Introduction to MS Office

MS Office
• The history of MS Office starts officially from November 19 1990 when Office for Windows (also called MS
Office 1.0) came out for use with Windows 2.0.
• Prior to Office 1.0, the basic elements of the package were still available as separate programs but for MS-
DOS
• All versions of MS Office
• MS Office 1.0 1990
• MS Office 1.5 1991
• MS Office 3.0 1992
• MS Office 4.0 1994
• MS Office 7.5 1995
• MS Office 97 1996
• MS Office 2000 1999
• MS Office XP 2001
• MS Office 2003 2003
• MS Office 2007 2007
• MS Office 2010 2010 (Introduction of Web Applications)
• MS Office 2013 2012 (Introduction of Cloud Integration)
What’s included in MS Office 2010
Launching MS Word
The user can double
click the icon of
Microsoft Word on
Desktop

If the shortcut is not

available on the
desktop then the user
Start All Microsoft Microsoft
may click on Desktop in
the following sequence;
button programs office Word
Introduction to Ribbon or Tool bar
The Ribbon
The ribbon, which spans across the top of the Word screen, replaces
the old Menu Bar and toolbars used in Microsoft Office programs up
through version 2003.

• The ribbon has replaced the traditional menu and icon bars of
earlier versions
• It organizes the related functions into tabs
• These related functions are then organized into groups
 It is customized tool bar

Quick Access Tool Bar

Using the drop down
arrow

A user may put the

menus of his choice in
this toolbar

It also allows to undo or

re-do the changes
How to copy text or image in MS
word
• To copy a line or a paragraph, select the text, go to copy on the home
menu tool bar and click on “copy” – the text is copied. Alternatively,
select the text and right click on it and select copy tab or press CTRL +
C, the text is copied. Screen Shot:
How to use cut command in word
• To cut a line or a paragraph, select the text, go to cut on the home
menu tool bar and click on “cut” – the text is cut. Alternatively, select
the text and right click on it and select cut tab or press CTRL + x, the
text is cut. Screen Shot:
How to use paste command in MS
word
• To paste it go to the area of document where you are intending to
paste and press CTRL+V or click on the paste on the tool bar or right
click and paste. The text will now get pasted. Screen Shot:
Undo/Redo
• To delete a line or a paragraph, select the text, press delete “button”
on your keyboard, the text is deleted. Press CTRL + Z to undo the
delete command.
Introducing Backstage For example; new
Ribbon Contains the Backstage contains document, open a
set of commands the commands that document, save,
that can be used in a can be applied out save as, print
document side the working preview, print, share
document a document, export
a document etc
Print Preview
• In MS Word 2010 the print preview is a part of Backstage View (file)
• Click on Backstage View Button (file)>print
• Click on Print
• In an adjacent window the print preview would be readily available
• The options in left side of the window allow to make necessary
changes in the document before printing
Working with multiple documents
• A number of Word documents can be opened and used or worked
upon simultaneously. All documents can be viewed using the ALT+
TAB Command or CTRL+ F6.
Spell and Grammar Check
• To perform a spell and grammar check, press F7, all incorrect spellings
will appear one by one with suggested answer. An item can be added
to the existing MS Word dictionary. This normally happens in case of
proper nouns such as names etc. Or right click on the word to check
the spells and grammar. Screen Shot:
Find and replace
• To find a word or a phrase go to find tab in menu bar or press CTRL+ F
and type the word you are looking for. Press enter to view first item
appearing. This command will show the word as many times as it is
repeated in the document.

• To replace a word with another go to replace tab in menu bar or press

CTRL H, type the word you want to replace in first row. Type the
replacement word/phrase in the second row. Click replace all to replace
the same word throughout the whole document or click on replace to do
it one by one.
Paragraph Formatting
• Once a paragraph is written, it is important to format and align it
according to the requirements. In order to format a paragraph, press
ALT+O+P. this will pop up a window for formatting. From here a
number of formatting adjustments can be made: Screen Shot:
Text alignment and Indenting
• Alignment of text (Right, Left or Justified) etc.
• Indent:spacing between words Indent from the border of the
document to the first and last word of the paragraph. Go to menu bar
and select decrease or increase indent. Screen Shot:
Paragraph spacing, Border and
shading
• Spacing: Line spacing between the lines (measured in points). Go to
menu bar and select Line and paragraph spacing and adjust
accordingly. Screen Shot:
Border and Shading
• Apply Border and shading go to home and select Bottom border tab
and use it accordingly. Screen Shot:
Add Bullet and Numbering
• To add bullets and number to a series go to Home and click on
Bullets/Numbering. The will now have assigned bullets and
numbering. Alternatively, press ALT+O+N.
 Page Layout
• Page layout is the part of graphic design that deals in the arrangement
and style treatment of elements (content) on a page.
• Page layout can be adjusted while navigation through the page layout tab
in the toolbar/ribbon.
• Page layout: Used to create documents with a more custom design, like
newsletters, books, or posters. A page layout document is like a canvas
that you add text boxes, images, and other objects to, then arrange the
objects on the page however you like.
Page Margins
• Page Margins: The white space at the top, bottom, and sides of a
document when a document is printed.
• Page Margin can be set through margins icon. Select the margin sizes
for the entire documents or the current section. Screen Shot:
Columns
• two or more vertical sections of typed lines lying side by side and
separated by a rule or a blank space.
• Columns usually used to split text in to two or more columns. To use
column go to page layout tab and select column icon. Screen Shot:
Word art and style
• Word Art can be inserted in a document while navigating through the
Insert Option in the tool bar. At the top of tool bar insert option is
available. Press on insert, options such as Clip Art, Word Art and other
drawing features will be available. Click on individual items to insert
and utilize the utility. Screen Shot:
Clip Art
• Pre drawn pictures and symbols that computer users can add to their
documents, often provided with word-processing software and
drawing.
• Insert Clip Art into the document, including drawing, movies, sounds
or stock photography to illustrate to a specific concept. Go to insert
option in tool bar and select clip art icon. Screen Shot:
Use of Tables
• Use tables in Word as worksheets, for organizing text and data into
rows and columns.
• Tables can be created in a document while navigating through the
insert option and click Table tab in tool bar. After creating the table,
right click on the table and there will be plenty of option appears,
such as, insert, delete cell, spilt cells, select etc…. to insert a row or
column in a table click insert tab and add a column or row
accordingly.
Creating Table:
Insert Rows Columns & Cells

• To insert a row or column or cell in a table, first create a table and

right click on it and select insert tab. Screen Shot:
Delete Table, Rows, Columns & Cells

• To delete rows, column, and cells in a table, right click on the table
and select ‘delete cells’ tab. Screen shot:
Split and Merge Cells
• Merge cell ‫ ضم‬is a function in database software that allows
multiple adjacent cells to be combined
• To split trna and merge cells in a table, right click on the table and
select ‘split cells’ tab. Screen shot:
Thank You