Additional Knowledge Material

(Faculty E-notes)

COURSE : BCA– 1st SEM

UNIVERSITY : MDU
SUBJECT PC SOFTWARE
SUBJECT CODE & UNIT : BCA-102 UNIT-II
NAME OF FACULTY : KANCHAN CHOUDHARY

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 INDEX
S.No. TOPIC PAGE NUMBER
1 Documentation Using MS- 3-69
Word - Introduction to word
processing interface,
Toolbars, Menus , Creating
& Editing Document,
Formatting Document,
Finding and replacing text,
Format painter, Header and
footer, drop cap, Auto-text,
Autocorrect, Spelling and
Grammar Tool, Document
Dictionary, Page Formatting,
Bookmark, Previewing and
printing document.
2 Advance Features of MS- 70-97
Word-Mail Merge, Macros,
Tables, File Management,
Printing, Styles, linking and
embedding object, Template.

3 SHORTCUT KEYS OF 98-102

MS -WORD.

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  Documentation Using MS-Word –

Introduction to word processing interface-

A word processing program is a software program that includes tools for entering, editing, and
formatting text and graphics. The electronic files you create using Word are called documents.
One of the benefits of using Word is that document files can be stored in a variety of places on
your computer, or in the cloud using one drive, and easily shared with others via disks, emails, or
online file storage. Microsoft Word allows users to accomplish the following tasks.
 Type and edit text.
 Copy and move text from one location to another in the document, or to other documents.
 Format text and paragraphs with fonts, colors, pictures, tables, and many other tools.
 Design pages for specific purposes- from personal letters to sophisticated memos and
reports.
 Enhance documents for readability with pictures, charts, graphics, etc.
 Use mail merge features to quickly and easily send customized communications to
customers.
 Share documents securely to others.
 Communicate clearly and professionally with others by using the built-in tools of Word.

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 Figure [1] : Backstage view

Take some time to explore the user interface.

A few notable features of Word include:

Figure [2] : New Document

 Title bar: displays the name of the document and the name of the program. Until you
give a new document a different name, its temporary name is Document 1. The left side
of the title bar contains the Quick Access toolbar, which includes buttons for saving a
document and undoing, redoing, and repeating a change. The right side of the title bar
contains the Ribbon Display Options button, which you use to hide or show the Ribbon
and tabs, the resizing buttons, and the program Close button.
 The File Tab provides access to Backstage view where you manage files and the
information about them.

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  The Ribbon contains the Word tabs. Each tab on the Ribbon includes buttons for
commands related to editing and formatting documents. The commands are organized in
groups. For example, the Home tab includes the Clipboard, Font, Paragraph, Styles, and
Editing Groups. The Ribbon also contains the “Tell me what you want to do” box, which
you can use to find a command or access help. The ribbon also contains the share
command, which you can use to easily share documents.
 The document window displays the current document. This is the space you are working
inside.
 The rulers only appear in the Print Layout view. The horizontal ruler displays left and
right document margins as well as the tab settings and paragraph indents, if any, for the
paragraph. The vertical ruler displays the top and bottom button margins.
 The vertical and horizontal scroll bars are used to navigate inside your document. They
contain arrows to help you navigate the document.
 The status bar displays the page number of the current page and the total number of pages
and words in the document. It also displays spelling and grammar checking.
 The view buttons on the status bar allow you to adjust the view, toggling between print
layout, read mode, or web layout view. The Zoom slider allows you to zoom in and out of
the document.

In the document window, you should see a blinking cursor. This is known as your “insertion
point”. Your insertion point is where text or objects we are placed in the document. You can
change the insertion point using your arrow keys or mouse.

TOOLBAR-
The Word 2016 Interface The Word 2016 interface is very similar to the Word 2013 interface,
with a few minor changes. The following describes the Word 2016 interface.
The Backstage View When first opening the program, the user will be presented with options to
open recent documents, start a new blank document, or select from a number of templates.
The following explains how to enter the Backstage View after creating your document:
1. Click the File tab.

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 Figure [3]: File Tab (Backstage View)

2. From the Backstage View, you can perform the following actions:

Figure [4] : Backstage view(new)

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 a. Back - Takes you back to edit your document (See Figure 2).
b. Info - Obtain information about your documents (See Figure 2)
c.New - Create a new document from a blank or pre-formatted template (See Figure 2).
d. Open - Open a document (See Figure 2).
e. Save - Save the document to keep your edits (See Figure 2).
f. Save As - Resave a saved document as a different filename or file type (See Figure 2).
g. Print - Print documents and see a preview of your document (See Figure 2). h. Close -
Close the document (See Figure 2).

The Ribbon -The Ribbon is a panel that contains functional groupings of buttons and drop-
down lists organized by tabs. Each product in the Office Suite has a set of tabs that pertain to the
functionality of that application. Each tab is further divided into groups such as the Font and
Paragraph.

Figure [5] Ribbon

The Ribbon at the bottom right-hand corner of some groups, there is a diagonal arrow called a
Dialog Box Launcher. Clicking this button opens a dialog box for that group containing further
option selections for the group.

Customizing the Ribbon: You can hide/unhide tabs that you do not use, or create your
own tab of favourite tools. The following explains how to customize the Ribbon to build
your own tabs and groups.

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 FIG [6]: Customize the Ribbon

1. Click the File Tab. - File Tab (Backstage View)

2. In the Backstage View, click Options.

FIG [7]: Customize the Ribbon

3. In the Word Options dialog box, click Customize Ribbon.

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4. Click the New Tab button.

5. A New Tab has been added in the list of Main Tabs. Under New Tab, you will see New
Group is already selected for you.
6. From the column on the left, select a command from the list under Choose commands from to
add to the New Group.

7. Click the Add button.

The Quick Access Toolbar
The Quick Access Toolbar is located in the upper-left part of the main Word window, above the
File and Home tabs. It provides easy access to commands that you may use often and be
customized to your preferences.
The following explains how to customize the Quick Access Toolbar:
1. Click the drop-down arrow in the Quick Access Toolbar.
1. In the Customize Quick Access Toolbar drop-down menu, click the command(s) you wish to
add or remove from your Quick Access Toolbar.
2. Click More Commands.

3. Click More Commands.

Figure [8] - Customize Quick Access Toolbar.

4. In the Customize Quick Access Toolbar window, from the column on the left, select a
command from the list under Choose commands from to add to your Quick Access Toolbar.
5. Click the Add button.
6. Click the Ok button.

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MENUS-
Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft Office. It
is located below the Quick Access Toolbar and the Title Bar. It comprises seven tabs; Home, Insert,
Page layout, References, Mailing, Review and View. Each tab has specific groups of related
commands. It gives you quick access to the commonly used commands that you need to complete
a task.

Figure [9] : Ribbon

Home tab:

The Home tab is the default tab in Microsoft Word. It has five groups of related commands;
Clipboard, Font, Paragraph, Styles and Editing. It helps you change document settings like font
size, adding bullets, adjusting styles and many other common features. It also helps you to return
to the home section of the document.

Figure [10] : Home tab

Home tab features

The Microsoft Word Home tab provides many features to users, including the following.

 Change font type, size, and color.

 Set text to be bold or underlined.
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  Add or remove highlighting color around text.
 Justify text on the page to be left, center, or right aligned.
 Add bullet point or numbered lists.
 Increase or decrease line and paragraph spacing.
 Increase or decrease text indentation.
 Add, change, or remove borders around text, text boxes, and tables.
 Add or modify heading types.
 Insert a horizontal line.
 Find or replace text.

Use the keyboard shortcut Alt+H to show keyboard shortcuts for items in the Home tab. Once
pressed, each item in the Home tab are shown with their corresponding keys to press as shown.

Insert tab:

Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add extra
features in your document. It is commonly used to add tables, pictures, clip art, shapes, page
number, etc. The Insert tab has seven groups of related commands; Pages, Tables, Illustrations,
Links, Header & Footer, Text and Symbols.

FIGURE [11]: Insert tab

Cover Page – Office latest version already Inset a predefined formatted cover page.

Blank Page/Page Break (Ctrl+Enter) – Insert a new blank page at the insert point.

Table – By this option Insert Table Help of Number of Column and Number Row.

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 Figure [12] : Table

Picture/ Clip Art- By this option insert picture already save in your Hard disk.

Shape – By this option insert Readymade predefined shape like Rectangle, Ellipse, Star etc.

FIGURE [13]: Shapes

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Smart Art- Insert a smart art graphics to visually communication information.

Chart – By this option insert Chart [Bar Chart, Line, Pi Chart, Column Chart etc.] for selected
Mathematical Data.
Hyperlink (Ctrl+K) – Create a link to web page, a picture, an email address or a program.

Bookmark – This option Create a bookmark to assign a specific point in a document.

Cross Reference – Cross reference are automatically updated if the contents is moved to
another location. By default, cross reference is inserted as hyperlinks.

Header and Footer – Header mean page Top area and Footer mean page bottom are and the
contents in the Header or Footer will appear of each printed pages.

Page Number – By this option insert page number of every pages like – Top area, Bottom area
Left, Center or Right Align.

Text Box – By this option Insert Text box add to text directly.

Quick Parts – In this option Insert any company related information one time and no
requirement twice Type Text or Paste option.

Word Art – Insert Decorative text in your document.

Drop Cap – Create a large capital letter at the beginning of a paragraph. This option is use
generally English New Paper and Magazine Composing time.

Signature Line – Insert a signature line that specifies the individual who must sign.

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Date & Time- By this option insert current date and time in the document at the insertion point.

Object – By this option insert embedded object.

Equation – Insert a Predefined common or mathematical Equation using a library of

mathematical symbols.

Symbol – By this option insert symbol that are not on your keyboard such as – Trademark,
Paragraph marks & Unicode symbol like- ½, β, ÷, ≥.

Figure [14] : Symbol

Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your document,
i.e. you can change the page size, margins, line spacing, indentation, documentation orientation,
etc. The Page Layout tab has five groups of related commands; Themes, Page Setup, Page
Background, Paragraph and Arrange.

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 FIGURE [14]: page layout tab

Page Setup

You can display the "Page Setup" dialog box, Margins Tab, by clicking on the dialog box
launcher in the bottom right corner of this group.

Margins - Drop-Down. Let’s you choose from one of the built-in margin settings or lets you
customize your own. Similar to Excel but has 2 more options "Moderate" and "Mirrored".
Custom Margins displays the "Page Setup" dialog box (Margins tab).
Orientation - Drop-Down. Let’s you change the orientation of the current section. The drop-
down contains the commands: Portrait and Landscape. This provides a

shortcut to the (Page Setup)(Page tab, Orientation).

Size - Drop-Down. Let’s you select from all the different available paper sizes. This provides a
shortcut to the (Page Setup)(Page tab, Paper size drop-down).
Columns - Drop-Down. The drop-down contains the commands: One, Two, Three, Left and
Right and the command More Columns. Provides access to 1,2,3 column layouts.
Breaks - Drop-Down. The drop-down contains the commands: Insert Page Break, Remove
Page Break and Reset All Page Breaks.
Line Numbers - Drop-Down. The drop-down contains the commands: None, Continuous,
Restart Each Page, Restart Each Section, Suppress for Current Paragraph and Line Numbering
Options. The Line Numbering Options displays the "Page Setup" dialog box (Layout tab).
Hyphenation - Drop-Down. The drop-down contains the commands: None, Automatic,
Manual and Hyphenation Options. The Hyphenation Options displays the "Hyphenation" dialog
box.

Paragraph

You can quickly display the "Paragraph" dialog box, Indents and Spacing tab, by clicking on the
launcher in the bottom right corner of this group.
These are options taken from the (Format Paragraph)(Indents and Spacing tab) for quick access.

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 FIGURE [15]: Paragraph dialog box.

Indent Left - Textbox. This automatically updates to indicate how much indentation has been
applied to the paragraph of the current selection. This can be used to change the left indentation
for the current selection.
Indent Right - Textbox. This automatically updates to indicate how much indentation has
been applied to the paragraph of the current selection. This can be used to change the right
indentation for the current selection.
Spacing Before - Textbox. This automatically updates to indicate how much spacing is
defined before the paragraph of the current selection. This can be used to change the spacing for
the current selection.
Spacing After - Textbox. The automatically updates to indicate how much spacing is defined
after the paragraph of the current selection. This can be used to change the spacing for the
current selection.

Arrange

Figure [16] : Arrange

This whole group also appears on the Drawing Tools - Format contextual tab.

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Position - Drop-Down. Displays a list of picture positioning options. The drop-down contains
the commands: In Line with Text and Text Wrapping. You can select More Layout Options to
display the "Advanced Layout" dialog box.
Wrap Text - Drop-Down. The drop-down contains the commands: In Line with Text, Square,
Tight, Through, Top and Bottom, Behind Text, In Front of Text, Edit Wrap Points and More
Layout Options.
Bring Forward - Button with Drop-Down. The button brings the selected object forward one
level. The drop-down provides a command to bring the selected object in front of all the other
objects.
Send Backward - Button with Drop-Down. The button brings the selected object back one
level. The drop-down provides a command to send the selected object to the back of all the other
objects.
Selection Pane - Displays the Selection Pane task pane.
Align - Drop-Down. The drop-down contains the commands: Align Left, Align Center, Align
Right, Align Top, Align Middle, Align Bottom, Distribute Horizontally, Distribute Vertically,
align to Page, align to Margin, Align Selected Objects, View Gridlines and Grid Settings. The
Grid Settings displays the "Drawing Grid" dialog box.
Group - Drop-Down. The drop-down contains the commands: Group, Regroup and Ungroup .
Rotate - Drop-Down. The drop-down contains the commands: Rotate Right 90, Rotate Left 90,
Flip Vertical, Flip Horizontal and More Rotation Options.

References Tab
This tab gives you access to all the commands for creating references within your documents .

FIGURE [17]: Table of content

Table of Contents - Drop-Down. Provide an overview of your document by adding a table

of contents. The drop-down contains the commands: Built-in, Insert Table of Contents and Save
Selection to Table of Contents Gallery.
Add Text - Drop-Down. The drop-down contains the commands: Do Not Show in Table of
Contents, Level 1, Level 2 and Level 3.
Update Table - Updates the table of contents so that all the entries refer to the correct page
numbers.

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Footnotes
You can quickly display the "Footnote and Endnote" dialog box by clicking on the dialog box
launcher in the bottom right corner of this group.

Figure [18] : Footnotes

Insert Footnote - (Alt + Ctrl + F). Inserts a footnote at

the current position. Footnotes are automatically renumbered as you move text around the
document.
Insert Endnote - (Alt + Ctrl + D). Inserts an endnote at the end of the document. End notes
are always placed at the end of a document.
Next Footnote - Button with Drop-Down. The button moves to the next footnote. The drop-
down provides the commands Next Footnote, Previous Footnote, Next Endnote and Previous
Endnote.
Show Notes - Shows where footnotes and endnotes are located.

Citations & Bibliography

Figure [19] : Citations & Bibliography

Insert Citation - Drop-Down. The drop-down contains the commands: Add New Source,
Add New Placeholder and Search Libraries.
Manage Sources - Displays a list of all the sources cited in the active document.
Style - Choose the style of citation to use in the document.
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Bibliography - Drop-Down. The drop-down contains the commands: Insert Bibliography and
Save Selection to Bibliography Gallery.

CAPTIONS:

Figure [20] : Captions

Insert Caption - Insert a caption below a picture or graphic to provide a short description.
Insert Table of Figures - Add a list of captioned objects and their page numbers.
Update Table - Updates the table of figures to include all of the entries in the document.
Cross-reference - Displays the "Cross-reference" dialog box allowing you to insert cross-
referencing into your document, Cross references are inserted as hyperlinks.

Index: -

Figure [21] : Index

Mark Entry - (Alt + Shift + X). Marks the currently selected text so it will appear in the
index of the document.
Insert Index - Add an index listing key words and page numbers they appear on.
Update Index - Updates the index table.

Table of Authorities: -

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 Figure [22] : Table of Authorities

Mark Citation - (Alt + Shift + I). Adds the currently selected text so it will appear in the
table of authority.
Insert Table of Authorities - Inserts a table of authorities for cases, statutes and other
authorities in the document.
Update Table - Updates the table of authorities to include all the citations in the document.

Mailings Tab
This tab contains everything needed to complete a successful mail merge.

Create

Figure [23] : Create

Review Tab

Editor - Displays the "Spelling and Grammar" dialog box. This allows you to check the
spelling and grammar in the active document.
Thesaurus - Toggles the display of the Research task pane defaulting the research service to
the thesaurus. Same as Excel.
Word Count - This displays the "Word Count" dialog box displaying the document statistics.
This dialog box can also be displayed by clicking on the word count indicator on the status bar.

Speech

Language
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Translate - Drop-Down. Displays the Research task pane. This drop-down contains the
commands: Translate Document, Translate Selected Text, Mini Translator and Choose
Translation Language.
Language - Drop-Down. This drop-down contains the commands: Set Proofing Language and
Language Preferences. Set Proofing Language display the "Language" dialog box. Language
Preferences displays the "Options" dialog box, Language Tab.

Comments-

New Comment - (Shift + F2). Inserts a comment at the active cell. This command does not
change to Edit Comment when a comment is selected like it does in Excel.
Delete - Button with Drop-Down. Deletes the selected comment. The button deletes the
comment in the active selection. The drop-down contains the commands: Delete All Comments
Shown and Delete all comments in Document. This is disabled when the document does not
contain any comments.
Previous - Goes to the previous comment in the active document. This is disabled when the
document does not contain any comments.
Next - Goes to the next comment in the active document. This is disabled when the document
does not contain any comments.
Show Comments -
Ink Comment -
Pen -
Eraser -

Tracking

Figure [24] : Tracking

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Track Changes - (Ctrl + Shift + E). Button with Drop-Down. The drop-down is the old
(Show > Options) from the Reviewing toolbar and contains the commands Track Changes,
Change Tracking Options and Change User Name. Change Tracking Options displays the Track
Changes Options dialog box. Change User Name displays the Word Options dialog box (Popular
tab).

Compare - Drop-Down. The drop-down contains the commands: Compare and Combine. The
Compare command lets you compare two versions of the same document and displays the
"Compare Documents" dialog box. The Combine command lets you combine revisions from
multiple authors and displays the "Combine Documents" dialog box. This drop-down is disabled
when the document is protected.

View Tab

Views -This group contains all the commands relating to the different ways you can view your
documents.

Figure [25] : Views

Read Mode - Maximizes the Word window on the screen and removals all toolbars etc. to
allow easy reading.
Print Layout - Displays the document as it would appear if printed and is the default view.
Web Layout - Displays the document as it would appear as a web page.
Outline - Displays the document as an outline is displays the Outlining contextual tab.
Draft - Displays the document in draft mode allowing for quick editing. When using this view
certain aspects of the document are not visible, for example any headers or footers .

Show

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 Figure [26] : Show

Ruler - Toggles the display of the ruler(s).

Gridlines - Toggles the display of gridlines.
Navigation Pane - Toggles the display of the Navigation task pane. This is a combination of
the Find, Document Map and Thumbnails.

Zoom
Everything relating to adjusting the display percentage of the active document. There is also a
new zoom slider in the bottom right corner next to the status bar.

Figure [27] : Zoom

Zoom - Displays the "Zoom" dialog box. This can also be accessed from the status bar by
clicking on the view percentage.
100% - Adjusts the zoom to 100% of its normal size. Let’s you quickly return to 100%.
One Page - Adjust the zoom so an entire page fits in the application window.
Two Pages - Adjust the zoom so two entire pages fit in the application window.
Page Width - Adjust the zoom so the width of the page is the same as the width of the
application window.

Window
Every document you open in Word can be thought of as a window. It is possible to open multiple
windows of the same document.

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New Window - Lets you create a new window of the active document.
Arrange All - Tile all the open windows side by side on the screen. This will also maximizes the
application / document to a full screen.
Split - Splits the current window into two parts.
View Side by Side - Displays two documents side by side so they can be easily compared. If you
have more than two documents open the "Compare Side by Side" dialog box is displayed so you
can choose which document to display next to the active document. Allowing you to scroll
multiple windows at the same time.
Synchronous Scrolling - Toggles the synchronize scrolling of the two documents that are
displayed side by side. This is only enabled when you are viewing two documents side by side.
Reset Window Position - Resets the windows positions so they take up the same amount of
space on the screen when two documents are displayed side by side. This is only enabled when
you are viewing two documents side by side.
Switch Windows - Drop-Down. Let’s you switch between all the currently active documents.
This displays all the window / documents that are currently open in the particular session.
Previously these were displayed on the Window menu.

Macros:

Creating a document:
There are several ways you can create a new document.
1) Starting with a Blank Document.

Starting with a Blank Document

When you start Word a new blank document and a blank page is automatically created for you.
You can easily create a blank document by selecting (File > New) and clicking on the Blank
Document hyperlink in the New Document task pane.
You can also use the shortcut key (Ctrl + N).
.Alternatively you can use the button on the Standard toolbar.

New Blank Document - Creates a new document with a single page.

When a document is open the name of the document is displayed in the title bar (top left corner).
By default every new document consists of a single page.

Editing –

Click Edit Document > Edit in Word for the web to make changes to a document.

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 When you open a document from OneDrive, Word for the web displays it in Reading view. To
make changes to your document, switch to Editing view, where you can add and delete content
and do other things, such as:

 Add tables and pictures.

 Apply styles.
 Adjust formatting.
 Edit headers and footers.

FORMAT-

Formatted text can draw the reader's attention to specific parts of a document and emphasize
important information. In Word, you have several options for adjusting text, including font, size,
and color. You can also adjust the alignment of the text to change how it is displayed on the
page.

To change the font size:

Select the text you want to modify.

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On the Home tab, click the Font size drop-down arrow. Select a font size from the menu. If the
font size you need is not available in the menu, you can click the Font size box and type the
desired font size, then press Enter.

The font size will change in the document.

You can also use the Grow Font and Shrink Font commands to change the font size.

To change the font:

By default, the font of each new document is set to Calibri. However, Word provides many other
fonts you can use to customize text.

1. Select the text you want to modify.

2. On the Home tab, click the drop-down arrow next to the Font box. A menu of
font styles will appear.

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 3. Select the font style you want to use.
4. The font will change in the document.

To change the font color:

1. Select the text you want to modify.
2. On the Home tab, click the Font Color drop-down arrow. The Font Color menu
appears.

3.Select the font color you want to use. The font color will change in the
document.
4.Select More Colors at the bottom of the menu to access the Colors dialog box.
Choose the color you want, then click OK.

To use the Bold, Italic, and Underline commands:

The Bold, Italic, and Underline commands can be used to help draw attention to important words
or phrases.

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 1. Select the text you want to modify.
2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group. In our example, we'll click Bold.

3.The selected text will be modified in the document.

To change text case:

When you need to quickly change text case, you can use the Change Case command instead of
deleting and retyping text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.

4. The text case will be changed in the document.

To highlight text:

Highlighting can be a useful tool for marking important text in your document.

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 1. Select the text you want to highlight.
2. From the Home tab, click the Text Highlight Color drop-down arrow.
The Highlight Color menu appears.

3. Select the desired highlight color. The selected text will then be highlighted in
the document.

4. To remove highlighting, select the highlighted text, then click the Text Highlight
Color drop-down arrow. Select No Color from the drop-down menu.

To change text alignment:

By default, Word aligns text to the left margin in new documents. However, there may be times
when you want to adjust text alignment to the center or right.

1. Select the text you want to modify.

2.On the Home tab, select one of the four alignment options from the Paragraph group. In
our example, we've selected Center Alignment.

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Working with headers and footers

To add a header or footer to the entire document, follow these steps:

1. On the Insert tab, in the Header & Footer group, choose Header or Footer:

2.Choose the predefined header or footer from the gallery. Hover the mouse pointer over a
header to see a description:

FIGURE [49]: Header

Word inserts the header or footer, displays the header or footer area if the current view wasn't
displaying it, adds the Header & Footer Tools section with the Design tab:

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3.Complete any of the elements as needed or select one of the Auto Texts. Note that you can add
more than one line of text. Format the text just like any other text, and use the Tab key
and spacebar or the alignment buttons on the Formatting toolbar to position it.

4. To remove a content control, right-click it, and then choose Remove Content
Control from the context menu.

Note: To move from the header area to the footer area, on the Design tab, in
the Navigation group, choose Go to Footer or Go to Header. Alternatively, press ↓ (upper
arrow) from the last line of the header or ↑ (down arrow) from the first line of the footer.

5. When you've finished changing the header or footer, on the Design tab, in the Close group,
choose Close Header and Footer or press either Esc or Alt+Shift+C. Word closes the header
and footer area for editing, returning you to the main text of the document.

Note: You can also double-click in the main text to return to it from the header or footer.
Likewise, if you can see the header or footer area, you can double-click in it to switch to it.

Find and Replace Text-

From the Home tab, click the Find command. Alternatively, you can
press Ctrl+F on your keyboard.

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The navigation pane will appear on the left side of the screen.
Type the text you want to find in the field at the top of the navigation pane. In our
example, we'll type the word we're looking for.

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If the text is found in the document, it will be highlighted in yellow and a preview
of the results will appear in the navigation pane. Alternatively, you can click one
of the results below the arrows to jump to it.

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When you are finished, click the X to close the navigation pane. The highlight will disappear.

To replace text

At times, you may discover that you've made a mistake repeatedly throughout your document—
such as misspelling a person's name—or that you need to exchange a particular word or phrase
for another.

From the Home tab, click the Replace command. Alternatively, you can press Ctrl+H on your
keyboard.

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 1. The Find and Replace dialog box will appear.
2. Type the text you want to find in the Find what: field.
Type the text you want to replace it with in the Replace with: field. Then click Find Next.

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1. word will find the first instance of the text and highlight it in gray.
2. Review the text to make sure you want to replace it. In our example, the text is
part of the title of the paper and does not need to be replaced. We'll click Find
Next again to jump to the next instance

36
If you want to replace it, you can click Replace to change individual instances of text.
Alternatively, you can click Replace All to replace every instance of the text throughout the
document.

The text will be replaced.

37
Click Close or Cancel to close the dialog box.

Format painter -Use the Format Painter on the Home tab to quickly apply the same
formatting, such as color, font style and size, and border style, to multiple pieces of text or
graphics. The format painter lets you copy all of the formatting from one object and apply it to
another one – think of it as copying and pasting for formatting .

1.Select the text or graphic that has the formatting that you want to copy.

2. On the Home tab, click Format Painter.

The pointer changes to a paintbrush icon.

3.Use the brush to paint over a selection of text or graphics to apply the formatting. This
only works once. To change the format of multiple selections in your document, you must
first double-click Format Painter.

4.To stop formatting, press ESC.

Header and footer

Working with headers and footers

To add a header or footer to the entire document, follow these steps:

38
 1. On the Insert tab, in the Header & Footer group, choose Header or Footer:

2.Choose the predefined header or footer from the gallery. Hover the mouse pointer over a
header to see a description:

FIGURE [50]: Header

Word inserts the header or footer, displays the header or footer area if the current view wasn't
displaying it, adds the Header & Footer Tools section with the Design tab:

3.Complete any of the elements as needed or select one of the Auto Texts. Note that you can add
more than one line of text. Format the text just like any other text, and use the Tab key
and spacebar or the alignment buttons on the Formatting toolbar to position it.

4. To remove a content control, right-click it, and then choose Remove Content
Control from the context menu.

39
Note: To move from the header area to the footer area, on the Design tab, in
the Navigation group, choose Go to Footer or Go to Header. Alternatively, press ↓ (upper
arrow) from the last line of the header or ↑ (down arrow) from the first line of the footer.

5. When you've finished changing the header or footer, on the Design tab, in the Close group,
choose Close Header and Footer or press either Esc or Alt+Shift+C. Word closes the header
and footer area for editing, returning you to the main text of the document.

Note: You can also double-click in the main text to return to it from the header or footer.
Likewise, if you can see the header or footer area, you can double-click in it to switch to it.

Drop cap-
Drop Cap is short for dropped initial capital letter. Typically, a drop cap is an oversized, single capital letter
designed to stick up above a line of text or to stand out in a block of text.

Drop Caps commonly are used at the beginning of chapters or to start a new section in a book.

FIGURE [51]: DROP Cap

Using a Drop Cap is a great way to add visual appeal to your page. To create a Drop Cap,
follow these steps:

1. Click in the paragraph to which you want to add a Drop Cap.

1. On the Insert tab, in the Text group, in the Drop Cap list, choose one of the drop-cap
styles: Dropped or in margin, or choose Drop Cap Options...:

40
 FIGURE [52]: DROP Cap

The former places the image within the paragraph text, where as In margin places the Drop
Cap in the margin outside the paragraph text.

In Drop Cap Options dialog box, you can:

FIGURE [53]: DROP Cap Dialog Box

1. From the Font drop-down list, select the typeface you want to use.

2. Choose a setting from the Lines to drop box. This setting defines how high the letter will
be.

41
 3. Select the Distance from text to define how much space you want to allow around
the Drop Cap.

4. Click OK to close the dialog box. Word creates a text box with the Drop Cap inside.

AUTO TEXT-

1. The steps are nearly identical to creating a Quick Part:

1. Select the text or graphics from a document that you want to save as
an AutoText entry.
2. The quickest way to create the AutoText entry from a document fragment is to
press Alt+F3 to open Create New Building Block box, in which you should:

FIGURE [54]: AUTO TEXT

3. type a name of new AutoText

4. from the Gallery drop-down menu, choose AutoText
5. enter a Category and Description (optional)

. Click OK to save the entry.

To insert an AutoText entry in your text, do one of the following:

42
  Type the name (entered in step 2 above) or only several first symbols, and then press F3.
Word replaces the name with the entire AutoText entry.
 On the Insert tab, in the Text group, choose the Quick Parts button and then
select AutoText:

FIGURE [55]: Auto Text

Create an AutoCorrect entry

1. Open Microsoft Word and make sure a document is displayed
2. Select the File tab and choose Options
3. The Word Options dialog box will appear:

43
 FIGURE [56]: WORD OPTIONS.

4.Select the Proofing option from the categories on the left-hand panel
5.Now click the AutoCorrect Options button
6.The AutoCorrect dialog box will appear:

44
 FIGURE [57]: AUTO CORRECT

7. Place your cursor in the Replace text box and type your initials
Tip: Be aware if your initials or acronym spell an actual word, you will need to adjust the
acronym you are going to use. For this I normally just add a number to the end of the acronym
E.g. If my initials were “AT “, then I would change the acronym to “AT1“.

8. Place your cursor in the with text box and type your name in full including correct
uppercase/lowercase usage and spaces
9. Click the Add button to add this entry to the list
10. If you wish to add additional entries such as your business or department name, repeat the
process

45
 FIGURE [58]: AUTO CORRECT

11. Click OK
12. Now type your initials into any space on the page and press the space bar OR Enter and
your initials will now change to your full name.

Spelling and Grammar Tool

To run a Spelling and Grammar check:

1. From the Review tab, click the Spelling & Grammar command.

46
 FIGURE [59]:Spelling & Grammar

2.The Spelling and Grammar pane will appear on the right. For each error in
your document, Word will try to offer one or more suggestions. You can select a
suggestion and click Change to correct the error.

FIGURE [60]: Spelling & Grammar

3.Word will move through each error until you have reviewed all of them. After
the last error has been reviewed, a dialog box will appear confirming that the
spelling and grammar check is complete. Click OK.

FIGURE [61]:Spelling & Grammar

47
For spelling "errors":
 Ignore: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip all
other instances of the word in the document.
 Add: This adds the word to the dictionary so it will never come up as an error.
Make sure the word is spelled correctly before choosing this option.

FIGURE [62]:Spelling

For grammar "errors":

 Ignore: This will skip the word or phrase without changing it.

FIGURE [63]: Grammar

48
Automatic spelling and grammar checking

By default, Word automatically checks your document for spelling and grammar errors, so you
may not even need to run a separate check. These errors are indicated by colored wavy lines.

 The red line indicates a misspelled word.

The blue line indicates a grammatical error, including misused words.

To correct spelling errors:

1.Right-click the underlined word, then select the correct spelling from the list
of suggestions.

FIGURE [64]: Spellings Error

2. The corrected word will appear in the document.

To correct grammar errors:

1. Right-click the underlined word or phrase, then select the correct spelling or
phrase from the list of suggestions.

49
 FIGURE [65]: Grammar Error

2. The corrected phrase will appear in the document.

To change the automatic spelling and grammar check settings:

1.Click the File tab to access Backstage view, then click Options.

FIGURE [66]:Settings option

A dialog box will appear. On the left side of the dialog box, select Proofing. From here,
you have several options to choose from. For example, if you don't want Word to
mark spelling errors, grammar errors, or frequently confused words automatically,

50
simply uncheck the desired option.

FIGURE [67]: proofing options

To hide spelling and grammar errors in a document:

If you're sharing a document like a resume with someone, you might not want that person to see
the red and blue lines. Turning off the automatic spelling and grammar checks only applies to
your computer, so the lines may still show up when someone else views your document.
Fortunately, Word allows you to hide spelling and grammar errors so the lines will not show up
on any computer.

1. Click the File tab to go to Backstage view, then click Options.

2. A dialog box will appear. Select Proofing, then check the box next to Hide
spelling errors in this document only and Hide grammar errors in this
document only, then click OK.

51
 FIGURE [68]:options in setting

Document Dictionary:
Add while writing:
1.Type the word in your document and right-click on it and select “Add to Dictionary”.

FIGURE [69]: Dictionary

Add from setting

1.Expand the Office Quick Access Toolbar and select “More Commands… “.

52
 FIGURE [70]: More commands

2.Select “Proofing” in the left pane, then click the “Custom Dictionaries…” button.

FIGURE [71]:Proofing

3.Here you can add or remove dictionaries. Usually you just need to use one dictionary.
To add a word to the dictionary, select “Edit Word List…” .

53
 FIGURE [72]:Custom Dictionaries

4.Type the word you wish to add to the dictionary and click “Add “.

FIGURE [73]: Dictionaries

5.Select “OK” then “OK” again when you are done adding words. Now your word will
not be detected by Word as a misspelling.

54
Page Formatting

Page Margins

Page margins are the white space around the top, bottom, left, and right of your
document. Margins let Word know where to start placing text at the top of a document, when to
move on to the next page at the bottom, where to start typing text on the left side, and where to
stop and move to the next line on the right.

Changing or setting page margins in Word 2016 only requires a few simple steps. It really
doesn't take any time at all once you know where to go and what to do.

To change or set the page margins, click the Layout tab on the ribbon, then go to the Page Setup
group.

Click the Margins button. It looks like this:

FIGURE [74]:Margins

Normal margins are one inch margins at the top, bottom, left, and right.

55
 FIGURE [75]: Margin

To set your own margin, click Custom Margins at the bottom of the dropdown menu.

You will then see the Page Setup dialogue box.

FIGURE [76]: Page Setup

56
Enter the margin measurement in inches for the top, bottom, left, and right margins.

Click OK when you're finished.

How to Change the Orientation of a Page?

When we talk about page orientation, there are two different orientations: landscape and
portrait. Landscape and portrait refer to how the document will be displayed on screen and
printed. Choose Landscape and your document will be printed horizontally. This is the most
common orientation. If you select Portrait, it will be printed from top to bottom (vertically). This
is best for professional photos of several people. If your document contains several photos, you
may want to choose Portrait.

To set the orientation, go to the Layout tab. Click the dropdown arrow below the Orientation
button.

It looks like this:

FIGURE [77]: Orientation

Change page size-

57
The default page size in Word is 8.5 x 11, the same as standard printing paper. However, for
different types of documents, you may need to change the page size.

To change the paper size, go to the Layout Tab. Click the downward arrow below the Size
button.

FIGURE [78]: Size

Clicking on this will produce a drop down menu with different sizes that you can choose from.

FIGURE [79]: page setup

Choose the size of your final document. You can choose legal, A4, credit card size, etc.

58
Page Colors

Changing the page color is self-explanatory. To do so, click the Design tab and then the Page
Color button.

FIGURE [80]: page color

select a color from the menu.

FIGURE [81]: Theme Colors

To create your own color, click "More Colors."

Under the Standard tab, you can click on a color to select it, as shown below

59
If you click the Custom tab, you can use the color picker by clicking your mouse anywhere on
the color that you want, then use the slider to adjust the color to create the exact shade you want.

FIGURE [82]:Colors

To add a gradient, texture, pattern, or picture, click "Fill Effects" in the Page Color dropdown
menu.

60
 FIGURE [83]:Fill Effects

Borders and Shading

Borders can be applied to an entire page, an entire document, or just certain sections of the
document. A border can also be applied to paragraphs.

To put a border around a page or a paragraph, go to the Design tab and click the Page Borders
button in the Page Background group. It looks like this:

FIGURE [84]:Border and Shading

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When you click the Page Borders button, a new dialogue box opens.

FIGURE [85]: Border and Shading

Use this window to define the attributes of your border. You can choose to remove a border by
clicking the None box. Select a style, width, and color. You can even select some predefined
artwork from the Art dropdown box.

Using the Apply to dropdown, you can choose whether to apply these settings to the entire
document or just certain pages or sections.

Now take a look in the lower right hand corner of the window where it says "Options." Click that
for even more control over your border and shading options.

62
 FIGURE [86]: Border and Shading Options

From here, you can choose the margins of your border, and whether or not to measure that from
the edge of the page or the edge of the text.

Bookmark

How to Create a Bookmark in Word?

Adding a bookmark in Word takes nothing more than a few clicks. And you can bookmark text,
an image, or a specific spot.

1. Start by selecting an item or placing your cursor where you want the bookmark.
2. Open the Insert tab and click Bookmark in the Links section of the ribbon.

63
FIGURE [87]: links

3. In the pop-up window, enter a Bookmark name. You can use letters and numbers, but
the name must begin with a letter, and you cannot use spaces. You can, however, use an
underscore to separate words if you like.
4. Click Add.

FIGURE [87]: Bookmark

Go to a bookmark

You can quickly jump directly to any bookmark from:

1. The Bookmark dialog box:

In the Bookmark dialog box, in the Bookmark name list, select bookmark name and
click the Go To button (or double-click the bookmark you want to go to):

64
Previewing and printing document
Printing a document.
Once you've created your document, you may want to print it to view and share your
work offline. It's easy to preview and print a document in Word using the Print pane.

To access the Print pane:

Select the File Tab. Backstage view will appear.

FIGURE [88]: Print

Select Print. The Print pane will appear.

65
FIGURE [89]:Info

66
 FIGURE [90]: Print

You can also access the Print pane by pressing Ctrl+P on your keyboard.

To print a document:
1. Navigate to the Print pane, then select the desired printer.

67
FIGURE [91]: Print

2.Enter the number of copies you want to print.

3.Select any additional settings if needed.

68
 FIGURE [92]:print (settings)

4.Click Print.

69
Advance Features of MS-Word-
Mail merge-
Start Mail Merge

FIGURE [93] Start Mail Merge

Start Mail Merge - Drop-Down. The drop-down contains the commands: Letters, E-mail
Messages, Envelopes, Labels, Directory, Normal Word Document and Step-by-Step Mail Merge
Wizard. Creates a form letter which you intend to email or print multiple times sending each
copy to a different recipient. Displays the "New Address List" dialog box.
Select Recipients - Drop-Down. The 3 options are from step 3 of the wizard. The drop-down
contains the commands: Type New List, Use Existing List and Select from Outlook Contacts.
Type New List displays the "New Address List" dialog box. You will have to save this list as a
Microsoft Office Address List (.mdb).
Edit Recipient List - Displays the "Mail Merge Recipients" dialog box allowing you to change
or filter the list of recipients.

Write & Insert Fields

These commands are only available when you are in a mail merge document.

FIGURE [94]: Write & Insert Fields

Highlight Merge Fields - Highlights all the fields in the active document that have been
inserted. This makes is easy to see what will be replaced.
Address Block - Displays the "Insert Address Block" dialog box. This allows you to customized

70
how the address will be inserted.
Greeting Line - Displays the "Insert Greeting Line" dialog box. Let’s you add a greeting line to
your document.
Insert Merge Field - Button with Drop-Down. The button displays the "Insert Merge Field"
dialog box. The drop-down allows you to quickly insert a merge field just by clicking on it in the
list and contains the commands: Title, First Name, Last Name, Company Name,
Address_Line_a, Address_Line_2, City, State, Zip Code, Country_or_Region, Homophone,
Work_Phone, Email Address.
Rules - Drop-Down. Let’s you add decision making rules to the mail merge. The drop-down
contains the commands: Ask, Fill-in, If-Then-Else, Merge Record, Merge Sequence, Next
Record, Next Record If, Set Bookmark, Skip Record If.
Match Fields - Displays the "Match Fields" dialog box allowing you to match the required fields
with the recipients list.
Update Labels - Only enabled when creating labels. Updates all the labels in the document to be
consistent with the first label.

Preview Result

FIGURE [95] : Preview Result

Preview Results - This is disabled when there are no fields in your document. Toggles the
merged fields in your document with actual data from your recipient list.
First Record - View the first record in the recipient list.
Previous Record - View the previous record in the recipient list.
Go to Record - View a specific record in the recipient list.
Next Record - View the next record in the recipient list.
Last Record - View the last record in the recipient list.
Find Recipient - Displays the "Find Entry" dialog box to search for a particular text

71
entry.
Check for Errors - (Alt + Shift + K). Displays the "Checking and Reporting Errors" dialog box.
This allows you to simulate the mail merge and to specify how to handle any errors that occur
during mail merge. You can even simulate the merge and report errors in a new document.

Finish

FIGURE [96] : Finish

Finish & Merge - Drop-Down. The drop-down contains the commands: Edit Individual
Documents, Print Documents and Send E-mail Messages.

Macros-

Macros –

A Macro is a series of commands and instructions that you group together as a single command to

accomplish a task automatically. Macro is a tool that is used to apply customized shortcut to the

document other than the preassigned shortcuts.

You can automate frequently used tasks by creating and running macros.

(For e.g., you have numerous paragraph and want some of them to be of same color, select them

and apply the shortcut)

Macro is used for following purposes:

72
 To speed up routine editing and formatting

 To combine multiple commands — for example, to insert a table with a specific size and
borders, and with a specific number of rows and columns

 To make an option in a dialog box more accessible

 To automate a complex series of tasks

Here’s how to create a macro:

1.Click View > Macros > Record Macro.

FIGURE [97]:Macro

2.Type a name for the macro.

73
 FIGURE [98]: Record Macro

3. To use this macro in any new documents you make, be sure the Store macro inbox says All
Documents (Normal.dotm).

4. To assign Macro either click Button or Keyboard.

74
 FIGURE [99]: Record Macro

5. For assigning through keyboard, click on Keyboard.

6. Type your custom Keyboard shortcut and Click on assign.

75
 FIGURE [100]: Customize Keyboard

7.Now it’s time to record the steps. Click the commands or press the keys for each step in

the task. Word records your clicks and keystrokes.

76
 FIGURE [101]: STOP Recording

Run a macro:

To run a macro, click the button on the Quick Access Toolbar, press the keyboard shortcut, or you

can run the macro from the Macros list.

1. Click View > Macros > View Macros.

2. In the list under Macro name, click the macro you want to run.

3. Click Run.

FIGURE [102]:Run a Macro

you can assign shortcuts and save your time.

77
Table- A table is a grid of cells arranged in rows and columns. Tables can be used to organize
any type of content, whether you're working with text or numerical data. In Word, you can
quickly insert a blank table or convert existing text to a table. You can also customize your
table using different styles and layouts.

To insert a blank table:

1. Place the insertion point where you want the table to appear.
2. Navigate to the Insert tab, then click the Table command.

FIGURE [103 ]: Add a Table

This will open a drop-down menu that contains a grid. Hover over the grid to
select the number of columns and rows you want.

78
 FIGURE [104]: Table

3.Click the grid to confirm your selection, and a table will appear.
4.To enter text, place the insertion point in any cell, then begin typing.

FIGURE [105]: Table

79
To convert existing text to a table:
1.Select the text you want to convert to a table.

FIGURE [106]: Convert

2.Go to the Insert tab, then click the Table command.
3.Select Convert Text to Table from the drop-down menu.

80
 FIGURE [107]: Convert Text to Table

4.A dialog box will appear. Choose one of the options under Separate text at.
This is how Word knows what to put into each column.

FIGURE [108]:Tabs

Click OK. The text will appear in a table.

FIGURE [109]: Table

Modifying tables

81
To add a row or column:
1. Hover outside the table where you want to add a row or column. Click the plus
sign that appears.

FIGURE [110]: Table

2. A new row or column will be added to the table.

FIGURE [111]: Table

To delete a row or column:

1. Place the insertion point in the row or column you want to delete.

2.Right-click, then select Delete Cells from the menu.

82
 FIGURE [112]: Delete Cells

3.A dialog box will appear. Choose Delete entire row or Delete entire column, then click OK.

FIGURE [113]: Delete entire row

83
 4.The row or column will be deleted.

To apply a table style:

Table styles let you change the look and feel of your table instantly. They control several
design elements, including color, borders, and fonts.

1. Click anywhere in your table to select it, then click the Design tab on the far
right of the Ribbon.

FIGURE [114] :Design

2.Locate the Table Styles group, then click the More drop-down arrow to see
the full list of styles.
3.Select the table style you want.

84
 FIGURE [115]: plain Table and Grid Table

4.The table style will appear.

FIGURE [116]: Table

85
To apply borders to a table:
1. Select the cells you want to apply a border to.
2. Use the commands on the Design tab to choose the desired Line Style, Line
Weight, and Pen Color.

FIGURE [117]: Borders

3.Click the drop-down arrow below the Borders command.

86
 FIGURE [118]: Borders

4.Choose a border type from the menu.

5.The border will be applied to the selected cells.

FIGURE [119]: Styles

Basic File Management Skills

Basic file management refers to a way to name, save, backup, organize files/folders and keep
track of files on a computer.

Some file management tips

 Create folders/subfolders to organize files.

 Save your work frequently in folders/subfolders (organize by category).
 Save your files on a backup disk regularly (back up your files).
 Give files and folders short, but meaningful names.

87
 Save a file for the first time or save a file with a different name or location (Microsoft Word)

1. Click the File tab in Microsoft Word.

2. Click the Save As command.

1. Choose a location on your computer (e.g., USB drive or hard disk drive) to save your file.
2. Type a name for your document in the File Name box.

88
3. Click the Save button.

Save an existing file in its current location (Microsoft Word)

1. Click the File tab.

2. Click the Save command.
3. Or click the Save button icon.

Style-
styles give your document a consistent, professional look.

1. Select the text you want to format.

2. On the Home tab, point to a style to preview it.

1. If you don't see a style you want, click the More button to expand the gallery.
2. Select a style.

Using Headings allows you to move parts of the document around by using View > Navigation
Pane and then moving the listed headings up or down in the doc. Headings also can be used in
creation of a table of contents.

Linking and embedding object –

You can either create a new object within your Word document or insert an existing file. You
can also choose to either embed or link the object.

89
Embedding
Embedding an object just takes a snapshot or copy of the file at the time you embedded it. If you
later change the original file, the changes are not reflected in your document.

Linking an object creates a live link to the original file. If you make changes to the original file,
the changes will appear in the object in your Word document.
To insert an object in Word, go to Insert | Object.

Insert all the Text from Another File

If you have another text document, such as another Word file, plain text file, or even a PDF file,
you can easily insert all of the text from that file into your document.

To do this, select the Text from File option.

90
 FIGURE [120]: TEXT FROM FILE

Insert a New Object

To insert any other kind of object other than a text file, select the Object option.

91
The Object dialog will open with the Create New tab selected by default. You will see that there
is an extensive list of object types available to choose from.

An Excel worksheet will appear in the document.

92
You can now drag the edges to show as much of the worksheet as you wish, enter whatever data,
and perform whatever functions you wish within the worksheet.

Embed an Existing Object

To insert an existing object in your document, click the Create from File tab in the Object dialog
and browse to the file you want to insert.

93
Displaying an Icon Instead of the Object
There is one more choice in the Object dialog that we have not touched on yet. Whether you are
inserting a new object, or embedding or linking an existing object, you have the option to just
display an icon in your document rather than the object itself. The reader or editor can then click
on the icon to open the file to view or edit it.

By default, the icon for the program the file is created in will show, but you can click Change
Icon and choose your own icon file to use instead. The Change Icon button also allows you to
edit the caption that appears under the icon in your document.

94
Templates-

A template is like a mold for Word documents; it contains formatting options and document
properties that you can use again and again when creating new documents. If you find yourself
applying and creating the same properties, features, or content each time you create a new
document, you can save yourself some time by creating a template.

Use a Document Template

1. Click the File tab.

1. Click New.
2.A few Featured templates will be displayed on the New screen.

3.Search or browse for a template.

95
4. Select a template.
5.Click Create.

96
Create a Document Template
If a built-in template doesn’t work for you and you find yourself applying and customizing the
same properties, features, or content each time you create a new document, you can save yourself
some time by creating your own template.

1. Open or create the document that you want to use as the template, then click the File tab.

2.Click Save As.

3.Select a location.

FIGURE [121]: TEMPLATES

97
Shortcut Keys and their Functions: Some commonly used computer
short cut keys are documented below.

Short-cut Keys and their Descriptions

Alt + F: File menu options in current program.

Alt + E: Edit options in current program

F1: Universal Help in almost every Windows program.

Ctrl + A: Select all text.

Ctrl + X: Cut

Shift + Del: Cut selected item.

Ctrl + C: Copy selected item.

Ctrl + Ins: Copy selected item.

Ctrl + V: Paste selected item.

Shift + Ins: Paste.

Home: Goes to beginning of current line.

Ctrl + Home: Goes to beginning of document.

End: Goes to end of current line.

Ctrl + End: Goes to end of document.

Shift + Home: Highlights from current position to beginning of line.

98
Shift + End: Highlights from current position to end of line.

Ctrl + Left arrow: Moves one word to the left at a time.

Ctrl + Right arrow: Moves one word to the right at a time.

Shortcut Keys and their Functions: Below is a listing of all the major
shortcut keys in Microsoft Word.

Shortcut Keys and their Descriptions

Ctrl + A: Select all contents of the page.

Ctrl + B: Bold highlighted selection.

Ctrl + C: Copy selected text.

Ctrl + X: Cut selected text.

Ctrl + P: Open the print window.

Ctrl + F: Open find box.

Ctrl + I: Italic highlighted selection.

Ctrl + K: Insert link (Shortcut Keys and their Functions).

Ctrl + U: Underline highlighted selection.

Ctrl + V: Paste.

Ctrl + Y: Redo the last action performed.

Ctrl + Z: Undo last action.

Ctrl + L: Aligns the line or selected text to the left of the screen.
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Ctrl + E: Aligns the line or selected text to the center of the screen.

Ctrl + R: Aligns the line or selected text to the right of the screen.

Ctrl + M: Indent the paragraph.

Ctrl + Shift + F: Change the font.

Ctrl + Shift + >: Increase selected font +1pts up to 12pt and then
increases font +2pts.

Ctrl + ]: Increase selected font +1pts.

Ctrl + Shift + <: Decrease selected font -1pts if 12pt or lower, if above
12 decreases font by +2pt.

Ctrl + [: Decrease selected font -1pts.

Ctrl + Shift + *: View or hide non printing characters.

Ctrl + L: Moves one word to the left.

Ctrl + R: Moves one word to the right.

Ctrl + : Moves to the beginning of the line or paragraph.

Ctrl + : Moves to the end of the paragraph.

Ctrl + Del: Deletes word to right of cursor.

Ctrl + Backspace: Deletes word to left of cursor.

Ctrl + End: Moves the cursor to the end of the

document.

Ctrl + Home: Moves the cursor to the beginning of the document.

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Ctrl + Spacebar: Reset highlighted text to the default font.

Ctrl + 1: Single-space lines.

Ctrl + 2: Double-space lines.

Ctrl + 5: 1.5-line spacing.

Ctrl + Alt + 1: Changes text to heading 1.

Ctrl + Alt + 2: Changes text to heading 2.

Ctrl + Alt + 3: Changes text to heading 3.

Alt + Shift + D: Insert the current date.

Alt + Shift + T: Insert the current time.

In addition to the above shortcut keys users can also use their mouse as a
method of quickly do something commonly performed.

Below some are examples of mouse shortcuts.

Mouse shortcuts and their Descriptions

Click, hold, and drag: Selects text from where you click and hold to the
point you drag and let go.

Double-click: If double-click a word, selects the complete word.

Double-click: Double-clicking on the left, center, or right of a blank line

will make the alignment of the text left, center, or right aligned.

Double-click: Double-clicking anywhere after text on a line will set a tab

stop.

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 Triple-click: Selects the line or paragraph of the text the mouse triple-
clicked.

Ctrl + Mouse wheel: Zooms in and out

of document (Shortcut Keys and their Functions).

Most keywords-
Difference between save and save as.

Save Save As
Most apps provide a Save command in the File menu Save As, on the other hand, is a command in most apps'
that saves the data back to the file and folder it came File menu that allows you to create a new file or save it in a
from. different place.
The shortcut key for Save is Ctrl+S or Shift+F12 or
The shortcut key Save As is F12 or Alt+F+A.
Alt+Shift+F2.
It is used to make changes to the current file. It is used to apply changes to a new file.
A file can be saved with a single name using the Save A file can be saved with multiple names using Save As
option. option.
Even if the document is saved many times, it is stored It allows us to save the document many times in different
in the same spot. locations using Save As.
A user can use the save command to avoid data loss The save as command allows a user to rename and save an
and to update previously stored work. existing file in a new place.

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