INTRODUCTION

MS WORD: Ms Word was first introduced in 1996 as Notepad was not sufficient and was
not providing the results desired by offices. Its IDE was not friendly and working on it was
not interested and it does not provide any other option except Text. The main reason for
inventing Ms Word was to provide a platform on which all workers can rely on and it should
be globally recognized so there should not be any difficulty to open such documents, so
Microsoft designed well known software called “Wordpad” in the substitute of Notepad in
1995 but it was even not accepted by offices as it was expected to be. Surveys, research and
feedbacks were made to know the reason and Microsoft came to know like Versatility of
Computers, Customers need versatility in software too. After a research of one year
Microsoft introduced a package called “Ms Office” with the name of “Ms Office 97”.

Ms Office consists of software which fulfills all requirements of every office. For Instance;
Ms Word for Text Writing, Ms Excel for Numerical and Table Work, Ms Powerpoint for
Presentations and Slide Show and Ms Outlook for Contacts and E-Mail facilities. This
innovation was globally accepted and became a most popular package of this era.

Right now, we are talking about only Ms Word, some of its characteristics are: -
.doc - Extension

- Icon

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 MS WORD WITH ITS FUNCTIONS
To describe Ms Word we start with its main view:

View

The above diagram consists: - (From Top of Bottom)

• Title Bar
• Menu Bar
• Standard Tool Bar
• Formatting Tool Bar
• Ruler (Horizontal and Vertical)
• Scrolling Bar (Vertical and Horizontal)
• Drawing Tool Bar
• Status Bar

The requirement of this session is Menu Bar, which consists of all the
function and tools of Ms Word. Other tool bars are the shortcuts of the
functions defined in Menu Bar.
We start with File Menu, The File Menu consists of New, Open, Close,
Save, Save As, Save as Webpage, Search, Versions, Page Setup, Print
Preview and Print. The frequently used functions in offices of File Menu
are: -
Menu Bar ⇒ File Menu: - File Menu mainly deals with Page Format
and provides all commands and functions required for page
settings.

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Save As: - is used to keep original copy of a document and make a copy
of it with different name and destination. For e.g: - If Ahmed.doc require
any amendment but original copy should be preserved so I will go to File
and Save As Opting and provide Different name or Destination.
Page Setup: - Page setting is the most vital part of offices, which regards
Margins of page, Size of Page, Orientation of Page. Dialog Box of the Page
Setup as follows: -
For e.g: -

Page Size =
A4
Page Size = A4
Orientation =
Orientation = Landscape Portrait

Print Preview: - It gives a look of document that how the page will be
printed as hard copy.
For e.g: -

Print: - Print Command is used to

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print the softcopy on paper which makes it hardcopy. Which facilitates
with Printer Selection, Page Range (No of Copies, Pages to Print).

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Menu Bar ⇒ Edit Menu: - Edit menu deals with editing of
documents and to make changes in text
.
Undo & Redo: - These commands are used to cancel the last actions
performed by users and redo is used to cancel the action of undo. These
commands are frequently used by all users as everyone make mistakes.

Cut Copy Paste: - Cut Copy Paste in one pack as they all are linked
with each other, as copy is required to make several copies of same data
and cut is used to move data from one place to another and paste
perform the action. This package has solved all the related problems
regarding same data to make copies and move data from one place to
another. This feature is common in all software and always being used by
all the users. For Cut Copy Paste, user must select data and decide
whether to cut it or copy it and after selecting the location just paste it.

Find Replace Go to: - Another package for the users who deals in
large data and large documents; containing many pages, lines and
characters. Find is used to find text, line and paragraph, while Replace is
used to replace the word or term with some other word or term and go to
is

used to Jump to specific line, page or column.

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Menu Bar ⇒ View Menu: - View menu deals with page layout.

Header and Footer: - Header and Footer is provided to add small

details of documents on the top or bottom of page. Like Page Number,
Date and Time or File Destination and Name. Mainly used by workers who
deals with several documents and files with different names.

Menu Bar ⇒ Insert Menu: - Insert menu deals with adding special
characters, pictures, comments, diagrams, text box and Hyperlink
as these all features are equally important but their uses varies
from office to office. We only talk about only most frequent
features so they as follows: -

Page Number, Date & Time, Symbol and Comment: - These features
are used to insert page number (whether on top or bottom), Date & Time
(with different formats), Symbols like special characters and comment for
adding extra information.

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Picture and Diagram: - Picture and Diagram are used to add or
insert picture from different files and of different extensions mainly .jpeg.
Diagram is used to add charts (different types).

Menu Bar ⇒ Format Menu: -

Format menu deals with formatting of documents and to make
changes in text like change of fonts, size, style, colour, effects,
and underline style, page borders, shading, Bullet and Numbering
and Background.

Font: - Font option is used to change size, colour and effects of

text consist of character spacing and text effects of documents.

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Bullets and Numbering: - To add Bullets and Numbering to documents
according to SOP of different offices as defined by rules and regulations of
the system. Several formats are predefined in Ms Word and new one can
be make.

Borders and Shading: - Borders are of two types (Text and Page).
Text Borders is the border around text of the document and page border
around the whole page and Ms Word provides different types of borders
suitable according to situation. Shading deals with the background or
inner portion of border and its colour.

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Menu Bar ⇒ Tools Menu: - Tools menu deals with additional
options of Ms Word like Spelling and Grammar, Protect
Documents, Mail Merge and Options.

Spelling and Grammar: - As every individual makes mistake so Ms

Word provides special feature for correcting mistakes created
intentionally or unintentionally by user.

Protect
Document: - As some users works in a place where data is
confidential or some do not want to share their data with others this
feature helps these types of users to protect by
others by simply implementing the password
or other restrictions, which is only known by
user.

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Mail Merge: - As now days every office deals with many people and
send same copy to all of them. Ms Word provides Mail Merge option to
print the same document with different inside addresses (pre defined by
users).

Option: - This feature is used to change default options defined by the

programmer according to the users’ choice.

Menu Bar ⇒ Table Menu: - Table menu deals with that data which
requires Rows and Columns.

Insert and Delete: - It provides option for insert or delete rows and
columns.

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 SHORT CUT KEYS
F1 HELP
F7 SPELLING AND GRAMMAR
F8 SELECT WORD, LINE AND DOCUMENT
F12 SAVE AS
CTRL + 1 ONE LINE SPACING
CTRL + 2 TWO LINE SPACING
CTRL + 5 1.5 LINE SPACING
CTRL + + SUB SCRIPT
CTRL + SHIFT + SUPER SCRIPT
+
CTRL + A SELECT ALL
CTRL + B BOLD
CTRL + C COPY
CTRL + D FONT
CTRL + E CENTER INDENT
CTRL + F FIND
CTRL + G GO TO
CTRL + H REPLACE
CTRL + I ITALIC
CTRL + J JUSTIFIED
CTRL + K HYPERLINK
CTRL + L LEFT INDENT
CTRL + M TAB SPACE
CTRL + N NEW PAGE
CTRL + O OPEN PAGE
CTRL + P PRINT
CTRL + R RIGHT INDENT
CTRL + S SAVE
CTRL + T MOVER LOWER INDENT
CTRL + U UNDERLINE
CTRL + V PASTE
CTRL + W CLOSE
CTRL + X CUT
CTRL + Y REDO
CTRL + Z UNDO
CTRL+ F2 PRINT PREVIEW

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 CONCLUSION

THE MAIN AND FREQUENTLY USED FEATURES OF MS WORD ARE DISCUSSED ABOVE AND EVERY

PAGE CONTAINS ALMOST ALL THE VISIBLE FEATURES. BY DISCUSSING ABOVE FEATURES IT IS EASILY

UNDERSTANDABLE THAT WHY MS WORD GAINED POPULARITY IN SUCH A SHORT TIME AND WHY THIS

SOFTWARE IS BEING USED ALMOST IN EVERY OFFICE GLOBALLY. ITS EXTENSION IS GLOBALLY RECOGNIZED

AND CAN BE FOUND ANY WHERE IN WORLD. NOW MS WORD IS WORKING ON PROVIDING TEXT WRITING

IN SEVERAL LANGUAGES AND IT DOES ALREADY BUT DOES NOT COVER ALL LANGUAGES.

MS WORD NEW FEATURES CAN BE SEEN IN MS OFFICE 2007, WHICH PROVIDES TOTALLY

DIFFERENT LOOKS AND MANY NEW FEATURES.

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