By AHMTC Bakmeedeniya

MICROSOFT
WORD
Contents
1. Office Productivity Applications ...................................................................................................................... 2
1.1 Advantages of using Office productivity tools.................................................................................... 2
1.2 Types of Office productivity Tools ........................................................................................................ 2
2. Word processing ................................................................................................................................................ 2
1.3 Advantages of using word processing. ................................................................................................. 3
1.4 Basic Tasks in MS word ............................................................................................................................ 3
1.5 Getting familiar to MS word window ................................................................................................... 4
1.6 File Tab........................................................................................................................................................ 4
1.7 Home tab .................................................................................................................................................... 4
1.8 Insert Tab .................................................................................................................................................... 6
1.9 Design Tab .................................................................................................................................................. 7
1.10 Layout Tab .................................................................................................................................................. 8
1.11 Reference Tab............................................................................................................................................ 8
1.12 Mailings Tab ............................................................................................................................................... 8
1.13 Review Tab .............................................................................................................................................. 11
1.14 View Tab .................................................................................................................................................. 11
3. Keyboard shortcuts ......................................................................................................................................... 13

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1. Office Productivity Applications

Office Productivity tools are applications used to create, view and modify a document to make it
suite for it’s purpose.
Examples
o OpenOffice
o Microsoft Office
o Zoho
o Quickoffice

1.1 Advantages of using Office productivity tools

 By automating tasks and providing templates and other tools, productivity software can
help users work more quickly and efficiently.
 Automated features can help reduce errors in data entry and other tasks.
 Better communication.
 Easy reporting.
 Enhance data security.

1.2 Types of Office productivity Tools

o Word processing
 Microsoft word, Google docs, Pages(Apple), AbiWord
o Spread Sheet
 MS Excel, Calc (openoffice), Number(Apple), Sheets(Google docs)
o Presentation
 MS PowerPoint, Prezi, keynote(Apple), Impress (Open office)
o Database Management
 MS Access, SQL server, Oracal, My SQL

2. Word processing
The most commonly used application. It is the method by which documents are created, edited,
formatted and printed. Word processor is a software package that enables you to.
Create/Edit/Format
Save
Print
Future retrieval and reference
Software that is designed for the entry, editing, and printing of documents.

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 Eg:
Letters
Faxes
Reports
One page flyers
Email
Memorandums
Microsoft Word is a sophisticated package that includes many desktop publishing features, Web
Design features, Speech and Hand-writing recognition ability and multiple Language editing
features.

1.3 Advantages of using word processing.

o Word processor enables you to make changes to a document without retyping the entire
document.
o Quick and easy
o Stored electronically

1.4 Basic Tasks in MS word

Create Blank document
You can start document from the scratch.
Using Template
It’s often easier to create a new document using a template instead of starting with a
blank page. Word templates come ready-to-use with pre-set themes and styles. All
you need to do is add your content.
Each time you start Word, you can choose a template from the gallery, click a
category to see more templates, or search for more templates online.
Save As
On the File tab, click Save As. Browse to the location where you’d like to save your
document.
Note: To save the document on your computer, choose a folder under This PC or
click Browse. To save your document online, choose an online location under Save
As or click Add a Place. When your files are online, you can share, give feedback and
work together on them in real time.
Save.
Note: Word automatically saves files in the .docx file format. To save your document
in a format other than .docx, click the Save as type list, and then select the file format
that you want.To save your document as you continue to work on it, click Save in the
Quick Access Toolbar.

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1.5 Getting familiar to MS word window

Ribbon – Provides access to commands that are grouped according to the tasks you perform in
word.
Tabs – provide one-click access to the group of commands on the ribbon.
Quick Access tool bar – Provides access to common commands you use frequently.
Ruler – Show page margins, tab stops , row heights and columns widths.
Task pane - quick access to common features, information, and commands.

1.6 File Tab

The File Tab menu contains the commands most commonly associated with the file.
New
Save
Save as
Print
share

1.7 Home tab

This tab is mainly for text formatting such as tools for changing font and font attributes,
customize paragraphs, using styles and finding and replacing text.

o Clipboard

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 Includes cut/copy paste & format painter option. Format painter is the command
used to copy the formatting to another place.
o Fonts
Includes command for font formatting such as Font family, font size, Bold, Italic
and, etc…
o Paragraphs
We use bullets to represent an unordered list.

Numbering used for ordered list.

Further indentation done using the command in here.
We can see Left, center, right and justify alignment options.

Line spacing (space between two lines) adjusted using the command.
Text background color & borders

o Styles
Include formatting for text, headers

o Editing
Find and replace helps to find a text given and you can replace it with another
text if want.

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1.8 Insert Tab

This tab is useful for anything you might want to insert into the document such as tables,
pictures, charts, hyperlinks, bookmarks, headers and footers.
o Tables
We can insert a grid or a table structure by this option. Only thing we have to do is
to select the number of rows and columns needed.
o Illustration
o Picture
Just click on the pictures option in the toolbar. This will prompt a dialog
box to search for images within your PC. Click on Insert after selecting the
image. This inserted image will also give you a new conceptual tab named
as “FORMAT”. This tab will allow you to do many changes to the inserted
image. Such as
 Color corrections
 Effects
 Image Borders
 Wrap Text
 Crop
o Shapes
This option is filled with many readymade shapes. Inserted shapes can be
formatted using the FORMAT toolbar.
o Header and Footer
This is the common text can be added into the document. (Common to all
pages).
 Header will define what should be displayed on top and
 Footer will define what should be on bottom of the page.
 Ex: Document Title, Author name, Page number Inserted header
and footer can be formatted using the DESIGN tab coming after
the insertion.
o Equation and symbols
 If there is a need to insert characters that you can’t find hard to
type from the keyboard, we can insert those characters using
symbols.
 Equations can be created and predefined set of equations can be
added.
Ex:- Area of a circle
𝐴 = 𝜋𝑟 2

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Exercise
Create following table in MS word

Item Code Unit Price Qty Sub Total

Item009 250 2
Item087 365 3
Item149 100 5
Total
a) Get the Sub Total Amount of each item using suitable formula?
b) Get the Total Amount by using a suitable formula.

1.9 Design Tab

o Watermark
This is a text or an image applying in the page shaded in very light color. These
things are used to show copyright and prevent copying the document from
someone. We can apply watermark in two ways
 Text Watermark  Picture Watermark
o Page color
This option is used to apply the page color.

o Page Border
Here, we can apply the page border by formatting following criteria’s.
 Styles of the border
 Color
 Width
 Art
 Selecting sides

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1.10 Layout Tab

Here you can change margins, page size, columns and orientation.

1.11 Reference Tab

This tab will handle the table of content, footnotes, bibliographic etc.

1.12 Mailings Tab

This tab is used for mail merge. Assume that you have asked to email a letter to all your class
friends mentioning the same content but changing the name of the student, and registration
number. If you have more number of students in the class, this task will be a mess. Mail merge
will help you with this.

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o Mail merge
Step 01: Start mail merge and select the option you need

Step 02: Type the recipient list

 Select recipient list
 Type a new list

 Customize columns before entering the data. After entering, you

have to save the data file.
o Step 03: Type the full letter or the document
o Step 04: Identify the places where the dynamic data should come.

o Step 05: Insert merge fields to those places these inserted fields will display like
<< field_name >>, which says it is dynamic.
o Step 06: Preview results to verify
This will apply real save data instead of the <<>> to all merged fields. You can
use the controls to move within the recipients.

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 o Step 07: Finish and Merge

Exercise
Add details of five students including their name and marks or each subjects. Using mail merge create a
report card for each student. The format is given as below.

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1.13 Review Tab
This is the tab we use for Spelling and Grammar, Dictionary, Track changes, check word
count.

o Spelling and Grammar

Spelling mistakes will be highlighted by a red underline and grammar mistakes will
be highlighted using a blue underline.

If you right click on the wrong word, it will give you the suggestions.

o Comments
Add a note about the selected part

1.14 View Tab

View Tab This tab includes displaying a ruler, grid lines, zooming in and out, splitting a
window.

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o Page views
Print Layout View
This is the default view you'll find yourself in when opening a document. This view is
best used when your document will contain things like images, headers, and footers,
columns, etc. Each of these components will be visible. In this view you can see how
the document will print according to its page breaks.
Full Screen Reading View
Full Screen Reading view is optimized for reading a document on the computer
screen. In Full Screen Reading view, you also have the option of seeing the
document as it would appear on a printed page. You should view the document in
full screen reading view to maximize the space available for reading or
commenting on the document.

Web Layout View

Use web layout view to view the document as it would look like as a web page. In
this view you can see the background, text is wrapped to fit the window, and
images appear as they would online.

Outline View
Using outline view you can view the document as an outline and show the outlining
tools. This is useful if you are moving sections of your document, or creating an
outline.

Draft View
Use draft view to view the document as a draft, to enable you to quickly edit the
text. Certain elements of the document, such as headers and footers, will not be
visible in this view.

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3. Keyboard shortcuts

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Frequently used shortcuts
To do this Press
Open a document. Ctrl+O
Create a new document. Ctrl+N
Save the document. Ctrl+S
Close the document. Ctrl+W
Cut the selected content to the Clipboard. Ctrl+X
Copy the selected content to the Clipboard. Ctrl+C
Paste the contents of the Clipboard. Ctrl+V
Select all document content. Ctrl+A
Apply bold formatting to text. Ctrl+B
Apply italic formatting to text. Ctrl+I
Apply underline formatting to text. Ctrl+U
Decrease the font size by 1 point. Ctrl+Left bracket ([)
Increase the font size by 1 point. Ctrl+Right bracket (])
Center the text. Ctrl+E
Align the text to the left. Ctrl+L
Align the text to the right. Ctrl+R
Cancel a command. Esc
Undo the previous action. Ctrl+Z
Redo the previous action, if possible. Ctrl+Y
Adjust the zoom magnification. Alt+W, Q, then use the
Tab key in
the Zoom dialog box to
go to the value you want.
Split the document window. Ctrl+Alt+S
Remove the document window split. Alt+Shift+C or Ctrl+Alt+S

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Navigation
To do this Press
Move the cursor one word to the left. Ctrl+Left arrow key
Move the cursor one word to the right. Ctrl+Right arrow key
Move the cursor up by one paragraph. Ctrl+Up arrow key
Move the cursor down by one paragraph. Ctrl+Down arrow key
Move the cursor to the end of the current line. End
Move the cursor to the beginning the current line. Home
Move the cursor to the top of the screen. Ctrl+Alt+Page up
Move the cursor to the bottom of the screen. Ctrl+Alt+Page down
Move the cursor by scrolling the document view up by Page up
one screen.
Move the cursor by scrolling the document view down Page down
by one screen.
Move the cursor to the top of the next page. Ctrl+Page down
Move the cursor to the top of the previous page. Ctrl+Page up
Move the cursor to the end of the document. Ctrl+End
Move the cursor to the beginning of the document. Ctrl+Home
Move the cursor to the location of the previous revision. Shift+F5
Move the cursor to the location of the last revision Shift+F5, immediately after
made before the document was last closed. opening the document.
Cycle through floating shapes, such as text boxes or Ctrl+Alt+5, and then the
images. Tab key repeatedly
Exit the floating shape navigation and return to the Esc
normal navigation.
Display the Navigation task pane, to search within the Ctrl+F
document content.
Display the Go To dialog box, to navigate to a specific Ctrl+G
page, bookmark, footnote, table, comment, graphic, or
other location.
Cycle through the locations of the four previous Ctrl+Alt+Z
changes made to the document.

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