1 MS Word 2016 (Theory), Prepared By- Muzahid

Module – 03: MS Word 2016 (Theory)

 What is Group in MS-Word?

Group is a collection of (related) similar tools in the Ribbon. Such as Clipboard, Font,
Paragraph editing, style etc.
 How can you start Microsoft Word 2016?
Start menu > All Programs > Microsoft Office 2016 Tools > Microsoft Office Word 2016
 How can you save a document?
To save a document in MS-word we do: File> Save> Set file name and location> save
 What is template?
Templates are pre-defined format of document, which created by the Microsoft
corporation. Which have a fixed infrastructure to reduce the dignity & save the time.
 Text formatting: This relates to formatting characters and words within a document and
covers the font type, font size, font color and font attributes such as bold italic or
underlining.
 What is the shortcut key for creating new blank document?
By pressing Ctrl+N we can create new document.
 Font size: Font size refers to the height of the text.
 Bold, italic & underline: To format the selected word as bold, italic or underlined, click on
the Bold/Italic/Underline icon displayed the Home tab.
 Superscript: Superscript refers to characters displayed above the normal line.
 Subscript: Subscript refers to text displayed below the normal line of text.
 Case Changing: This feature allows you to select a portion of text and then change the
capitalization within that text.
5 Types of Case Changing are:
1. Sentence case
2. lowercase
3. UPPERCASE
4. Capitalize Each Word
5. tOGGLE cASE
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 Using Help Within Microsoft Word: Press F1 key, which is the general get help key within
most Microsoft products. This will display the Help window.
 Dialog Box Launcher: Groups often display a Dialog box Launcher at the bottom-right of the
group. Clicking this will display a dialog box displaying additional options.
 Shortcut to Open a document: Press Ctrl+O.
 What is Text formatting?
This relates to formatting characters and words within a document and covers the font
type, font size, font color and font attributes such as bold italic or underlining.
 Copying text formatting: This feature allows you to pick up the formatting that has been
applied to one portion of text and apply that formatting to another portion of text.
 How can you copy text formatting in MS Word?
To copy text formatting-
i. Place the cursor to the formatted text;
ii. Click on the Format Painter icon under the Home tab;
iii. Move the Cursor the target text; pressing the mouse button down, drag through the
text and then release the mouse button; This will copy the formatting to the target text.
 What is Paragraph formatting?
Paragraph formatting includes items such as alignment and indenting as well as numbering
and bulleting of lists. If you click on the Home tab, you will see a Paragraph section within
the Ribbon.
 Soft Paragraph (Line Break) marks: If you press the Shift+Enter keys you insert a soft
paragraph mark, which is also known as line break.
 How can you apply the superscript or subscript?
Superscript: Home tab> Click superscript icon in the font group> write something.
Shortcut key: Ctrl + Shift+ +
Subscript: Home tab> click subscript icon in the font group> write something
Shortcut key: Ctrl + =
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 What is the page margin?

This is the space between the edge of text and the edge of page. A document has a top, left,
right and bottom margin.
 What do you mean by text alignment?
Text alignment means where the text will stay. It is of four types:
1. Left alignment 2. Center alignment 3. Right alignment 4. Justify alignment
 Discuss various alignments in MS Word?
Align text left: If we wish to left a paragraph, then click on the left alignment. Shortcut key :
“Ctrl + L”
Align text center: If we wish to center a paragraph, then click on the center alignment.
Shortcut key: “Ctrl + E”
Align text right: If we wish to right a paragraph, then click on the right alignment. Shortcut
key: “Ctrl + R”
Align text justify: If we wish to justify a paragraph, then click on the justify alignment.
Which might make the last line of text in a paragraph considerably shorter than the other
lines. Shortcut key: “Ctrl + J”
 What are bulleted lists? How can you remove bullet formatting from a list?
Bulleted lists are lists in which bullets are used to set-off and paragraph sections of text. To
insert bullet lists: Home> Paragraph Group> bulleted list.
Bullets are symbols such as dots or diamonds (This list is called unordered list). To remove
the bullet formatting from a list we have to select the bulleted list and click on the bullet’s
icon or none on the formatting toolbar.
 How to change case in MS Word ?
We can change the case of text in Word by using the Change Case button. The choices
include UPPERCASE, lowercase, Sentence case, Capitalize Each Word, and even tOGGLE
cASE.
Click the Home tab to display the Font group > Select the text you want to change > Click
the Change Case button > Choose the item you want from the menu.
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 What is Page Formatting?

Page formatting relates to formatting that normally affects the whole page, such as page
orientation. The page is either Portrait or Landscape oriented. It also includes items such as
page size and margins.
 Inserting Page Break: To do this click at the point you wish to insert the page break and
then press Ctrl+Enter.
 What is Format Painter? When do we use Format Painter?
Format Painter is a tool to copy and apply format from a previously formatted block of text.
We use Format Painter when we want a particular block of text formatted like a previously
formatted block of text.
 How can solve spelling and grammatical mistakes?
By using spell checking program we can solve spelling and grammatical mistakes. When we
press F7 we see the Spelling and Grammar dialog box. We use this box to solve the problem.
It works by comparing the words within my document with a list of words contained within
a dictionary. MS Word sometimes highlight a word which it cannot recognize but this word
is necessary such any name or trade mark. If we add this word to the dictionary next time
MS Word will not highlight it.
 How can you print a range of selected pages?
We can do this by opening the print dialog box. Within the print range section of the dialog
box click on the pages button. Now I have to write the number of pages (1, 3 or 5-12) then
only the selected pages of the document will be printed.
 On navigation of 2 cells in MS word table shows the shortcut key.
Keeping the cursor on one cell then click on the tab button on the key board.
 What is Table?
Table is combination of columns and rows where huge amount of data can be stored/saved
in cells in a disciplined/systematic way. In MS-word we can insert a table by following this:
Insert Tab> Table> drag mouse over the cells as desired rows and columns and click.
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 What is Tab?
In menu items of menu bar are called Tab. Every Tab has different Group of tools (Which are
in combination called Ribbon) to edit a document. For example, Home Tab, Insert Tab, Page
layout etc.
 What is the procedure of inserting Symbols in an MS Word document?
Open the MS Word > Click the Insert tab > Click Symbols and select “more symbols” > Select desired
symbols and click Insert button.
 How can we set Indent and line space in a paragraph?
To set Indent and Line space in a paragraph:
1) Put the cursor anywhere in the paragraph.
2) Click Home tab.
3) In the ‘Paragraph’ group, set Left, Right or Special indent.
4) In the ‘Spacing’ section, select line spacing from the dropdown list of ‘Line spacing’.
 How to add paragraph border?
To add borders to your paragraph, follow these steps:
i. Position the insertion point in the paragraph to which you want the border added.
ii. Display the Home tab of the ribbon.
iii. Click the down-arrow next to the Borders tool, in the Paragraph group.
iv. Choose Borders and Shading.
v. Make sure the Borders tab is selected.
OR,
 How can we set border and shading to paragraph?
To set border and shading to paragraph:
1) Put the cursor anywhere in the paragraph.
2) Click Home tab and from the paragraph group, select Border and Shading; the Border and
Shading dialog box appears.
3) Under the ‘Borders’ tab there are options like Style, Color, Width.
4) Under the ‘Shading’ tabs there are options like Fill, Style and Color.
5) We can use combination of them to apply border and shading to the paragraph.
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 How to modify borders?

Click within a paragraph which does not have a border applied to it. Within the paragraph
section on the Home tab. Click on the Down arrow to the right of the Border icon. From the
list displayed, select the Borders and Shading command. A dialog box will appear. The
shading setting, style, color and width can be changed from here.
 Write the name of all Header and Footer tools?
There are several tools on the Header and Footer toolbar like: Insert AutoText, Insert Page
Numbers, Insert Number of pages, Format Page Number, insert Date, Insert Time, Page
Setup, Show/Hide Document Text, Link to Previous, Switch Between Header and Footer,
Show Previous, Show Next and a Close button.
 There are how many types of page orientation?
There are two types of page orientation:
Portrait: it is a page orientation which is like looking at a photograph, where the long edge
is the vertical line.
Landscape: it is used for certain types of documents such as notices.
 Describe how you can set custom margins and paper size for an MS Word document.
Customs Margins: Page Layout->Page Setup->Margins->custom margin Page size: Page
Layout->Page Setup->Size- > select paper size.
 What is letter size paper?
It is normally measured in inches. It is shorter than 'A4' size paper. It is normally used in
United States. It is 8.5’’x11’’.
 What is A4 size paper?
A4 size paper is normally measured in inches or centimetres. A4 size paper is longer and
slightly narrower than 'letter' sized paper. It is 8.27’’x11.69’’
 What is hyphenation? How can we set hyphenation?
Hyphenation is putting hyphens at the end of every line if words are broken into the next
line.
To put hyphenation:
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Click Page Layout->go to page setup->click on Hyphenation >click on > Automatically

Hyphenate document”
To set hyphenation in a specific position, click on the manual button.
 How can we insert a picture /image / chart in a Word Document?
To insert picture / image or chart:
1) Put the cursor where we want to insert an image or a chart.
2) Click Insert Picture.
3) Click ‘From File’ to select the image file we want to insert and click insert button.
4) Click Chart to insert a chart.
 How can you add columns to an existing table in MS Word?
i. Select the column > right click on it
ii. Insert > Click Insert Column to the Left or Insert Column to the Right
 What is table? Mention the advantages of table?
MS Word allow us to insert tables in our document. A table will help us align columns and
rows of text with ease.
Advantages: Tables help us format and organize complex data and present it as part of a
publication. Tables can be used as a layout tool, where we can insert and format text or
graphics without complicated publishing software.
 Describe the keyboard methods for navigating between the cells in a table in MS Word
document?
To move to the next cell : Tab.
Previous cell : Shift+ Tab .
 What is mail merge? Steps of mail merge?
The Mail Merge feature is used to insert variable data into a fixed format by combining two
files into one file. Two files need to be created before we can merge them; these are the
data file and main document file.
Steps of mail merge: 1. Select document type, 2. Starting document, 3. Select recipients, 4.
Write letter, 5. Preview letter, 6. Complete the merge (Individuals).
 How can you replace multiple wrong with correct ones at a time in MS Word?
8 MS Word 2016 (Theory), Prepared By- Muzahid

1. Open the data file MS Word.

2. Key shortcut (Ctrl + H) and open the Find Replace dialog box.
3. Find what→ section type wrong word.
4. Replace with → section type correct word.
5. Click the Replace All.