INTRODUCTION TO WORD.

A Word Processor (Such as word) is a Computer Program that enables you to create, edit, print and save documents for
future retrieval revision.

One of the Chief advantage of a word processor over a conventional type writer is that a word processor enables you to
make change to a document without retyping the entire document.

STARTING WORD :

STEPS :- Double click on the Microsoft Word Icon (If available on your desktop)
OR

To Open Microsoft Word Click on Start button at the bottom left of the desktop then go to Programs and then click on
Ms-Word.

Click Start Programs Ms-Word.

When you start Word, two windows appear on the screen, one nested snugly within the other. The larger of
these, called the application window. The smaller window is called the document window.

Screen Elements of Word: -

 Application Window.

 Document Window.

 Control Menu box.

 Title bar.

 Maximize / Restore buttons.

 Minimize button.

 Close button.

 Menu bar.

 Standard toolbar.

 Formatting tool bar.

 Ruler.

 Scroll bars

 Status bar.

MENU BAR

1 2 3 4 5 6 7 8 9
1. File Menu
File Edit View Insert Format Tools Table Window Help
Option Available Function

New creates a new blank file

Open Opens or finds a file
Close Close the active file without exiting the application
Save Save the active file
Save As Saves the active file with a different file name, location
Page Setup Sets margin, paper source, paper size, page orientation
Print Preview Shows how a file will look when you print.
Print Prints the active file or selected items
Recently Used Lists the files you have most recently opened.
File List Reopen one of these files, click it.
Exit Exit from the Word 2000.

2. Edit Menu

Option Available Function

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Undo Reverses the last command or the last entry
Redo (Repeat) Repeats your last command or action.
Cut Removes the selection and places it on the clipboard.
Paste Insert the contents of the clipboard at the insertion point and replaces any
selection.
Clear Deletes the selected object or text without putting it on the clipboard.
Select All Selects all text and graphics.
Find Searches for specified text, formatting symbols.
Replace Searches for and replaces specified text formatting.
Go to Moves the insertion point to the item you want to go to

3. View Menu

Option Available Function

Views Switches to different views

Tool bars Displays or hides toolbars. To display a toolbar select the check box to the toolbar
name. To hide the toolbar, clear the check box.
Ruler Displays or hides the horizontal ruler, when you can use to position objects,
change paragraph indents, page margin, other spacing settings.
Document Map Turns on or off the Document Map, a vertical pane along the left edge of the
document window that outlines the document structure.
Header and Footer Adds or changes the text that appears at the top and bottom of every page or slide.
Zoom Control how large or small the current file appears on the screen.

4. Format Menu

Option Available Function

Font Changes the font and character spacing formats of the selected text.
Paragraph Changes paragraph indents, text alignment, line spacing
Bullets and Numbering Adds bullets or numbers to selected paragraph and modifies the bullets and numbering
format.
Boarders and Shading Adds borders and shading to selected paragraphs, pages, table cells, or pictures.
Columns Changes the number of columns in a document or section of a document.
Tabs Sets the position and alignment of tab stops and determines the type of leader
character for each tab stop.
Drop Cap Formats a letter, word, or selected text with a large initial or "dropped" capital
letter.
Text Direction Rotates selected text in table cells from bottom to top or from top to bottom.
Changes Case Changes the Capitalization or text.
Auto Format Analyzes the content of the active file and then automatically formats the file.
Style Defines or applies to the selection a combination of formats, called a style.

5. Insert Menu

Option Available Function

Break Inserts a page break, column break.

Page Numbers Insert page numbers that automatically update when you add or delete pages.
Auto Text Creates or inserts an Auto Text only.
Picture Inserts an picture, Word Art in the active file at the insertion point.
Bookmark Creates bookmarks, which you can use to mark selected text, graphics, tables, or
other items.
Object Inserts an object such as a drawing, Word Art text effect.

6. Tools Menu

Option Available Function

Spelling Grammar Checks the possible spelling, grammar, and writing style errors, displays suggestions.
Auto Correct Sets the options used to correct text automatically.
Mail Merge Produces letters, mailing labels, envelops, and other types of merged documents.
Toolbars Customizes toolbar buttons, menu commands, and other options.

7. Table Menu

Option Available Function

Draw Table Inserts a table where you drag to insert table, drag inside to add cells, columns
rows.

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Insert Table Inserts a Table with the number of rows and columns you specify.
Delete Cells / Rows/ Deletes the selected cells. If you select and entire row
Columns or column, this changes to Delete Rows or Delete Columns.
Merge / Split Cells It combines splits the selected cells into the number of rows and columns you enter.
Sort Arranges in selected rows or lists alphabetically numerically, or by date.

Create a New Document

To create a New Document do the following step :

Step : Click on File menu, a drop down menu will appear, from which click on New Option from the drop down
menu.

How to Save a New Document

Step 1 : Click on File menu, a drop down menu will appear

Step 2 : Select the Save option from the drop down menu.
Step 3 : In the File Name box, type a name of your choice.
Step 4 : In the Save In box choose the place, where you want to save your file
Step 5 : Finally click on Save Option.

How to Save an Existing Document

Step 1 : Click on File menu, a drop down menu will appear
Step 2 : Click on Save option from the drop down menu.

How to Save an Existing Document in other location

Step 1 : Open the Document it is closed.

Step 2 : Click on File menu, a drop down menu will appear
Step 3 : Select the Save As option from the drop down menu.
Step 4 : If you want to change the file name, in the File Name box type a name of your choice.
Step 5 : In the Save In box choose the place, where you want to save your file
Step 6 : Finally click on Save Option.

Closing the Active Document

On the File menu, click on close option.

How to Exit from Word

On the File menu, click Close option.

How to Open an Existing Document

Step 1 : On the File menu, click on Open option.

Step 2 : In the Look in box, click the drive, folder that contains the document
Step 3 : In the folder list, double click folders until the folder that contains the documents you want.
Step 4 : Double click the document you want to open.

Selection of Text

By Using Mouse :

To Select Do this

Any amount of text: Drag over the text.

A Word Double click the word
A line of text Move the pointer to the left of the line until it changes to a right-pointing arrow, and then
click.
Multiple Line of Text Move the pointer to the left of the lines until it changes to a right-pointing arrow, and then
drag up or down.
A Sentence Hold down CTRL Key, and then click anywhere in the sentence.
A Paragraph Move the pointer to the left of the paragraph until it changes to a right-pointing arrow, and
then double click anywhere in the paragraph.
Multiple Paragraphs Move the pointer to the left of the paragraph until it changes to a right-pointing arrow, and
then double click and drag up or down.
An entire document Move the pointer to the left of any document text until it changes to a right-pointing arrow,
and then triple click.

By Using Keyboard

To Extend a Selection Press

One character to the left SHIFT + LEFT ARROW

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One character to the right SHIFT + RIGHT ARROW
To the beginning of a word CTRL + SHIFT + LEFT ARROW
To the end of a word CTRL+ SHIFT + RIGHT ARROW
To the beginning of line SHIFT + HOME
To the end of a line SHIFT + END
One line up SHIFT + UP ARROW
One line down SHIFT + DOWN ARROW
To the beginning of a paragraph CTRL + SHIFT + UP ARROW
To the end of a paragraph CTRL + SHIFT + DOEN ARROW
To the beginning of a document CTRL + SHIFT + HOME
To the end of a document CTRL + SHIFT + END
To include entire document CTRL + A

How to Cut & Paste a text.

Step 1 : Select the text you want to remove.

Step 2 : Right click any where on the document, a drop down menu will appear.
Step 3 : Select the Cut option from the menu
Step 4 : Position the insertion pointer at the desired location, then click on Paste option from the Menu.

"Or"

Step 1 : Select the text you want to remove

Step 2 : Click on Cut option from Edit menu.
Step 3 : Position the insertion pointer at the desired location, then click on Paste option from the Edit
menu.

How to Copy & Paste a text.

Step 1 : Select the text you want to Copy.

Step 2 : Right click any where on the document, a drop down menu will appear.
Step 3 : Select the Copy option from the menu
Step 4 : Position the insertion pointer at the desired location, then click on Paste option from the Menu.

"Or"

Step 1 : Select the text you want to Copy.

Step 2 : Click on Copy option from Edit menu.
Step 3 : Position the insertion pointer at the desired location, then click on Paste option from the Edit
menu.

Undo Your Action

After making any change, you can undo the action.

Step 1 : Click on Edit Menu, a drop down menu will appear.
Step 2 : Select Undo Option from the dropdown menu

"Or"

Press CTRL + Z

Redo Your Action

After performing Undo action, if you want to reverse the Undo action, apply Redo.

Step 1 : Click on Edit Menu, a dropdown menu will appear.

Step 2 : Select Redo Option from the drop down menu.

"Or"

Press CTRL + Y

Find text

1.

On the Edit menu, click Find.

Find and Replace ? X 4

 Find Replace Go To
Find What :

More Find Next Cancel

2. In the Find what box, enter the text that you want to search for.

3. Select any other options that you want.

For Help on an option, click the question mark and then click the option.

4. Click Find Next.

To cancel a search in progress, press ESC.

Replace text

1. On the Edit menu, click Replace.

A Find and Replace Properties window will appear, which is given below.

Find and Replace

? X
Find Replace Go To
Find What :

Replace With :

Replace Replace Find Next Cancel

2. In the Find what box, enter the text that you want to search for.

3. In the Replace with box, enter the replacement text.

4. Select any other options that you want.

For Help on an option, click the question mark and then click the option.

5. Click Find Next, Replace, or Replace All.

To cancel a search in progress, press ESC.

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 Change the font of text or numbers

1. Select the text you want to change.

2. On the Formatting toolbar, click a font name in the Font box. Times New Roman

Change the size of text or numbers

1. Select the text you want to change.

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2. On the Formatting toolbar, click a point size in the Font Size box .

Change the Font Style of text or numbers

1. Select the text you want to change.

2. On the Formatting toolbar, click a Font Style in the Font Style box.
B I U
Change the color of text and numbers

1. Select the text you want to change.

2. Do one of the following:

To apply the color most recently used for text, click Font Color A
on the Formatting toolbar.

To apply a different color, click the arrow next to the Font Color button, and then select the color you want.

Change Case

1. Select the text you want to Change the Case.

2. From the Format Menu click on Change Case Option.
3. A Change Case Properties window will appear. (Which is given below)

Change Case ? X
Sentence case
Lower case
UPPER CASE
Title Case
tOGGLE cASE

OK CANCEL
4. From the above window select a case and click on OK button.

Drop Cap

For dropping a text capital letters at the beginning of a paragraph the following steps are used :

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 1. Select a paragraphs or letters or characters you want to begin with an initial or dropped or capital letters
2. From the format menu, click on drop cap options.
3. Select position None, dropped or in Margin Option from the box.

Formatting of paragraph with ruler:

Ruler is the useful tool for quickly setting paragraph indentations and tabs with the click of mouse.

To display the ruler click on view menu.

Setting Tabs :
Tabs can be set in 2 ways: -
1. Click on the ruler where the tab is to be set.
2. If tabs are to be set at a specific point select tabs from the format menu.

Clearing of Tabs :
1. To clear the tabs that have been set click on tabs from the format menu.
2. Select clear option from the dialog box.

Setting Indents :
Indenting means change the distance of the text from the margine.
Indents can be set either by using paragraph in the format menu or by using ruler.

Line Spacing :
Spacing between line can be adjusted to make a paragraph more presentable. Line spacing determines the amount of vertical
space between lines of text. Microsoft Word uses single line spacing by default. The line spacing you select will affect all lines of text in the
selected paragraph or in the paragraph that contains the insertion point.
1. Select the paragraph or a line of text that you want to change line spacing.
2. On the Format menu, click on Paragraph option which open paragraph Dialog box.
3. Click the arrow just below Line Spacing option to open a drop down menu.
4. Select your desired option from the menu.
Line spacing Results
Single Accommodates the largest font in that line, plus a small amount of extra space. The amount of extra
space varies depending on the font used.
1.5 lines One-and-one-half times that of single line spacing. For example, if 10-point text is spaced at 1.5 lines,
the line spacing is approximately 15 points.
Double Twice that of single line spacing. For example, in double-spaced lines of 10-point text, the line spacing is
approximately 20 points.
At least Minimum line spacing that Microsoft Word can adjust to accommodate larger font sizes or graphics that
would not otherwise fit within the specified spacing.

Exactly Fixed line spacing that Word does not adjust. This option spaces all lines evenly.
Multiple Line spacing that is increased or decreased by a percentage that you specify. For example, setting line
spacing to 1.2 will increase the space by 20 percent, while setting line spacing to a multiple of 0.8 will
decrease the space by 20 percent. Setting the line spacing at 2 is equivalent to setting the line spacing at
Double. In the At box, enter or select the line spacing you want. The default is three lines.
At The amount of line spacing you select. This option is available only if you select At Least, Exactly, or
Multiple in the Line spacing box.

Creating Columns

Columns can be created by click on Columns on the Standard tool bar or by choosing Columns from the Format Menu.

Then the Column dialog box will appear in which the number of Column, the width of Column, and Spacing between Column are to
be set.

Deleting Columns

To Delete the columns that are created and convert text in a single column choose Format Menu then select column option, a Column Properties
window will appear from which choose 'One' from the presets box and click ok.

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Header and Footer :

Header : The text that repeat at the top of every page is called header.

Footer : The text that repeats at the bottom of every page is called footer.

Create a header or footer

1. On the View menu, click Header and Footer.

2. To create a header, enter text or graphics in the header area. Or click a button on the Header and Footer toolbar.

3. To create a footer, click Switch Between Header and Footer to move to the footer area. Then repeat step 2.

4. When you finish, double click on out side of the Header and Footer area.

Tip The text or graphics you enter in a header or footer is automatically left aligned. You may want to center the item instead or include
multiple items (for example, a left-aligned date and a right-aligned page number). To center an item, press TAB; to right align an item, press TAB
twice.

Add bullets or numbering

1. Select the items you want to add bullets or numbering.

On the Formatting toolbar, do one of the following:

To add bullets, click Bullets.

To add numbering, click Numbering.

Note To create a bulleted or numbered list automatically as you type, type 1. or * (asterisk), press SPACEBAR or TAB, and then type any text
you want. When you press ENTER to add the next list item, Word automatically inserts the next number or bullet. To finish the list, press
ENTER twice. You can also finish the list by pressing BACKSPACE to delete the last bullet or number in the list.

"OR"

1. Select the items you want to add bullets or numbering.

2. Click on Format Menu
3. Click on bullets and numbering option.
4. Then a bullets and numbering dialog box will appear.
5. From the dialog box select the bullet or number list as per requirement.

Remove Bullets and Numbering

1. Select the item from which bullets or numbers are to be remove.

2. To remove bullets click on bullets from Formatting tool bar.
3. To remove number click on number from formatting tool bar.

Borders and Shading

At final touch to the Formatted page the user can include borders and shading.

A border is a box surrounded the page from each side.

1. From the Format Menu click on border and shading option.

2. Select border tab from the dialog box.
3. Select one type of border that have to be add in the paragraph.
4. Then click on ok.

Remove a border from a page in a document

1. On the Format menu, click Borders and Shading, and then click the Page Border tab.

2. Under Setting, click None.

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Note To remove the border from only one edge of the document — for example, to remove all but the top border — click the borders you want
to remove in the diagram under Preview.

Use of Table

A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are often used to organize and present
information, but they have a variety of other uses as well. You can use tables to align numbers in columns, and then sort and perform calculations
on them. You can also use tables to arrange text and graphics, such as side-by-side paragraphs in a resume.

Steps to Create a Table

1. Select the portion on your document where you want to create a table.
2. Click on Table Menu.
3. Go to Insert Table option and click on it.
4. An Insert Table dialog box will appear, select number of columns and number of rows from this box.
5. Then click on OK button.

Entering Text and Editing it in the Table

Text can be enter into the table by clicking or selecting the require cell.

We can move from one cell to another cell in a Table by following ways:

1. The Tab key or Right arrow key can be use to move the next cell in the right
2. Shift + Tab or Left arrow key can be use to move the next cell in the left.
3. The Up arrow key can be used to move the upper direction.
4. The down arrow key can be use to move to the down word direction.

Adding Rows and Columns in the Table

Adding Rows :

This can be done by two ways :

1. To insert a new blank row after the last row in the table, move the cursor to the last cell and then press Tab key.
2. A new row can also be inserted by following steps :
i. click on table menu.
ii. Click on insert option.
iii. Select rows bellow or rows above option.

Adding Columns :

To insert a new blank column to the left or right of the selected column follow the directed steps :

1. From the Table menu click on insert option.

2. Select column to the left or right option to add new column.

Change the row height in a table

 Rest the pointer on the row boundary you want to move until it becomes , and then drag the boundary.

Notes

 To change a row height to a specific measurement, click a cell in the row. On the Table menu, click Table Properties, and then click
the Row tab. Select the options you want.

 To display row height measurements, click a cell, hold down ALT as you drag the markers on the vertical ruler.

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 Change the column width in a table
 Rest the pointer on the column boundary you want to move until it becomes , and then drag the boundary until the column is
the width you want.

Notes

 To change a column width to a specific measurement, click a cell in the column. On the Table menu, click Table Properties, and
then click the Column tab. Choose the options you want.

 To make the columns in a table automatically fit the contents, click a table, point to AutoFit on the Table menu, and then click
AutoFit to Contents.

 To display column width measurements, click a cell and then hold down ALT as you drag the markers on the ruler.

Make multiple rows or columns the same size

1. Select the columns or rows you want to make the same size.

2. On the Tables and Borders toolbar, click Distribute Columns Evenly or Distribute Rows Evenly.

Change the space between cells in a table

1. Click the table.

2. On the Table menu, click Table Properties, and then click the Table tab.

3. Click Options.

4. Under Default cell spacing, select the Allow spacing between cells check box and enter the measurement you want.

Change the orientation of text in a cell or drawing object.

1. Click the callout, text box, AutoShape, or table cell that contains the text you want to change.

2. On the Format menu, click Text Direction.

3. Click the orientation you want.

Convert existing text to a table

When you convert text to a table, you use separator characters to indicate where a new column should begin. Microsoft Word begins new rows at
paragraph marks. If you also choose paragraph marks as your separator characters, Word converts your text into a table with one column.

1. Indicate where you want to divide text into columns by inserting the separator characters you want.

2. Select the text you want to convert.

3. On the Table menu, point to Convert, and then click Text to Table.

4. Under Separate text at, click the option for the separator character you want.

Insert a manual page break

1. Click where you want to start a new page.

2. On the Insert menu, click Break.

3. Click Page break.

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 Auto Text

This feature is used to add the text into its dictionary.

Using this tool, we can enter the text directly to the pages without retyping it.

1. Click the Insert Menu.

2. Select the Auto text option from Auto text.
3. Then enter the text that you want to add in its dictionary in the text box.
4. Click on the add button.
5. Click on OK to complete the text.
6. Type the entered text, and then see what happens? What even you have added in its dictionary, it will appears on the screen.
7. Press enter key.

Word Art

Word art the text with special effects by this the user can create shadowed, stretched the text.

To insert Word Art the require steps which are necessary are followed:

1. From the Insert Menu select picture then select Word Art.
2. After that the Word Art Gallery window will appear on the screen.
3. Choose one effect with which the text is to be displayed.
4. Click on OK button.
5. Then enter the text which to be displays on the screen in Edit Word Art window.
6. Then click on OK button.

'Or'

1. On the Drawing toolbar, click Insert WordArt .

2. Click the type of WordArt drawing object you want, and then click OK.

3. In the Edit WordArt Text dialog box, type the text you want to format, select any other options you want, and then click OK.

4. To add or change effects to the text, use the buttons on the WordArt and Drawing toolbars. The WordArt toolbar appears when you
click the WordArt special text.

Insert Page Number

1. On the Insert Menu, Click on Page Numbers option, which open page Numbers dialog box.
2. In the Position box, specify whether to print page numbers in the header at the top of the page or in the footer at the bottom of the
page.
3. Select any other options you want.

Insert Date & Time

1. On the Insert Menu, click Date & Time option, which open Date and Time dialog box.
2. Select the Date and Time format from the Date and Time dialog box. Then click on OK.

Spell Check

Spell Check is very useful even if a person is a good speller. Spell Check operates while the user types and Indicates an error as they are made.

To check only a portion of document the require text is to be selected.

Starting of Spell Check

1. Chose spelling and Grammar options from tools menu.

"or"

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 Press F7

"or"

Choosing spelling or Grammar button from Standard tool bar.

2. A Spelling and Grammar properties window will appear in which If check Grammar check box is un checked the checker checks only for
spelling errors.

3. In the properties window if you want to take the word, which is given in the suggestion box, then click on Change button if not click on
Ignore button.

To correct an error right click on the word with wavy under line, will open a drop down menu. Then click the correct option from the
menu.

Mail Merge

You can use the Mail Merge Helper to create form letters, mailing labels, envelopes, or catalogs. The Mail Merge Helper guides you
through organizing the address data, merging it into a generic document, and printing the resulting personalized documents.

A Word Mail merge consists of 3 parts :

1. Main Document, which contains the generic information that you want to repeat in each form letter, mailing label, envelope, or
catalog.

2. Data Source, which contains the data that varies in the merged documents — for example, the name and address of each recipient of a
form letter. The data source can be an existing spreadsheet, database, or text file, or a Word table that you create by using the Mail
Merge Helper.

3. Insert merge fields, which are placeholders that tell Microsoft Word where to insert data from the data source.

4. Merge Document : This document can be set of levels, envelops or form letters

that store the result of the merge operation.

Steps to create a Mail merge (Create form letters)

Step 1: Open or create the main document

1. Do one of the following:

o Open an existing letter.

o Create a new letter.

2. On the Tools menu, click Mail Merge.

3. Under Main document, click Create, and then click Form Letters.

4. Click Active Window.

The active document becomes the main document.

Step 2: Open or create the data source

1. In the Mail Merge Helper dialog box, do one of the following:

o Create a new data source. Use this method if you haven't already stored the names, addresses, and other data in a data
source, and want to store the data in a Word table.

o Use data in an existing data source. Under Data source, click Get Data, and then click Open Data Source. Select a
Microsoft Word document, or a worksheet, database, or other list, and then click Open. Click Edit Main Document.

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 o Use addresses from an electronic address book. Under Data source, click Get Data, and then click Use Address Book.
Select an address book, and then click OK. Click Edit Main Document.

Step 3: Edit the main document and insert merge fields

1. In the main document, type the text that you want to appear in every form letter.

2. Insert merge fields where you want to merge names, addresses, and other data from the data source. To insert a merge field, click in
the main document, click Insert Merge Field on the Mail Merge toolbar, and then click the field name you want.

For more information, see tips on inserting merge fields.

3. After you complete the main document and insert all of the merge fields, click Save As on the File menu. Name the document, and
then click Save.

Step 4: Merge the data into the main document

1. On the Tools menu, click Mail Merge.

2. If you want to specify the order in which data is merged, or to merge only part of the data, then you can sort and select data records to
merge.

3. If you want to see how the merged data will appear, then you can preview the merged documents.

4. In the Mail Merge Helper dialog box, click Merge under Merge the data with the document.

5. If you want to check the data source for errors before you merge, click Check Errors. Choose an option, and then click OK.

6. Do one of the following:

o Send the merged letters directly to a printer. In the Merge to box, click Printer, and then click Merge.

o Store the merged letters in a new document, so you can review, edit, and print them later.

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