M S WORD Microsoft word is a word processor developed by microsoft corporation.

You can create, edit and print the document, according to you requirement. Auto correct, spelling and grammar checking, text formatting, mail merge, graphics, table, etc are some of the features of Ms Word. OBJECTIVE: After going through this unit, you will be able to 1. 2. 3. 4. 5. 6. 7. Start the Ms Word Software package. Create a document. Move error the document. Open, save and close the document. Edit and format the text. Move and copy the text. Exit word. TO START THE MICROSOFT WORD
1. 2. 3. 4.

startprogrammeMs officeMs word startrunwinword/winpadOK startsearchall files and folders.Ms wordsearch On desktopdouble click of the Ms word icon PARTS OF THE MICROSOFT WORD SCREEN

1. 2. 3. 4. 5. 6.

Control Menu Box Title Bar Minimize Button, Maximize Button and Close Button Menu Bar Tool Bar Ruler Bar/Line
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7. View Bar 8. Status Bar 9. Scroll Bar 10. Drawing Tool Bar
1 . Document-1-Microsoft Word
CONTROL MENU BOX

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MINIMIZE

TASK BAR

MAXIMIZE
CLOSE

4. Menu bar- file, edit, view, insert, format, tools, table, window, help 5. Tool Bar- Below Menu Bar (a) Standard Tool Bar (b) Formatting Tool Bar 6. Ruler Bar- divided in inches

Ruler bar 7. View Bar- Left side of the window at the bottom of the page 8. Scroll bar- (a) Horizontal Scroll Bar (b) Vertical Scroll Bar 9. Status Bar- Bottom of the window Page sec 2/2 at line column language 10. Drawing Tool Bar- Above the status bar POSITION TE CHARACTERS By default, the characters are positioned normally on the line if the text is to be printed slightly above or below the line. Use the feature raised and lowered respectively. SHORTCUT KEYS
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KEYS SEQUENCE ARROW KEYS HOME END Ctrl HOME Ctrl+ END Ctrl+ Alt+ pg up Ctrl +Alt+ pg dn

INSERTION POINT MOVEMENT UP, DOWN, LEFT, RIGHT BEGINNING OF LINE END OF LINE BEGINNING OF DOCUMENT END OF DOCUMENT PREVIOUS PAGE NEXT PAGE

TO CHANGE THE FONT OF THE TEXT 1. Select the text. 2. Select formatclick fontfont dialog will be display on the screen as given below 3. Select the desired font type, font size, font style, type of underline-single, double, dot-dash, etc font effect subscript, superscript etc and click on OK SUBSCRIPT: The text that is written below the original line is a subscript. E.g.H2O Here, 2 is a subscript. To create a subscript, blog or select this is to be printed below the original line. Select format click the font and select subscript check box and click on OK. SUPERSCRIPT: The text that is written above the original line is a superscript. E.g. 10th Here th is a superscript. To create superscript, select the text which is to be printed above the original line in the above case (th). Select formatclick the fontselect the superscript check box and click on the OK.
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ADJUSING SPACING BETWEEN CHARACTERS The character spacing tab of the font dialog box provided option for changing the distance between characters. 1. Normal 2. Expanded 3. Condensed The position of character raised or lowered and kerning the precise amount of space between the characters. Solin is used to control the character size but it is better to change the character size using formatting tool bar. Spacing is used to control the distance that appear between the character word allow you to increase or reduce the gap between the character. To increase the space between the character blog the text and expanded and specify the measurement in pts. ANIMATION: In this, we use text to highlight it for any programme. Select the text, Click formatfontanimationok CHANGE CASE: Format Change case-- 1. Upper case 2. Lower Case 3. Sentence Case 4. Toggle Case E.g. iNTRODUCTION 5. Title Case E.g. Introduction
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MOVING THE TEXT: Ctrl + X CUT Ctrl + V PASTE COPY THE TEXT: Ctrl + C COPY Ctrl + V PASTE UNDO AND REDO: Ctrl + Z UNDO Ctrl + Y REDO SHORTCUT KEYS
SL NO. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. SHOTCUT KEYS Ctrl+shift+A Ctrl+shift+K Ctrl+U Ctrl+shift+D Ctrl+shift+W Ctrl+B Ctrl+I Ctrl+shift+H Ctrl+= Ctrl+shift+= Ctrl+F Ctrl+P Ctrl+space bar Ctrl+[ Ctrl+] Ctrl+shift+< Ctrl+shift+> ACTION ALL CAPS SMALL CAPS UNDERLINE DOUBLE UNDERLINE WORD BY WORD UNDERLINE BOLD ITALIC HIDE SUBSCRIPT SUPERSCRIPT FIND / SEARCH PRINT RESET CHARACTERS / RESET FORMATTING DECREASE SIZE 1pt AT A TIME INCREASE SIZE 1 pt AT A TIME REDUCE THE FONT BY pt SIZE AS DEFINE IN THE FORMATTING TOOL BAR ENHANCE THE FONT BY pt SIZE AS DEFINE IN THE FORMATTING TOOL BAR

EXIT WORD: By clicking the close button and by click the file and click exit.

FORMATTING
INTRODUCTION: You will be able to format a paragraph like alignment the paragraph, adding borders and shading the paragraph, etc. OBJECTIVE: 1. Align the paragraph 2. Specify line spacing 3. Specify space between paragraphs 4. Indent the paragraph 5. Use drop cap 6. Specify border and shading 7. Specify bullets and numbering 8. Use tab stop 9. Find and replace a word 10. Check the spelling and grammar 11. Creates columns and breaks 1. PARAGRAPH ALLIGNMENT: The text in the paragraph is by default, left align. The text written will be properly adjusted in the left side. The text can be centerised, right align or justified. To change the paragraph alignment:1. Click anywhere on the paragraph that has to be align.

2.

Click on appropriate icon in the formatting tool bar.

LEFT

CENTRE

RIGHT

JUSTIFIED

The paragraph alignment can also be set by selecting or click the format and then click the paragraph where appropriate alignment can be selected from the alignment drop down box. 2. LINE SPACING: Line spacing is the amount of gap in between the lines in the paragraph. The different line spacing available are:Single 1.5 Lines Double At least Exactly Multiple SINGLE SPACING is each line will get the largest font in that line and a small amount of extra space is given. 1.5 LINE SPACING is one and a half times of single line spacing. DOUBLE SPACING is twice the line spacing of single line spacing. ATLEAST sets a minimum line spacing the word can adjust when needed to allow larger font size and graphics.
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EXACTLY sets a fixed line spacing that word cannot adjust. The typed line spacing measured in pts. MULTIPLE here type the measurement in numbers if 1.2 is typed, line spacing will be increase by 20%. The defaults are 3. 1. Select the line spacing 2. Click on the paragraph that need the change 3. Select format and then click paragraph 4. Select the desired line spacing from the line spacing drop down box and click on ok. 3. SPACING BETWEEN THE PARAGRAPH: The space between the paragraphs is given by pressing enter in between the paragraph, indent to press enter. The gap between the paragraph can be adjust by specify the pace between before and after the paragraph. To sets the spacing between the paragraph:1. Click on the paragraph 2. Select format and then click paragraph 3. Specifying the spacing before and after the paragraph in pts
SPACING

BEFORE AFTER

4. PARAGRAPH INDENT:
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You may just find the first line of the paragraph to start after some space. These extra spaces are called indent. There are 4 types of indents:1. LEFT: Leaves a gap at the left side of the paragraph 2. RIGHT: Leaves a gap at the right side of the paragraph 3. FIRST LINE: Leaves a gap at the beginning of the paragraph 4. HANGING: Leaves a gap at the left side of paragraph except for the line space in the first line in the paragraph Click on the paragraph Select format and click the paragraph Specify the indent measurement first line and hanging indent are available in special indentation

NOT o To remove the indentation, select format and click the paragraph, specify zero for measurement of indent like left, first line or hanging indents.
INDENTATION LEFT RIGHT

SPACING: BY

NONE FIRST LINE HANGING

5. DROP CAP: To Drop the first character of word in the paragraph to spread over more than one line use drop cap. Click on the paragraph o Select the first character of the paragraph o Select the format and click the drop cap o Select the position to be dropped or in the margins o Select the word or font to be dropped o Specify the numbers of line to be dropped o Specify the distance to be maintained between the dropped text and the remaining text in the paragraph o NOT To remove the drop cap, click on the paragraph and select drop cap and select none under the position option 6. BORDERS AND SHADING: You can specify the border for paragraph and page. You can also specify shading for the paragraph to emphasis the text. 1. Click on the paragraph 2. Select the format and click the border and shading 3. In border tab, from setting select box, shadow, 3-D or custom 4. Select the line style of border 5. Select the width of line and click on OK NOT:
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To remove the paragraph border, click on the paragraph with border. To select format and click the border and shading and select none in the border present. 7. PAGE BORDER: 1. Click on any of the page in the document 2. Select the format and click the border and shading nd 3. Select the 2 tab: page border 4. Select the types of borders from the setting or select an art from the drop down list Under apply to a list, specify whether page border is to be applied to the whole document, etc and click on OK

5.

NOT: To remove the page border, click on the page with border, Select format and click on the border and shading and select nothing the border of the page border tab. 8. PARAGRAPH SHADING: 1. Click on the paragraph 2. Select format and click the border and shading 3. From the shading tab, choose the desired colour for filling 4. Select the fill style if require it and click on OK 9. BULLETS AND NUMBERING: This feature is used to create a bullets and numbers list from a selected list of the items by including some symbols or serial numbers to the left side of the text. The icons for the bullets and numbers available in the formatting tool bar.
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1. 2. 3.

O O O

NUMBERING

BULLETS

1. Select the text 2. Select format and click the bullets and numbers 3. Select the style of bullets from bullets tab or the type of numbers from number tab and click on OK To change the type of bullet involve, click at anyone bullet and click on OK TO REMOVE bullets and numbering, select the text, select format and click the bullet and numbering and select the bullet type none and click on OK 10. OUTLINE NUMBERS: To have a multilable bullets list you may choose from the outline number available under the same dialog box. The increase indent and decrease indent number of icons may be used to change the level of the numbering or bullets. 11. TAB STOP: Tab is used to type the text in column. MS Word has tab stop set to every 0.5 by default. This tab is appearing at the bottom of the ruler bar. To type the text in different column, tab stop can be set. There are 5 types of tabs:Left Right Centre Decimal
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Bar Select format and click the tabs to open the tabs dialog box Type the tab stop position number in inches Select the how the text must be align from the available alignment Select the type of leader, if require Click on set Repeat the steps 2 to 5 to set other tab position To remove a tab position, click on the tab stop number which is already set and click on clear Click on OK to come out

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2. 3. 4. 5. 6. 7. 8.

To type the text in column press the tab key from the keyboard to go the next tab position and then type the text 12. FIND, REPLACE AND GOTO: FIND: 1. Select, edit and click the find. The following find and replace dialog box will appear. SHORTCUT KEY Ctrl+F ^F 2. Type the word to be found in find what box 3. Select the option like match case to have searched to be case sensitive except combination of upper c edit or lower case letter specified in the find what box 4. Click on find next to find the text and click on cancel NOTE: Shift+f4 can be used to repeat the last found text REPLACE: To replace word which are already typed into the document. Use edit and click the replace or ^H shortcut key

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It is used to find a particular word and replace it with another word in the selected portion of the document or in the entire document 1. 2. 3. 4. Select edit and click on replace In the find what box type the word to be searched In replace with box type the word to be replace with Click on find next to find the word, to replace the word and click on replace and click on replace all to replace all

GOTO: 1. To go to a specify page, section or line in the document. Select EditGoto Ctrl+G or press function keyF5 Shortcut keys The following dialog box will appear. From goto what list, select the option as to where to go. To goto a specify line in the document. Select line and type the line number in the underline number box. 3. And click on goto move to specify place and click on OK.
2.

13. SPELLING AND GRAMMAR: You can check the spelling of the word in the document.
(a)

SPELLING: While typing the text if any spelling mistake is takes place, a red line will be included for such word if there is a suspected grammar mistake in the sentence. A green line will be included for such word if there is a suspected spelling mistake in the sentence. To correct the spelling of such word, right click on the word which has the red line underline.

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Possible correct spelling will be displaced in the shortcut menu. When you right click on spelling in the above paragraph the shortcut menu will be appeared to choose the correct spelling, click on spelling in the shortcut menu.
(b)

CHANGE: Change the wrongly spelt word presenting change to box. CHANGE ALL: Change every occurrence of a particular wrongly spread word with the word in the change tool box. IGNORE: Ignore are the word that is not correct but which the user quantity as it is. IGNORE ALL: Ignore lines; this is in the entire document. ADD: Store a specified word in the dictionary. AUTO CORRECT: At the wrongly spelt word and its correction tool auto correct list so that MS Word will correct it automatically in future. CANCEL OR CLOSE: Stop the spelling checking.

(c)

(d)

(e)

(f) (g)

(h)

14. AUTO TEXT: 1. Type and select the text. 2. Insert Auto Text New 3. Type the shortcut key 4. Press ok 15. AUTO CORRECT: To make the shortcut key for a word. Tool Auto Correct
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16. WORD COUNT: Tools Word Count 17. TEXT BACKGROUND: Format Background NOT: Format Background No Fill OK 18. BREAKS: Page Break Column Break Section Break (a) Odd Page, (b) Even Page, (c) Continuous, (d) New Page Insert Break Any of the 3 Options OK FOR MAKING COLUMNS, Format column OK Insert break column break OK

19. CONVERTING TEXT TO COLUMN: Insert Break- section OK Format Column-2 OK Insert Break Column 20. CONVERTING COLUMN TO TEXT: Format Column-1 OK 21. RENAMING A FILE: Suppose you have created a file and one to change its name. You can do it following the instruction as mentioned in below: 1. Either click open button on the standard tool bar or choose open from file. 2. Click on the name of the file, you want to change in the window.

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3. Then click right button of the mouse, a shortcut box appears as shown in the figure. Choose rename alternatively, you can press F2 keys. 4. Type the name as desired. 22. INSERT HEADER AND FOOTER ON ODD AND EVEN PAGE: It is a usual practice to have different header and footer on odd and even pages in the text books. Odd page may contains chapter name and even page may contains name of the book as header and footer. 1. Position the insertion point in the section where you want the odd and even to start. 2. Click the file menu and select page set up, the page set up dialog box appears as one in the display. 3. Click the layout tab. 4. Select the check box of different odd and even. 5. Then select the check box of different first page, you can see different header and footer on the first page. 6. Enter different header and footer for the even and odd first page in print layout view. TO DELETE the HEADER AND FOOTER 1. Click the view menu and select header and footer 2. Go to header area and delete the text or like auto text and entries, etc 3. Do the same going to the footer part 23. INSERTING PAGE NUMBERING: Page numbering is used to insert page number at the top or bottom, left or right in a document. 1. Click the insert menu and select page number
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2. Specify the location of page numbering from the drop down box of position 3. Set alignment whether left, right, centre and so on 4. Select the check box, so number on the first page to insert page number on the first page 24. FORMATTING THE PAGE NUMBERING: 1. Click the insert menu and select page number 2. Click the format button on the page number dialog box. Now, the page number dialog box appears. 3. Number format let us you print page number in different style 4. If you wish, you can add chapter number by clicking the check box of include chapter number. 5. To format chapter style, select it from the drop down box of chapter starts with style and then click on OK 25. INSERTING DATE AND TIME: 1. Click the insert menu and select date and time 2. Select the format of your choice from available format Scroll bar box 3. To make the format by default, click the default button 4. Click the update automatically check box to keep it updated as per system- date 26. INSERTING A TABLE: Tables can be created into 2 ways in MS Word: # Using Tool Bar # Using Menu Bar TO CREATE A TABLE USING TOOL BAR: 1. Position the insertion point where you want to insert a table 2. Click insert table button on the standard tool bar
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3. Select the number of cells horizontally called rows and cells vertically called columns as desired TO CREATE A TABLE USING MENU BAR: 1. Click the table menu, point to insert and then select table 2. Determine the number of columns and rows in the section table size 3. Click on Ok

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