Introduction to M S Word

Presented By:
Dr. Diksha Gautam
Assistant Professor
CoCS, BUAT, Banda
 Introduction
The term Word Processing refers to the act of processing the textual

information including typing, editing, formatting and printing.

Microsoft word is a graphical word processing program that user can type

with. It is made by the computer company Microsoft. The purpose of MS Word is to

allow the user to type or save the document.

Advantages of Word Processing
One of the main advantages of a word processor over a
conventional typewriter is that a word processor enables
you to make changes to a document without retyping the
entire document.
 Important
Features of
M S Word
 • Creating and saving a file
F • Editing and saving a document
•
E •
Paragraph formatting
Insert header, footer and page number to a document
A • Checking spelling and grammar
• Subscript and Superscript
T • Inserting symbols
U •
•
Print preview and printing
Inserting Clipart word art and picture
R • Page setting
•
E •
Bullets and Numbers
Border and shading
S • Searching a word and replacing it by another
• Inserting table
 Important Components of the Screen
(a) Main Menu: The Word main menu is displayed at the top of the screen. The main menu further displays
a sub menu. Some of the options are highlighted options and some of them appear as faded options.
(b) Title Bar: The title bar displays the name of the currently active word document. Like other
WINDOWS applications, it can be used to alter the size and location of the word window.
(c) Tool Bars: Word has a number of tool bars that help you perform task faster and with great ease. Two of
the most commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars
are displayed just below the title bar. At any point of time any tool bar can be made ON or OFF through
the tool bar option of View Menu.
(d) Ruler Bar: The Ruler Bar allows you to format the vertical alignment of text in a document.
(e) Status Bar: The Status Bar displays information about the currently active document. This includes the
page number that you are working, the column and line number of the cursor position and so on.
(f) Scroll Bar: The Scroll Bar helps you scroll the content or body of document. You can do so by moving
the elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them to
move up and down and left and right of a page.
(g) Workspace: The Workspace is the area in the document window were you enter/type the text of your
document.
Title Bar Menu Bar

Workspace Scroll Bar

Ruler Bar
Status Bar
MAIN MENU OPTIONS
(a) File
You can perform file management operations by
using these options such as opening, closing,
saving, printing, exiting etc.
New Ctrl+N
Open Ctrl+O
Close ALT + F4
Save Ctrl+S
Save As CtrL + A
Print Ctrl+P
(b) Edit
Using this option you can perform editing functions such as cut, copy, paste,
find and replace etc.
Undo Clear Ctrl+Z Clear Delete
Repeat Clear Ctrl+Y Select All Ctrl+A
Find… Ctrl+F
Cut Ctrl+X Replace… Ctrl+H
Copy Ctrl+C Go To… Ctrl+G
Paste Ctrl+V
 (c) View
Word document can be of many pages. The different pages may have different
modes. Each mode has its limitations. For example in normal mode the
graphical picture cannot be displayed. They can only be displayed in page
layout mode. Using the option “View” you can switch over from one mode to
other. It displays the following Sub menu.

Normal Ruler
Online Layout Header and Footer
Page Layout Footnotes
Outline Comments
Master Document Full Screen
Tool Bars Zoom…

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(d) Insert
Using this menu, you can insert various objects such as page numbers, footnotes,
picture frames etc. in your document. It displays the following Sub menu.

Break… Cross-reference…
Page Numbers… Index & Tables…
Date and Time… Picture
AutoText Text Box…
Field… File…
Symbol… Object…
Comment Bookmark
Footnote… Hyperlink… Ctrl+k
Caption…

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(e) Format
Using this menu, you can perform various type of formatting operations, such as fonts
can be changed, borders can be framed etc. It displays the following Sub menu.
Font…
Paragraph…
Bullets and Numbering
Borders and Shading…
Columns…
Tabs…
Text Direction…
Auto Format…
Style Gallery…
Style…
Background…
(f)
Tools
Using this menu, you can have access to various utilities/tools of Word, such as spell check,
macros, mail merge etc. It displays the following Sub menu.
Spelling and Grammar…
Language…
Word Count…
Auto Summarise
Auto Correct..
Look Up Reference
Merge Documents…
Protect Document…
Mail Merge…
Envelops and Lebels…
Letter Wizard…
Templates and Add-Ins…
Customize…
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(g) Table
This menu deals with tables. Using this menu you can perform various types of
operations on the table. It displays the following Sub menu.
Draw Table
Insert Table…
Delete Cells…
Merge Cells…
Split Cells…
Select Row
Select Column
Select Table
Table Auto Format…

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 Distribute Rows Evenly
Distribute Columns Evenly
Cell Height and Width…
Headings
Convert Text to table…
Sort …
Formula…
Split Table
Hide Grid Lines
(h) Help
Using this menu, you can get on-line help for any function.

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 Components on the screen
Standard Title bar
toolbar
Menu Window
bar control
buttons
Ruler

Vertical
scroll bar

Status bar

View
buttons
 Hanging First Line
Indent Indent
Vertical Ruler

Margin

Horizontal
Ruler

Left Indent
Formatting in
M S Word

Presented by:
Dr. Diksha gautam
Assistant professor
Cocs, BUAT, banda
 WHAT IS FORMATTING?
• Formatting means to organize text in such a way that it becomes
more attractive and easy to read.
FORMAT MENU
• The format menu of MS Word contains options/commands to
help you format all these three elements of a document written
below
• Individual text characters For
• Paragraphs Pages

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 FORMATTING THE TEXT CHARACTERS

• When you type the text from the keyboard, the individual text
characters appear in the Text areas in a certain style of lettering known
as Font .
• So, formatting the individual text characters actually means
formatting the font. The font option of the Format Menu helps you to
format the individual text characters by changing their face
(typeface),size, color etc.

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 CHANGING THE FONT OR THE FONT FACE

• The typeface in which letters typed from the keyboard appear

on the screen is known as the Font Face.
• The default font face of MS Word is Times New Roman.

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 STEPS FOR CHANGING THE FONT OR FONT FACE
1. Select the required text.
2. Click on Format Font to open the font dialog box with the Font
tab active.
3. All the fonts available in the computer are listed in the Font
section. Use the scroll bar to scroll through the list of fonts.
4. Click to select a font face.
5. See the preview of how the selected text characters will look in the
highlighted font face.
6. Click on the OK button
7. The font face will change accordingly

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 CHANGING THE FONT STYLE
Regular, Bold, Bold Italic and underline are the Font Styles available in
M S Word. The default size is regular. To change the font style use these
steps:
1. Select the required text and open the font dialog box.
2. Select a font style from under the font style section
3. Click to see a drop down list of Underline styles.
4. Click to select a suitable style,if you want.
5. Click on the OK button
6. The font size will change accordingly.

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Creating a new document
Saving the document
Selecting margins
Setting the paper size
Aligning text
Selecting a font and changing its size
Applying bold, italics and underline
Changing a case
Spacing
• Character spacing: The spacing that exists between two consecutive
characters.
• Line spacing: The spacing that exists between two consecutive lines.
Headers And Footers
Formatting of Page: Border And Shading
Find and Replace
Working with Tables creating Tables
Table properties
Column properties Cell Properties
Inserting rows and columns
Deleting Rows or Columns
Applying formula
Merging and splitting cells

Before Merging

After Merging
Spell check
Using autocorrect and auto text
Inserting bullets and numbering
Before Splitting

After Splitting
Working with graphics
Printing your work
Print Dialog Box
THANK YOU