Document

Applications
 Contents

01 02 03 04
Introduction Basic Advanced Short cut
to Document Functions Functions keys
applications
01
Introduction to Document applications
 Introduction
MICROSOFT
WORD
Microsoft Word is a word processing
software application developed by
Microsoft. It is part of the Microsoft
Office suite of productivity software.
It is used for creating, editing, and
formatting documents, and it is
widely used for various tasks, such
as writing reports, letters, essays,
resumes, and other text-based
documents.
GOOGLE DOCS
Google Docs is a web-based word
processing application developed by
Google. It's part of the Google
Workspace (formerly G Suite)
productivity suite and provides a
cloud-based alternative to traditional
desktop word processors. It offers a
wide range of features for creating,
editing, and collaborating on
documents.
02
Basic Functions – Microsoft Word
 Microsoft Word Basic Functions

You can start by creating a new blank

Creating a New Document: document (Ctrl+N) or choose from various
document templates.

Simply type or paste (Ctrl+V) text into the

Text Entry: document. Use the keyboard for text entry.

You can format text by changing font styles,

Formatting Text: sizes, and colors, as well as applying bold,
italics, underline, and other formatting
options.
 Microsoft Word Basic Functions

Adjust paragraph alignment (left, right,

Paragraph Formatting: center, or justified), line spacing, and
indentation.

Use the clipboard functions to copy

Copy, Cut, and Paste: (Ctrl+C), cut (Ctrl+X), and paste (Ctrl+V)
text within the document.

You can undo (Ctrl+Z) and redo (Ctrl+Y)

Undo and Redo: actions to revert or repeat changes.
 Microsoft Word Basic Functions
Save your document to your computer or
Save and Open Documents: cloud storage (e.g., OneDrive) and open
existing documents.

Microsoft Word includes a built-in spell and

Spell and Grammar Check: grammar checking tool to help ensure your
text is error-free.

Apply predefined styles and formatting

Styles and Formatting: options to make your document visually
consistent.
 Microsoft Word Basic Functions
Control page margins, orientation (portrait
Page Layout: or landscape), and set up headers and
footers.

Create lists with bullet points or numbers to

Bulleted and Numbered Lists: organize information.

You can insert pictures, shapes, charts,

Inserting Images and Objects: tables, and other objects into your
document.
 Microsoft Word Basic Functions
Create and format tables for displaying data
Tables: or organizing information in rows and
columns.

Add headers and footers to your document,

Headers and Footers: which can include page numbers, dates, and
custom text.

Insert page breaks to control where a new

Page Breaks: page begins in your document.
 Microsoft Word Basic Functions
Create hyperlinks to websites, email
Hyperlinks: addresses, or other locations within the
document.

You can print your document with various

Printing: print options, including choosing the
printer, paper size, and number of copies.

Use the "Find" and "Replace" functions to

Search and Replace: locate specific words or phrases and replace
them with other text.
Microsoft Word Basic Functions
Word provides features for tracking
Review Tools: changes, adding comments, and
collaborating with others on the same
document.
Add page numbers to your document and
Page Numbering: customize their format and placement.

Check the word count of your document to

Word Count: see how many words it contains.
02
Basic Functions – Google Docs
 Google Docs Basic Functions
Documents are automatically saved to Google Drive as
Saving Documents: you work, but you can also save a copy to your device or
export it in different formats, such as Word or PDF.

You can collaborate in real-time with others on the same

Sharing and
Collaboration: document. Multiple users can simultaneously edit and
add comments.

Google Docs includes a built-in spell check tool to help

Spell Check: ensure your text is free from spelling errors.
 Google Docs Basic Functions
Google Docs provides a research tool for searching the
Research Tool: web, citing sources, and adding information directly into
your document.

You can print your document or download it in various

Print and Download: formats, including PDF, Microsoft Word, and more.

Google Docs maintains a detailed version history that

Version History: allows you to review and revert to earlier versions of your
document.
03
Advanced Functions – Microsoft Word
 Microsoft Word Advanced Functions

Mail merge allows you to create personalized documents,

such as letters, envelopes, or labels, by pulling information
Mail Merge:
from a data source, like an Excel spreadsheet or a database,
and merging it with a document template.

Word can automatically generate tables of contents,

Tables of Contents indexes, and bibliographies based on the document's
and Indexes: headings, captions, and citations.
 Microsoft Word Advanced Functions

Customize page layouts further by setting specific page

sizes, margins, and orientation for different sections
Advanced Page Layout:
within the same document.

Divide your document into sections to have different

page numbering, headers, footers, or even different page
Sections:
layouts within a single document.
Microsoft Word Advanced Functions
Create custom templates for your
Templates: documents to maintain consistent
formatting and layout across multiple files.

Insert cross-references to other parts of the

Cross-References: document, such as headings, figures, or
tables, to maintain document consistency.

Password-protect your document or restrict

Document Protection: editing and formatting permissions to
prevent unauthorized changes.
 Microsoft Word Advanced Functions

Word can compare two documents and highlight the

Document differences between them, which is useful for tracking
Comparison: changes and revisions.

Create forms with interactive fields, checkboxes, and

drop-down lists for surveys, questionnaires, and data
Forms:
collection.
Microsoft Word Advanced Functions
Design diagrams, flowcharts, and
SmartArt: organizational charts using the SmartArt
feature.

Use the Equation Editor to insert complex

Equations and Symbols: mathematical equations, and insert symbols
and special characters into your document.

Add footnotes and endnotes to provide

Footnotes and Endnotes: additional information or citations within
your document.
 Google Docs Advanced Functions

Insert bookmarks in your document for easy navigation to

specific points or sections.
Bookmarks:

Collaborate on documents by leaving comments, tracking

Table of Contents changes made by multiple users, and accepting or
and References: rejecting those changes.
 Google Docs Advanced Functions
Create and run macros to automate
Macros: repetitive tasks and customize Word's
functionality.

Use content controls to create structured

Content Controls: documents with designated areas for specific
types of content, such as text, dates, or
images.
Import data from external sources or link to
Data Import and Linking: external data, such as Excel spreadsheets or
databases, to keep your document updated.
03
Advanced Functions – Google Docs
 Microsoft Word Advanced Functions

You can enhance Google Docs' functionality by installing

add-ons from the Google Workspace Marketplace. These add-
Add-Ons:
ons provide additional tools and features for specific tasks,
such as document signing, language translation, and more.

Google Docs integrates seamlessly with Google Sheets. You

Integration with can embed live Google Sheets tables and charts directly into
Google Sheets: your document, ensuring that data is always up to date.
 Microsoft Word Advanced Functions
Google Docs provides encryption and security features for
Encryption and
Security: protecting sensitive information, including two-factor
authentication and access control.

Voice Typing Google Docs offers voice typing and voice commands,
and Voice enabling hands-free document creation and editing.
Commands:

Google Docs provides APIs that developers can use to

APIs for
Integration: integrate document creation and management with other
applications and services.
04
Microsoft Word - Shortcut Keys
 Microsoft Word - Shortcut Keys

Basic Text Editing:

1.Ctrl+C: Copy 9.Ctrl+B: Bold

2.Ctrl+X: Cut 10.Ctrl+I: Italic
3.Ctrl+V: Paste 11.Ctrl+U: Underline
4.Ctrl+Z: Undo 12.Ctrl+S: Save
5.Ctrl+Y: Redo 13.Ctrl+N: New Document
6.Ctrl+A: Select All 14.Ctrl+P: Print
7.Ctrl+F: Find 15.Ctrl+O: Open Document
8.Ctrl+H: Replace 16.Ctrl+Left Arrow: Move one word
to the left
 Microsoft Word - Shortcut Keys

Navigation and Selection

17.Ctrl+Right Arrow: Move one word to the right

18.Ctrl+Up Arrow: Move to the previous paragraph
19.Ctrl+Down Arrow: Move to the next paragraph
20.Ctrl+Shift+Left Arrow: Select one word to the left
21.Ctrl+Shift+Right Arrow: Select one word to the right
22.Shift+Left Arrow: Select one character to the left
 Microsoft Word - Shortcut Keys

Navigation and Selection

23. Shift+Right Arrow: Select one character to the right

24.Shift+Up Arrow: Select one line up
25.Shift+Down Arrow: Select one line down
26.Ctrl+Home: Move to the beginning of the document
27.Ctrl+End: Move to the end of the document
 Microsoft Word - Shortcut Keys
Formatting:
28. Ctrl+B: Bold
29.Ctrl+I: Italic
30.Ctrl+U: Underline
31.Ctrl+Shift+L: Bulleted List
32.Ctrl+Shift+Number: Apply a
numbered list
33.Ctrl+1: Single-line spacing
34.Ctrl+2: Double-line spacing
35.Ctrl+5: 1.5-line spacing
36.Ctrl+Shift+C: Copy formatting
37.Ctrl+Shift+V: Paste formatting
38.Ctrl+] (right square bracket):
Increase font size
39.Ctrl+[ (left square bracket):
Decrease font size
 Microsoft Word - Shortcut Keys

Document Management:

40. Ctrl+S: Save 47.Ctrl+K: Insert Hyperlink

41.Ctrl+N: New Document 48.F4: Repeat the last action
42.Ctrl+O: Open Document
43.Ctrl+W: Close Document
44.Ctrl+P: Print
45.Ctrl+F12: Open "Save As"
dialog
46.Ctrl+D: Open Font settings
 Microsoft Word - Shortcut Keys

Review and Collaboration:

49. Ctrl+E: Center alignment 57.Alt+Shift+I: Insert Endnote

50.Ctrl+J: Justify alignment 58.Alt+Shift+L: Create List Style
51.Ctrl+L: Left alignment
52.Ctrl+R: Right alignment
53.F7: Spell Check
54.Ctrl+Alt+M: Insert Comment
55.Ctrl+Alt+V: Review Comments
56.Alt+Shift+K: Insert Footnote