Unit 2-WORD

Introduction to Word
Used to make professional-quality documents, letters, reports, etc., MS Word is a word
processor developed by Microsoft. It has advanced features which allow you to format and edit
your files and documents in the best possible way.
Where to find MS Word on your personal computer?
Follow these simple steps to open MS Word on your personal computer:
Start → All Programs → MS Office → MS Word.

What are the uses of MS Word?

MS Word enables users to do write-ups, create documents, resumes, contracts, etc. This is
one of the most commonly used programs under the Office suite.

Microsoft Word can be used for the following purposes −

 To create business documents having various graphics including pictures,
charts, and diagrams.
 To store and reuse readymade content and formatted elements such as cover
pages and sidebars.
 To create letters and letterheads for personal and business purpose.
 To design different documents such as resumes or invitation cards etc.
  To create a range of correspondence from a simple office memo to legal
copies and reference documents.
Editing a Document
Insert and Add Text

First we will see how inserted text will be added into the existing content without
replacing any existing content.
Step 1 − Click the location where you wish to insert text; you can also use the
keyboard arrows to locate the place where the text needs to be inserted.
Step 2 − Start typing the text that needs to be inserted. Word inserts the text to the
left of the insertion point, moving the existing text to the right

Insert and Replace Text

In the Insertion mode, text will be added into the existing content but same time it
will over write all the content which comes in its way.
Step 1 − Right-click the status bar and select the Overtype option from the
displayed menu.
When you select the Overtype option, the status bar will show the insert mode as
shown below −

Step 2 − Click on the Insert text available at the status bar and it will switch to
the Overtype mode as shown below −
Step 3 − Now click the location where the text needs to be inserted or you can use
the keyboard arrows to locate the place where the text needs to be inserted.

Step 4 − Start typing the text that needs to be inserted. Word will replace the
existing text with the newly typed text without moving the position of the exiting
test.
Select Text
The most common method of selecting a text is to click and drag the mouse over
the text you want to select. Following table lists down a few other simple methods
that will help you in selecting text in different scenarios −

S.No Component & Selection Method

Selecting text between two points

1
Click at the start of the block of text, hold down Shift, and click at the end of
the block.

Selecting a single word

2
Double-click anywhere on the word you want to select.

Selecting a paragraph
3
Triple-click anywhere on the paragraph you want to select.

Selecting a sentence
4
Hold down the Ctrl key and click anywhere in the sentence you want to select.

Selecting a column of text

5 Hold down Alt, click and hold the mouse button, and drag over the column
you want to select.

Note that only one part of the document can be in the selected state. If you have
one portion of the document in selected state and as soon as you try to select any
other part of the document, previous part will automatically be de-selected.

Using the Selection Bar

The black shaded area in the following screen shot is called the selection bar.
When you bring your cursor in this area, it turns into a rightward-pointing arrow.
You can use the selection bar to select the various components of a document as
described in the following table −

S.No Component & Selection Method

Selecting a line
1
Bring your mouse in the selection bar area and click in front of the
line you want to select.

Selecting a paragraph
2 Bring your mouse in the selection bar area and double click in front
of the paragraph you want to select.

Selecting the document

3
Bring your mouse in the selection bar area and triple-click.
 Delete Text

The most basic deletion technique is to delete characters one at a time by pressing
either the backspace key or the delete key. Following table describes how you can

S.No Keys & Deletion Methods

Backspace
1
Keep the insertion point just after the character you want to delete and press the Backspace key.
Word deletes the character immediately to the left of the insertion point.

Ctrl + Backspace
2 Keep the insertion point just after the word you want to delete and press Ctrl + Backspace key.
Word deletes the whole word immediately to the left of the insertion point.

Delete
3 Keep the insertion point just before the character you want to delete and press the Delete key.
Word deletes the character immediately to the right of the insertion point.

Ctrl + Delete
4 Keep the insertion point just before the word you want to delete and press Ctrl + Delete key.
Word deletes the word immediately to the right of the insertion point.

delete single character or a whole word by using either of these two keys −
Using Selection Method
You have learnt how to select various parts of a Word document. You can make use
of that learning to delete those selected parts as described in the following table −

S.No Component Selection & Delete Methods

Deleting text between two points

1 Click at the start of the block of text, hold down the Shift key, and click at the end
of the block to select the portion of text and finally press either the Backspace key
or the Delete key.

Deleting a single word

2 Double-click anywhere on the word you want to delete and finally press either
the Backspace key or the Delete key.

Deleting a paragraph
3 Triple-click anywhere on the paragraph you want to delete and finally press either
the Backspace key or the Delete key.

Deleting a sentence
4 Hold down the Ctrl key and click anywhere in the sentence you want to delete and
finally press either the Backspace or the Delete key.

Deleting a column of text

5 Hold down the Alt key, click and hold the mouse button, and drag over the column
you want to delete and finally press either the Backspace key or the Delete key.

Deleting a line

6 Bring your mouse in the selection bar area and click in front of the line you
want to delete and finally press either the Backspace key or
the Delete key.
 Deleting entire document content
7 Press Ctrl + A keys to delete the entire document and finally press either
the Backspace key or the Delete key.

Move Text
Step 1 − Select a portion of the text using any of the text selection methods.

Step 2 − Now take your mouse pointer over the selected text and hold the left
button of the mouse and keep holding it while moving around the document.
Step 3 − Take your mouse pointer to the place where you want to move the
selected text and release the mouse button. You will see that the selected text is
moved to the desired location.
Move within different documents

You can move the selected text from one document to another document.
Following are some simple steps which will help you in moving text from one
document to another document.
Step 1 − Keep both the documents opened and to ensure that both documents are
visible, click the Arrange All button on the View tab on the Ribbon.
This will display both the documents as shown below −

Step 2 − Now, select a portion of the text using any of the text selection methods.
Step 3 − Take your mouse pointer over the selected text and hold the left button
of the mouse and keep holding it while moving around the document.
Step 4 − Take your mouse pointer at the place in the second document where you
want to move the selected text and release the mouse button. You will see that the
selected text is moved to the desired location in the second document.
Note − In case you have more than two documents, you can use the Alt +
Tab keys to switch through the different documents and select the desired
destination document.

Copy & Paste Operation

The Copy operation will just copy the content from its original place and create a
duplicate copy of the content at the desired location without deleting the text from
it's the original location. Following is the procedure to copy the content in word −
Step 1 − Select a portion of the text using any of the text selection methods.
Step 2 − You have various options available to copy the selected text in clipboard.
You can make use of any one of the options −
 Using Right-Click − When you right-click on the selected text, it will
display the copy option, click this option to copy the selected content in
clipboard.
 Using Ribbon Copy Button − After selecting text, you can use the copy
button available at the ribbon to copy the selected content in clipboard.
 Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to
copy the selected content in clipboard.
Step 3 − Finally click at the place where you want to copy the selected text and
use either of these two simple options −
 Using Ribbon Paste Button − Just click the Paste button available at the
ribbon to paste the copied content at the desired location.
 Using Ctrl + v Keys − This is simplest way of pasting the content. Just
press Ctrl + v keys to paste the content at the new location.
Help System
A help system (sometimes called a help file ) is a documentation component of a
software program that explains the features of the program and helps the user understand
its capabilities. ... In most Windows applications, pressing the F1 key opens the help
system for the program
The Help menu lies in the right most of the toolbar.
 The Help button in Word is too small that will be easily ignored. Actually the Help button stays
in the top right corner of the window. The button looks like a question mark surrounded by a
circle. The following picture shows its position. Or you can use the shortcut key F1 to enable
the Help window.

Method B:

The Help menu has been added into the Word 2010 backstage. Click File, and you can
find Help in the pane.

Method A:

Formatting Text and Paragraphs

Formatting is the fine art of making your documents effective and attractive. Good
formatting distinguishes different parts of your text and helps your readers take in
your message. You can apply formatting to just about every element of your
document, from a single character to entire paragraphs. Body text needs to be
readable and easy on the eyes. Headings should be big and bold, and they should
also be consistent throughout your document. Important words need to resonate
with emphasis. Quotes and references should be set off from the other text.
This chapter starts with the basics: how to format individual characters and
words—selecting fonts and making characters bold, italicized, underlined, or
capitalized. You learn how to format paragraphs with indents and spacing, and
how to control the way Word breaks up the words in a line and the lines in a
paragraph. Finally, you find out how to copy and reuse formatting with tools like
the Format Painter and style sets.

Formatting Characters

Every character in your document is formatted. The formatting describes the

typeface, the size of the character, the color, and whether or not the character is
underlined, bold, or capitalized. It’s easy to change the formatting, and Word gives
you quite a few different ways to do it. The easiest and most visual way is with the
ribbon (Home → Font). You can further fine-tune the font formatting using the
Font dialog box (Alt+H, FN).

Formatting with the Ribbon or the Font Dialog Box

Since character formatting is one of the most often used Word

features, Microsoft put the most popular settings right on the Home
tab. If you don’t see what you’re looking for there, then you must open
the Font dialog box. The good thing about the dialog box is that it puts
all your character formatting options in one place so you can quickly
make multiple changes. It’s one-stop shopping if you want to change
the typeface and the size, and add that pink double-underline.

Here are the steps:

1. Select a group of characters

You can drag to select a single character. You can double-click to

select a word. Or you can move the mouse cursor to the left side of a
paragraph, and then double-click to select the whole paragraph.
Of course, if you haven’t typed anything yet, you can always go right
to the ribbon and make your formatting choices first. Then type away.

2. Go to Home → Font or the Font dialog box (click the little

launcher button or press Alt+H, FN) and make your formatting
choices.

Many of the buttons in the Font group act like toggles. So, when you
select text and click the underline button, Word underlines all the
characters in the selection. When you click the underline button again,
the underline goes away.

If you can’t find the command you want on the ribbon, or if you want to
make several character formatting changes at once, then open the
Font box
Formatting with Keyboard Shortcuts

When you’re typing away and the muses are moving you, it’s a lot easier to hit
Ctrl+I to italicize a word than it is to take your hands off the keyboard and grab a
mouse. Because most formatting commands work like toggles, formatting options
like bold, underline, and italics become second nature. For example, to italicize a
word, just press Ctrl+I at the beginning, type the word, and then press Ctrl+I at the
end
 Old Keyboard
Command Shortcut Description

Ctrl+D; arrow keys; Alt+H, FF selects the font drop-down menu; use the arrow keys to highlight
Font Enter the font; press Enter to finish the selection.

Ctrl+Shift+P; arrow Alt+H, FS selects the font size drop-down menu; use the arrow keys to
Font Size keys; Enter highlight the size; press Enter to finish the selection.

Increase Font
Size Ctrl+> Increases font size.

Decrease Font
Size Ctrl+< Decreases font size.

Bold Ctrl+B Toggles bold on and off.

Italic Ctrl+I Toggles italics on and off.

Underline Ctrl+U Toggles underline on and off.

Double
underline Ctrl+Shift+D Toggles double underline on and off.

Alt+H, 3 selects the underline style drop-down menu;

use the arrow keys to highlight the style;
Underline style press Enter to finish the selection.

Strikethrough Toggles strikethrough on and off.

Subscript Ctrl+= Toggles subscript on and off.

Superscript Ctrl++ Toggles superscript on and off.

Change Case Shift+F3 Toggles through five case options: sentence case,
 lowercase, uppercase, capitalize each word, toggle case.

Formatting Paragraphs
Formatting a paragraph usually entails changing its shape. You may be squeezing
it in with indents or stretching it out with additional line spacing. Other kinds of
formatting change a paragraph’s very nature, like adding a border or making it part
of a numbered or bulleted list. The Paragraph formatting group (Home →
Paragraph) is right next door to the Font group (Figure 4-6). You don’t need
to select text to format a paragraph; just make sure the insertion point is in the
paragraph you want to format. However, if you want to format several paragraphs
at once, select them all before you apply a command.

Aligning Text

It’s easy to apply alignment to text. With your insertion point in the paragraph you
want to change, click one of the alignment buttons in the Paragraph group on the
Home Tab. For example, Home → Paragraph → Left sets the current paragraph’s
alignment. As shown in Figure 4-7, you have four choices when it comes to
aligning your paragraphs:

 Left (Alt+H, AL). Aligns the lines in the paragraph flush on the left side
and ragged on the right. Left alignment is standard for letters, reports, and many
business documents.
 Centered (Alt+H, AC). Centers each line in the paragraph, leaving both left
and right margins ragged. This setting is appropriate for headings and short chunks
of text, as in invitations and advertisements. Avoid using centered text for long
paragraphs, since it’s hard for readers’ eyes to track from the end of one line to the
beginning of the next when the left margin is uneven.
 Right (Alt+H, AR). Aligns the lines in the paragraph flush on the right side
and ragged on the left. This unusual alignment is most often used for setting
captions or quotations apart from the main text.
 Justified (Alt+H, AJ). Adds space between letters and words so that both
the left and right sides of the paragraph are straight and flush with the margins.
Justified margins give text a more formal look suitable for textbooks or scholarly
documents. If your justified text looks odd because big gaps appear between the
letters or words, try using a long line—that is, putting more characters per line.
You can do this by extending the margins (Alt+P, M) or by changing the size of
your font (Alt+H, FS).

Find Command

The Find command enables you to locate specific text in your document.
Following are the steps to find a word document in the following screen −
Step 1 − Let us work out on a sample text available in our Word document. Just
type =rand() and press Enter; the following screen will appear −

Step 2 − Click the Find option in the Editing group on the Home tab or
press Ctrl + F to launch the Navigation pane −

Step 3 − Enter a word which you want to search in the Search box, as soon as you
finish typing, Word searches for the text you entered and displays the results in
the navigation pane and highlights the word in the document as in the following
screenshot −

Step 4 − You can click the clear button (X) to clear the search and results and
perform another search.
Step 5 − You can use further options while searching for a word. Click the option
button to display the options menu and then click the Options option; this will
display a list of options. You can select the options like match case to perform
case-sensitive search.
Step 6 − Finally, if you are done with the Search operation, you can click
the close button (X) to close the Navigation Pane.

Find & Replace Operation

We assume you are an expert in searching a word or phrase in a word document

as explained above. This section will teach you how you can replace an existing
word in your document. Following are the simple steps −
Step 1 − Click the Replace option in the Editing group on the Home tab or
press Ctrl + H to launch the Find and Replace dialog box shown in Step 2 −

Step 2 − Type a word which you want to search. You can also replace the word
using the Find and Replace dialog box as in the following screenshot −
Step 3 − Click the Replace button available on the Find and Replace dialog box
and you will see the first occurrence of the searched word would be replaced with
the replace with word. Clicking again on Replace button would replace next
occurrence of the searched word. If you will click Replace All button then it
would replace all the found words in one go. You can also use Find Next button
just to search the next occurence and later you can use Replace button to replace
the found word.
Step 4 − You can use More >> button available on the dialog box to use more
options and to make your search more specific like case sensitive search or
searching for whole word only etc.
Step 5 − Finally, if you are done with the Find and Replace operation, you can
click the Close (X) or Cancel button of the dialog box to close the box.

Spell Check
Here is the simple procedure to find out the spelling mistakes and fix them −
Step 1 − Click the Review tab and then click the Spelling & Grammar button.
Step 2 − A Spelling and Grammar dialog box will appear and will display the
wrong spellings or errors in grammar. You will also get suggestions to correct as
shown below −

Step 3 − Select one of the given suggestions you want to use and click
the Change option to fix the spelling or grammar mistake and repeat the step to
fix all the spelling or grammar mistake.
Step 4 − Word displays a dialog box when it finishes checking for spelling and
grammar mistakes, finally Click OK.
Now you have following options to fix the spelling mistakes −
 Ignore − If you are willing to ignore a word, then click this button and
Word ignores the word throughout the document.
 Ignore All − Like Ignore, but this ignores all occurrences of the same
misspelling, not just once but throughout the document.
 Add to Dictionary − Choose Add to Dictionary to add the word to the
Word spelling dictionary.
 Change − This will change the wrong word using the suggested correct
word.
 Change All − Like Change, but this changes all occurrences of the same
misspelling, not just once but throughout the document.
  AutoCorrect − If you select a suggestion, Word creates
an AutoCorrect entry that automatically corrects this spelling error from
now on.

Using Tabs
Microsoft Word tabs help in setting up information properly within a column. Word
enables you to set left, center, right, decimal, or bar tabs to line up columnar
information. By default, Word places tabs every .5 inch across the page between the
left and right margins.

S.No Tab & Description

1 Left
Left-aligns text at tab stop and this is the default tab.

Center
2
Centers text over tab stop.

Right
3
Right-aligns text at tab stop.

Decimal
4
Aligns numbers at decimal point over tab stop.

Bar
5
Creates a bar to separate the text.

Setting a Tab
Following are the simple steps to set the center and the right tabs in a Word document.
You can use similar steps but different tabs to set up decimal and bar tabs.
Step 1 − Type some text that you want to line up with the tab stops. Press the Tab key
only once between each column of information you to want to line up. I typed the
following three lines.
Step 2 − Select a tab type using the Tab button; assume the center tab and finally
select the paragraph or paragraphs the tabs of which you want to set. Next click the
ruler where you want the tab to appear, a tab will appear at the ruler where you just
clicked and the selected portion of text will be adjusted in the center.

Step 3 − Now select the right tab using the Tab Button and click the ruler at the right
side where you want to align the text at the right side. A right tab will appear at the ruler
where you just clicked and the selected portion of text will be right-aligned.
Moving a Tab
You can move an already set tab at a particular location by following the steps given
below.
Step 1 − Click just before the line for which you want to change the tab setting. Drag
the tab sign available at the ruler to the left or right.

Step 2 − A vertical line marks its position as you drag and when you click and drag a
tab, the text moves with the tab.
Enhancing Document
Alignment

Here's one place where it's better to stick with the Word default setting. Right-
aligned text is just for special occasions, like setting the address on a cover letter.
Justified text may look nice in newspapers and magazines, but that's because
columns are narrower, so spreading the text out evenly across them doesn't result
in as many awkward spaces as it does in a typical, 6.5-inch-wide line of text in a
word-processing document. Stick with standard left-aligned text.

Letter spacing

The spacing of individual letters in Word could be way, way better. Luckily, it's
easy to fix. All you have to do is turn on Kerning. Kerning is a setting embedded in
a typeface that changes the positions of certain letters relative to one another,
making the overall spacing look more natural and consistent (V and a, for example,
get pushed closer together according to most typefaces' kerning). It's part of the
magic of type on computers, and you can enable the modern, post-typewriter
technology in Word in the Advanced section of Font formatting.

Get your formatting right before you type

It's a familiar pattern to Word users: You type something, it looks bad, and then
you try to fix it. But here's a pro tip: It's a lot easier to make your document look
the way you want it to before you have anything in the document at all. You can do
that with paragraph styles, which apply a bunch of rules to text at once. Perhaps the
best part? They can be used again and again, across documents, so you can use the
settings you like on your next pieces of writing.

Paragraphs

If you're writing a document that has paragraphs, you'll want either the first line of
each paragraph indented or to put a space between the paragraphs (but not both!).
Now, you can create these manually by hitting tab or return. But don't. Tabs are for
tabular layouts, not paragraph indents, and doing it manually can leave you with
misplaced spacing if you change other things elsewhere in your doc. Set your
preferred indents and space after paragraphs in paragraph styles to keep your
document formatted cleanly.
Type adjustments

Just as you can define styles that apply to the text overall, you can also create sets
of rules for the text characters themselves. That way, you won't have to bold a
phrase, then center it, then make it size 14 every time you want to make something
the title of a document. Wth both paragraph styles and character styles, if you want
to change the look for all similar elements—change the amount of space between
every paragraph, for instance, or make all your headings one point larger—you can
do that just by changing the style rather than doing each one at a time.

Section Breaks

Though paragraph and character styles apply to the whole document if left
untouched, they don't have to. So, for instance, if you want the first three pages to
be single-spaced, in Goudy, and the next three to be double-spaced and in
Helvetica, you can do that. Create two paragraph styles, and at the point where you
want the document to switch from one to the next, insert a section break.

Table columns

Create a Table

The following steps will help you understand how to create a table in a Word
document.
Step 1 − Click the Insert tab followed by the Table button. This will display a
simple grid as shown below. When you move your mouse over the grid cells, it
makes a table in the table that appears in the document. You can make your table
having the desired number of rows and columns.
Step 2 − Click the square representing the lower-right corner of your table, which
will create an actual table in your document and Word goes in the table design
mode. The table design mode has many options to work with as shown below.
Add a Row
Following are the simple steps to add rows in a table of a word document.
Step 1 − Click a row where you want to add an additional row and then click the Layout tab; it
will show the following screen.

Step 2 − Now use the Row & Column group of buttons to add any row below or above to the
selected row. If you click the Insert Below button, it will add a row just below the selected row
as follows.

If you click the Insert Above button, it will add a row just above the selected row.
Delete a Row

The following steps will help you delete rows from a table of a Word document.
Step 1 − Click a row which you want to delete from the table and then click the Layout tab; it
will show the following screen.

Step 2 − Click the Layout tab, and then click the Delete Rows option under the Delete Table
Button to delete the selected row.
Add a Column

The following steps will help you add columns in a table of a Word document.
Step 1 − Click a column where you want to add an additional column and then click the Layout
tab; it will show the following screen.

Step 2 − Now use the Row & Column group of buttons to add any column to the left or right of
the selected column. If you click the Insert Left button, it will add a column just left to the
selected column as follows.
If you click the Insert Right button, it will add a column just next to the selected column.

Delete a Column

Following are the simple steps to delete columns from a table of a word document.
Step 1 − Click a column which you want to delete from the table and then click the Layout tab;
it will show the following screen.

Step 2 − Click the Layout tab, and click the Delete Column option under the Delete Table
Button to delete the selected column.
Wizards using mail merge
1. Create a document containing the text of the email message.
2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail
Merge button, and then click Step by Step Mail Merge Wizard.
3. In the Mail Merge task pane, click E-mail messages, and then click Next:
Starting document.
4. With the Use the current document option selected, click Next: Select
recipients.
5. Click Select from Outlook contacts, and then click Choose Contacts Folder.
If the Choose Profile dialog box opens, select the Outlook profile from
which you want to choose your recipients, and then click OK. Then in the
Select Contacts dialog box, identify the data source, and click OK.
6. In the Mail Merge Recipients dialog box, sort or filter the records as
necessary, and then click OK.
7. In the Mail Merge task pane, click Next: Write your e-mail message, and
insert the necessary merge fields.
8. Preview the merged email messages, and then click Next: Complete the
merge.
9. Click Electronic Mail, and in the Merge to E-mail dialog box, do the
following:
o Verify that Email Address is selected in the To box.
o Enter a message subject in the Subject line box.
o Select the message format you want in the Mail format box.
10. With the All option selected in the Send records area, click OK.