Notepad – notepad is a text editor.

It does not support any advance text

formatting. The default extension of notepad file is .txt
How to open notepad

1. Click on start < all program < accessories < notepad

2. Click on start < Run < type notepad < ok

How to copy the content in notepad

1. Select the text < press Ctrl+C
2. Select the text < right click < select copy
3. Select the text < click on edit < select copy

How to cut the content in notepad

1. Select the text < click on edit < cut
2. Select the text < press Ctrl+X
3. Select the text < right click < select cut

How to paste the content in notepad

1. Click on edit < paste
2. Press Ctrl+V
3. Right click < select paste

SAVE- this command is used to save file

How to save file

Click on file < save < define location < type the file name < ok

Shortcut - Ctrl+S

Save as – save as command is used to change the location and name of a saved file
Click on file < save as < define new location < change the file name< ok

Open – open command is used to open any save file

Click on file < open < select the location where you have save the file < select the file name <
open

New – new command is used to create new file

Click on file < new

Shortcut keys to remember

Copy – Ctrl+C

Cut – Ctrl+X

Paste- CTRL+V

New – CTRL+N

Open – CTRL+O

Save- CTRL+S

How to create folder

Right click < new < folder
Shortcut key – Ctrl+shift+N
How to delete file/folder
1. Select file/folder < press delete button
2. Right click on file/folder < delete
How to delete file/folder permanently
Press shift + delete
How to rename file/folder
Right click on file/folder < rename
Shortcut key – F2
How to select multiple file/folders
1. Contiguous file selection –with the help of shift key
2. Non contiguous file selection – with the help of ctrl key
Attributes of file/folders – attributes are used to change the
access rights of file/folder
In windows there are two types of attributes
1. Read only
2. Hidden
How to change attributes of file/folder
Right click on file/folder < properties
Check mark on read only or hidden
How to hide permanently
Click on organize < click on folder and search option < view
Click on do not show hidden files and folders
File list display
Files are displayed in icons. If we want to view other options
click more options dropdown list
A. Extra large
B. Large
C. Medium
D. Small
 E. List
F. Details
G. Tiles
H. Content
Compressed zip folders
Zip folders are used to compressed file/folders and this would
allow the file to be sent via email or put on a server faster
How to create compressed zip folders
Right Click on file/folders < send to < compressed zip folders
How to unzip compressed zip folders
Right click on file/folders < extract file
Wild cards- wild cards are some special characters used to
search file. There are two types of wild cards
1. Question mark - ?
2. Asterisk - *

Ms word 2016– Microsoft word is the most powerful word

processing program. Ms word is used to create, edit and
produce text document. In ms word we can create professional
looking documents like letter, story, report, a newspaper article,
invoice format etc. we can also add tables, charts, art, shapes,
photos etc.
How to open ms word 2016
1. Start < all programs < Microsoft office < ms word 2016
2. Start < run < type winword < ok
Font formatting – font formatting is used to format characters.
Click on home < font group
Page setup – when you create a new document you have to set
your page as per your requirement. Page setup option helps to
setup your page
1. Margin
2. Orientation
3. Paper size
For page setup – click on page layout tab < page setup group <
dialogue box launcher.
How to change measurement unit in ms word
Click on file menu < option <advanced < display
Show measurement in units of
Character spacing – this option is used to make space between
two characters
How to change character spacing
Click on home tab < font group < dialogue box launcher <
advance
Here we can change
1. Scale
2. Spacing
3. Position
Embedding fonts – ms word2016 contains some new fonts, for
example Calibri if you sent document to earlier version of word
you have to save these fonts with the documents
Click on file menu < word option < save
Check mark on – Embed fonts in the file
Clipboard – when you copy any item and paste only the last
copied item is paste if you want to copy and paste more than
one item use clipboard. We can save upto 24 item in a
clipboard.
How to open clipboard
Home < clipboard group < dialogue box launcher.
Paragraph formatting - these option are used to format paragraph

Click on home tab < paragraph group < dialogue box launcher

In paragraph, we can change

1. Alignment
 A. Left alignment (ctrl+L)
B. Right alignment (Ctrl+R)
C. Centre alignment (Ctrl+E)
D. Justify (Ctrl+J)
2. Indentation –white space left after the margin is called
indentation.
A. Left indentation
B. Right indentation
C. Special indent
i. First line indent
ii. Hanging indent
3. Paragraph spacing
A. Before
B. After
4. Line spacing
A. Single
B. 1.5
C. Double
D. At least
E. Exactly
F. multiple
bullet & numbering –bullet & numbering option are used to provide
information clearly
how to insert bullet & numbering
click on home tab < paragraph < bullet/number

border & shading – in ms word border are of two types

1. paragraph border
 2. page border

shading are used to shade the paragraph with color.

Click on home tab < paragraph < border/shading

page break – in ms word there are two types of page break soft page
break and hard page break. When the page is automatically break it is
called soft page break. But if the user breaks the page it is called hard
break

how to break page

1. click on page layout < page setup group < break < page
2. press Ctrl+enter

Format painter – this option is used to copy the format of selected text
and paste the format to a target selection.

How to use format painter option

Select the text < click on home < clipboard group < format painter <
select the text or paragraph where you want to paste the format

PDF File – IN Microsoft word 2016 you can open a PDF document. It also
enables you to edit it

How to open PDF files in Microsoft word 2016

Right click on the PDF file < open with word

How to save word file in PDF format

Click on file < save < select save as type – PDF

Section break- section break is used where you have different page
orientation, headers and footers, borders etc and you want to specify
where the different section will begin.

Type of section break

1. next page
2. continuous
3. even page
4. odd page

For section break click on page layout < page setup group < break

Column – word always maintain single column. But if you want to write
in more than one column use column feature

How to divide page in column

Click on page layout < column < more column

How to break column

1. click on page layout < break < column

2. press Ctrl+shift+enter

how to Remove column from a document

click on the layout tab < column < more column

choose one from the column dialogue box

click on this point forward in Apply To drop down list

Table – table consist of row and column intersection of each row and
column create a cell. Cell can contain text, numbers or graphics
How to create table in ms word

Click on insert

1. quick table
2. dragging out method
3. insert table
4. draw table

How to move in a Table

1. with the help of mouse

2. with tab & shift + Tab key
3. with the help of four arrow key

key points to know in table

1. formatting table using table styles

2. inserting columns or rows
3. deleting cells, columns or rows
4. merge cells
5. split cells
6. repeating header rows
7. formula

Header and footer-header and footer are used to add some additional
information in your document such as current date, file name, company
name, company logo or page numbers. Header are placed at the top
margin and footer are placed at the bottom margin of each page.

Types of header and footer

1. normal header and footer

 2. different first page
3. different odd and even page
4. combination of different first page and odd and even page.

How to insert header and footer

Click on insert < header < edit header

styles – style means fashion or appearance. By creating style you can

store your formatting option by a name or a shortcut key which can be
applied repetitively under the different areas of a document.

How to create style – click on home < style group < dialogue box
launcher < new style

symbol & special character – to insert symbol and special character click
on insert < symbol

date and time – click on insert < date & time

Bookmark – bookmark are named location in a document to move

quickly on a particular location

How to add bookmark

Click on insert < bookmark < type name of bookmark < ok

How to move on bookmark

Click on insert < bookmark < select your bookmark name < go to

Hyperlink – hyperlink is used to link two location of same document with

the help of bookmark and is also used to link another document click on
insert < hyperlink
Comments- comment is used to review something received from
someone else

How to insert comment

Select the text < click on insert < comment

Inserting Picture from file – IN MS word you can insert pictures,

graphics, scanned photographs and Photo from hard disk or pen drive

How to insert picture

Click on insert < click on picture button

Adding shapes and lines- In MS word we can add variety of shapes like
arrows, callouts, squares, stars, flowchart shapes in our document

How to insert shapes

Click on insert < click on shapes < select the desire shape

Smart art – Smart art is a visual representation of your information and

ideas

How to insert Smart art

Click on insert < click on smart art

Word art – By using this feature we can insert stylized text in our
document

How to insert word art

Click on insert < click on word art

Watermarks
Watermark is a background image or text that displays behind the text
in a document

How to insert watermark

Click on design < watermark < custom watermark

Building block <building blocks are blocks of text and formatting that
you can use repeatedly such as text, sentence, phrases etc.

How to create building block

Select the text/sentence < click on insert < quick part < save selection to
quick part gallery < type its short name < ok

How to insert building block in a document

Type the shortcut and press F3 from your keyboard

How to delete building block

Click on insert < quick part < right click on your building block < organize
and delete < delete.

Cover page – it is a first decorative page of a document

How to insert cover page

Click on insert < cover page

Auto correct – auto correct automatically corrects common typing

mistakes as you type them.

How to define auto correct for any word or sentence

Click on file menu < word options < proofing < auto correct.
Find and replace-if you want to make repetitive changes throughout a
long document use find and replace command

Click on home < editing group < find/replace/go to

Spelling and grammar – when you type in a document a red or green

wavy line appears in a document. Red line means spelling mistake and a
green line means grammar mistake.

How to check spelling and grammar mistake

Click on review < spelling and grammar or press F7

Table of contents – table of contents is used to create index on first

page of document. It is created by using headings and subheadings with
page numbers.

How to create table of contents.

Step 1st – insert 5 pages in your document

Step 2nd – type heading on every page except first page

Step 3rd – give style “heading 1” to every heading

Step 4th – click on first page and go to references < table of content <
custom table of content < minimize the level to level 1 < ok.

Template –template is a special type of document in a word which

contain some predefined formatting and settings and which can be
used repetitively without affecting the original one. In template we can
use margin, fonts, graphics and other document layout attributes also.
How to create template – Open new document < define your page <
click on save < change save as type – word tempate

By default template file is save in template folder

How to create document based on template – click on file menu < new <
personal < select your save template.

Track changes – this feature allows you to make revisions to a

document without losing the original text.

How to enable track changes feature in ms word

Click on review < track changes < track changes

How to review changes in a document

Click on review < changes < accept/reject

Protecting document – we can protect our document in the following

ways

1. encrypt document – click on file menu < prepare < encrypt

document < define your password < ok
2. add password – click on file menu < save as < tools < general
option < define your password < ok

MACRO - A macro is a sequence of computer instruction recorded and

saved with a specified name.

How to record macro – click on view < macros < record new macro

We can assign keyboard shortcut or button for our macro.

How to stop macro after recording – click on view < macros < stop
recording.

Mail merge – mail merge feature allows you to generate bulk of

message by merging information from two different files.

In mail merge there are two documents which are merged

1. main document – this file contain the information to be sent to

each of the recipients.
2. Data source – this file contains the information to be merged, such
as the names and addresses of each recipient of the letter.

Steps to perform mail merge.

Step 1st – click on mailings < start mail merge < letter < type your letter.

Step 2nd – click on select recipients < new list < type the name and other
information of the recipients < save the file

Step 3rd – click on the top of the document and press enter key

Step 4th – click on insert merge field < select the field one by one such
as name, address, city name etc which you have given in data source file

Step 5th – click on finish & merge < edit individual document < ok.

How to create envelope

Step 1st – click on mailings < start mail merge < envelopes < define font
size of delivery address and return address and also define size of
envelope

Step 2nd – select recipient list < use existing list

Step 3rd – click on insert merge field < insert field one by one

Step 4th – click on finish and merge < edit individual document < ok

How to create label

Step 1st – click on mailings < start mail merge < label < select type of
label

Step 2nd – select recipient list < use existing list

Step 3rd – click on insert merge field < insert field one by one

Step 4th – click on update label

Step 5th - click on finish and merge < edit individual document < ok