MICROSOFT OFFICE

Difference between Save and Save As

Save
This command is use when you want to save a file
by only one name. For example you have saved a
file by the name of “MS” and now you want to
open it and want to insert some more
information about “MS” so when you inserted
more information and now you want to save
these more information so as you click on “Save”
command. Our more work will directly save
in “MS” file.
 SAVE AS
This command is use when you want to save a
file by two or more than two name. The save
as command gives you an opportunity to
rename the document, so you can save
current changes without overwriting the
original document you opened. If you like to
keep earlier versions of a document for
comparison or record-keeping purposes,
always use the Save As command and give
your new document a new name.
 DELETE and BACKSPACE
• Both the Del or Delete key and Backspace key are
used to delete text.
• However, when dealing with text pressing the del
key deletes text to the right of the cursor
• pressing the backspace key deletes text to the left
(backwards) of the cursor. For example, if you
were to click and make the cursor at the end of
the word and press delete nothing will happen
because there is no text to the right. However, if
you press the backspace key the end of the text
would begin to be deleted.
• only the del or delete key is capable of
deleting icons, files, and folders. Pressing
backspace when a file or other object is
highlighted does nothing.
 UNDO
• Undo is a function performed to reverse the
action of an earlier action. For example, the
undo function can undo deleted text in a word
processor.
• If you make changes and then close the
document or program any changes that were
made earlier cannot be undone.
 REDO
• Redo is a function performed on a computer
that does any undo function again. For
example, if you deleted text and perform an
undo, then decide that you wanted that text
deleted again, you could do a redo.
Difference between cut copy,
copy paste and drag drop
• CUT – PASTE: removes text from the
original location to move it elsewhere.
• COPY – PASTE: leaves the original in
place while you copy it to another
location.
• DRAG – DROP :This command is used to
reposition your text.
 Methods for cut copy and copy paste
• There are 4 Methods for Cut/Copy/Paste.
• 1. Keyboard
2. Right-Click
3. Ribbon (toolbar)
4. Quick Access
• Keyboard Method: CTRL + C to copy; CTRL + X
to cut; CTRL + V to Paste
• Right-click method: Right-click > Copy or Cut;
Right-click > Paste
• Ribbon Method : on left side of the Home
Ribbon Click Copy button or Cut button
(scissors). Click at your destination, then click
Paste button (clipboard button at far left of
Home Ribbon).
• Quick Access Toolbar Method:
Copy and Paste commands must be added to
the toolbar first by clicking on the customize
drop-down arrow
 Drag and drop operation
For standard drag-and-drop operation, follow these
steps:
• Select the text or object(s) you want to move or
copy.
• To copy, hold down the Ctrl key. You don't have
to hold anything down if you want to move.
• Position the mouse over the selection, and then
click and hold down the left mouse button on it.
• Still holding down the left mouse button, drag the
selection to a new location. Then release the
mouse button.
 Pull down and Cascading Menus
• Sometimes referred to as a pull-down
menu, drop-down list, or drop-down box,
a drop-down menu is a list of items that
appear when clicking on a button or text
selection.
• Cascading Menus :A menu system that
displays submenus off to the side when
selected.
• Drop-down list A standard drop-down list,
with a fixed set of predetermined values.
• Preview drop-down list A drop-down list that
previews the results of the selection to help
users choose.
• Editable drop-down list A drop-down list,
which allows users to enter a value that isn't
in the drop-down list.
 Task pane
• A task pane is a multipurpose window pane
that appears on the right side of the window
of an Office application.
• Office Clipboard Task Pane—Enables you to
view items that you copy and cut to the Office
Clipboard. You can manage up to 24 items on
the Clipboard and paste them within an
application or between applications.
• Clip Art Task Pane—Enables you to search the
Office Clip Gallery and insert clip art into your
Office application document
 Auto Correct
• Auto-correct is a type of software program
that identifies misspelled words, identify the
words most likely to have been intended, and
edits the text accordingly.
 How to use Auto Correct
• If we misspelled a word while typing, Word
underlines the word with a wavy red line.
• 1. Right-click the misspelled word
• 2. From the right-click menu, under the sub-
menu AutoCorrect, select the correctly spelled
word from the suggestions.
• 3. AutoCorrect automatically saves this as an
entry. Now if you type the incorrect word,
AutoCorrect will replace this with the word
chosen from the suggestions.
 SECOND METHOD
• Click the Office button and from the drop-down list,
click Word Options. Word Options dialog box
appears.
• 2. Click the category Proofing from the pane on the
left.
• From the pane on the right hand side, under the
section Autocorrect options, click the AutoCorrect
Options button. The AutoCorrect dialog box
appears.
• 4. By default, Word opens
the AutoCorrect tab. This tab contains a few
check boxes along with the
fields Replace and With.
• 5. To add an AutoCorrect entry, enter the
correctly spelled word in the Replace field and
the misspelled word in the With field.
• 6. Click OK.
 Find and Replace
• This feature is used to replace a word that
occurs once, twice, or a hundred times in your
document with another word.
 Continue……
• To do it there are two different options
• Use the shortcut key – “CTRL+F”. This will open the
Find and Replace dialog box, simply type in the word
you want to replace in the “Find What” box, and the
word you want to replace it with in the “Replace
with” box. Then click “Replace” or “Replace All”
• The other option is to use the ribbon menu. Make
sure you are on the “Home” tab, then look at the far
right hand side of the menu. Click on “Replace”, then
follow the instructions above
 Spell checker

• MS Word's spell-checker can help

with the spelling of words you are
uncertain about. It can even
sometimes offer the right option
when the word has been spelt
differently from the correct spelling.
 Grammar checker

• MS Word's built-in grammar checker can also

offer helpful hints to improve your sentence
structure.
• MS Word also includes a thesaurus. While
offering a comprehensive list of synonyms
(alternatives)
 ALIGNMENT
• Text alignment is a word processing software
feature that allows users to horizontally align
text on a document.
• It enables the composition of a text using
different text positioning on the whole or
selected part of a page.
 Types of Alignments
• There are four different types of text
alignment features, including:
• Left: As the default alignment in most word
processing software, it starts each line on the
left-most margin.
• Right : This starts each new line of the
document on the right-most margin of the
page.
 Continue…..
• Center: This positions and starts each new line
in the middle margin on the page.
• Justify: This aligns text with right and left
margins and tries to fill as much empty space
as possible. It enables a straight margin on
both of the page's horizontal edges.
 How to apply
• Select the text that you want to align.
• On the Home tab, in the Paragraph group,
click Align Left or Align Right or Align justify
or center
 Line Spacing
• Line Spacing: Line space is the amount of
vertical space between lines of text in a
paragraph.
• Line spacing is typically based on the height
of the characters, we can change it to a
specific value. For example, some paragraphs
may be single spaced and some double-
spaced. Single-spacing is Word’s default
setting.
 Paragraph Spacing
• Paragraph space is the amount of space above
or below a paragraph.
• Instead of pressing Enter multiple times to
increase space between paragraphs, you can
set a specific amount of space before or after
paragraphs.
 How to change line spacing
• With the insertion point in the same
paragraph, click the down arrow to the right of
the Line Spacing button on the formatting
toolbar. Choose 2.0 for double-spacing. Choose
1.0 to restore the single-spacing to the
paragraph.
• Right-click the first paragraph and
choose Paragraph from the shortcut menu. Or
open this menu by selecting Paragraph from
the Format menu.
 Continue…..
• Click the down arrow to open the line spacing
drop-down list and choose your desired
option Double, single, multiple, at least.
• Click OK
 How to apply Paragraph Spacing
• Use Paragraph dialog box to set the space
between paragraphs. Paragraph spacing is set
in points. If a document has 12-point text,
then one line space equals 12-points, one-half
line space equals 6-points, double-spacing
equals 24-points.
 MARGINS
• Margins are the blanks areas of space around the
edge of your Word document.
• Although text and other objects are usually
inserted into the printable area within the
margins, some items can actually be positioned in
the margins (for example, page numbers, headers
and footers.).
• Microsoft Word offers you the facility to use
default margin settings or to define your own
margins.
 How to adjust page Margins
• To adjust the margins in your document,
click Page Layout > Page Setup > Margins.
• Different defaults settings are available .
Simply click on one of the images to
apply the appropriate margins.
• If you want to define your own margin
settings, click on Custom Margins at the
bottom.
 Page Set up Dialog Box

• Page setup box has different options

• Change the page orientation.
• Change the paper size.
• Adjust the margins using custom margins.
 INDENT TEXT
• When referring indent or indentation is the
increase or decrease of space between the left
and right margin of a paragraph.
• In many programs, an indent for the first line
of text can be created by moving the cursor to
the front of the line and pressing the tab
key on the keyboard.
• Select the text where you want to add the first
line indent.
• Click Home and then, in the Paragraph group,
click the dialog box launcher to open the
Paragraph dialog box.
• On the Indents and Spacing tab,
under Indentation, select First line.
 Use the ruler to indent
Click View and then select the Ruler check box
to show rulers.
• Drag the first line indent marker to the right.
It’s the upper triangle on the ruler.
 HANGING INDENT
• With a hanging indent, the second and all the
following lines of a paragraph are indented more
than the first.
• HOW TO DO IT:
• Select the text where you want to add a hanging
indent.
• Click View and then select the Ruler check box to
show rulers.
• Drag the hanging indent marker to the right. It’s
the lower triangle on the ruler.
 Conti…
• Click Home and then, in the Paragraph group,
click the dialog box launcher to open the
Paragraph dialog box.
• On the Indents and Spacing tab,
under Indentation, select Hanging.
 RULER
• The ruler is a measurement tool found with
some software programs that allow the
program's user to align graphics, text, tables,
or other elements on a page. When enabled
the horizontal ruler appears at the top of the
document, and the vertical ruler is on the left-
side of the document. In the pictures below
are examples of how the ruler may appear in
Microsoft Word.
 HEADER and FOOTER
• The header is a small area at the top of
the document, while the footer is located at the
bottom.
• Document headers are often used to display
the document title or company name at the top
of each page.
• By default, the header content is the same on all
pages, so when you edit the header on one page,
it will update on all the other pages as well.
• If you break a document up into sections, you
can specify different headers for each section.
 How to add Header and Footer
• Word processors provide different ways of adding and
editing header content.
• Select View → Headers and Footers to display
the header and footer content.
• Once visible, you can type new content inside each
section. Most version of Microsoft Word allow you to
simply double-click in the header area to activate
the header and add or edit text. If you want to change
the height of the header, you can open
the Document Formatting window and modify the
margins.
How to remove header and Footer
• To remove a header and footer, begin
by double-clicking in the header or footer
section.
• In the Ribbon at the top of your screen, click
on the Header option, and
then select the Remove Header.
 FONT DIALOG BOX
• By default, the font of each new document is
set to Calibri. However, Word provides many
other fonts you can use to customize text and
titles.
• To change the font style highlight the text
• In the home tab in the font group select the
desired font face from font dialog box
Formatting Text(Bold, Underline, Italic)

Formatting the word document refers to the

changing the appearance of the text on the
screen.
• To apply Bold italic and underline formatting
to the text do the following steps
• Select text
• In the home tab in the font group select your
desired option.
 INSERTING SYMBOLES
• Use the Symbol dialog box to insert symbols,
such as ¼ and ©, or special characters, such as
dash (—) or (…) that are not on your keyboard,
as well as Unicode characters.
• The types of symbols and characters that you
can insert depend on the font that you
choose.
 HOW TO INSERT SYMBOL
• Click where you want to insert the symbol.
• On the Insert tab, in the Symbols group,
click Symbol.
• Click the symbol that you want in the drop-down
list.
• If the symbol that you want to insert is not in the
list, click More Symbols. In the Font box, click the
font that you want, click the symbol that you
want to insert, and then click Insert.
• Click ok
 TEXT BOXS
• Text boxes can be useful for drawing attention
to specific text.
• They can also be helpful when you need to
move text around in your document.
• Word allows you to format text boxes and the
text within them
 HOW TO INSERT TEXT BOX
• Select the Insert tab, then click the Text
Box command in the Text group.
• A drop-down menu will appear. Select Draw
Text Box.
• Click, hold, and drag to create the text box.
• The insertion point will appear inside the text
box. You can now type to create text inside
the text box.
 Conti….
• If you want, you can select the text and then
change the font, color, and size by using the
commands on the Home tab.
• Click anywhere outside of the text box to
return to your document.
 MOVING A TEXTBOX
• Click the text box you want to move.
• Hover the mouse over one of the edges of the
text box. The mouse will change into a cross
with arrows .
• Click, hold, and drag the text box to the
desired location.
 RESIZE A TEXTBOX
• Click the text box you want to resize.
• Click, hold, and drag any of the sizing
handles on the corners or sides of the text box
until it is the desired size.
 SHAPES AND LINES
• Microsoft Word enables you to add different
objects in a document, such as shapes, lines,
images etc.
• You can add different shapes, such as callouts,
arrows, Stars, basic shapes and flowchart as per
the requirement.
You can format your desired shape,
• Add and remove color .
• Add text in different shapes
• Resize shapes
 HOW TO INSERT SHAPES AND LINES
• On the ribbon menu, under the tab Insert,
within the group illustrations, click
icon Shapes. A drop-down list appears with
various shapes.
• Click a shape, the mouse cursor changes to a
‘+’ sign.
• Draw the shape in your document.
• Resize the shape by dragging the resize
handles.
 WORD ART
• Microsoft Word provides the WordArt feature.
WordArt is a way of converting normal text
into graphics.
• WordArt adds special effects to the text.
• You can insert WordArt, while inserting a
particular word in a document.
 Conti…..
• Open Microsoft Word document.
• Click the 'Insert' tab
• From the 'Text' group, click the WordArt' drop-
down list
• Click the appropriate WordArt.
• In the 'Text' box, enter the appropriate text.
• From the 'Font' drop-down list, select the
appropriate font.
• From the 'Size' drop-down list, select the
appropriate size
• You can even make text bold or italics by
clicking the 'B' or 'I
• Click 'OK'.
 TABLES
• A table is a grid of cells arranged
in rows and columns.
• Tables can be customized and are useful for
various tasks such as presenting text
information and numerical data.
• You can convert text to a table, apply table
styles, format tables, and create blank tables.
 HOW TO INSERT TABLES
• Place your insertion point in the document where you
want the table to appear.
• Select the Insert tab.
• Click the Table command.
• Hover your mouse over the diagram squares to select
the number of columns and rows in the table.
• Click your mouse, and the table appears in the
document.
• You can now place the insertion point anywhere in the
table to add text.
• You can add and delete a row and columns in
your table.
• You can apply and change the style of your
table.
• You can also apply different types of borders.