either press the SPACEBAR or press the
TAB key, and then type the rest of what you want in the
first item of the bulleted list..
Step 2
• When you are done with typing, press Enter to add the
item in the list automatically and go to add next item in the
list.
Step 3
• Repeat Step 2 for each list item.
Create a List as You Type
 Customizing bullets
• Customizing the look of the bullets in your list can help you
emphasize certain list items and personalize the design of your list.

• Word allows you to format bullets in a variety of ways. You can use
symbols and different colors, or even upload a picture as a bullet.
 To use a symbol as a bullet
Step 1
• Select an existing list you want to format.
 To use a symbol as a bullet
Step 2
• On the Home tab, click the drop-down arrow next to the Bullets
command. Select Define New Bullet from the drop-down menu.
 To use a symbol as a bullet
Step 3
• The Define New Bullet dialog box will appear. Click the Symbol
button.
 To use a symbol as a bullet
Step 4
• The Symbol dialog box will appear.
• Click the Font drop-down box and select a font. The Wingdings and
Symbol fonts are good choices because they have many useful
symbols.
• Select the desired symbol, then click OK..
 To use a symbol as a bullet
Step 5
• The symbol will appear in the Preview section of the Define New
Bullet dialog box. Click OK.
 To use a symbol as a bullet
Step 6
• The symbol will appear in the list.
 To change the bullet color
Step 1
• Select an existing list you want to format.
 To change the bullet color
Step 2
• On the Home tab, click the drop-down arrow next to the Bullets
command. Select Define New Bullet from the drop-down menu.
 To change the bullet color
Step 3
• The Define New Bullet dialog box will appear. Click the Font
button.
 To change the bullet color
Step 4
• The Font dialog box will appear. Click the Font Color
drop-down box. A menu of font colors will appear.
• Select the desired color, then click OK.
 To change the bullet color
Step 6
• The bullet color will appear in the Preview section of the
Define New Bullet dialog box. Click OK.
 To change the bullet color
Step 7
• The bullet color will change in the list.
 Sorting in word 2019
• Sorting enables you to arrange the current selection in
alphabetical or numerical order.
Step 1
• Select an existing list you want to sort.
 Sorting in word 2019
Step 2
• On the Home tab, click the sort command button and
choose ascending order and click OK
 Sorting in word 2019
Step 3
• The list will be sorted as follows.
 Set Line Spacing in Word 2019
• Line spacing is the space between each line in a paragraph.

• Word allows you to customize the line spacing to be single

spaced (one line high), double spaced (two lines high), or
any other amount you want.

• The default spacing in Word is 1.08 lines, which is slightly

larger than single spaced.
 Spacing between Lines
Step 1
• Select the paragraph or paragraphs for which you want to
define spacing. You can use any of the text selection method
to select the paragraph(s).
Step 2
• Click the Line and Paragraph Spacing Button triangle to
display a list of options to adjust space between the lines.
• You can select any of the option available by simply clicking
over it.
Spacing between Lines
 Adjusting line spacing
• Your line spacing options aren't limited to the ones in the
Line and Paragraph Spacing menu.

• To adjust spacing with more precision, select Line Spacing

Options from the menu to access the Paragraph dialog
box.
 Adjusting line spacing
• EXACTLY: When you choose this option, the line spacing
is measured in points, just like font size. For example, if
you're using 12-point text, you could use 15-point spacing.

• AT LEAST: Like the Exactly option, this lets you choose

how many points of spacing you want. However, if you have
different sizes of text on the same line, the spacing will
expand to fit the larger text.

• MULTIPLE: This option lets you type the number of lines

of spacing you want. For example, choosing Multiple and
changing the spacing to 1.2 will make the text slightly more
spread out than single-spaced text. If you want the lines to
be closer together, you can choose a smaller value, like 0.9.
 Spacing between Paragraphs
Step 1
• Select the paragraph or paragraphs for which you want to
define spacing
Step 2
• On the Home tab, click the Line and Paragraph Spacing
command. Click Add Space Before Paragraph or Remove
Space After Paragraph from the drop-down menu. In our
example, we'll select Add Space Before Paragraph.
 Spacing between Paragraphs
• The paragraph spacing will change in the document as shown below.
 Spacing between Paragraphs
• From the drop-down menu, you can also select Line Spacing Options
to open the Paragraph dialog box. From here, you can control how
much space there is before and after the paragraph.
 Borders and Shades in Word 2019

• Microsoft Word allows you to place a border on any or all

of the four sides of selected text, paragraphs, and pages.

• You can also add different shades to the space occupied by

the selected text, paragraphs, and pages.
 Add Borders to Page
Step 1
• Click the Border Button to display a list of options to put
a border.

• Select the Border and Shading option available at the

bottom of the list of options as shown in the screenshot.

• This will display a Border and Shading dialog box.

 Add Borders to Page

Step 2
• Click the Page Border tab which will display a list of border settings,
styles and options whether this border should be applied to the whole
document or just one page or the first page..
 Add Borders to Page
Step 3
• You can use the Preview section to disable or enable left, right, top or bottom
borders of the page. Follow the instruction given in the preview section itself.
Step 4
• You can customize your border by setting its colour, width by using different art
available under the style section.
Add Borders to Page
 Using Find and Replace

• When you're working with longer documents, it can be

difficult and time consuming to locate a specific word or
phrase.

• Word can automatically search your document using the

Find feature, and it allows you to quickly change words or
phrases using Replace.
 To find text

• From the Home tab, click the Find command. You can also
press Ctrl + F on your keyboard.
 To find text

• The navigation pane will appear on the left side of the

screen.

• Type the text you want to find in the field at the top of the
navigation pane. In our example, we'll type the word we're
looking for.
 To find text
• If the text is found in the document, it will be highlighted in
yellow and a preview of the results will appear in the
navigation pane. You can also click one of the results below
the arrows to jump to it.
• When you're finished, click X to close the navigation pane.
The highlight will disappear.
 To replace text
• From the Home tab, click the Replace command. You can
also press Ctrl + H on your keyboard.
 To replace text
• The Find and Replace dialog box will appear.
• Type the text you want to find in the Find what: field.
• Type the text you want to replace it with in the Replace with:
field, then click Find Next.
 To replace text
• Word will find the first instance of the text and highlight it in
gray.
• If you want to replace it, you can click Replace to change
individual instances of text. You can also click Replace All
to replace every instance of the text throughout the
document.
 To replace text
• The word document will be replaced with paper as shown
below.
Formatting Pages in
Word
 Objectives Overview

How to adjust How to insert How to add

page margins in header and page numbers in
word footer in word word

How to insert How to add

blank page in page orientation
word in word
 Adjust Page Margins in Word
• A margin is the space between the text and the edge of your document.

• By default, a new document's margins are set to Normal, which means

it has a one-inch space between the text and each edge.

• Depending on your needs, Word allows you to change your document's

margin size.
 To format page margins
• Word has a variety of predefined margin sizes to choose
from.
Step 1
• Select the Layout tab, then click the Margins command.
 To format page margins
Step 2
• A drop-down menu will appear. Click the predefined
margin size you want.
• The margins of the document will be changed.
 To use custom margins
• Word also allows you to customize the size of your margins
in the Page Setup dialog box.
Step 1
• From the Layout tab, click Margins. Select Custom
Margins from the drop-down menu.
 To use custom margins
Step 2
• The Page Setup dialog box will appear.
• Adjust the values for each margin, then click OK.
• The margins of the document will be changed.
 Adjust Margins Using Gutter

• If you are going to bind the document and want to add an

extra amount of space on one edge for the binding, enter that
amount in the Gutter text box.
Step 1
• Select the side the gutter is on with the Gutter Position
drop-down list.

• After setting all the desired values for all the margins, click
the OK button to apply the margins.
Adjust Margins Using Gutter
 Page Orientation in Word
• Page Orientation is useful when you print your pages.

• Word offers two page orientation options: landscape and portrait.

• Landscape means the page is oriented horizontally.

• Portrait means the page is oriented vertically.

• By default, Microsoft Word shows a page in portrait orientation

• You can change the page orientation from portrait to landscape

orientation.
 Change Page Orientation
Step 1
• Select the Layout tab

• Click the Orientation command in the Page Setup group.

 Change Page Orientation
Step 2
• A drop-down menu will appear. Click
either Portrait or Landscape to change the page orientation.
• The page orientation of the document will be changed.
 Page size
• By default, the page size of a new document is 8.5 inches by 11
inches.

• 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
should check to see which page sizes your printer can accommodate.
 To use a custom page size
• Word also allows you to customize the page size in the Page
Setup dialog box.
Step 1
• From the Layout tab, click Size. Select More Paper Sizes from the
drop-down menu.
 To use a custom page size
Step 2
• The Page Setup dialog box will appear.
• Adjust the values for Width and Height, then click OK.
 Header and Footer in Word
• The header is a section of the document that appears in the top
margin, while the footer is a section of the document that appears in
the bottom margin.

• Headers and footers generally contain additional information such as

page numbers, dates, an author's name, and footnotes, which can
help keep longer documents organized and make them easier to read.

• Text entered in the header or footer will appear on each page of the
document.
 Add Header and Footer
Step 1
• Double-click anywhere on the top or bottom margin of your
document. In our example, we'll double-click the top margin.
 Add Header and Footer
Step 2
• The header or footer will open, and a Design tab will appear on the
right side of the Ribbon. The insertion point will appear in the header
or footer.
 Add Header and Footer
Step 3
• Type the desired information into the header or footer. In our example,
we'll type the author's name and the date.
 Add Header and Footer
• When you're finished, click Close Header and Footer. You can also
press the Esc key.
 Add Header and Footer
• The header or footer text will appear.

You can follow a similar procedure to add footer in your document.

 To insert a preset header or footer
Step 1
• Select the Insert tab, then click the Header or Footer command. In
our example, we'll click the Header command.
 To insert a preset header or footer
Step 2
• In the menu that appears, select the desired preset header or footer.
 To insert a preset header or footer
Step 3
• The header or footer will appear. Many preset headers and footers
contain text placeholders called Content Control fields.
• These fields are good for adding information like the document title,
author's name, date, and page number. (Type “Things Fall Apart
the center cannot hold”)
To insert a preset header or footer
Step 3
 Add Header and Footer
• When you're finished, click Close Header and Footer. You can also
press the Esc key.
 Edit Header and Footer
Step 1
• Click the Insert tab

• Click either the Header button or Footer button or whatever you

want to edit.

• Assume you are going to edit the Header, so when you click the
Header button it will display a list of options including the Edit
Header option.
Edit Header and Footer
 Edit Header and Footer
Step 2
• Click on the Edit Header option and Word will display the editable
header as shown in the following screenshot.
Step 3
• Now you can edit your document header and once you are done,
click Close Header and Footer to come out of the edit header mode.
 Remove/Delete Content Control
Step 1
• If you want to delete a Content Control field, right-click it
and select Remove Content Control from the menu that
appears.
 Hide the first-page header and footer

• For some documents, you may not want the first page to
show the header and footer, like if you have a cover page
and want to start the page numbering on the second page.
•
• If you want to hide the first-page header and footer, check
the box next to Different First Page.
 Add Page Numbers in Word
• Microsoft Word automatically assigns page numbers on the pages of
your document.

• Typically, page numbers are printed either in header or footer but

you have the option that can display the page number in the left or
right margins at the top or the bottom of a page.
 Add Page Numbers
Step 1
• Click the Insert tab, and click the Page Number button available
in the header and footer section.

• This will display a list of options to display the page number at the
top, bottom, current position etc.
 Add Page Numbers
Step 2
• When you move your mouse pointer over the available options, it
displays further styles of page numbers to be displayed.
• For example, when I take the mouse pointer at the Bottom of Page
option it displays the following list of styles.
 Add Page Numbers

Step 3
• Finally, select any one of the page number styles. I selected the
Accent Bar 1 style by clicking over it.
• You will be directed to the Page Footer modification mode. Click
the Close Header and Footer button to come out of the Footer Edit
mode.
 Remove Page Numbers
Step 1
• Click the Insert tab, and
• Click the Page Number button available in the header and footer
section.

• This will display a list of options to display page number at the top,
bottom, current position, etc.

• At the bottom, you will have the Remove Page Numbers option.
Just click this option and it will delete all the page numbers set in
your document.
Remove Page Numbers
Step 1
 To insert the date or time into a header or footer
Step 1
• Click the Insert tab, and
• Click the Header button available in the header and footer section.
 To insert the date or time into a header or footer
Step 2
• The Design tab will appear. Click the Date & Time command.
 To insert the date or time into a header or footer
Step 3
• The Date and Time dialog box will appear. Select the desired date
or time format.
• Check the box next to Update automatically if you want the date to
change every time you open the document.
• Click OK.
 To insert the date or time into a header or footer
Step 4
• The date will appear in the header.
 Adding Columns to word document
• Sometimes the information you include in your document is best
displayed in columns.

• Columns can help improve readability, especially with certain types

of documents—like newspaper articles, newsletters, and flyers.

• Word also allows you to adjust your columns by adding column

breaks.
 Adding Columns to word document
• Select the text you want to format.
 Adding Columns to word document
• Select the Layout tab, then click the Columns command. A drop-
down menu will appear.
• Select the number of columns you want to create.
 Adding Columns to word document
• The text will format into two columns.
 To remove columns
• To remove column formatting, place the insertion point anywhere in
the columns, then click the Columns command on the Layout tab.
Select One from the drop-down menu that appears.
 Insert Blank Pages in Word

• A blank page is a page which does not have any text or any other
content over it.
 Insert Blank Pages
Step 1
• Bring your insertion point immediately before the text where you
want to insert a blank page.
Step 2
• Click the Insert tab, and click the Blank Page button available in
the Pages group.
 Insert Blank Pages
Step 2
• Word inserts a new blank page and moves all the text after the page
break onto a new page.
 Delete Blank Pages
Step 1
• Click the Home tab
• Click the Show/Hide ¶ paragraph marks button available in the
Paragraph group or simply press the Ctrl + Shift + * keys. This
will display all the page breaks as shown below.
 Delete Blank Pages
Step 2
• Bring your cursor immediately before the Page Break mark
available on the blank page and press the Delete Key.

• This will delete the blank page

• Again you can click the Show/Hide ¶ paragraph marks button to

hide all the paragraph marks.
 Tables

• A table is a grid of cells arranged in rows and columns.

• Tables can be used to organize content, whether you're working with
text or numerical data.
• In Word, you can quickly insert a blank table or convert existing
text to a table.
• You can also customize your table using different styles and layouts.

268
 To insert a blank table

• Place the insertion point where you want the table to appear.
• Navigate to the Insert tab, then click the Table command.

269
 To insert a blank table

• This will open a drop-down menu that contains a grid.

• Hover over the grid to select the number of columns and rows you want.

270
 To insert a blank table

• Click the grid to confirm your selection, and a table will appear.
• To enter text, place the insertion point in any cell, then begin typing.

271
 Modifying tables

• You can easily change the appearance of your table once you've added one to
your document.
• There are several options for customization, including adding rows or
columns and changing the table style.

272
 To add a row or column

• Hover outside the table where you want to add a row or column.
• Click the plus sign that appears.

273
 To add a row or column

• A new row or column will be added to the table.

274
 To add a row or column

• Alternatively, you can right-click the table, then hover over Insert to see various
row and column options.

275
 To delete a row or column

• Place the insertion

point in
the row or column you
want to delete.
• Right-click, then
select Delete
Cells from the menu.

276
 To delete a row or column

• A dialog box will appear.

• Choose Delete entire row or Delete entire column, then click OK.

• The row or column will be deleted.

277
 Merge Cells

• You can combine several smaller cells into a single, larger cell that spans the
space previously occupied by the individual cells.
• Select multiple cells that share a border.

278
 Merge Cells

• Click
the Layout tab
in the Table
Tools ribbon
group.
• Click
the Merge
Cells button.

279
 Merge Cells

• The selected cells are merged into a single cell that takes up the entire width and
height of the original cells.

• You can also right-click the selected cells and select Merge Cells from the menu.

280