MS - Word Notes..

MS - WORD
M
s Word is word processing program. Where a user can perform
all kind of editing and formatting .It comes with Microsoft office
package. This program was developed by Microsoft company
hence the name starts with MS. File extension name of ms-word is
.doc/.docx.
 How to Start MS -Word?
 Click On Start Button.  From RUN Command :-
 Click On All Programs Option.
 Press Win+R.
 Click On MS Office Folder.
 Type ‘Winword’ then
 Click On Microsoft Word 2010 Option.
click on OK button.
Ms-word screen will appear-
After getting familiar with how to open ms-word we will be learning some
important tasks(like saving file, opening file, print preview & printing a file)
 HOW TO SAVE A FILE IN MS-WORD

Step 1:-Click on office button
Step 2:-Choose save option, save as dialog box will appear.
Step 3:-Select the location where you want to save your file.
Step 4:-Type the file name in file name text box and click on save
button.
FASTART COMPUTER CENTER ADD:- DEKULI GHAT , NEAR GURU KRIPA UTSAV HALL ,BIHARSHARIF
1
MS-WORD FASTART COMPUTER CENTER
[NOTE :- IF you are saving an untitled document for first time ,it will open save as
dialog box. But when you will click on save option in a pre-saved document it will
just save the changing in the file .So if you want to save a pre-named /pre-saved file
to another location or by another name you should click on save as option in file
menu.]
 HOW TO OPEN ANY OLD FILE IN MS WORD ?

Step (i) Either press CTRL + O or choose open option in office
button.
Step (ii) The dialog box of open will appear on the screen.
Step (iii) Select the location where you have saved your file.
Step (iv) Select the file and click on open button.
 HOW TO SEE PRINT PREVIEW ?
 What is Print preview?
:- Print preview is a feature in ms –word that enables the

user to see the file that how will be the print out or hard
copy of any specific word document.
Step (i) Click on office button.

Step (ii) Choose print preview option in print sub menu
Step (iii) The print preview of that file will appear on the screen.
Step (iv) You should zoom it to 100% to get the proper idea of
hard copy.
NOTES:-
[ To come out from print preview option just click on close

button in print preview ribbon.
ii. Use next page button to get print preview of next page.
iii. Use previous page button to get print preview of previous page.]
 HOW TO PRINT?
Step (i) Click on office button.(you can also just press ctrl + P and
avoid up to step-ii)
Step (ii) Choose print option in office button drop down menu.
Step (iii) Print dialog box will appear on the screen.
Step (iv) Now select the printer name, page number and number of copies.
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Step (v) At last click on ok button.
Now , we will be learning more about ms- word with help of ribbons.
Ms word features following ribbons:-
i)HOME RIBBON ii) INSERT RIBBON iii) PAGE LAYOUT RIBBON iv)REFERENCES
RIBBON v) MAILING RIBBON vi) REVIEW RIBBON vii) VIEW RIBBON viii)FORMAT
RIBBON ix)DESIGN RIBBON x)LAYOUT RIBBON
1. HOME RIBBON
Fig. Home Ribbon
 CLIPBOARD:- Clipboard behaves like a container where all the cut and copied
item get store automatically. It stores last 24 cut or copied item.
(i) CUT (CTRL + X) : This tool remove the selected contains and keep them in
clipboard, which can be pasted late on different place.
(ii) COPY(CTRL +C) : This tool create duplicate image of selected contains and
keep them in clipboard, which can be pasted later on different place.
(iii) PASTE(CTRL + V) : This tool paste the last cut or copied item available
inside clipboard, paste on the cursor position.
(iv) PASTE SPECIAL : Paste special tool provides special kind of paste solution,
by which a user not only paste the last cut or copied item available inside
clipboard, paste on the cursor position but also apply twins properties and
when a user apply any kind of formatting over root item it automatically get
apply on other pasted item.
(v) FORMAT PAINTER (CTRL + SHIFT + C) This option in ms-word clipboard
group is used for copy selected text formatting and paste in the other selected
text.
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 FONT: Font tool enable the user to change the font properties. Such as font face,
font size, font style, font colour and effects etc.
(i) FONT FACE (ctrl + shift + f): This tool suggests a number of font face. Here
you can choose font face for your text.
FONT-FACE EXAMPLE (result)
Cambria(Headings) Fastart computer center
Times Fastart computer center
Arial Fastart computer center
Algerian Fastart computer center
a.d.mono Fastart computer center
(ii) FONT SIZE (ctrl + shift + p) : This tool suggests a number of font sizes. You
can set font-size of your text. Default font size for default theme is 11.
FONT-SIZE RESULT IN SIZE
11 Fastart computer center
(iii) GROW FONT ( CTRL + } ) :-
This tool increases the size of selected text.
(iv) SHRINK FONT (CTRL + { ) :-
This tool decreases the size of selected text.
5. BOLD (CTRL + B)
This tool marks bold to selected text.
NORMAL BOLD-TEXT
FASTART COMPUTER CENTER FASTART COMPUTER CENTER
6. Italics(ctrl +I )
This tool makes italic to selected text.
NORMAL ITALICIZED-TEXT
7. UNDERLINE (ctrl + u)
This tool make underline to selected text. You can also change the underline style
& Underline colour.
NORMAL UNDERLINED-TEXT
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8. STRIKETHROUGH
This tool draws a line through middle of the selected text.
Example:-
NORMAL STRIKETHROUGH-TEXT
.
9. SUBSCRIPT (CTRL + =)
This tool creates small letters below the text baseline. You can use it to type
chemical formulas.
Example:-
NORMAL SUBSCRIPTED
H2SO4 H2SO4
10.SUPERSCRIPT (CTRL +SHIFT + +) :-This tool creates small letters above the line text. You can
use it to write power in mathematical equations.
NORMAL SUPERSCRIPTED
a2+b2 a2+b2
11.CHANGE CASE:- This tool helps to change the case of written character.
There are five kind of case.

Name of case Result
Sentence case Learn for infinite possibilities.
Lowercase learn for infinite possibilities.
Uppercase LEARN FOR INFINITE POSSIBILITIES.
Capitalize Each Word Learn For Infinite Possibilities.
tOGGLE CASE FASTART COMPUTER CENTER
12.TEXT HIGHLIGHT COLOUR:- This tool applies colour on the text. You can apply different
types of highlight colour.
Example:-
NORMAL HIGHLIHTED TEXT

Computer is an electronic machine. Computer is an electronic machine.
13. FONT COLOUR:- This tool applies colour on the text.
NORMAL COLOURED TEXT

14. CLEAR FORMATTING :- This tool remove all the formatting applied from the selected item.
Example:-
Formatted text Result

 PARAGRAPH :-
Paragraph box is a collection of a number of tool related to paragraph
which enable the user to manage the paragraph.
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Fig. Paragraph
1. BULLETS :-
This tool starts a new number list using bullets. Click the dropdown arrow to
choose different bullet styles.
Example:-
 Computer is an electronic machine.
 Ms-word is a product of Microsoft.
2. NUMBERING:-
This tool starts a new number list. Click the arrow to choose different
numbering formats.
Example:-
i. We are Indian.
ii. Tim Berners Lee developed www.
3. MULTILEVEL LIST:-
This tool starts a new multilevel list. Click the arrow to choose different
multilevel styles.
Example :-
(1) Tesla is the most valuable car company of the world.
(a) Hyperloop will be the next generation of travelling.
4. DECREASE INDENT:-
This tool decrease the indent level of the paragraph.
5. INCREASE INDENT :-
This tool increase the indent level of the paragraph.
6. SORT:-
This tool alphabetize the selected text or sort numeric data (either in ascending or
descending order.)
Example:-
NORMAL
APPLE
BANANA
CASHEW
SORTED TEXT(descending)
CASHEW
BANANA
APPLE
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7. SHOW \HIDE (Ctrl +*) or (Ctrl + shift + 8) :-

This tool shows paragraph marks and other hidden formatting symbol.
8. ALIGN TEXT LEFT (Ctrl + L) :-
This tool aligns the text to the left of the document paragraph.
9. ALIGN TEXT CENTER (Ctrl +E)
We can use to center any text or start writing from center of the page.
10. ALIGN TEXT RIGHT (Ctrl + R)
We can use to align any text to right side of page or start writing from right of
the page.
11. ALIGN TEXT JUSTIFY (Ctrl + J)
This tool aligns the text to both the left and right margins adding extra space
between words as necessary. This create a clean look along the left and right
side of the page.
12. LINE SPACING
This tool manages and change the spacing between lines of text.
13. SHADING
This tool applies the colour behind selected text or paragraph.
14. BORDER
This tool applies the border around the text or paragraph.
 STYLE
Style box is a collection of set of predefined style colours, and fonts used in
document. Style group in the home tab can be used to change selected text style by
using style gallery. In the style gallery we can select normal heading, sub heading,
title, sub title, etc. By default in the ms word normal style is selected.
 EDITING
This box include of tools related to find and replacing text.
1. FIND (Ctrl +f)
This option finds any text in the document page.

 HOW TO FIND TEXT USING FIND DIALOG BOX?
Step (i) Click on find tool in editing box of home ribbon.
Step (ii) The dialog box of find and replace will appear on the screen.
Step (iii) Type the text that you want to search, in find what text box.
Step (iv) Now, press the find next button again and again till you don’t
complete your search.
2. REPLACE (Ctrl +H)
This tool replaces any text of word document with the given text.
 HOW TO REPLACE ANY TEXT WITH OTHER?
Step (i) Click on replace tool in editing box of home ribbon.
Step (ii) The dialog box of replace will appear on the screen.
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Step (iii) Now, types the finding text in find what text box.
Step (iv) And, type the replacing text in replace with text box.
Step (v) Click on replace button to replace one by one or click on replace all button to replace
all words at once.
2. INSERT RIBBON
 PAGES
Pages box contains three default tool which is used to apply cover page, blank page and to
break the page.
1. COVER PAGE:
This tool contains a number of predefine combination of fully formatted cover pages .You can fill in
the title, author, date and other information.
 HOW TO APPLY COVER PAGE?

Step (i) Click on insert ribbon.
Step (ii) Choose cover page tool, in insert ribbon.
Step (iii) Choose any predefine cover page option, in cover page drop down list.
 HOW TO REMOVE COVER PAGE?
 Just click on remove current cover page, in cover page drop down menu list.
2. BLANK PAGE : This tool inserts a new page in the cursor position.
3. PAGE BREAK : This tool breaks the page from cursor position and inserts a new page.
4. TABLE : Table is the combination of rows and columns. And the intersection of rows
and Columns are known as cells.
There are many ways to apply or insert a table :-
A) First way:-
i) Click on table tool in insert ribbon.
ii) Choose insert table option, in table drop down list.
iii) The dialog box of insert table will appear on the screen.
iv) Type the number of columns in Number of columns combo box.
v) And type the number of rows in number of rows combo box.
vi) At last click on ok button.
B) Second way:-
ii) Just, move the mouse pointer over the given rows and columns, in table drop down list.
C) Third way:-
ii) Click on draw table option, in table drop down list.
iii) The sign of mouse pointer get converted into pencil.
iv) Now , drag the pencil to create desire or require table.
D) Fourth way
ii) Click on quick table option, in table drop down list.
iii) And choose any one predefine table in quick table sub menu.
5. PICTURE :- This tool helps to insert picture in document page.

 How to insert picture in a document?
i) Click on insert ribbon.
ii) Click on picture tool in insert ribbon.
iii) The dialog box of picture will appear on the screen.
iv) Select any one picture and click on insert button.
v) That picture will appear on the cursor position.
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6. ClipArt:- Clip art tool contains a number of predefine cartoon picture, movie, songs etc.
 How to use clip Art?
i) Click on insert ribbon.
ii) Click on clip art tool in insert ribbon.
iii) The task pane of clip art will appear in the right side of document page.
iv) Click on organize clips hyperlink in clip art task pane.
v) The dialog box of clip art will appear on the screen.
vi) Expand the officer collection folder by clicking on its plus sign.
vii) Now, either drag the picture or copy that picture to drop or paste on document page.
7.SHAPES:-
This tool has collection of a number of readymade shapes, such as Rectangle, circle,
arrows, lines, flowchart symbol etc.
 How to draw any shape?

i) At first click on shapes tool insert ribbon.
ii)Now again click on any one shape in shapes drop down list .
iii)Drag the pointer from one end to another end.
iv)You will find a big shape as big you dragged.
v)You may change the format of that shape by applying the predefine formats.
 SMARTART
Smart art is a tool, which have collection of a number of smartart graphic to visually
communicate information. It helps to represent the record in GRAPHIC LIST, PROCESS,
CYCLE, HIRARCHY and etc.
 How to apply smart art?

 Click on Smart Art tool in Insert ribbon.
 The dialog box smart art will appear I the screen.
 Now, select any one category and its shape.
 At last click on ok button.
 CHART
Chart is a graphical representation of records and compares data.
 How to represent data using chart?
i)Click on chart tool in insert ribbon.
ii)This dialog box insert chart will appear on the screen.
iii)This chart with selected design and an excel spread sheet will appear on the screen.
iv)Now, fill up the record in excel spread sheet.
v)The chart will be changed according to given data.
 HYPERLINK
Hyperlink is used as a connection medium between two different files. It is used to jump directly
from one file to another. The keyboard shortcut for Hyperlink is Ctrl+ K after selecting the text
on which link effect has to be applied.
 How to use HYPERLINK?
i) At first select the text or item on which you want to apply hyperlink.
ii)Click on hyperlink in insert ribbon or press ctrl+ K from keyboard.
iii) The dialog box of hyperlink will appear on the screen.
iv) Select that file or URL with which you want to connect your text.
v)At last click on ok button.
 BOOKMARK
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This tool create a bookmark to assign a name to a specify point in a document, so that
you can jump on that specify location directly.
 How to apply bookmark?

i) At first put your cursor on that location where you want to apply bookmark.
ii)Click on bookmark tool in insert ribbon.
iii)The dialog box of bookmark will appear on the screen.
iv)Type the name of bookmark in bookmark name text box.
v)At last click on add button.
 How to jump on book mark?
Step (i) Click on bookmark tool in insert ribbon.
Step (ii) The dialog box of bookmark will appear on the screen.
Step (iii) Select the name of bookmark from bookmark list.
Step (iv) At last click on Go To button.
 HEADER & FOOTER
In report preparation, you may want some information such as date, page number, company
logo to appear on every page. This kind of information can be applied with the help of
Header and Footer option.
How to apply header & Footer?
 Either click on header or footer tool in insert ribbon.

 Select any one predefine option in header or footer drop down menu list.
 Cursor will start to blink on either top or bottom margin of the page.
 Now, whatever you type in these location these will on each page automatically.
Page Number
Page number tool apply page number on each page.
How to apply text box?
 Just click on page number tool in insert ribbon.

 And select any one option.
 TEXT BOX
This tool draw a rectangular text box which allow the user to write any where on the
document page.
 How to draw text box?

 Just click on text box in insert ribbon.
 And drag the pointer from one end to another end to draw a rectangular shape.
 Now, write inside the box.
 WORDART
Word Art is used to write a decorative text, and three dimension text.
 How to apply word art?

Step (i) Click on wordart tool in insert ribbon.
Step (ii) Choose any one predefine design in word art drop down list.
Step(iii) The dialog box of edit word art text will appear on the screen.
Step(iv) The text will appear on the screen in 3D form.
 DROP CAP
Drop cap option just drops the character to equal of given line.
 How to drop the character?

Step (i) At first choose the first character of first line word.
Step (ii) Click on Drop Cap tool in insert ribbon.
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Step (iii) Choose any on dropped option either dropped or in margin.

 DATE & TIME
This option makes appear the current date & time of system. And this can be also updated.
 How to apply system date & time?
Step(i) The dialog box of date & time will appear on the screen.
Step(ii) Select any one date & time predefine format.
And also checkout the check box of updates automatically.
OBJECT
This applies a reference or graphical representation of any program or application. By which
a user can directly jump on the destination program.
How to apply object?
 Just click on object tool in insert ribbon.

 The dialog box of object will appear on the screen.
 Now, select that program or file which icon you want to make appear on the document file.
 Check out the check box of display as icon.
EQUATION
This tool enable the user to insert predefine format of equation. Such as mathematical
equation, logical equation, arithmetical equation etc.
How to apply equation?
 Just click on equation drop down list in insert ribbon.

 Click on insert new equation option in equation drop down list.
 The ribbon of equation will appear on the screen.
 Select require or desire equation from equation ribbon.
SYMBOL
Symbol option contains those symbols which are not present in keyboard and also includes the
copyright symbol the trademark symbol etc.
How to insert symbol?
 Click on symbol tool in insert ribbon.

 Choose more symbol option in symbol drop down list.
 The dialog box of symbol will appear on the screen.
 Select any one symbol and click on insert button.
 At last click on insert button.
To create shortcut of any symbol.
 Select any symbol first, there after click on shortcut button.

 The dialog box of shortcut will appear on the screen.
 Press the combination of key from keyboard.
 Click on assign button, there after close button.
3.PAGE LAYOUT
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 THEMES:-
Themes tool is a combination of predefine colour, fonts, and effects.
 HOW TO APPLY THEMES ?
 Click on themes tool in page layout ribbon.
 Select any one theme in themes drop down menu list.
 MARGIN:-
This tool allow user apply margin size from left, right, top, and bottom for the entire
document of the current section.
 HOW TO APPLY MARGIN ?

 Select any one predefine margin in margins drop down list.
 Or click custom margins options in the bottom of margins drop down list.
 And set the desire or require margin in margin group box.
 ORIENTATION:-
Orientation of the page represents the height and width of the page.
ORIENTATION ARE OF TWO KINDS:-
(i) PORTAIT (ii) LANDSCAPE

 Portrait orientation has more height and less width.
 Landscape orientation has more width and less height.
 SIZE:-
Size tool enables user set the required size of the page.
 How to apply page size?
 Select any one predefine size from drop down list.
 Columns:-
This tool is used to split text into two or more columns.
 How to apply columns ?

 Select any one preset column option from columns dropdown list.
 If you want more column than given preset , just click on more column options in bottom of
columns drop down list.
 The dialog box of column will appear on the screen.
 Fill up the number of column in number of columns combo box.
 And check out the check box of line between to apply line between the column.
 At last click on ok button.
 Watermark:-
This option of Ms-word allows you to insert ghosted text behind the content of the pages.
This is often used to indicate that a document is to be treated specially, such as confidential,
or urgent.
 How to apply watermark ?

 Click on watermark tool in page layout ribbon.
 Choose custom watermark option in, watermark dropdown list.
 The dialog box of custom watermark will appear on the screen.
 Click on text watermark radio button.
 Fill up watermark text in text box.
 Page colour:-
This tool allow user to apply colour, gradient,texture,pattern, and picture in the background
of the page.
 How to apply background?

12
 Click on page colour tool in page layout ribbon.

 Select any one colour from page colour drop down list.
 How to apply combination of two colour?
 Choose fill effects option in page colour drop down list.
 The dialog box of fill effect will appear on the screen.
 Click on two colour radio button and select desired or required colour in colour 1 & colour 2
combo boxes.
 Page border :-
This tool applies border around the page. This may be a line or an art.
 How to apply page border ?
 Click on page border tool in page layout ribbon.
 The dialog box of page border will appear on the screen.
 Select any one style or art, set the width and border colour.
MAILING
 MAIL MERGE
MAIL MERGE TECHNIQUE ALLOW US TO CREATE A DOCUMENT WHICH COMBINES
REPETITIVE TEXT ELEMENTS WITH DATA DRAWN FROM AN EXTERNAL DOCUMENT.
 TO PERFORM A MAIL MERGE , YOU WILL NEED THE FOLLOWING:-

1. A template ( previously created or generated during the merge)
2. A recipient list or data source (created during the merge, or an existing file)
 TEMPLATE
TEMPLATE REPRESENTS THE FIRST DOCUMENT WHICH HAS ALL THE MERGE
FIELDS.
 A RECIPIENT LIST
It has a record of all the related data.
 How to do mail merge?
 Click on select recipients tool in mailing ribbon.

 Click on use existing list option if there is existing list, otherwise click on type new list.
 The dialog box of new list will appear on the screen.
 Fill all the column and click on ok button.
 Another dialog box of save address list will appear on the screen.
 Type he name and click on save button.
 Now type the letter.
 And click on insert merge fields tool in mailing ribbon.
 The dialog box of insert merge field will appear on the screen.
 NOW SELECT the require fields and click on insert button.
 At last click on preview results tool in mailing ribbon, which will merge the both documents
in one , and finally you will get a document that is ready to send.
 HOW TO SEND E-MAIL?
 Click on finish and merge tool in mailing ribbon.
 Choose send e-mail messages option in finish & merge drop down list.
 The dialog box of send e-mail message will appear on the screen.
 Type the subject line and select the records and at last click on ok button.
REVIEW
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 SPELLING & GRAMMAR
This tool checks the spelling and grammar mistakes done by user.When user write anything
then office dictionary makes match with that text or sentence. If it get matched then ok,
otherwise it makes underline with red color for spelling mistakes and with green colour for
grammar mistakes.
 HOW TO CORRECT THE INCORRECT WORD?

 At first put your cursor on the top of the page from where you want to start your search.
 Now click on spelling and grammar tool in review ribbon.
 The dialog box of spelling and grammar will appear on the screen.
 Select the suggestions and click on change button.
 WORD COUNT
This tool finds out the number of words, character, paragraphs, and lines in the document.
 How to count word?
 Click on word count tool in review ribbon.
 The dialog box of word count will appear with information.
 COMMENT
Comment is a statement about any one or any thing that can be good or bad.
 HOW TO COMMENT ?
 At first select the text.
 And click on new comment tool in review ribbon.
 A red box while rendering that text will appear in right margin of the document page.
 Now, start commenting over the selected text.
 PROTECT DOCUMENT
This tool make the document read only with password protection. So that no one can edit or
format that document.
 HOW TO PROTECT DOCUMENT?
 Click on protect document tool in review ribbon.

 Now, choose restrict formatting and editing option in protect document drop down list.
 The task pane of protect document will appear in right side of the document page.
 Check out the check box of formatting restrictions & editing restrictions.
 The dialog box of start enforcing protection will appear on the screen.
 Now, fill up the password in enter new password text box.
 And,re-enter password to confirm in Re-enter password to confirm text box.
 HOW TO ENCRYPT DOCUMENT WITH PASSWORD (WORD 2010) ?
 Click on file menu.

 Click on info.
 Now, click on protect document. A drop down list will appear here.
 Here select encrypt with password.
 A dialog box will appear, here fill your desired password in password text box . Click on ok
 Again re-enter password in Re-enter text box.
 At last click on ok.
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MS - WORD

Ms-word screen will appear-

 HOW TO SAVE A FILE IN MS-WORD

 HOW TO OPEN ANY OLD FILE IN MS WORD ?

:- Print preview is a feature in ms –word that enables the

Step (i) Click on office button.

[ To come out from print preview option just click on close

Step (v) At last click on ok button.

Fig. Home Ribbon

There are five kind of case.

NORMAL HIGHLIHTED TEXT

13. FONT COLOUR:- This tool applies colour on the text.

NORMAL COLOURED TEXT

Formatted text Result

7. SHOW \HIDE (Ctrl +*) or (Ctrl + shift + 8) :-

This option finds any text in the document page.

 HOW TO APPLY COVER PAGE?

There are many ways to apply or insert a table :-

5. PICTURE :- This tool helps to insert picture in document page.

 How to draw any shape?

 How to apply smart art?

 How to use HYPERLINK?

 How to apply bookmark?

How to apply header & Footer?

 Either click on header or footer tool in insert ribbon.

How to apply text box?

 Just click on page number tool in insert ribbon.

 How to draw text box?

 How to apply word art?

 How to drop the character?

Step (iii) Choose any on dropped option either dropped or in margin.

 How to apply system date & time?

Step(ii) Select any one date & time predefine format.

And also checkout the check box of updates automatically.

 At last click on ok button.

How to apply object?

 Just click on object tool in insert ribbon.

How to apply equation?

 Just click on equation drop down list in insert ribbon.

How to insert symbol?

 Click on symbol tool in insert ribbon.

To create shortcut of any symbol.

 Select any symbol first, there after click on shortcut button.

 HOW TO APPLY MARGIN ?

(i) PORTAIT (ii) LANDSCAPE

 How to apply columns ?

 How to apply watermark ?

 How to apply background?

 Click on page colour tool in page layout ribbon.

 TO PERFORM A MAIL MERGE , YOU WILL NEED THE FOLLOWING:-

It has a record of all the related data.

 How to do mail merge?

 Click on select recipients tool in mailing ribbon.

 SPELLING & GRAMMAR

 HOW TO CORRECT THE INCORRECT WORD?

 HOW TO PROTECT DOCUMENT?

 Click on protect document tool in review ribbon.

 HOW TO ENCRYPT DOCUMENT WITH PASSWORD (WORD 2010) ?

 Click on file menu.

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