Contents

File Tab: ............................................................................................................................................ 7

Quick Access Toolbar: .................................................................................................................... 7
Ribbon: ............................................................................................................................................ 7
Rulers: ............................................................................................................................................. 7
Help: ................................................................................................................................................ 7
Document Area:............................................................................................................................... 8
Status Bar: ....................................................................................................................................... 8
Dialog Box Launcher:...................................................................................................................... 8
Document Information: ................................................................................................................... 9
Document Properties:- .................................................................................................................... 9
Moving with Scroll Bars: .............................................................................................................. 10
Moving with Keyboard: ................................................................................................................ 11
Moving with Go To Command ..................................................................................................... 12
Saving New Document: ................................................................................................................. 12
Opening Existing Document:........................................................................................................... 13
Context Sensitive Help: ................................................................................................................... 14
Using F1 Button: ............................................................................................................................. 14
Using Help Icon: .............................................................................................................................. 15
Using Help Option ........................................................................................................................... 15
Insert and Add Text: First we will see how inserted text will be added into the existing content
without replacing any existing content........................................................................................... 15
Step (1): Click the location where you want to insert text or you can use keyboard arrows to locate
the place where you would like to insert the text. ......................................................................... 15
Insert and Replace Text: In this insertion mode, text will be added into the existing content but
same time it will over write all the content which comes in its way. .............................................. 16
Step (1): Right-click the status bar and select Overtype option from the displayed menu.............. 16
Using the Selection Bar: The black shaded area in the following screen shot is called selection bar.
When you bring your cursor in this area, it turns into a rightward-pointing arrow. ....................... 17
Using the keyboard: Keyboard provides very good support when you want to select various
components of the document as described in the following table: ................................................ 18
Using Selection Method:................................................................................................................. 19
Move with-in same document: ....................................................................................................... 20
Move with-in different documents: ................................................................................................ 20

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Copy & Paste Operation: .............................................................................................................. 21
Cut & Paste Operation: ................................................................................................................. 22
Copy, Cut & Paste in different documents: .................................................................................. 23
Find Command:............................................................................................................................... 23
Find & Replace Operation: .............................................................................................................. 24
Check Spelling and Grammar using Review tab: ........................................................................ 25
Check Spelling and Grammar using Right Click: ........................................................................ 26
Zoom-in & Zoom-out using view tab:.............................................................................................. 27
Zoom-in & Zoom-out using (+) and (-) Buttons: .............................................................................. 27
Insert Special Symbols: ................................................................................................................... 28
Assign Shortcut Key: ....................................................................................................................... 28
How to use Undo & Repeat operations: ......................................................................................... 29
Shortcuts to use Undo & Repeat operations: .................................................................................. 30
Change the Font Type & Size: ......................................................................................................... 30
Use Shrink and Grow Buttons: ........................................................................................................ 31
Clear Formatting Options:............................................................................................................... 31
Making text bold: ........................................................................................................................... 32
Making text Italic: ....................................................................................................................... 32
Underline the Text: ......................................................................................................................... 32
Strikethrough the Text: ............................................................................................................... 33
Change Text to Sentence Case: ....................................................................................................... 33
Change Text to Lowercase: ............................................................................................................. 33
Change Text to Uppercase: ............................................................................................................. 33
Change Text to Capitalize: .............................................................................................................. 34
Toggle the Text: .............................................................................................................................. 34
Change Font Colors: ........................................................................................................................ 34
Highlight Text with Colors: .............................................................................................................. 35
Apply Text Effects: .......................................................................................................................... 35
Left Aligned Text: ............................................................................................................................ 36
Center Aligned Text: ....................................................................................................................... 36
Right Aligned Text:.......................................................................................................................... 36
Justify Aligned Text: ........................................................................................................................ 36
Left Indentation: ............................................................................................................................. 37
Right Indentation: ........................................................................................................................... 37

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First Line Indentation: ..................................................................................................................... 38
Hanging Indentation: ...................................................................................................................... 38
Create a List from Existing Text: ...................................................................................................... 39
Create a List as You Type: ............................................................................................................... 39
Spacing between Lines:................................................................................................................... 40
Spacing between Paragraphs: ......................................................................................................... 40
Add Borders To Text: ...................................................................................................................... 41
Add Borders To Page: ..................................................................................................................... 41
Setting a Tab: .................................................................................................................................. 43
Copy and Apply Text Formatting: ................................................................................................... 44
Copy and Apply Text Formatting multiple times: ............................................................................ 45
Adjust Margins: .............................................................................................................................. 45
Add Header and Footer: ................................................................................................................. 46
Edit Header and Footer: .................................................................................................................. 47
Add Page Numbers: ........................................................................................................................ 47
Insert Page Breaks: ......................................................................................................................... 49
Insert Blank Pages:.......................................................................................................................... 49
Delete Blank Pages: ........................................................................................................................ 50
Add Cover Pages: ............................................................................................................................ 50
Delete Cover Pages: ........................................................................................................................ 51
Change Page Orientation: ............................................................................................................... 51
Create a Table: ................................................................................................................................ 52
Delete a Table: ................................................................................................................................ 53
Add a Row: ..................................................................................................................................... 53
Delete a Row: ................................................................................................................................. 53
Add a Column: ................................................................................................................................ 54
Delete a Column: ............................................................................................................................ 54
Move a Table: ................................................................................................................................. 55
Resize a Table: ................................................................................................................................ 55
Merging Cells: ................................................................................................................................. 56
Split a Table: ................................................................................................................................... 57
Split a Cell: ...................................................................................................................................... 57
Add a Formula: ............................................................................................................................... 58
Cell Formulas: ................................................................................................................................. 59

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Add Borders To Table: .................................................................................................................... 60
Using Border Options:..................................................................................................................... 60
Add Shades To Table:...................................................................................................................... 61
Apply Quick Styles: ......................................................................................................................... 62
Change Styles:................................................................................................................................. 62
Using Existing Template: ................................................................................................................. 63
Create New Template: .................................................................................................................... 64
Adding Picture in Document: .......................................................................................................... 64
Adding WordArt in Document: ....................................................................................................... 65
Setting AutoCorrect: ....................................................................................................................... 66
Setting AutoFormat: ....................................................................................................................... 67
Create Table of Contents: ............................................................................................................... 69
Update Table of Contents: .............................................................................................................. 70
Delete Table of Contents: ............................................................................................................... 70
Preview Documents: ....................................................................................................................... 71
Printing Documents: ....................................................................................................................... 71
Mailing Documents: ........................................................................................................................ 73
Translate Document Using Microsoft Translator: ........................................................................... 73
Compare Two Documents:.............................................................................................................. 74
Original Document: ........................................................................... Error! Bookmark not defined.
Modified Document: ......................................................................... Error! Bookmark not defined.
Set Document Password: ................................................................................................................ 76
Remove Document Password: ........................................................................................................ 76
Set Editing & Formatting Restrictions: ............................................................................................ 77
Remove Editing & Formatting Restrictions: .................................................................................... 77
Set Standard Watermark: ............................................................................................................... 78
Set Custom Watermark:.................................................................................................................. 79
Remove Watermark:....................................................................................................................... 79

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Microsoft Office Word 2010 allows you to create and edit personal and business documents, such as
letters, reports, invoices, emails and books.

By default, documents saved in Word 2010 are saved 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 ready-made 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.

I also assume, you have basic knowledge about a Personal Computer like mouse, keyboard, Monitor etc.

This chapter will teach you how to start a word 2010 application in simple steps. Assuming you have
Microsoft Office 2010 installed in your PC, to start word application, follow the following steps at
your PC:

Step (1): Click Start button.

Step (2): Click All Programs option from the

menu.

Step (3): Search for Microsoft Office from the sub menu and click it.

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Step (4): Search for Microsoft Word 2010 from
the submenu and click it.

This will launch Microsoft Word 2010

application and you will see the following word
window.

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Following is the basic window which you get when you start word application. Let us understand
various important parts of this window.

File Tab: The File tab replaces the Office button from Word 2007. You can click it to check
Backstage view, which is the place to come when you need to open or save files, create new
documents, print a document, and do other file-related operations.

Quick Access Toolbar: This you will find just above the File tab and its purpose is to provide a
convenient resting place for the Word most frequently used commands. You can customize this
toolbar based on your comfort.

Ribbon:

Ribbon contains commands

organized in three
components:

1. Tabs: They appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are example of ribbon tabs.
2. Groups: They organize related commands; each group name appears below the group on the
Ribbon. For example group of commands related to fonts or or group of commands related to
alignment etc.
3. Commands: Commands appear within each group as mentioned above.

Title bar: This lies in the middle and at the top or 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, . and + buttons you can click to
increase or decrease the zoom factor.

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View Buttons: The group of five buttons located to the left of the Zoom control, near the bottom of
the screen, lets you switch among Word's various document views.

1. Print Layout view: This displays pages exactly as they will appear when printed.
2. Full Screen Reading view: This gives a full screen look of the document.
3. Web Layout view: This shows how a document appears when viewed by a Web browser,
such as Internet Explorer.
4. Outline view: This lets you work with outlines established using Word.s standard heading
styles.
5. 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: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 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.

The Backstage view has been introduced in Word 2010 and 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. If you already do not have any opened document then you will see a window listing
down all the recently opened documents as follows:

If you already have an opened document then it will

display a window showing detail about the opened
document as shown below. Backstage view shows three
columns when you select most of the available options
in the first column.

First column of the backstage view will have following

options:

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 Option Description
If an existing document is opened, it would be saved as is, otherwise it will
Save
display a dialogue box asking for document name.
A dialogue box will be displayed asking for document name and document
Save As
type, by default it will save in word 2010 format with extension .docx
Open This option will be used to open an existing word document.
Close This option will be used to close an opened document.
Info This option will display information about the opened document.
Recent This option will list down all the recently opened documents
New This option will be used to open a new document.
Print This option will be used to print an opened document.
This option will save an opened document and will display options to send
Save & Send
the document using email etc.
Help You can use this option to get required help about word 2010.
Options Use this option to set various option related to word 2010.
Exit Use this option to close the document and exit.

Document Information:
When you click Info option available in the first column, it displays the following information in the
second column of the backstage view:

 Compatibility Mode: If the document is not a native Word 2007/2010 document, a Convert
button appears here, enabling you to easily update its format. Otherwise, this category does
not appear.
 Permissions: You can use this option to protect your word document. You can set a password
so that nobody can open your document, or you can lock the document so that nobody can
edit your document.
 Prepare for Sharing: This section highlights important information you should know about
your document before you send it to others, such as a record of the edits you made as you
developed the document.
 Versions: If the document has been saved several times, you may be able to access previous
versions of it from this section.

Document Properties:-
When you click Info option available in the first column, it displays various properties in the third
column of the backstage view. These properties include document size, number of pages in the
document, total number of words in the document author etc.You can also edit various properties. Just
try to click on the property value and if property is editable then it will display a text box where you
can add your text like title, tags, comments, Author.

Exit Backstage View:It is simple to exit from Backstage View. Either click on File tab or
press Esc button on the keyboard to go back in word working mode. Let us see how easy is to enter

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text in a word document. Hope you are aware that when you start a word, it displays a new document
by default as shown below:

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

So just keep your mouse cursor at the text insertion point and start
typing whatever text you would like to type. I typed only two
word "Hello Word" as shown below. The text appears to the left
of the insertion point as you type:

There are following two important points which would help

you while typing:

1. You do not need to press Enter to start a new line, as

the insertion point reaches the end of the line, Word
automatically starts a new one. You would need to press enter
if you want to have a new paragraph.
2. When you want to add more than one space between
words, use the Tab key instead of the spacebar. This way you
can properly align text when you use proportional fonts.

Word provides a number of ways to move around a document

using the mouse and the keyboard.

First let us create some sample text before we proceed. To create a sample text there is a short cut
available. Open a new document and type =rand() and just press enter to see the magic. Word will
create following content for you:

Moving with Mouse:

You can easily move the insertion point by clicking in your text
anywhere on the screen. Sometime if document is big then you
can not see a place where you want to move. In such situation you
would have to use the scroll bars, as shown in the following
screen shot:

You can scroll your document by rolling your mouse wheel,

which is equivalent to clicking the up-arrow or down-arrow
buttons in the scroll bar.

Moving with Scroll Bars:

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As shown in the above screen capture, 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 next page button (footnote).
 Move one previous page, using previous page button (footnote).
 Use 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.

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Moving with Go To Command:Press F5 key to use Go To command, which will display a
dialogue box where you will have various options to reach to a particular page.Normally we use page
number or line number or section number to go directly on a particular page and finally press Go To
button.

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 Save As option.

Step (2): Select a folder where you would like to save the
document, Enter file name which you want to give to your
document and Select a Save as type, by default it is .docx
format.

Step (3): Finally, click on Save button and your document

will be saved with the entered name in the selected folder.

Saving New Changes:

There may be a situation when you open an existing
document and edit it partially or completely, or even you
would like to save the changes in between editing of the
document. If you want to save this document with the
same name then you can use either of the following
simple options:

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

2. Optionally you can click on the floppy icon
available at the top left corner and just above the File tab.
This option will also save the changes.
3. You can also use third method to save the
changes, which is Save option available just above the
Save As option as shown in the above screen capture.If
your document is new and it was never saved so far,
then with either of the three options, word would
display you a dialogue box to let you select a folder, and
enter document name as explained in case of saving new
document.

Opening New Document:A new, blank

document always opens when you start Microsoft Word.
But suppose that you want start another new document
while you are working on another document, or you

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 closed 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 New option.

Step (2): When you select New option from the first
column, it will display a list of templates in second
column. Just double click on Blank document, which is
very first option in the template list. We will discuss
about rest of the templates available in the list in the

coming chapters.Now you should have your blank

document as shown below ready to start typing your
text.

You can use a short cut to open a blank document

anytime. Try using Ctrl + N keys and you will see a
new blank document similar to above window is
opened.

Opening Existing Document:

There may be a situation when you open an existing
document and edit it partially or completely. If you
want to open an existing document then follw the
following simple options:

Step (1): Click the File tab and select Open option.

Step (2): This will display following file Open

dialog box, which lets you navigate through different
file folders and also lets you select a file which you
want to open.

Step (3): Finally locate and select a file which you

want to open and click small triangle available on
Open button to open the file. You will have different
options to open the file, but simply use Open option.

This will open your selected file. You can use Open
Read-Only option if you are willing just to read the
file and you have no intention to modify ie. edit the
file. Other options can be used for advanced usage.

When you finish working with a document, you would

like to close it. Closing a document removes it from
your computer screen and if you had other documents
open, Word displays the last document you used
otherwise, you see a blank Word window. Here are
simple steps to close an opened document:

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 Step (1): Click the File tab and select Close option.

Step (2): When you select Close option and if document is

not saved before closing, it will display following Warning
box asking whether the document should be saved of not.

Step (3): Now its upto you if you want to save the changes,
then click Save, otherwise click Don't Save button. To go

back to the document click Cancel button.

This will close the document and if you had other

documents open, Word displays the last document you
used, otherwise, you see a blank Word window as shown
below:Microsoft Office provides more than one
methods for calling up help when you need it. Few
easiest methods are given in our tutorial:

Context Sensitive Help:

This is the easiest and quiets way of getting help about
any of the options available at word screen. You just
need to bring your mouse pointer over an option and wait for 2
seconds, MS Word will pop-up a small balloon help giving you
detail about the operation. If word has additional help for that
option then it gives option Press F1 for more help as shown
below when you bring your mouse pointer over colour fill
option. You can press F1 key to get further help on this option.

Using F1 Button:
You can press F1 when you are in the midst of doing something
and office will display you various categories of help as shown
below. You can either search a keyword using search option or
you can browse listed categories to go through a topic in detail:

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Using Help Icon: You can also have similar help window as shown above, by clicking the Help
icon located just above the right edge of the ribbon which is shown below:

Using Help Option

You can communicate with Microsoft using Help option
available under the File tab.As shown above

you can use Microsoft Office Help to launch help window, or Getting Started link to go to
Microsoft official website, otherwise use Contact us option to contact Microsoft via email or
phone.Many times it is required to go back and insert an additional text in an existing line. Microsoft
word provides two ways to insert text in existing text and we will show how to use both the methods
of inserting text:

Insert and Add Text: First we will see how inserted text will be added into the existing
content without replacing any existing content.

Step (1): Click the location where you want to insert text or you can use keyboard arrows to locate the
place where you would like to insert the text.

Step (2): Start typing your text you want to insert. Word
inserts the text to the left of the insertion point, moving
existing text to the right.

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Insert and Replace Text: In this insertion mode, text will be added into the existing content
but same time it will over write all the content which comes in its way.

Step (1): Right-click the status bar and select Overtype option from the displayed menu.

When you select over type option, status bar will show
insert mode as shown below:

Step (2): Click on the Insert text available at the status bar and it will switch to Overtype mode as
shown below:

Step (3): Now click the location where you want to insert text
or you can use keyboard arrows to locate the place where you
would like to insert the text.

Step (4): Start typing your text you want to insert. Word would replace the existing text with the
newly typed text without moving position of the exiting test.

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 Note: Microsoft Word 2010 disabled the
functionality of Insert key and it does nothing, so
you would have to follow-up above mentioned
procedure to turn-on or off insert mode.

Selecting a text is one of the most important skill

required while editing a word document. You can
perform various operation on a selected text like you
can delete it, copy it, move it, apply formatting to it,
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 few other simple method which will help you in selecting text in
different scenarios:

SN Component & Selection Method

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
Simply double click anywhere on the word you want to select.

Selecting a paragraph
3
Simply triple click anywhere on the paragraph you want to select.

Selecting a sentence
4
Hold down 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 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
selection bar. When you bring your cursor in this area, it turns into a rightward-pointing arrow.

You can use selection bar to select various components

of a document as described in the following table:

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SN Component & Selection Method

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

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

Selecting the document

3
Bring your mouse in 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:

SN Key & Selection Method Selecting Text

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

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

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

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

It is very common to delete text and retype the content in your word document. You might type
something you did not want to type or there is something extra which is not required in the document.
Regardless of the reason, 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 backspace or delete keys. Following table describes how you can
delete single character or whole word by using either of these two keys:
SN Keys & Deletion Methods

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

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

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

Ctrl + Delete
4 Keep the insertion point just before the word you want to delete and 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:

SN Component Selection & Delete Methods

Deleting 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 to select the text
and finally press either backspace or delete key.

Deleting a single word

2 Simply double click anywhere on the word you want to delete and finally press either backspace or
delete key.

Deleting a paragraph
3 Simply triple click anywhere on the paragraph you want to delete and finally press either backspace or
delete key.

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

Deleting a column of text

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

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

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 Deleting entire document content
7
Press Ctrl + A keys to delete the entire document and finally press either backspace or delete key.

Note: The black shaded area in the following screen shot is called selection bar. When you bring
your cursor in this area, it turns into a rightward-pointing arrow.

Sometime it is required to move a text from one location

to another location in the same document or in any
another document. You can move text from one location
in a document to another by using drag-and-drop
technique with the help of mouse. This tutorial will teach
you how to use drag and drop technique to move a text.

Move with-in same document:

Step (1): Select a portion of the text using any of the text
selection methods.

Step (2): Now take your mouse pointer over the selected
text and hold mouse left button and keep holding it while
moving around the document.

Step (3): Take your mouse pointer at the place where you
want to move selected text and release the mouse button.
You will see that selected text is moved to the desired
location.

Move with-in different documents:

You can move selected text from one document to another
document. You are comfortable in moving text with-in

the same document then here are simple steps which will
help you in moving text from document to another
document.

Step (1): 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.

This will display both the documents as shown below:

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 Step (2): Now, select a portion of the text using
any of the text selection methods.

Step (3): Take your mouse pointer over the

selected text and hold mouse left button and
keep holding it while moving around the
document.

Step (4): Take your mouse pointer at the place

in second document where you want to move
selected text and release the mouse button. You
will see that selected text is moved to the desired
location in second document.

Note: In case you have more than two

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

Previous tutorial explained how we can select

desired text and move it to any other location in
the same document or in any other document.
This tutorial will teach you how to use copy,
cut and paste techniques to duplicate a text
leaving orignal text intact or removing original
text completely.

To use copy and paste or cut and paste

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

Copy & Paste Operation:

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): At second step, you have various options available to copy the selected text in clipboard.
Just use any one of them which you like most:

 Using Mouse Right Click: If right click on the selected text, it will display copy option, just
click this option to copy the selected content in clipboard.
 Using Ribbon Copy Button: After selecting a text, you can use copy button available at the
ribbon to copy the selected content in clipboard.

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  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 selected text and use either of these two simple
options:

 Using Ribbon Paste Button: Just click 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 paste operation as many times

as you like to paste the same content.

Cut & Paste Operation:

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): At second step, you have various options

available to cut the selected text and put it in clipboard. Just use any one of them which you like most:

 Using Mouse Right Click: If right click on the selected

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 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 text, just press
Ctrl + x keys to cut the selected content and keep it in clipboard.

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 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
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 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 what we have discussed
above to copy and paste or cut and paste content form one
document to another document. Procedure 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 Alt + Tab keys to switch through the different
documents and select the desired destination document.

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 all the
few or all the places throughout of the document. This tutorial will teach you how to find a word or
phrase in a word document and how to replace 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 have a sample text available in our word document. Just type =rand() and press enter
to have the following screen:

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 Step (2): Click the Find option in the Editing group
on the Home tab or press Ctrl + F to launch the
Navigation pane shown in step (2):

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 highlight the word in the document
as well as follows:

Step (4): You can click 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 option button to display options
menu and then click Options option which will
display a list of options. You can select options like
match case to perform case sensitive search.

Step (6):
Finally if
you are
done with
searching
operation, you can click close button (X) to close the
Navigation Pane.

Find & Replace Operation:

Hope you are expert in searching a word

or phrase in a word document as
explained above. Now this section will
teach you how you can replace 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):

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Step (2): Type a word which you want to search and a word which would like to replace with in the
Find and Replace dialog box as follows:

Step (3): Click Replace button available on Find and Replace dialog box and you will see 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 All
button 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 finding

and replacing operation, you can click Close
(X) or Cancel button of the dialog box to
close the box.

Microsoft Word provides a decent Spelling

and Grammar Checker which enables you to
search for and correct all spelling and grammar mistakes in your document. Word is intelligent
enough to identify misspelled or misused, as well as grammar errors and underlines them as follows.

 A red underline beneath spelling errors.

 A green underline beneath grammar errors.
 A blue line under correctly spelled but misused words.

Check Spelling and Grammar using Review tab:

Here is the simple procedure to find out
wrong spelling mistakes and fixing them:

Step (1): Click the Review tab and then

click Spelling & Grammar button.

Step (2): A Spelling and Grammar dialog

box will appear and will display wrong
spellings or grammar and correct
suggestions as shown below:

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Now you have following options to fix the spelling mistake:

 Ignore: If you are willing to ignore a word then click this button and word ignores the word
throughout the document.
 Ignore All: Like Ignore, but ignores all
occurrences of the same misspelling, not just this one.
 Add to Dictionary: Choose Add to Dictionary to
add the word to the Word spelling dictionary.
 Change: This will change the wrong word using
the suggested correct word.
 Change All: Like Change, but change all
occurrences of the same misspelling, not just this one.
 AutoCorrect: If you select a suggestion, Word
creates an AutoCorrect entry that automatically corrects
this spelling error from now on.

Following are the different options in case you have

grammatical mistake:

 Next Sentence: You can click Next Sentence

to direct the grammar checker to skip ahead to the
next sentence.
 Explain: The grammar checker displays a
description of the rule that caused the sentence to be
flagged as a possible error.
 Options: This will open the Word Options
dialog box to allow you to change the behaviour of
the grammar checker or spelling options.
 Undo: This will undo the last grammar
changed.

Step (3): Select one of the given suggestions you

want to use and click Change option to fix the
spelling or grammar mistake and repeat the step to fix
all the spelling or grammar mistake.

Step (4): Word displays a dialog box when it

finishes checking for spelling and grammar
mistakes, finally Click OK.

Check Spelling and Grammar using

Right Click:
If you will click a right mouse button over a
misspelled word then it would show you correct
suggestions and above mentioned options to fix
the spelling or grammar mistake. Try it yourself.

Microsoft Word provides a functionality to apply zoom-in and zoom-out operations on a document.
When we apply zoom-in operation, it enlarges the size of text whereas applying zoom-out operation
reduces the size of text.

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A zoom operation just changes the size of the font on-screen without impacting any other attribute of
the document.

Zoom-in & Zoom-out using view tab:

Here is the simple procedure to apply zoom-in or zoom-out operation using view tab:

Step (1): Click the view tab and then click Zoom button which is shown below.

Step (2): When you click Zoom button, a Zoom dialog

box will appear as shown below and will display zoom
options box to select a value to reduce or increase the
size of the document on-screen. BY default it will be
100%, you can select 200% to increase the size of the
font or 75% to reduce the size of the font. You can sent
view at custom percent as well by entering a value in the
given box.

You can click the Many pages down arrow and select to
display multiple pages.

Step (3): Once you are done with

selecting an option, click OK to apply
the changes on the document.

Step (4): Try different options available,

for example Page Width and Text
Width.

Zoom-in & Zoom-out using

(+) and (-) Buttons:
Following screen capture shows two
buttons Zoom-out which is (-) button
and Zoom-in which is (+) button.

Step (1): Click Zoom-out button, you will

find that your document size will decrease by
10% each time you click the button. Similar
way if you click on Zoom-in button your
document size will increase by 10% each
time you click the button.

Step (2): Try this simple operation with

different values to see the difference. Above

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screen capture shows 140% zoom-in view of the document.

Your keyboard may not have many characters available but you want to use those characters in your
document, in such situation you have option to insert Special Symbols the way I have explained in
this tutorial.

To insert symbols you use occasionally, follow the steps in this section. If you find yourself using a
particular symbol frequently, you can assign a keyboard shortcut to it.

Insert Special Symbols:

Here is the simple procedure to apply zoom-in or
zoom-out operation using view tab:

Step (1): To insert a special symbol, bring your

cursor at the place where you want to insert the
symbol. Click the Insert tab. You will find two
options under symbol button (a) Equation and (b)
Symbols. Click either of these two options based
on your requirement. You would use equations
while preparing mathematical or scientific or any
similar document. For now I'm going to click
Symbol button which is shown below.

Step (2): When you click Symbol button, a

small list of symbols will appear as shown
below.

Step (3): Now click on any of the available

symbols in the box to insert that in your
document at the selected location. If you do
not find desired symbol in this small box
then you can click at More Symbols option
to have a wide range of symbols as shown
below in the symbol dialog box. You can
select any of the symbol and then click
Insert button to insert the selected symbol.

Assign Shortcut Key:

You can assign a keyboard shortcut to type any of
the available symbol. Following are the steps to
assign Ctrl + Q key to insert © symbol which is
one of the available symbol in the special
symbols list:

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 Step (1): Assume you already have following
symbol dialog box opened.

Step (2): Click the symbol for which you like to

assign shortcut key. Next click Shortcut Key
button which will display following Customize
Keyboard dialog box.

Step (3): Now type the selected shortcut key in

the shortcut key box. You press Ctrl + Q and then
click Assign button to assign the shortcut key.
You will see that chosen key will be added in the
list of assigned keys. Finally use Close button to
close the dialog box.

Step (4): Now try to type Ctrl + Q using

keyboard directly and you will find that you are
able to type © symbol without going into symbol
dialog box.

Microsoft word provides two important features

called Undo, which is used to undo the previous
action and second one is Repeat or Redo, which

is used to repeat the previous action.

For example, If you mistakenly delete text, you

can use the Undo feature to recover it, similar
way if delete a character and you want to delete
more characters then you can use Repeat
operation.

How to use Undo & Repeat

operations:
You can access the Undo and Repeat buttons
from the Quick Access toolbar. You should
make a note that Repeat button also called Redo
button and both operations have same meaning.

Here is the simple procedure to apply undo or

repeat (redo) operations:

Step (1): Let us type some text in a blank document as I have typed above. Now click Repeat (Redo)
button and you will see that word would repeat the same operation for you.

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 Step (2): Now to examine undo operation,
let us delete last word operation character
by character so that you have following text
remaining in the line.

Step (3): Let us try to click Undo button one

by one. You will see that work would
recover all the deleted characters one by one
after performing few undo operations.

Shortcuts to use Undo & Repeat

operations:
Though you can access the Undo and Repeat commands from the Quick Access toolbar, but because
these commands are the most frequently used commands, so I would recommend to memorize their
keyboard shortcuts which are as follows:

Shortcuts Operation

Ctrl + Z Undoes the previous action.

Ctrl + Y Repeats the previous action.

Note that if the previous action was Undo, Ctrl+Y redoes the undone action.

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. Usually you use different fonts
for paragraphs and headings. So it is
important to learn how to use different fonts.
This chapter will teach you how to change a
font and its size using simple steps.

Change the Font Type & Size:

Let me give a brief idea about font buttons
which we are going to use in this tutorial.

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 Here is a screen capture to show you few font
related buttons.Step (1): Select the text that you
want to change to a different font and click
Home tab. Now click Font Type button to list
down all the fonts available as shown below.

Step (2): Try to move mouse pointer over

different fonts listed. You will see that text font
changes when you move mouse pointer over
different fonts. You can use Font Scroll Bar to
display more fonts available. Finally select a
desired font by clicking over the font name in
the list. I selected MV Boli for my sample text.

Step (3): Similar way, to change the font size,

click over the Font Size button which will
display a font size list. You will use same
procedure to select a desired font size what you
have used while selecting a font type.

Use Shrink and Grow Buttons:

You can use a quick way to reduce or enlarge the
font size. As shown in first screen capture,
Shrink Font button can be used to reduce the
font size whereas Grow Font button can be used
to enlarge font size.

Try to click either of these two buttons and you

will see the effect. You can click a single button
multiple times to apply the effect. Each time you
click either of the buttons, it will enlarge or
reduce the font size by 1 point.

Clear Formatting Options:

All of the setting can be reset to the plain text, or
the default formatting. To reset text to default
settings:

Step (1): Select the text that you want to reset.

Step (2): Click Clear Formatting button in the

Home tab Font group, or simply use Ctrl +
SPACEBAR.

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This chapter will teach you how to decorate your text in Microsoft word 2010. When I'm saying
decorate, it means decorate by making it in italic shape, underlining the text or making it bold to look
more fancy. Finally we will see how we can strikethrough a text.

Making text bold:

A bold text appears with heavy weight and
dark ink and we use bold text to give more
emphasis on the sentence. This is very simple
to change selected text into bold font by
following two simple steps:

Step (1): Select the text that you want to

change to a bold font. You can use any of the
text selection method to select the text.

Step (2): Click Font Bold [ B ] button in the

Home tab Font group, or simply use Ctrl + B
keys to make selected text bold.

Making text Italic:

An italic text appears with a small inclination

and we use italicized text to differentiate to
differentiate it from other text. This is very
simple to change selected text into italic font
by following two simple steps:

Step (1): Select the text that you want to

change to a bold font. You can use any of the
text selection method to select the text.

Step (2): Click Font Italic [ I ] button in the

Home tab Font group, or simply use Ctrl + I
keys to convert text in italic font.

Underline the Text:

An underlined text appears with an underline
and we use underlined text to make it more
distinguished from other text. This is very
simple to change selected text into underlined
font by following two simple steps:

Step (1): Select the text that you want to

change to a bold font. You can use any of the
text selection method to select the text.

Step (2): Click Font Underline [ U ] button

in the Home tab Font group, or simply use

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Ctrl + U keys to put an underline under the text.

Strikethrough the Text:

Strikethrough text will look like a line has been drawn through its middle. A strikethrough text
indicates that it has been deleted and not any more required. This is very simple to change selected
text into strikethrough font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection
method to select the 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.

This chapter will teach you how to change cases of your text in Microsoft word 2010. You can also
capitalize a character you are typing by pressing and holding SHIFT while you type. You can also
press CAPS LOCK to have every letter that you type be capitalized, and then press CAPS LOCK
again to turn off capitalization.

Change Text to Sentence Case:

A sentence case is the case where first character of
every sentence is capitalized. This is very simple to
change selected text into sentence case by
following two simple steps:

Step (1): Select the text that you want to change to

a bold font. You can use any of the text selection
method to select the text.

Step (2): Click the Change Case button and then

select Sentence Case option to capitalize the first
character of every selected sentence.

Change Text to Lowercase:

A lowercase: is the case where every word of a
sentence is in lowercase. This is very simple to
change selected text into lowercase by
following two simple steps:

Step (1): Select the text that you want to

change to a bold font. You can use any of the
text selection method to select the text.

Step (2): Click the Change Case button and

then select Lowercase option to display all
selected words in lowercase.

Change Text to Uppercase:

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An uppercase is the case where every word of a sentence is in uppercase. This is very simple to
change selected text into uppercase by following two simple steps:

Step (1): Select the text that you want to

change to a bold font. You can use any of the
text selection method to select the 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.

Change Text to Capitalize:

A capitalize case is the case where every first
character of every selected word is in capital.
This is very simple to change selected text into
capitalize by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection
method to select the text.

Step (2): Click the Change Case button and then select Capitalize Each Word option to put a
leading cap on each selected word.

Toggle the Text:

Toggle operation will change the case of every
character in reverse way. A capital character will
become lower case and lower case characteter will
become upper case. This is very simple to toggle
case of the text by following two simple steps:

Step (1): Select the text that you want to change

to a bold font. You can use any of the text
selection method to select the text.

Step (2): Click the Change Case button and then

select tOGGLE cASE option to change all
lowercase words into uppercase and uppercase
words into lowercase.

This chapter will teach you how to change text

colors and how to mark text which should look
like it was marked with a highlighter pen. Finally
we will learn how to apply different effects on a
text.

Change Font Colors:

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By default any typed text comes in black color, but you can change your font color to any of the color
which can imagine. This is very simple to change text color by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection
method to select the text.

Step (2): Click the Font Color button triangle to display a list of colors. Try to move your mouse
pointer over different colors and you will see text color will change automatically. You can select any
of the colors available by simply clicking over it.

If you click at the left portion of the Font Color button, then already selected color will be applied to
the text, so you would have to click over small triangle to display a list of colors.

If you do not find a color of your choice, you can use More Colors option to display color pallet box
which allows you to select a color from range of millions of colors.

Highlight Text with Colors:

You can highlight a selected text using any color
and it will look like it was marked with a
highlighter pen. Usually we highlight a text using
yellow color. This is very simple to highlight a
text with a color by following two simple steps

Step (1): Select the text that you want to change

to a bold font. You can use any of the text
selection method to select the text.

Step (2): Click the Text Highlight Color button

triangle to display a list of colors. Try to move your mouse pointer over different colors and you will
see text color will change automatically. You can select any of the colors available by simply clicking
over it.If you click at the left portion of the Text Highlight Color button, then already selected color
will be applied to the text, so you would have to click over small triangle to display a list of colors.

Apply Text Effects:

Microsoft word provides a list of text effect which
will beautify the document, specially cover page or
headings of the document. This is very simple to
apply various text effects by following two simple
steps:

Step (1): Select the text that you want to change to a

bold font. You can use any of the text selection
method to select the text.

Step (2): Click the Text Effect button to display a list

of effects including shadow, outline, glow, reflection etc. Try to move your mouse pointer over
different effects and you will see text effect will change automatically. You can select any of the text
effect available by simply clicking over it.

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 There are four types of paragraph
alignment are available in Microsoft
Word left-aligned, centered, right-
aligned, and justified.

Left Aligned Text:

A paragraph's text will be said left aligned
if it is aligned with left margin. Here is a
simple procedure to make a paragraph
text left aligned.

Step (1): Click anywhere on the

paragraph you want to align and click
Align Text Left button available on
Home tab or simply press Ctrl + L keys.

Center Aligned Text:

A paragraph's text will be said center aligned if
it is in the center of the left and right margins.
Here is a simple procedure to make a paragraph
text center aligned.

Step (1): Click anywhere on the paragraph you

want to align and click Center button available
on Home tab or simply press Ctrl + E keys.

Right Aligned Text:

A paragraph's text will be said right aligned if it
is aligned with right margin. Here is a simple
procedure to make a paragraph text right
aligned.

Step (1): Click anywhere on the paragraph you

want to align and click Align Text Right button
available on Home tab or simply press Ctrl + R
keys.

Justify Aligned Text:

A paragraph's text will be said justify aligned if
it is aligned with both left and right margins.
Here is a simple procedure to make a paragraph
text justify aligned.

Step (1): Click anywhere on the paragraph you

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want to align and click Justify button available on Home tab or simply press Ctrl + J keys.

When you click Justify button, it displays four

options, justify, justify low, justify high and
justify medium. You need to select only justify
option. Difference between these options is that
low justify creates little space between two
words, medium creates a bit more space and high
creates maximum space between two words to
justify the text.

As you know 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
margins. This chapter will teach you how to
indent your paragraphs with or without first line
of the paragraphs.

Left Indentation:
Left indentation means to move the left edge of
the paragraph inward towards the center of the
paragraph. Let us use the following steps to
create left indentation.

Step (1): Click anywhere on the paragraph you

want to indent left and click Increase Indent
button available on Home tab or simply press
Ctrl + M keys. You can click multiple times to
create deeper indentation.

Step (2): You can remove left indentation by

clicking Decrease Indent button available on
Home tab or simply press Ctrl + Shift+ M keys.
You can click multiple times remove deeper
indentation.

You can also use to Paragraph Dialog Box to

set left and right indentations. We will see this
dialog box in last section of this chapter.

Right Indentation:
Right indentation means to move the right edge
of the paragraph inward towards the center of the
paragraph. Let us use the following steps to

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create right indentation.

Step (1): Click anywhere on the paragraph you want to indent right and click Increase Right Indent
spinner available on Page Layout tab. You can click multiple the spinner times to create deeper
indentation. You can use Left Indent spinners as well to set left indentation from the same place.

Step (2): You can remove right indentation by clicking the Decrease Right Indent spinner in
opposite direction.

You can also use to Paragraph Dialog Box to set left and right indentations. We will see this dialog
box in the next section.

First Line Indentation:

You can move the left side of the first line of a
paragraph inward toward the center. Let us see the
procedure to perform first line indentation.

Step (1): Click anywhere on the paragraph you

want to indent right and click the Paragraph
Dialog Box Launcher available on Home tab.

Step (2): Click Before Text spinner to set left

indentation and select First Line Option to move
the left side of the first line of a paragraph inward
toward the center. You can control the movement
by setting Indentation Unit. A preview box will
give idea no the indentation status.

Hanging Indentation:
You can move the left side of the first line of a
paragraph leftward, away from the center which is
called hanging indentation. Let us see the
procedure to perform hanging indentation.

Step (1): Click anywhere on the paragraph you

want to indent right and click the Paragraph
Dialog Box Launcher available on Home tab.

Step (2): Click Before Text spinner to set left

indentation and select Hanging Option to move
the left side of the first line of a paragraph
leftward, away from the center. You can control
the movement by setting Indentation Unit. A
preview box will give idea no the indentation
status.You can use After Text spinner to set the right indentation. You can try it yourself.

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Microsoft word provides bullets and numbers to put a list of items in a nice order. This chapter will
teach you simple steps to create either of the bulleted
or numbered lists in simple steps.

Create a List from Existing Text:

This is very simple to convert a list of lines into a
bulleted or numbered list. Following are the simple
steps to create either bulleted list or numbered list.

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 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.

Step (3): If you are willing to create a list with

numbers then click the Numbering Button triangle
instead of bullet button to display a list of numbers
you want to assign to the list. You can select any of
the numbering style available by simply clicking
over it.

Create a List as You Type:

You can create a bulleted list as you type. Word will
automatically format it according to your text.
Following are the simple steps to create bulleted list
as you type.

Step (1): Type *, and then either press the

SPACEBAR or press 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.

You can create a numbered list as you type. Word

will automatically format it according to your text.
Following are the simple steps to create numbered
list as you type.

Step (1): Type 1, and then either press the SPACEBAR or press TAB key, and then type the rest of
what you want in the first item of the numbered list.

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 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.

You can create sub-lists which are called

multi-lists. This is simple to create sub-lists,
just press Tab key to put items in sub-list.
You can try it yourself.

A line spacing is the distance between two

lines in a Microsoft Word document. You can
increase or decrease this distance as per your requirement by following few simple steps. This chapter
will explain how to set distance between two lines as well as how to set distance between two
paragraphs.

Spacing between Lines:

Following are the simple steps to adjust spacing between two lines of the document.

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
Paragraphs:
You can also set distance between two
paragraphs. Following are the simple steps to
set this distance.

Step (1): Select the paragraph or paragraphs

for which you want to define spacing and click the Paragraph Dialog Box Launcher available on
Home tab.

Step (2): Click Before spinner to increase or decrease the space before the selected paragraph.
Similar way click After spinner to increase or decrease the space after the selected paragraph. Finally
click OK button to apply the changes.

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You can use Line Spacing option available at the dialog
box to set line spacing as we have seen in previous
example. You can try it yourself.

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 many type of shading to the
space occupied by selected text, paragraphs, and pages.
This chapter will teach you how to add any of the borders
( left, right, top or bottom) around a text or paragraph or a
page and how to add different shadows to them.

Add Borders To Text:

Following are the simple steps to add border to any text
or paragraph.

Step (1): Select the text or paragraph to which you

want to add border. You can use any of the text
selection method to select the paragraph(s).

Step (2): Click the Border Button to display a list

of options to put a border around the selected text or
paragraph. You can select any of the option available
by simply clicking over it.

Step (3): Try to add different borders like left, right

top or bottom by selecting different options from the
border options.

Step (4): To delete the existing border, simply select

No Border option from the border options.

Note: You can add a horizontal line by selecting

Horizontal Line option from the boder options.
Otherwise yype --- (three hyphens) and press
ENTER. A single, light horizontal line will be
created between the left and right margins.

Add Borders To Page:

You can add borders of your choice to word pages by following the simple steps given below.

Step (1): Click the Border Button to display a list of options to put a border. Select Border and
Shading option available at the bottom of list of the options as shown in above screen capture. This
will display a Border and Shading dialog box. This dialog box can be used to set borders and
shading around a selected text or page borders.

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 Step (2): Click 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 first page.

Step (3): You can use Preview section to disable or

enable left, right , top or bottom borders of the page.
Follow the given instruction in preview section itself.

Step (4): You can customize your border by setting its

color, width by using different art available under style

section.

You can have similar or even better borders as

given below.

Add Shades To Text:

Following are the similar steps to add shades on a
selected text or a paragraph(s).

Step (1): Click the Border Button to display a

list of options to put a border. Select Border and
Shading option available at the bottom of list of
the options as shown in above screen capture.
This will display a Border and Shading
dialog box. This dialog box can be used to set
borders and shading around a selected text or
page borders.

Step (2): Click Shading tab which will display options to select fill, color and style and whether this
border should be applied to Paragraph or Text.

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Step (3): You can use Preview section to have an idea about the expected result. Once you are done,
click OK button to apply the result.
Tab Description

Left-aligns text at tab stop and this is

Left
the default tab.

Center Centers text over tab stop.

Right Right-aligns text at tab stop.

Aligns numbers at decimal point over

Decimal
tab stop.

Bar Creates a bar to separate the text.

Microsoft Word tabs help in setting up information
properly within a column. Word enables you to set left,
center, right, decimal, or bar tabs to line up columnar information. By default, Word places tabs every
.5 inch across the page between the left and right margins.

Setting a Tab:
Following are the simple steps to set center and right tabs in a word document. You can use similar
steps but different tabs to setup decimal and bar tabs.

Step (1): Type some text that you want to line up with tab stops. Press the Tab key only once
between each column of information you to want to line up. I typed following three lines

Step (2): Select a tab type using Tab Button, let's say center tab and finally select the paragraph or
paragraphs whose tabs you want to set. Next click the ruler where you want the tab to appear, a tab
will appear at the ruler where you just clicked and selected text will be adjusted in the center.

Step (3): Now select right tab using Tab Button and click the ruler at the right side where you want
to align text at right side. A right tab will appear at the ruler where you just clicked and selected text
will be right aligned.

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 Moving a Tab:
You can move an already set tab at a particular location
by following the simple steps.

Step (1): Click just before the line for which you want
to change the tab setting. Drag the tab sign available at
the ruler to the left or right.

Step (2): A vertical line marks its position as you drag

and when you click and drag a tab, the text moves
with the tab.

If you already have a well formatted text and you want

to apply similar formatting to another text then
Microsoft Word provides a feature to copy and apply a
format from one text to another text. This is very
useful and time saving operation.

Copy and Apply of text formatting works for various

text attributes for example text fonts, text colors,
margins, headings etc.

Copy and Apply Text

Formatting:
Following are the simple steps to copy and apply text
formatting from one portion of your document to
another portion of your document in a word
document.

Step (1): Select the text containing the formatting

that you want to copy. I have selected a text which
has bold and underlined font as shown below.

Step (2): click the Home tab and click the

Format Painter button to copy the format of
the selected text. As soon as you click the
format painter button, the mouse pointer
changes to a paint brush when you move the
mouse over your document.

Step (3): Now you are ready to apply the

copied text format to any of the selected text.
So select a text using mouse where you want to

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apply the copied text format. While selecting a text, you have to make sure that your mouse pointer is
still in paint brush shape. After selecting the text, just release right click button of the mouse and you
will see that newly selected text is changed to the format used for the original selection. You can click
anywhere outside the selection to continue working on your document for further editing.

Copy and Apply Text

Formatting multiple
times:
Step (1): If you are intended to apply
formatting at multiple places, then you
would have to double click Format Painter
button while copying text format. Later on
you just keep selecting text where you want
to apply the text formatting.

Step (2): When you are done with applying

formatting at all the places, again click once
at Format Painter to come out of format
applying operation.

Margins are the space between the edge of

the paper and the text. You can adjust the
right, left, top, and bottom margins of your
document. By default, Word sets all
margins left, right, top, and bottom to 1
inch.

Below, I have shown top, left and right

margins, if you will type complete page,
word will leave 1 inch bottom margin as
well.

Adjust Margins:
Following are the simple steps which will be used to set margins for an opened document.

Step (1): Open the document whose margins you want to set. If you want the margins to apply only to
a selected part of a document, select that part now.

Step (2): Click the Page Layout tab, and click Margins button in the Page Setup group. This will
display a list of options to be selected but you have to click Custom Margins option available at the
bottom.

You can also select any of the predefined margins from the list, but using custom margins option you
will have more control on all the settings.

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 Step (3): You will have to display a Page Dialog
Box as shown below where you can set top, left,
right and bottom margins under the Margins tab.
Select Apply to: option to apply the margin on
selected text or complete document.

Step (4): 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, and 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 OK button to apply the margins.

Headers and footers are parts of a document that

contain special information such as page numbers
and the total number of pages, the document title,
company logo, any photo etc. The header appears
at the top of every page, and the footer appears at
the bottom of every page.

Add Header and

Footer:
Following are the simple steps to add header
and footer in a word document.

Step (1): Click the Insert tab, and click either

Header button or Footer button whatever you
want to add first. Assume you are going to add
Header, so when you click Header button it
will display a list of built-in Headers from
where you can choose any of the headers by
simply clicking on it.

Step (2): Once you select any of the headers, it will be

applied to the document in editable mode and the text in
your document will appear dimmed, Header and Footer
buttons appear on the Ribbon and a Close Header and
Footer button will also appear at the top-right corner.

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Step (3): Finally you can type your information whatever you want to have in your document header
and once you are done, click Close Header and Footer to come out of header insertion mode. You
will see final result as follows.

You can follow a similar procedure to add

footer in your document.

Edit Header and

Footer:
Follow the following simple steps in case
you want to edit existing header or footer of
your document.

Step (1): Click the Insert tab, and click

either Header button or Footer button
whatever you want to edit. Assume you are
going to edit Header, so when you click
Header button it will display a list of
options including Edit Header option.

Step (2): Just click on it and word will

display editable header for you as shown
below.

Step (3): Now you can edit your document

header and once you are done, click Close
Header and Footer to come out of header
edit mode.

You can follow a similar procedure to edit

footer in your document.

Microsoft Word automatically assign page

numbers on the pages of your document.
Typically, page numbers are printed either
in header or footer but you have option also
can display the page number in the left or
right margins at the top or the bottom of a
page.

Add Page Numbers:

Following are the simple steps to add page
numbers in a word document.

Step (1): Click the Insert tab, and click

Page Number button available in header and footer section. This will display a list of options to

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 display page number at the top, bottom,
current position etc.

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 mouse pointer at Bottom of Page
option it displays following list of
styles.

Step (3): Finally select of the page

number styles which you like most. I
selected Accent Bar 1 style by clicking
over it. After this step you will enter in
Page Footer modification mode, so you
would have to click Close Header and
Footer button to come out of footer edit
mode.

You can format your page numbers using

Format Page Numbers option available
under the listed options.

Remove Page
Numbers:
Following are the simple steps to remove
page numbering from a word document.

Step (1): Click the Insert tab, and click

Page Number button available in header
and footer section. This will display a list of
options to display page number at the top,
bottom, current position etc and at the
bottom you will have Remove Page
Numbers option. Just click this option and
it will delete your all the page numbers set
in your document.

Microsoft Word automatically starts a new

page when the current page becomes filled
with text but you can insert a page break to
force Word to start text on a new page. You can insert a page break using either the mouse or the
keyboard.

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 Insert Page Breaks:
Following are the simple steps to insert page
breaks in a word document.

Step (1): Bring your insertion point

immediately before the text that you want to
appear on a new page.

Step (2): Click the Insert tab, and click Page

Break button available in the Pages group.

Word inserts a page break and moves all text

after the page break onto a new page. You
can also use Ctrl + Enter keys to create a
page break at the pointed location.

Delete a Page Break

Just put insertion point on previous page of
the page break you want to delete. Press
Delete key multiple times until both the

pages get merged.

There may be a situation when you would like

to insert a blank pages in between your text
pages. A blank page is a page which does not
have any text or any other content over it. This
chapter will teach you how to insert as well as
how to delete a blank page from your
Microsoft Word document.

Insert Blank Pages:

Following are the simple steps to insert blank
page in a word document.

Step (1): Bring your insertion point

immediately before the text that you want to
insert a blank page.

Step (2): Click the Insert tab, and click Blank Page button available in the Pages group.

Word inserts a new blank page and moves all text after the page break onto a new page.

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 Delete Blank
Pages:
Following are the simple steps to delete
blank page from a word document.

Step (1): Click the Home tab, and click

Show/Hide ¶ paragraph marks button
available in the Paragraph group or simply
press Ctrl + Shift + * keys. This will
display all the page breaks as shown below:

Step (2): Bring your cursor immediately

before the Page Break mark available on
the blank page and press Delete Key. This
will delete the blank page and again you
can click Show/Hide ¶ paragraph marks
button to hide all the paragraph marks.

Almost all the good documents and books

have an attractive first page that includes
the document title, its subject, author and
publisher name etc. This first page is
usually called Cover Page and Microsoft
Word provides an easy way to add a cover
page.

Add Cover Pages:

Following are the simple steps to add a
cover page in a word document.

Step (1): Click the Insert tab, and click

Cover Page button available in the Pages
group. This will display a list of Built-in
Cover Pages as shown below.

Step (2): Just click the cover page from the

gallery that you want to add to your
document. Selected cover page will be
added as the first page of your document
which can you modify as per your need. If
you want to place cover page elsewhere
except first page, right-click the cover page
in the gallery and select the location you
want from the menu that appears.

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Delete Cover Pages:
Following are the simple steps to delete an existing cover page from
a word document.

Step (1): Click the Insert tab, and click Cover Page button
available in the Pages group. This will display a list of Built-in
Cover Pages as shown below. There you will find an Remove
Current Cover Page option available at the bottom of cover page
gallery.

Step (2): Just click Remove Current Cover

Page option and your cover page will be
deleted form your document.

Page Orientation is useful when you print

your pages. By default Microsoft Word
shows a page in portrait orientation and in
this case page width is less than page height
and page will be 8.5 inches x 11 inches. You
can change page orientation from portrait to
landscape orientation in which case page
width will be more than page height and page

will be 11 inches x 8.5 inches.

Change Page Orientation:

Following are the simple steps to change the page orientation
of a word document.

Step (1): Open a word document for which you want to

change the orientation. By default, orientation will be
Portrait Orientation as shown below.

Step (2): Click the Page Layout tab, and click Orientation
button available in the Page Setup group. This will display an
Option Menu having both the options (Portrait &
Landscape) to be selected.

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 Step (3): Click any of the options you want to
set to orientation. Because my page is already in
portrait orientation, so I will click Landscape
option to change my orientation to landscape
orientation.

A table is a structure of
vertical columns and
horizontal rows with a cell at
every intersection. Each cell
can contain text or graphics,
and you can format the table
in any way you want. Usually
top row in the table is kept as
a table header and can be
used to put some informative
instruction.

Create a Table:
Following are the simple steps to create a table in a word
document.

Step (1): Click the Insert tab, and click Table button. This
will display a simple grid shown below. When you move
your mouse over the grid cells, it makes a table in the table
which appears in the document. You can make your table
having desired number of rows and columns.

Step (2): Click the square representing the lower-right

corner of your table, which will create a actual table in
your document and word goes in table design mode
giving lots of options to work with table as shown
below.

Step (3): This is the optional step if you want to have

fancy table. Click Table Styles button to display a
gallery of table styles. When you move your mouse
over any of
the styles, it
shows real
time preview of your actual table.

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Step (4): To select any of the styles, just click over the built-in table style and you will see that
selected style has been applied on your table.

Delete a Table:
Following are the simple steps to delete an
existing table from a word document.

Step (1): Click anywhere in the table you want to

delete.

Step (2): Click the Layout tab, and click Delete

Table option under the Delete Table Button to
delete complete table from the document along
with its content.

As discussed in previous chapter, a table is a

structure of vertical columns and horizontal
rows with a cell at every intersection. A Word
table can contain as many as 63 columns but
the number of rows is unlimited. This chapter
will teach you how to add and delete rows and
columns in a table.

Add a Row:
Following are the simple steps to add rows in
a table of a word document.

Step (1): Click a row where you want to add

an additional row and then click Layout tab
to have following screen.

Step (2): Now use Row & Column group

of buttons to add any row below or above to
the selected row. If you click Insert Below
button, it will add a row just below the
selected row as follows.

If you click Insert Above button, it will add

a row just above the selected row.

Delete a Row:
Following are the simple steps to delete
rows from a table of a word document.

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Step (1): Click a row which you want to delete from the table and then click Layout tab to have
following screen.

Step (2): Click the Layout tab, and click Delete

Rows option under the Delete Table Button to
delete the selected row.

Add a Column:
Following are the simple steps to add columns in a
table of a word document.

Step (1): Click a column where you want to add an

additional column and then click Layout tab to
have following screen.

Step (2): Now use Row & Column group of

buttons to add any column left or right to the
selected column. If you click Insert Left button, it
will add a column just left to the selected column
as follows.

If you click Insert Right button, it will add a

column just right to the selected column.

Delete a Column:
Following are the simple steps to delete
columns from a table of a word document.

Step (1): Click a column which you want to

delete from the table and then click Layout tab
to have following screen.

Step (2): Click the Layout tab, and click Delete

Column option under the Delete Table Button
to delete the selected column.

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Microsoft Word allows to move a table from one location to another location along with its content.
This chapter will give you simple steps to move a table within the same document, though you can
move a table from one document to another document using cut and paste operation.

Move a Table:
Following are the simple steps to move a table
with-in the same word document.

Step (1): Bring your mouse pointer over the table

which you want to move from location to another
location. As soon as you bring your mouse pointer
inside the table, a small Cross Icon will appear at
the top-left corner of the table as shown below.

Step (2): Click over the small Cross Icon

which will select the whole table. Once table is
selected, use Cut button or simply press Ctrl +
X keys to cut the table from its original
location.

Step (3): Bring your insertion point at the

location where you want to move the table and
use Paste button or simply press Ctrl + C keys
to paste the table at the new location.

Microsoft Word allows to resize a table to

make it smaller and bigger as per your
requirement. This chapter will give you simple
steps to resize a table.

Resize a Table:
Following are the simple steps to resize a table
available in a word document.

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Step (1): Bring your mouse pointer over the table which you want to resize. As soon as you bring
your mouse pointer inside the table, a small Cross Icon will appear at the top-left corner and a small
Resize Icon will appear at the bottom-right corner of the table as shown below.

Step (2): Bring mouse cursor over the Resize Icon till it changes to diagonal double sided arrow and
this is the time when you need to press left mouse button and keep holding the button while resizing
the table. Drag the table up to make it shorter or down to make it larger. You can drag the table
diagonally to simultaneously change both the width and height of the table.

Microsoft Word allows merging two or more cells to

create one large cell. You would frequently need to
merge columns of the top row to create title of the
table. You can merge cells either row-wise or column-
wise, rather you cannot merge cells diagonally. This
chapter will teach you how to merge multiple rows or
columns.

Merging Cells:
Following are the simple steps to merge table cells in
a word document.

Step (1): Bring your mouse pointer position inside the first
cell you want to merge. Now press Shift key and click the
cells around the cell which you want to merge into the first
cell. This will highlight the cells which you click and they will
be ready to be merged.

Step (2): Now click the Layout tab and then click Merge
Cells Button which will merge all the selected cells.

After merging the cells, all the content of the cells will be
scrambled which you can fix later as you like. For example,
you can convert the merged cells text into title or some
other description. For example, let us have center aligned
and bigger font text as follows on top of the table.

Sometime there will be a situation

when you would like to split an
existing table into two or more tables.

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Microsoft Word allows splitting a table into multiple tables but a single operation will always divide a
table into two tables. This chapter will teach you how to split a table into two smaller tables.

Split a Table:
Following are the simple steps to split a table
into two tables in a word document.

Step (1): Bring your mouse pointer position

anywhere in the row that should appear as the
first row of the new table.

Step (2): Now click the Layout tab and then

click Split Table Button which will split the
table into two tables and selected row will
become the first row of the lower table.

After splitting the table into two tables, you

can further divide it into two parts and you
can continue dividing word tables as long
as a table has more than one number of
rows.

Previous chapter taught us how to divide a

table into multiple tables. Sometime you
will need to split a table cell into two or
more sub-cells. Microsoft Word allows
splitting a cell into multiple cells. This
chapter will teach you how to split a cell
into multiple smaller sub-cells.

Split a Cell:
Following are the simple steps to split a cell
into two sub-cells of a table available in
word document.

Step (1): Bring your mouse pointer position inside a

cell that you want to divide into multiple cells.

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 Step (2): Now click the Layout tab and
then click Split Cells Button which will
display a dialog box asking for number of
rows and columns to be created from the
selected cell.

Step (3): Select the desired number of rows

and columns which you would like to have
in resultant cell and finally click OK button
to apply the result.

You can divide a cell into multiple cells

either row-wise or column-wise or both.

Microsoft Word allows you to use

mathematical formula in table cells which
can be used to add numbers, to find average
of numbers, or find the largest or smallest
number in table cells you specify. There is a
long list of formulas from which, a formula
can be used based on the requirement. This
chapter will teach you how to use formula
in word tables.

Add a Formula:
Following are the simple steps to add
formula in a table cell available in word
document.

Step (1): Consider the following table

where we will have total of the rows. Click
in a cell that should contain the sum of a
rows.

Step (2): Now click the Layout tab and

then click Formula button which will
display a Formula Dialog Box which will
suggest a default formula, which is
=SUM(LEFT) in our case. You can select
a number format using Number Format
List Box to display the result or you can
change the formula using Formula List
Box.

Step (3): Now click OK to apply the

formula and you will see that left cells
have been added and its sum has been put
in the total cell where we wanted to have
it. You can repeat the procedure to have
sum of other two rows as well.

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 Cell Formulas:
The Formula dialog box provides following
important functions to be used as formula in a
cell.

Formula Description

AVERAGE( ) The average of a list of cells.

COUNT( ) The number of items in a list of cells

MAX( ) The largest value in a list of cells

MIN( ) The smallest value in a list of cells

PRODUCT( ) The multiplication of a list of cells

SUM( ) The sum of a list of cells

If you are bit familiar with spreadsheet program, you can construct your word cell formula. Word
formulas use a reference system to refer to individual table cells. Each column is identified by a letter,
starting with A for the first column, B for the second column, and so on. After the letter comes the
row number. Thus, the first cell in the first row is A1, the third cell in the fourth row is C4, and so on.

Following are usful points to help you in constructing word cell formula.

SN Cell References and Description

1 A single cell reference, such as B3 or F7

2 A range of cells, such as A4:A9 or C5:C13

3 A series of individual cells, such as A3,B4,C5

4 ABOVE, referring to all cells in the column above the current cell.

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5 BELOW, referring to all cells in the column below the current cell.

6 LEFT, referring to all cells in the row to the left of the current cell

7 RIGHT, referring to all cells in the row to the right of the current cell

You can also construct simple math expressions, such as B3+B5*10 by using simple mathematical
operators +, -, /, *, %.

Microsoft Word allows you to place a border on any or all of the four sides of a table very similar to
text, paragraphs, and pages. You can also add many type of shading to table rows and columns. This
chapter will teach you how to add any of the borders ( left, right, top or bottom) around a table and
how to add different shadows to various rows and
columns of the table.

Add Borders To Table:

Following are the simple steps to add borders in a
table cell available in word document.

Step (1): Select the table to which you want to add

border. To select a table, click over the table
anywhere which will make Cross Icon visible at the
top-left corner of the table. Just click this cross icon
to select the table.

Step (2): Click the Border Button to display a list

of options to put a border around the selected
table. You can select any of the option available
by simply clicking over it.

Step (3): Try to add and remove different borders

like left, right top or bottom by selecting different
options from the border options.

Step (4): You can apply border to any of the

selected row or column. You can try it yourself.

Step (5): To delete the existing border, simply

select No Border option from the border options.

Using Border Options:

You can add borders of your choice to word table by following the simple steps given below.

Step (1): Click the Border Button to display a list of options to put a border. Select Border and
Shading option available at the bottom of list of the options as shown in above screen capture. This

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will display a Border and Shading dialog box. This dialog box can be used to set borders and
shading around a selected table.

Step (2): Click Border tab which will display a list

of border settings, styles and options whether this
border should be applied to the table or text or
paragraph.

Step (3): You can use Preview section to disable or

enable left, right , top or bottom borders of the
selected table or row or column. Follow the given
instruction in preview section itself to design the
border you like.

Step (4): You can customize your border by setting

its color, width by using different width thickness
available under style section.

Add Shades To Table:

Following are the similar steps to add shades on a
selected table or its rows or columns.

Step (1): Select a row or column where you want to

apply shade of your choice.

Step (2): Click the Border Button to display a list of

options to put a border. Select Border and Shading
option available at the bottom of list of the
options. This will display a Border and Shading
dialog box. This dialog box can be used to set
borders and shading around selected row(s) or
column(s).

Step (2): Click Shading tab which will display

options to select fill, color and style and whether
this border should be applied to cell or table or
selected text.

Step (3): You can use Preview section to have an

idea about the expected result. Once you are done,
click OK button to apply the result.

Microsoft Word provides a gallery of Quick Styles

that you can apply to headings, titles, text, and lists.
Quick styles gives you with sets of canned

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 formatting choices, such as font, boldface, and
color which we will see in this chapter.

Apply Quick Styles:

Following are the simple steps to apply quick
styles on selected text.

Step (1): Select a text on which you want to

apply a style. Using style you can make
selected text as a heading or subheading or title
of the document. You can try using different
styles on your text based on your
requirement.

Step (2): Click the Home tab and then move

your mouse pointer over the available styles
in Style Gallery and you will see your
selected text will change its style based on the
selected style. You can display more
available styles by clicking over More Style
button.

Step (3): Finally to apply a selected style, just

click over the style and you will find that it
is has been applied on your selected text.

You can bring a text to its normal

appearance by selecting Normal style
available in Style Gallery.

Change Styles:
Change Style would allow to change the
default font, color, paragraph spacing and
style set for a document. Following are the
simple steps to change the default style.

Step (1): Open the document for which

you would like to change the style. Click
the Home tab and then click Change
Styles button which will show you all the
options to be changed. You can change
Style, Font, Color and Spacing of the
paragraph.

Step (2): Now let's say you want to change

style set, Click the Style Set option, this
will display a sub-menu to select any of the
available setyle set. When you move your
mouse over different style sets, it will give

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you real time text preview to give an idea about the final result.

Step (3): Finally to apply a selected style

set, just click over the style set and you
will find that it is has been applied on
your document.

Similar way you can try applying Font,

Color and Paragraph Spacing. You can
try these options yourself.

Microsoft Word template is a collection of

styles which defines paragraph styles for
regular text paragraphs, a title, and
different levels of headings. You can use
any of the already existing templates for
your word document or you can design a
template which can be used for your all
the company documents.

Using Existing
Template:
Following are the simple steps to use an
already existing template for your newly
created word document. A template is
selected at the time when you create a
new blank document.

Step (1): To start a new document, Click

the File tab and then click New option
which will display Available Templates
to be selected.

Step (2): Microsoft Word provides a list

of templates arranged under Sample
Templates or you can download
hundreds of templates from office.com
which are arranged in different
categories. We will use Sample
Templates for our document, so let us
click over Sample Templates which
will display a gallery of templates. You
can try to use office.com option to select
a template for your requirement.

Step (3): You can browse a list of

available templates and finally select one
of them for your document by double
clicking over the template. I select

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Equity Report template for my report purpose. While selecting your template for a document, you
would have to select Document Option available in the third column. This opens your document with
predefined setting which you can modify document title, author name, heading etc as per your
document requirement.

Create New Template:

You can create a fresh new template based on your
requirement or you can modify an existing template
and save it for later use as a template. A Microsoft
Word template file has an extension of .dotx.
Following are the steps to create a new template.

Step (1): To create a new template using an existing

template, Click the File tab and then click New
option which will display Available Templates to
be selected. Select any of the available template and
open it with Template Option turned on.

Step (2): Now you can modify opened template

as per your requirements and once you are done,
you are save this template with .dotx extension
which is standard extension for Microsoft Word
Templates.

You can create a template from a new document

as well. Click the File button, and click New
option to open a new document. Under Available
Templates, double click Blank Document to
create a new document template. Save the
template with a unique name and .dotx extension.

You can save created template anywhere you lick

and whenever you like to use this template, just
double click over the template file and it will open
a new template based document for you.

You can beautify your Microsoft Word documents

by inserting a variety of graphics. There are slight
differences in adding graphics in your word
document. This chapter will teach you two ways
of adding graphics and rest will leave up to you to
try. further

Adding Picture in Document:

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 Following are the simple steps to add an existing
picture in your word document. It is assumed that you
already have a picture available on your PC before
you add this picture in your word document.

Step (1): Click in your document where you want to

add a picture.

Step (2): Click the Insert tab and then click Picture
option available in illustrations group, which will
display Insert Picture dialog box.

Step (3): You can select a required picture using Insert

Picture dialog box. When you will click Insert button,
selected picture will be inserted in your document. You
can play with your inserted picture in different ways,
like you can apply quick styles to your picture, you can
resize it, or you can change its color it. To try it, just
double click your inserted image and Word will give
you numerous options available under Format tab to
format your inserted graphics.

You can try yourself to insert other available graphics

like Clip Art, Different Shapes, Charts and Smart Art or
Screenshots. Just click over them and you will find your
way very easily.

Adding WordArt in
Document:
Word Art provides a way to add fancy words in your
word document. You can document your text in a
variety of ways. Following are the simple steps to add a
WordArt in your document.

Step (1): Click in your document where you want to add

a WordArt.

Step (2): Click the Insert tab and then click WordArt
option available in Text group, which will display a gallery
of WordArt

Step (3): You can select any of the WordArt style from the
displayed gallery by clicking on it. Now you can modify the
inserted text as per your requirement and you can make it
further beautiful by using different options available. To try
it, just double click your inserted WordArd and Word will
give you numerous options available from Format tab to
format your image. Most frequently used options are Shape

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Styles and WordArt Styles.

You can try yourself to apply different options on the inserted WordArt by changing its shape styles,
colors, WordArt Styles etc.

The AutoCorrect feature automatically corrects common typographical errors when you make them.
Let us learn how to use auto correction option available Microsoft Word 2010 to correct the spelling
automatically as you type the words in your documents.

Setting AutoCorrect:
Following are the simple steps to enable AutoCorrect feature in your Microsoft Word.

Step (1): Click the File tab, click Options, and then click Proofing option available in the left most
column, it will display Word Options dialog box.

Step (2): Click the AutoCrrect Options button

which will display AutoCorrect dialog box and
then click AutoCorrect tab. Now you have to
make sure all the options are enabled specially
Replace Text as you type option, if any of the
options needs to be turned off then be careful
before turning it off. If you are beginner then I'm
sure you would not need to turn it off.

Step (3): Select from among the following

options, depending on your preferences.

SN Option and Description

Show AutoCorrect Options Buttons

This option will be used to display a small blue button or bar beneath text that was automatically
1
corrected. Click this button to see a menu, where you can undo the correction or set AutoCorrect
options.

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 Correct TWo INitial CApitals
2
This option changes the second letter in a pair of capital letters to lowercase.

Capitalize first letter of sentences

3
This option capitalizes the first letter following the end of a sentence.

Capitalize first letter of table cells

4
This option will be used to capitalize the first letter of a word in a table cell.

Capitalize names of days

5
This option will be used to capitalize the names of the days of the week.

Correct accidental usage of cAPS LOCK key

6 This option will be used to correct capitalization errors that occur when you type with the CAPS LOCK
key depressed and turns off this key.

Replace text as you type

5
This option replaces typographical errors with the correct words as shown in the list beneath it.

Automatically use suggestions from the spelling checker

7
This option tells Word to replace spelling errors with words from the dictionary as you type.

Although Word comes preconfigured with hundreds of AutoCorrect entries, you can also manually
add entries using following dialog box and use Replace and With text boxes to add more entries. I
added an entry for Markiting which should be replaced with Marketing. You can use Add button to
add multiple entries.

Step (4): Finally click OK to close the AutoCorrect Options dialog box and again click OK to close
the Word Options dialog box. Now try to type Markiting and as soon as you type this word,
Microsoft Word auto correct it with correct word Marketing word.

The AutoFormat feature automatically formats a document as you type it by applying the associated
styles to text. Let us learn how to use auto format option available Microsoft Word 2010 to format the
typed content. For example if you type three dashes -- and press enter, Word will automatically create
a line for you. Similarly word will automatically format two dashes -- into an em dash (—).

Setting AutoFormat:
Following are the simple steps to set AutoFormat
feature in your Microsoft Word.

Step (1): Click the File tab, click Options, and then
click Proofing option available in the left most
column, it will display Word Options dialog box.

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Step (2): Click the AutoCrrect Options button which will display AutoCorrect dialog box and then
click AutoFormat As You Type tab to determine what items Word will automatically format for you
as you type.

Step (3): Select from among the following

options, depending on your preferences.

SN Option and Description

"Straight quotes" with “smart quotes”

1
This option will be used to replace plain quotation characters with curly quotation characters.

Fractions (1/2) with fraction character (½)

2
This option will be used to replace fractions typed with numbers and slashes with fraction characters.

*Bold* and _italic_ with real formatting

3 This option will be used to format text enclosed within asterisks (*) as bold and text enclosed within
underscores ( _ ) as italic.

Internet and network paths with hyperlinks

4
This option will be used to format e-mail addresses and URLs as clickable hyperlink fields.

Ordinals (1st) with superscript

5
This option will be used to format ordinal numbers with a superscript like 1st becomes 1 st.

Hyphens (--) with dash (—)

6 This option will be used to replace a single hyphen with an en dash (.) and two hyphens with an em dash
(—).

Automatic bulleted lists

7 This option will be used to apply bulleted list formatting to paragraphs beginning with *, o, or - followed
by a space or tab character.

Automatic numbered lists

8 This option will be used to apply numbered list formatting to paragraphs beginning with a number or
letter followed by a space or a tab character.

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 Border lines
9 This option will be used to apply paragraph border styles when you type three or more hyphens,
underscores, or equal signs (=).

Tables
10 This option will be used to create a table when you type a series of hyphens with plus signs to indicate
column edges. Try with +-----+------+ ) and then enter.

Built-in heading styles

11
This option will be used to apply heading styles to heading text.

Format beginning of list item like the one before it

12
This option will be used to replace plain quotation characters with curly quotation characters.

Set left- and first-indent with tabs and backspaces

13
This option sets left indentation on the tab ruler based on the tabs and backspaces you type.

Define styles based on your formatting

14 This option automatically creates or modifies styles based on manual formatting that you apply to your
document.

Step (4): Finally click OK to close the AutoCorrect Options dialog box and again click OK to close
the Word Options dialog box.

A table of contents (or TOC) is a list of the headings in the order in which they appear in the
document. You can set a list of headings which should be part of table of contents. Let us learn how to
create a Table of Contents. A table of content helps in navigating a word document by providing
associated page numbers and direct links to various headings available on those pages.

Create Table of Contents:

Following are the simple steps to create Table of Contents in your Microsoft Word using various
levels of headings.

Step (1): Consider a document having different levels of headings.

Step (2): You can insert a table of content anywhere in

the document, but the best place is always at the
beginning of the document. So bring your insertion
point at the beginning of the document and then click
the References tab and next Table of Content button
which will display a list of Table of Contents options.

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Step (3): Select any of the displayed options by simply clicking on it. A table of content will be
inserted at the selected location.

Step (4): You can select number of levels of headings in your

table of content. If you click on Insert Table of Content option
available in the option menu then it will give you a dialog box
where you can select number of levels you want to have in your
table of content. You can turn ON or OFF Show Page Numbers
option. Once done, click OK button to apply the options.

Now if you press Ctrl key and

then click over the any link
available in the table of
content, it will take you
directly to the associated
page.

Update Table of
Contents:

When you work on a word

document, then number of pages and
their content keep varying and accordingly you need to update your Table of Contents. Following are
the simple steps to update an existing Table of Contents in your Microsoft Word.

Step (1): Consider you already have a table of content as shown above. Click the References tab and
next Update Table button which will display Update Table of Contents dialog box with two
options.

Step (2): If you want to update just page numbers then

select first option Update page numbers only available in
the dialog box but if you want to update page numbers as
well as if there is any change in headings then select second
options Update entire table and you will find your table of
content updated with all the latest changes.

Delete Table of Contents:

Following are the simple steps to delete an existing

Table of Contents from your Microsoft Word.

Step (1): Consider you already have a table of content as

shown above. Click the References tab and next Table
of Contents button which will display a list of Table of

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Contents options along with Remove Table of Contents option available at the bottom.

Step (2): Click over Remove Table of Contents option to delete the existing table of contents.

When you are ready for printing your word document, it is always recommended to preview the
document before your send document for final printing. During preview of the document you might
discover that set margin is not appropriate or many items may not look good after printing so better to
fix them after having a preview of the document. You can also have the option to specify which pages
to print, select a printer, specify the paper size on which you want to print, and set other printing
options.

Preview Documents:
Following are the simple steps to preview your Microsoft Word
Document.

Step (1): Open the document for which you want to see the preview.

Step (2): Click the File tab and then Print option which will display
a preview of the document in the right column. You can scroll up or
scroll down your document to walk through the document using
given Scrollbar. In next chapter, we will learn how to print the
previewed document and how to set different printing options.

Step (3): Once you are done with your preview, you can click Home
tab to go to the actual content of the document.

Consider you are done with previewing and proofing your document
and ready for the final printing. This chapter will teach you how to
print a part or complete Microsoft Word document.

Printing Documents:
Following are the simple steps to print your Microsoft Word Document.

Step (1): Open the document for which you want to see the preview. Next click the File tab and then
Print option which will display a preview of the document in the right column. You can scroll up or
scroll down your document to walk through the document using given Scrollbar. Middle column
gives various options to be set before your send your document to the printer.

Step (2): You can set various other printing options

available. Select from among the following options,
depending on your preferences.

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SN Option and Description

Copies
1
Set the number of copies to be printed, by default you will have one copy of the document.

Print Custom Range

This option will be used to print a particular page of the document just type that number in Pages option,
2
if you want to print all the pages from 7 till 10 then you would have to specify this option as 7-10 and
word will print only 7th, 8th, 9th and 10th pages.

Print One Sided

3 By default you print page one side of the page, but there is one more option where you would turn up
your page manually in case you want to print your page on both sides of the page.

Collated
4 By default multiple copies will print Collated, but if you are printing multiple copies and you want the
copies uncollated, select the Uncollated option.

Orientation
5 By default page orientation is set to Portrait, but if you are willing to print your in landscape mode then
select Landscape mode.

A4
6
By default page size is A4, but you can select other page sizes available in the drop down list.

Custom Margin
Click the Custom Margins drop-down list to choose the document margins you want to use. For instance,
7
if you want to print fewer pages, you can create narrower margins; to print with more white space,
create wider margins.

1 Page Per Sheet

8 By default number of pages per sheet is 1 but you can print multiple pages on a single sheet. Select any
option you like from the given drop down list by clicking over 1 Page Per Sheet option.

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 Step (3): Once you are done with your setting, click
on Print button which will send your document to the
printer for final printing.

Microsoft Word can be used to send a word document

in an email as an attachement directly at the given
email address without opening your email program.
This chapter will teah you simple way of sending
email in a variety of formats, including a Word
document file (DOC) attachment or a PDF, among
others.

Mailing Documents:
Following are the simple steps to send a word
document as an attachement at the given email
address.

Step (1): Open the document you want to send

using e-mail as an attachement.

Step (2): Click the File tab and then click Save &
Send option from the left most column which will
display a number of options to Save & Send, you would have to select Send using Email option
available in the middle column.

Step (3): Third column would have various options to send email which allows you to send your
document as an attachement in DOC format or you can send your word document in a PDF format.
Click a method to send the document. I'm going to send my document in PDF format. When you click
Send as PDF it displays you following screen where you can type email address where you want to
send your document, email subject and other additional messages as well. To send email to multiple
recipients, separate each e-mail address with a semicolon (;) and a space.

Microsoft Word has an option to translate complete word document from one language to another
language using simple step. Let us learn how we can translate document content from English to some
other language (Spanish).

Translate Document Using Microsoft Translator:

Following are the simple steps to translate a document from one language to another language.

Step (1): Click the Review tab and then click Translate button which will display different options
to be selected.

Step (2): Select Choose Translation Language option

simply by clicking over it. This will display a Translation
Language Options dialog box asking for selecting from

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 and to languages. Here From is the source document's language and To is the target document
language.

Step (3): After slecting From Language and To Language, click OK. Now again go to Review tab
and then click Translate button which will display different options to be selected. Select top option
Translate Document option from the given options, this will display Translate Whole Document
dialog box asking for your permission to send your
document over the internet to be translated by Microsoft
Translator.

Step (4): If you are willing to translate your document then, you can click Send button which will
send your document over the net to be translated and you will have your document translated in your
target language.

Step (5): Now you can copy your translated content manually in any other document and save it for
final use.

Sometime you modify a Microsoft Word document without opening track changing, in such case
tracking the changes would become difficult and you would need to compare original document with
modified document word by word. But you do not need to compare it manually, Microsoft Word
provides an option to compare two documents very easily. Let us see how it can be done.

Compare Two Documents:

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Let us have following two documents (a) Original document (b) Modified version of the same
document as follows.

Following are the simple steps to compare these two

documents.

Step (1): Click the Review tab and then click

Compare button which will display two options to be
selected.

Step (2): Select Compare option simply by clicking

over it. This will display an Compare Documents dialog box asking two versions of word documents
which you want to compare with each other.

Step (3): Select Original Document and Revised

Document and click OK button to display the
differences in two documents. Left column on the
screen would show all the changes done over the
course of changes and you will see original as well
as modified version of the document on the same
screen. You can walk through these changes using
Previous & Next Button available under Review

tab.

NOTE: While comparing two documents you can

use different settings available at Compare
Documents dialog box under the More button. You
can try it yourself.

Microsoft Word provides a high level of security

for your word generated documents. You can set a
password for a document to stop unauthorized

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reading and editing of the document or if you want someone just to read the document then you can
set editing restriction on your word document. This chapter will teach you how to make your
document password protected and restricted from editing and formatting.

Set Document Password:

Once you set a password for a document then you will be able to open the document only if you know
the password. If you lost your password then there is no way to recover it and to open the document.
So you need to be careful while setting a password for your important document.

Following are the simple steps to set a password for a word document.

Step (1): Open a word document for which you want to set a password.

Step (2): Click the File tab and then click Info option and finally Protect Document button which
will display a list of options to be selected.

Step (3): Select Encrypt with Password option simply by clicking over it. This will display an
Encrypt Document dialog box asking for a password to encrypt the document. Same dialog box will
appear twice to enter the same password. After entering password each time, click OK button.

Step (4): Save the changes, and finally you will have your document password protected. Next time
when someone will try to open this document it will ask for the password before displaying document
content, which confirms that now your document is password protected and you need password to
open the document.

Remove Document
Password:
You can remove a document password only after
opening it successfully. Here are the simple steps to
remove a password protection from your word
document.

Step (1): Open a word document for which you want

to remove the password. You would need correct
password to open the document.

Step (2): Click the File tab and then click Info option
and finally Protect Document button which will
display a list of options to be selected.

Step (3): Select Encrypt with Password option

simply by clicking over it. This will display an
Encrypt Document dialog box and password which
will be in the form of dotted. You need to remove
these dotted from the box and make it clear to remove
the password from the document.

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Now when you will open your document next time, word would not ask you for any password
because you have removed the password protection from the document.

Set Editing &

Formatting
Restrictions:
Following are the simple steps to set editing
restrictions a word document.

Step (1): Open a word document for which you

want to set editing restrictions.

Step (2): Click the File tab and then click Info option and finally Protect Document button which
will display a list of options to be selected.

Step (3): Select Restrict Editing option simply by

clicking over it. This will open the actual document
and it will also give you option to set editing
restrictions in Restrict Formatting and Editing
area. Here you can set formatting as well as editing
restrictions on the document.

Step (4): One you are done with your setting, click
Yes, Start Enforcing Protection button which
will display a Start Enforcing Protection dialog
box asking for password so that no one else can
change the setting. You can enter to password or
you can leave it simply blank which means there is
no password setting for this protection.

Step (5): Finally click OK button and you will find

that your document is editing (or formatting if you
applied) protected.

Remove Editing & Formatting

Restrictions:

You can remove editing restriction from your

document using simple steps.

Step (1): Open a word document for which you

want to remove the editing restriction.

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Step (2): Click the File tab and then click Info option and finally Protect Document button which
will display a list of options to be selected.

Step (3): Select Restrict Editing option simply by

clicking over it. This will display Restrict Formatting
and Editing area as follows.

Step (4): Now click Stop Protection button. If you had

setup a password at the time of setting editing or
formatting restrictions then you would need same
password to remove editing or formatting restrictions and
word would ask for the same using Unprotect
Document Dialog Box , otherwise it will simply remove
the restrictions.

A watermark is a picture that shows up faintly behind

the text on a word document page. When you drafting
a document, you can watermark the document with
Draft Copy stamp, or you can watermark a duplicate
document with Duplicate stamp. Microsoft Word
allows you to stamp with watermark using simple
steps explained in this chapter.

Set Standard
Watermark:
Following are the simple steps to set standard
watermark in word document. A standard watermark
is the one which is already defined by words and can
not modify their font or color etc.

Step (1): Open a word document in which you want

to add a watermark.

Step (2): Click the Page Layout tab and then click
Watermark button to display a list of standard
watermark options.

Step (3): You can select any of the available

standard watermarks by simply clicking over it. This

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 will be applied to all the pages of the word. Assume
we select Confidential watermark.

Custom Watermark:

Following are the simple steps to set custom

watermark in word document. A custom watermark
is the one which can be modified text and its font,
color and size etc.

Step (1): Open a word document in which you

want to add a watermark.

Step (2): Click the Page Layout tab and then click
Watermark button to display a list of standard
watermark options. At the bottom you will find
Custom Watermark option.

Step (3): Click over the Custom Watermark option

which will display Printed Watermark dialog box.

Step (4): Now you can set a picture as watermark

or you can set predefined text as watermark or
you can type your text in Text box available at
Printed Watermark dialog box. We will set text watermark as DUPLICATE and set its font color and
font size. Once all the parameters are set, click OK button to set the parameters.

Remove Watermark:

Following are the simple steps to remove an existing watermark from a word document.

Step (1): Open a word document from which you want to delete a watermark.

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Step (2): Click the Page Layout tab and then click Watermark button to display a list of standard
watermark options. At the bottom you will find Remove Watermark option.

Step (3): Click Remove Watermark option which will delete existing watermark from the
document.

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