• MS – Word is a word processor developed by Microsoft.
  • A word document file can contain formatted text, images, tables, graphs, charts, page formatting, colouring a text, highlighting text and print settings.
  • The main use of Microsoft word is that users can type with and save those documents, as it is a graphical word processing.
  • These are helpful in large scale as well as in small-scale industries which in the past were documented in papers.

 

Interface elements of MS – Word

Let us discuss the interface elements of MS – Word:

The interface elements are:

  1. Window manipulation buttons – these buttons are used to change the size of the screen usually to minimize, maximize or close a window.
  2. Title Bar – We can see the name of the document along with extension (.docx) and a program name.
  3. Tabs – these are options available on MS – word for formatting and adding value to any document.

File      References

Home   Mailings

Insert    Review

Page Layout  View  

  1. Toolbars –
  • There are a few commands that are hidden.
  • The additional options are displayed by clicking on the arrow in their lower right corner.
  • Few options will be greyed out denoting that tools cannot be applied to a selected object.
  1. Desktop – Area or space where we can type text, insert an object etc.
  2. Insertion point – It is a position in the document where the cursor is flashing.
  3. Horizontal and vertical navigation bars (sliders) – This helps to slide through the documents.
  4. Status Bar – This displays information about the current insertion point position in a document.
  5. Rulers – include a horizontal and a vertical ruler located above and to the left of the interface.

Select & delete text on MS - Word

Prior to text formatting, first, you have to select it.

Selecting a text: To select a text, click on the text by holding the left mouse button and move the mouse from the beginning to the end of the text then release the left mouse button.

Select a word: To select a word double-click the left mouse button.

Select one sentence: Press Ctrl + down arrow anywhere in a sentence.

Select a paragraph: We can double-click the left mouse button on the left margin space or triple click the left mouse button anywhere in a paragraph.

Deleting letter by letter: Press the Delete key as it deletes text that is located to the right of the cursor’s position; the Backspace key - deletes text located to the left of the cursor.

Fast delete: Select all the desired text to be deleted and press the delete key.

  • In order to undo the changes that you have done on the word document, you can click on this icon to undo the same or you can also press Ctrl + Z.
  • In order to redo the changes that you have done on the word document, you can click on this icon to redo the same or you can also press Ctrl + Y.

To copy & move text within an open document

Copy / Paste:

  1. Select the text that you want to copy
  2. Copy the selected text by using the Copy tool or by pressing the keyboard shortcut: Ctrl + C
  3. Place the cursor on the place where you want the text to be copied
  4. Paste the copied text by using the Paste tool or by pressing the keyboard shortcut: Ctrl + V

Cut / Paste:

  1. Select text that you want to cut
  2. Cut the selected text by using the Cut tool or by pressing the keyboard shortcut: Ctrl + X
  3. Place the cursor on the place where you want to move the text
  4. Paste the text by using the Paste tool or by pressing the keyboard shortcut: Ctrl + V

File menu

The File menu allows you the following actions:

Create a new document: New > Blank document > Create or by pressing the keyboard shortcut: Ctrl + N

 

Open an existing document: You can open a document by using the open command  or by pressing the keyboard shortcut: Ctrl + O

 

Open more than one document: You can open more documents by using the Ctrl key for adjacent files or the Shift key for non-adjacent files

Save a document: To save any document, use the save key  or by pressing the keyboard shortcut Ctrl + S

 

  • When the file is saved for the first time, the Save As dialog box appears with the following fields:
  • Save in – enter the location of the folder where the document will be saved File name – type in the file name
  • Save as type – you can choose the file type in which your file will be saved for example MS Word 2010 .docx

Print a document:

 

  • Printer: Select the printer which will be used for printing
  • Page range:

 

  1. All
  2. Current page
  3. Pages – enter the page number to print
  • Orientation:

Portrait (vertical paper) and Landscape (horizontal paper)

Home tab

The Home tab includes the following tools:

 

  • Font is the different letter types: Times New Roman, Verdana, Ariel, Calibri etc.
  • Font Size is the size of the font size, we can enter a value or choose any size from a drop-down menu
  • Text formatting to align the text
  • Bold - Ctrl + B  Italic - Ctrl + I  Underline - Ctrl + U
  • Font effects this adds effect to the fonts

     Strikethrough: add some text ;

     Subscript: H20 > H2O;

     Superscript: 5 m2 > 5 m2

 

  • Text Effects tool adds different text effects to the text such as Shadow or Reflection.
  • Text Highlight colour tool is used to highlight the text with a colour.
  • Shading tool is used to fill colour to the text background.
  • Borders tool is used to set different types of borders around the selected text.
  • Font colour tool is used to change the colour of letters from colour palette.
  • Lists tool includes bullets and numbering to add the text pointwise.
  • Text alignment tool is used to align the text.
  1.  Left (keyboard shortcut: Ctrl +L)
  2.  Center (keyboard shortcut: Ctrl + E)
  3.  Right (keyboard shortcut: Ctrl + R)
  4.  Justify (keyboard shortcut: Ctrl + J)

 

  • Line Spacing tool is used to set the distance between the lines.
  • Show / Hide tool is used to show or hide various formatting symbols.
  • Search tool – is used to find a certain word from the text.
  • Click the Find command, enter the term you are looking for in the Find what text box and press Find
  • Replace tool:

 Find What – type in a word or phrase that you want to replace

 Replace With – type in a word or a phrase which you want to replace the existing word or phrase with

 

  • Format Painter tool is used to copy formatting from one part of the text to another.
  • By pressing MS Word Help or by pressing the F1 key on the keyboard we can access MS Word help.

Insert tab

 

The Insert tab includes the following tools:

  • Page Break - this helps to remove a page break.
  • Header and Footer
  • To edit a header or a footer: press the right mouse button on a header/ footer area and choose the Edit command
  • To exit a header/footer field: double-click the left mouse button on the Word desktop
  • Insert a field: Quick Parts > Field. In Field types: page number, date, time, author etc.
  • Page Number choose a position which can be top of a page or bottom of a page
  • Alignment: the text can be centered, left or right angle of the page
  • Tables tool inserts a table within a document. Choose the Table tool > press the Insert Table command > enter the number of rows and columns.
  • Pictures tool - select a picture by clicking on it with a left mouse button, these images can be wrapped and aligned by setting the size and position.
  • Insert symbol to edit mathematical or relational values €  £  © ∞  ≠ " H Y ^ › ¯ ü J 

Page layout tab

The tools on the Page Layout tab are:

 

  • Margins: This gives a document a proper format by choosing one of the pre-determent margins with regards to height and width.
  • Orientation: This view can either be portrait and landscape.
  • Size tools: Allows you to set the size of the paper.
  • Page borders: We can choose different types and sizes of lines that you can be applied as a page border.
  • Indent: It indents a row 

Mailings tab

With the help of this option, the edited document can be shared across to multiple recipients via email.

 

To create a circular letter: Follow the instruction as shown in the above image: Start Mail Merge > start Step by Step Mail Merge Wizard

1)  Select a document type for your mail merge – It can be a letter, email, envelope, etc.

 

  • Select a starting document – Select the document or template which you would like to share.
  • Select Recipient – This is to choose the list of recipients, it can either from existing list or create a new contact.
  • Arrange your directory – On adding a new recipient information we can also add address block, greetings etc.
  • Preview your directory – You can also edit recipients list
  • Finally, you can complete the merge.

Review tab 

The Review tab is used for the following actions:

 

  • Words will be underlined in red, wavy lines to denote that they are misspelled.
  • You can change Settings: Language > Set Proofing Language
  • Then the Spelling and Grammar tool opens a dialog box with the following options: Ignore once, Ignore all, Change, Change all
  • In case if a word is not in the dictionary you can add it: select the desired word, right-click it and choose to Add to dictionary


View tab  

The following tools are located on the View tab:

 

  • Print Layout view – is the most commonly used view as it shows how the text and various objects on a printed page are distributed.
  • Full-Screen Reading view – is adjusted for reading a document.
  • Web Layout view – is used for creating a website.
  • Outline view – helps in displaying the structure of the document and also facilitates text editing.
  • Draft view displays – a document as a draft, certain elements such as headers are not displayed
  • Zoom view – lets you choose or enter various values.

 

Recap

Overview of MS - Word

  • MS – Word is a word processor developed by Microsoft that can contain formatted text, images, tables, graphs, charts, page formatting, coloring a text, highlighting text and print settings.

Interface elements of MS – Word

  1. Window manipulation buttons
  2. Title Bar
  3. Tabs
  4. Toolbars
  5. Desktop
  6. Insertion point
  7. Horizontal and vertical navigation bars (sliders)
  8. Status Bar
  9. Rulers

Select & delete text on MS – Word

  • To select and delete the text on the document

To copy & move text within an open document

  • To modify the text or duplicate the text on the document

File menu

  • This helps in opening a new document or reopening the saved ones.

Home tab

  • This is where the text can be edited in the blank space and aligned.

Insert tab

  • To add a page break, page number on the document

Page layout tab

  • To determine the page orientation and size of the page.

Mailings tab

  • To share the documents via email to recipients either from the contact list or by adding contacts

Review tab

  • To check spelling and for the proofreading

View tab

  • To mainly check for the print preview