MICROSOFT OFFICE

It is the most powerful and popular software program. This package

include the most popular versions of the office productivity tools, they are
MS word, MS excel, and MS PowerPoint, etc.
MS WORD: It is a word processor like notepad, WordPad but with a number
of advanced features.
MS EXCEL: It is a spreadsheet where you can solve most of your accounting
problems.
MS POWERPOINT: It is a presentation software which helps you to create a
proper presentation for a particular work.
MS ACCESS- It is used to make database. It stores data as a database file of
students list, marksheet, salary bill, etc.
 INTRODUCTION TO MS WORD
It is a word processor which process different words under windows
operating system. By the help of it you can write letters, memos, and
paragraph and apply different colors, styles, border and many more
to your document.

The 2010 version is a bit different from the earlier versions. In this
version ribbon is introduced in the place of toolbar. In this version we
find many new options as compared to previous version 2003. The
Extension name of MS word is “.docx” and the Executable name is
“WinWord”.
 How to open MS Word

 Click on Start menu Press windows from keyboard or

 Click on All programs go to start menu
 Click on MS Office Click on search option
 Click on MS Word Type “WinWord” in it
Then press Enter from the keyboard.
 Features of MS Word
 Editing of text
 Formatting of text
 Word wrap
 Selections
 Search and replace
 Inserting pictures and graph
 Apply text margins, rows, and columns
 Header and Footer
 Justification of text
 Line and character spacing
 File length
 Protect the document
 Check spelling and grammatical mistakes
 Opening screen of MS Word:-
 Title bar
 Application control button (Minimize, Maximize, Restore, Close button)
 Menu bar
 Ribbon (Toolbar)
 Ruler (Horizontal/Vertical)
 Scroll bar (Horizontal/Vertical)
 Text area
 Mouse pointer
 Cursor
 Status bar
 MENUS OF MS WORD
1. File Menu:-

1. Save- To save a newly created file.

Steps- click on file menuclick on save optionclick on Browse optiongive a name
for your filethen click on save.
2. Save as- This option is used to rename an existing file and save it again.
Steps- click on file menuclick on save asgive a new nameclick on save.
3. Close- This option is used to close the current file in which you are working.
Steps- click on file menuclick on close option.
4. Open- This option is used to open an existing file which you have saved previously.
Steps- click on file menuclick on open optionclick on the file which
you want to openclick on open.
5. Info- This option is used to protect our document.
Steps (Encrypt with password)- click on file menuclick on
Info optionclick on encrypt with passwordgive a password
for your documentre-enter the passwordclick on okthen
save the file.
Steps to remove password- click on file menuclick on
infoclick on encrypt with passwordthen cut the
passwordthen click on okthen save the file.
6. Recent- It will show you the recently used file.
Steps- click on file menuclick on recentthen choose your file and click on
it to open.
7. New- This option is used to open a new file or page.
Steps- click on file menuclick on new optionclick on Blank document
option.
8. Print- This option is used to print the document. Here we can adjust are
document by setting the margins, paper, no of copies to print, etc.
Steps- click on file menuclick on print optionadjust your paper, margin,
how many copies you want to print, etc.then click on print.
What is orientation- By the help of this option we can set the paper in
Portrait (Vertical) way, Landscape (Horizontal) way.
Paper- It is used to set the paper like- A4, A3, Letter, Legal, etc.
9. Share- Here we can share the file or document to any one through E-mail Id.
Steps- click on file menuclick on E-mail optionclick on send as attachment or send
as PDF (which ever you want) give their E-mail Idclick on send.

10. Export- This option is used to create PDF files in word.

Steps- click on file menuclick on Export optionclick on create PDFgive a name
for the fileclick on publish option.

11. Close- This option is used to close the current working document.
Steps- click on file menuclick on close option.

12. Account- This option is used to change the theme of MS Word.

Steps- click on file menuclick on account optionclick on theme and change.

13. Option- This option is used to change the settings of MS Word.

 Home Menu:-
1. Cut- This option is used to cut the selected item.
Steps- select the item which you want to cutclick on home menuclick on cut option.
2. Copy- This option is used to copy the selected item.
Steps- select the item which you want to copyclick on home menuclick on copy option
3. Paste- This option is used to paste the cut or copied item.
Steps- Go to the place where you want to paste the item  click on home menuclick on
paste option.
4. Paste special- This option is used to paste the item and link between them so if you change
anything in the source document (main document) it will automatically change in the target
document.
Steps- copy the item then) click on home menuclick on the arrow present under paste
optionclick on paste special option click on paste link  click on unformatted text 
then click on ok.
5. Format painter- This option is used to copy a design format of a text and give the same design
to another simple text.
Steps- select the designed textclick on home menuclick on format painterthen
select the simple text.
6. Office clipboard- This option is used to record the details of cut and copied item. It records up
to 24 items.
Steps- click on home menuclick on clipboard arrow.
7. Text style- It is used to change the style of the selected text.
8. Text size- It is used to change the size of the selected text.
9. Bold- To bold the selected text.
10. Italic- To make the selected text to italic style (cursive handwriting).
11. Underline- To underline the selected text.
13. Strike Through- To make a line in the center of the selected text.
14. Super script- To make the text power of another text.
15. Sub script- To make the text base of another text.
16. Highlight color- To color the background of the selected text.
18. Change case- To change the case of the selected text to Upper case, Lower case, Sentence
case, and Toggle case.
19. Clear Formatting- To clear the design or formatting of the text.
20. Text Effect- To get some effect to the selected text.
21. Bullets and Numbering- To give different types of bullets and numbers to the selected text.
22. Indent- To adjust (Increase or Decrease) the margins.
23. Alignment- It is used to give alignment to the text as Left, Right, Center, and Justify.
24. Line spacing- To increase or decrease the space between two lines.
25. Shading- To give color to the selected text under the border as shade.
26. Bottom border- By the help of this option we can darken the one side border or full. (It may be
right, left, top, bottom).
27. Sort- To arrange the selected line in ascending or descending order.
28. Find- To find any character or word from the whole document.
29. Replace- To Replace a new word in the place of any old word.
30. Select all- To select the whole document.
 Insert menu
1.Cover page- To add a designed page.
2.Blank page - To add a blank page.
3.Page break- To break the page from the cursor position.
4.Table- To create a table by selecting the number of rows and number
of columns.
 Insert table- We can insert the table by giving the numbers in the
place of rows and columns.
 Draw table- We can draw the table by using pencil from this option.
 Quick tables- We can insert the calendars from this option and edit it.
5. Picture- To insert an image from the computer to your document.
Steps- click on insert menuclick on picture optionclick on one of the
pictureclick on ok.
6. Clipart- By default computer stores some pictures in it. By using this option we
can add that pictures.
Steps- click on insert menuclick on clipartthen type the name which picture
you want(like-machines, computer, man,etc)then click on that picture.

7. Shapes- By using this option you can add different types of shapes in your
document. Shapes like circle, square, star, heart, etc.)
Steps- click on insert menuclick on shapes optionthen click on the shape you
wantthen draw it in your document.(click and drag the picture will be drawn).

8. SmartArt- By the help of this option we can insert different types of designed
pictures like pyramid, flowchart, etc.
Steps- click on insert menuclick on SmartArt optionclick on one of them
to insert it in your document.
9. Screenshot- By using this option we can add the picture of MS-word, WordPad,desktop, etc.
Steps- click on insert menuclick on screenshot optionselect the portion that you want to
insert.
10. Chart- By using this option we can insert different types of chart, like- pie chart, line chart,
scatter chart, Bar chart, etc.
Steps- click on insert menuclick on chart option (select a chart type)then click on ok.
11. Links:
 Hyperlink- This option is used to link a word with another document.
Steps- select the word which you want to linkclick on insert menuclick on hyperlink
optionthen click on the document which you want to link withclick on ok.
To open the linked document- press ctrl and then click on that word.
To remove the hyperlink- select that particular wordclick on insert menuclick on
hyperlinkclick on remove hyperlink.

 Bookmark- This option is used to give a mark and save that part of the document.
Steps- select the word or line which you want to give markclick on insert menuclick on
link optionclick on bookmark optiongive a name to itthen click on ok.
12. Comment- To give a comment to a word or a line.
Steps- select the wordclick on insert menuclick on comment
optionthen give the comment.
13. Header- This option is used to give a heading or page no. to the top of
the page.
Steps- click on insert menuclick on Header optionthen give the
heading.
14.Footer- This option is used to give page no or some title to your
document at the bottom of the page.
Steps- click on insert menuclick on footer optionthen give the topic
at the bottom of the page.
15. Page number- This option is used to give numbering to the page.
16. Text box- This option is used to add a box in the document and write in
it.
17. Word art- This option is used to add designed text to your
document.
18. Drop cap- This option is used to capitalize and make the
(Selected) first character big of the paragraph.
19. Equation- This option is used to mathematical equations in
the document.
20. Date and Time- This option is used to add date and time to
the document.
21. Symbol- This option is used to different types of symbols in
the document which are not available in the keyboard.
 Design menu
• Themes- This option is used to add a new theme to your document.
Steps- click on design menuclick on theme optionselect one
theme from the list.
• Paragraph spacing- This option is used to give a predefined space
for our paragraph.
Steps- Select your paragraphclick on Design menuclick on
paragraph spacing optionselect one from the option.
• Watermark- To give a name at the behind the content of the page in
faded color.
Steps- Click on design menuClick on watermark optionclick on
custom water mark optionclick on text watermarkwrite the text
in the text box click on ok
 Page color-To add a color to the page we used this
option.
Steps- Click on design menuclick on page border
optionclick on the box select the color, style, size,
design, width and then click on ok.

 Page border- This option is used to give borders to

the page. Like- lines, art, etc.
Steps- Click on Design menuclick on page border
optionclick on the box select the design then click
on ok.
 Page layout menu
 Margins- This option is used to set margins of your document.
Steps- click on page layout menuclick on margins optionselect one of it.
or we can set our own margins- click on marginsclick on custom marginthen set
according to you want.
 Orientation- This option is used to set your paper in portrait (vertical) and landscape
(Horizontal) way.
Steps- click on page layout menuclick on orientation optionclick on one of the option.
 Size- It is used to change the size of the paper.
Steps- click on page layout optionclick on size optionselect the size and click on it.
 Columns- It is used to split the text to the number of columns.
Steps- select the linesclick on columns option.

Break- It is used to break the page from the cursor position.

Steps- click on the position of the paper from where you want to break the pageclick
on page layout menuclick on break option.
 Line number- It is used to give line numbers in the margin alongside of each
line of the document.
Steps- click on page layout menuclick on line number optionselect any
one from it.

 Indent- To adjust the left and right margin of the page.

 Spacing- To increase or decrease the space between two lines.
 Position- To Change the position of the picture to any corner, left, right and center.
 Wrap text- This option is used to choose how your text wrap around your text.
 Bring Forward- To get a picture to in front of another picture by sending that picture behind.
 Send backward- To send a picture to back and bring another one in front.
 Mailing Menu
1.Envelop- To write the address of the receiver and sender in the
envelop.
Steps- click on mailing menuclick on Envelop optiongive the
required detailsthen click on Add to document.
2. Labels- To write a address a number of times like stickers.
Steps- Click on mailing menuclick on labels optiongive the
detailsthen click on optionselect one of itthen click on okthen click
on new document.
3. Mail merge- It is operations that takes information from database and
merge the data with a document. To create a set of form, letters, envelops, and
labels. Word has ability to receive, Store, manipulate row of information such as
name, address, billing, information, etc.
Steps-Click on mailing tabclick on step by step wizardclick on
lettersclick on nextclick on use existing documentclick on next type a
new listclick on createclick on customizeEnter address
informationnew entry(for giving full address)click on okthen give a
name to savethen click on saveclick on okthen click on next write your
letterthen click on more itemsthen click one option and click on insert(do
this up to you enter the full address)then click on closethen click on next
preview your letterthen click on complete the mergethen click on edit
individual lettersthen give the no of address you have entered(like 1 to 3
,etc.)then click on ok.
 Review Menu
1. Spelling and Grammar- It is a tool which inform you about the spelling mistakes and grammatical
error available in your document. A red color line appears which is for spelling mistakes and a green
color line appears for grammatical errors.
2. Word count- It is a tool which is used to display the information about number of columns,
lines, word available in your document.
3. Comment- To give a comment line to your selected text or word. Steps- select the particular
wordclick on comment optionthen give a comment
4. Track changes- By this you can apply different types of changes in your document. It is used to inform
the user the changes made in your document.
5. Compare- It is used to compare any two documents of your choice. Steps- click on review menuclick
on compare optionselect two documentthen click on compare.
6. Restrict Editing- This option is used to restrict a user to change anything in your document. Steps-
click on review menuclick on restrict editingclick on Allow this type of change and select one of
itclick on Start enforcing itgive password to itRe-type the passwordthen click on ok.
 View Menu
a) Print layout view- In this, we can adjust the margins of the page, change the
size, etc. It will show you in that way when it will look after the print out.
b) Full screen Reading- This is used to see the page in reading way. It will look as if
you are reading a book.
c) Web layout- By this we can send the document by mail.
d) Outline- In this all the paragraph will automatically start with a Bullet.
e) Draft- In this there will be no margins shown on the screen.
f) Ruler- This is used to display or hide the ruler in the document.
g) Gridlines- To show or hide the gridlines in the document.
h) Navigation pane- To see your text available in your document by writing a
character or a word.
i) Zoom- To increase or decrease the size of the page.
j) New window- This is used to create a copy of an existing window.
k) Arrange all- This is used to arrange the entire document in a single window.
L) Split- To divide a page or window into two parts. So that you can see different
sections of the document at the same time.
m) Macro- It is used to record the text written by you in the document. You can use it
in two ways:-
 Button
 Keyboard
Steps for the button- Click on view menuclick on macrorecord macrogive a
nameclick on buttonthen select the macro created by youaddokthen
write anything that to be recordedclick on stop button.
(Click on macro button which is available at the left side of the title bar).

Steps for keyboard- Click on view menuclick on record macrogive a

namekeyboardgive a shortcut key like Alt+a ..........Alt+z, Assignclosethen
write anything to record click on stop recording.