MS WORD

Detail Guide

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 Table of Contents
1.Introduction .................................................................................................................................3
2. Quick Access Toolbar ..................................................................................................................4
3. File Tab ........................................................................................................................................5
Key Features of the Backstage View: ...........................................................................................5
Saving a file ..................................................................................................................................6
Opening a File in MS Word: .........................................................................................................7
Closing a File in MS Word ............................................................................................................7
Additional Tips .............................................................................................................................8
4.Home Tab .....................................................................................................................................8
Clipboard ......................................................................................................................................8
Font ..............................................................................................................................................9
Paragraph ...................................................................................................................................12
Styles ..........................................................................................................................................17
Editing ........................................................................................................................................19
5.Insert tab ....................................................................................................................................20
Pages ..........................................................................................................................................20
Table ...........................................................................................................................................22
Illustration ..................................................................................................................................25
Comments ..................................................................................................................................32
Headers and Footers ..................................................................................................................32
6.Design Tab ..................................................................................................................................34
Document Formatting ................................................................................................................35
Page Background........................................................................................................................37
7.Page layout .................................................................................................................................38
Page orientation.........................................................................................................................38
8.References Tab ...........................................................................................................................42
Table of Contents .......................................................................................................................42
Footnotes and Endnotes ............................................................................................................42

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 Bibliography & Citation ..............................................................................................................44
Caption .......................................................................................................................................47
9.Mailings Tab ...............................................................................................................................48
Create .........................................................................................................................................48
Start Mail Merge ........................................................................................................................50
Preview Results ..........................................................................................................................53
Merge to Adobe Pdf ...................................................................................................................54
10.Review Tab ...............................................................................................................................55
Spelling and grammar ................................................................................................................55
Speech & Accessibility................................................................................................................55
Language ....................................................................................................................................55
Compare, Protect, & Ink Groups ................................................................................................56
Tracking & Changes ....................................................................................................................56
11.View Tab ...................................................................................................................................56
Views ..........................................................................................................................................56
Page Movement .........................................................................................................................57
Zoom ..........................................................................................................................................58
Window ......................................................................................................................................59
Macros........................................................................................................................................60
12.Conclusion ................................................................................................................................60

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 1. Introduction
“Microsoft Word is an element of Microsoft Office which helps with the creation, editing, and
formatting of documents”.

It includes facilities for spell and grammar checking, as well as text

formatting. You can also include photos, tables, and charts in your
documents. It's popular for letters, reports, and resumes.
Word allows many people to work on a document together, keeping
track of changes. It provides templates to make document creation
easier. It is commonly utilized by users, organizations, and schools
because of its ease of use and multiple useful features.
Features of MS-word:
• User-friendly interface
• Formatting
• Templates
• Page layout and design
• Mail Merge
• Spelling and Grammar checks
• Page Break
• Search and Replace
• Thesaurus
• Graphics and media integration
• Review and commenting
• Table of contents and navigation

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 2. Quick Access Toolbar

The quick access toolbar is located all the way to the left on the title bar. It contains frequently
used commands and can be customized using the drop-down menu.

1. Point to each small icon to view its ScreenTip.

2. Be aware that the undo button is not located anywhere else in the application except for the
Quick Access Toolbar.

3. Click the Customized Quick Access Toolbar button, click new on the menu and see the
command get added to the Quick Access Toolbar.
4. Click the Customized Quick Access Toolbar button again and click show below the Ribbon.
Click Show above the Ribbon to move the quick access toolbar back again.

Undo:
The Undo Command lets you cancel or undo your last Word command. You can click the Undo
command as many times as needed.

Redo or Repeat:
Clicking the repeat command repeats your last action.

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Short Keys:
• For undo action: “Ctrl+ Z”

• For redo action: “Ctrl+ Y”

• For opening a document: “Ctrl+ O”

• For printing a document: “Ctrl+ P”

• For saving a document: “Ctrl+ S”

3. File Tab

The File tab in Microsoft Word takes you to the backstage view, where you can manage your
document. Here, you can:
• Save your work or Save As to make a copy or change the format.
• Create a new document or open an existing one.
• Close your document.
• Print your document.

 You can also see details about your file, like when it was last edited, and change settings for
how Word works. The Backstage view is where you handle important tasks like saving and
printing.

Key Features of the Backstage View:

1. Save / Save As:

• Save allows you to save changes to an existing document.
• Save As lets you save the document under a new name or location, or in a different
file format (e.g., .pdf, .docx).
2. New:

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 This allows you to create a new document from scratch or based on a template. You
can browse templates for different types of documents such as resumes, reports, etc. 3.
Open:
This command lets you open an existing document from your computer, cloud
storage, or recent files.
4. Print:
Here, you can preview your document before printing, adjust settings such as page
size, orientation, margins, and select a printer.
5. Info:
Displays document properties and provides options for protecting, inspecting, or
managing versions of your document.
6. Share:
Allows you to share the document via email, cloud services (e.g., OneDrive), or link
generation.
7. Export:
You can save your document in different formats, such as exporting it to a PDF file or
creating a template.
8. Options:
This is where you can adjust the settings for Word itself, such as changing default save
locations, language settings, customizing the ribbon, and more.
9. Close:
This closes the current document without exiting Word completely.

Saving a file
There are two main ways to save a file in MS Word: Save (for saving changes to an existing file)
and Save As (for saving a new file or creating a copy of an existing file). Save a File
1. Click on the "File” menu located at the top left corner.
2. Select "Save As". A new window will appear asking where you want to save the file.

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 3. Choose the location where you want to save the file (e.g., "This PC," "Documents,"
"Desktop").
4. Enter the file name in the "File name" box.
5. Choose the file format (e.g., .docx, .pdf) if necessary. By default, it will save as a .docx file.
6. Click "Save."
Save Changes to an Existing File:
1. Click the "File" menu or press “Ctrl + S” on your keyboard.
2. The file will be saved automatically in its current location with any new changes.
Opening a File in MS Word:
1. Click on the "File" menu located at the top left corner.
2. Select "Open."
3. A window will appear showing recent files or allowing you to browse for a file.
4. You can either: Select a file from the recent files list, or Click "Browse" to locate a file on
your computer.
5. Navigate to the folder where the file is stored.
6. Select the file you want to open.
7. Click "Open”.
8. Select the file you want to open.
9. Click "Open”.
10. Press “Ctrl + O” on your keyboard to open the "Open" dialog box quickly.
11. This command lets you open an existing document from your computer, cloud storage,
or recent files.

Closing a File in MS Word

1. Click on the "File" menu at the top left corner.

2. Select "Close."
• This will close the current document.
• If the file has unsaved changes, Word will prompt you to save it.
3. If prompted, choose whether to save your changes or Don’t Save to discard the changes.
4. Press “Ctrl + W” to close the file quickly.

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Additional Tips
• Saving automatically:
If you're working on a cloud service like OneDrive, your file may save automatically if the
"AutoSave" feature is enabled.
• Recover unsaved documents:
If Word crashes, you can recover unsaved files by going to File > Info > Manage Document
> Recover Unsaved Documents.
4.Home Tab
Clipboard
The Office Clipboard allows you to copy up to 24 items from Office documents or other
programs and paste them into another Office document.

Pasting
There are many ways to paste the copied objects:
1. Press the combination “Ctrl+ V” to paste the selected items.
2. Another way is to click paste in clipboard tab. At that place we have further 3 options
which are explained below:

• Keep source formatting:

This option preserves the look of the original text.
• Merge Formatting:
This option changes the formatting so that it matches the text that surrounds it.
• Keep Text Only:
This option removes all the original formatting from the text. Cut
• Press “Ctrl+ X” to cut the text or graphics.

Copy
• Press “Ctrl+ C” to copy the text.

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Format painter
With format painter, you can 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, select Format Painter in the Clipboard group.

3. The cursor changes to a paintbrush icon.

4. 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.
5. Press ESC to exit the format painter.

Font
Using this tab, you can specify the font, font size, and font style for the specified text.

Font Style
Font Styles are used to select the style of font. There are more than 700 different fonts in MS
Word.
Following is the procedure to apply font style:
• Click on the box shown below:

After clicking on the box shown above, a drop menu of different fonts will appear then you can
select the font of your choice.
• Another way to change the font style is press the combination of “Ctrl+ Shift+ F”. A
dialogue box will appear shown below:

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By clicking on the above dialogue box, you can select the font style of your choice.
Font Size
1. You can change the size of font by clicking on the box shown below.

By clicking on the box shown above, a dropdown menu will appear from where you can select
the size of font according to your need.
2. You can also change the font size by clicking on the box shown below:

By clicking on 1st button, you can increase the size of your font. Likewise, by clicking the 2nd
button you can decrease the size of your font.

Shortcut keys
Following are shortcut keys to increase or decrease the font.

Increase the font size

There are two shortcut keys to increase the font size.
• “Ctrl +]”
• “Ctrl + Shift + >”

Decrease the font size

There are two shortcut keys to decrease the font size.
• “Ctrl + [“
• “Ctrl + Shift + <”

Clear Formatting
By clicking on clear formatting, you can clear the applied formatting. A button of clear formatting
is shown below:

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Font Effects
There are many font effects which are explained below
Bold
You can bold the text by 2 different ways:
1. Press the combination “Ctrl+ B”.
2. You can also bold the text by clicking on the button present in font tab which is shown
below:

Italic
You can apply italic effect on the text by 2 different ways:
1. Press the combination “Ctrl+ I”.
2. You can also apply italic effect on the text by clicking on the button present in font tab
which is shown below:

Underline
You can underline the text in different ways:
1. Press the combination “Ctrl+ U”.
2. You can also underline the text by clicking on the button present in font tab which is
shown below:

Subscript
You can subscript the text in different ways:
1. Press the combination “Ctrl+=”.
2. You can also subscript the text by clicking on the button present in font tab which is shown
below:

Superscript
You can subscript the text in different ways:
1. Press the combination “Ctrl+ Shift ++”.
2. You can also superscript the text by clicking on the button present in font tab which is
shown below:

Text effects and typography

1. Select your text or WordArt.
2. On the Home tab, select “Text Effects”.

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 3. Choose the effect you want. For more choices, point to Outline, Shadow, Reflection, or
Glow, and then select the effect to use.

Highlight
You can make your text pop by highlighting the text. You can highlight the text by clicking on the
button shown below:

Font color
You can make your text more attractive by changing the color of the font. You can change the
color of font by clicking on the button shown below:

Paragraph
The Paragraph group on the “Home tab” provides quick access to all the commonly used
paragraph settings.
There is another Paragraph group on the “Page Layout tab”. However, that only incorporates
Indent and Spacing options both of which are accessible from the Paragraph dialog box. The
Paragraph dialog box can be launched from the Paragraph group on the “Home tab”.

Click to open
Paragraph dialog
box for advanced
options.

Icon Description

Align the text left “Ctrl+ L”.

Center “Ctrl+ E”.

Align text right “Ctrl+ R”.

Justify “Ctrl+ J”.

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 Line and paragraph spacing - click the drop down, arrow to access line and
paragraph spacing options

Shading - click the drop down, arrow to access paragraph shading options

Borders- click the drop down, arrow to access paragraph borders options

Bullets - emphasize items in a list by choosing one of the bullet options from
the drop-down menu.

Numbering - emphasize items in a list by choosing one of the numbering

options from the drop-down menu.

Decrease indent/ Increase Indent

Sort

TABLE 2 - PARAGRAPH
Below examples illustrate number of different settings from the paragraph group on the home
tab.
Align text left Align text Right
A paragraph is a series of sentences that are A paragraph is a series of sentences that are
organized and coherent, and are all related to a organized and coherent, and are all related to a
single topic. Almost every piece of writing you single topic. Almost every piece of writing you do
do that is longer than a few sentences should be that is longer than a few sentences should be
organized into paragraphs. organized into paragraphs.

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Center Justify
A paragraph is a series of sentences that are A paragraph is a series of sentences that are
organized and coherent, and are all related to a organized and coherent, and are all related to a
single topic. Almost every piece of writing you do single topic. Almost every piece of writing you do
that is longer than a few sentences should be that is longer than a few sentences should be
organized into paragraphs. organized into paragraphs.

1.0x Line spacing Shading = grey

A paragraph is a series of sentences that are A paragraph is a series of sentences that are
organized and coherent, and are all related to a organized and coherent, and are all related to a
single topic. Almost every piece of writing you single topic. Almost every piece of writing you
do that is longer than a few sentences should be do that is longer than a few sentences should be
organized into paragraphs. organized into paragraphs.
2.0x Line spacing Decrease indent
A paragraph is a series of sentences that are • Paragraph setting
organized and coherent, and are all related to a • Income statement
single topic. Almost every piece of writing you • Page layout
do that is longer than a few sentences should be • Accrued income
organized into paragraphs.
Increase Indent Bullet
• Paragraph setting • Income
• Font size • Payment
• Income statement • Services
• Page layout • Salary
• Accrued income • Outside

Numbering
• Income
• Payment
• Services
• Salary
• Outside

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Outside border
A paragraph is a series of sentences that are organized and coherent, and are all related to a
single topic. Almost every piece of writing you do that is longer than a few sentences should be
organized into paragraphs .

Note: We can use all of these features as described above according to our requirements e. g: if
you want to apply the bullets and numbering on your document. Go to the home tab in the
paragraph section click the drop-down menu choose a bullet style or select bullets and
numbering to create a customized bullet style according to your requirements.

Sorting list alphabetically

One level bulleted or numbered lists of text can be quickly sorted into alphabetical order
(ascending: A-Z or descending Z-A) using the Sort icon.
To sort lists alphabetically:
• Select the text in the numbered or bulleted list you wish to sort.
• Click Sort in the Paragraph group on the home tab to open the sort text dialog box.
• Click Paragraph and Text under sort by and press OK.

Initial list Ascending (A-Z) Descending (Z-A)

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 Gabon Equatorial Guinea Zimbabwe

Monaco Gabon United Arab Emirates

Tanzania Iran Tanzania

United Arab Emirates Maldives Taiwan

Zimbabwe Marshal Island Sweden

Equatorial Guinea Monaco Somalia

Iran Somalia Monaco

Somalia Sweden Marshal Island

Sweden Taiwan Maldives

Maldives Tanzania Iran

Taiwan United Arab Emirates Gabon

Marshal Island Zimbabwe Equatorial Guinea

TABLE 3- SORTING
Setting and modifying tabs
Click home and then click the paragraph dialog box launcher. Click the Tabs tab. For each tab
stop you want to insert, under tab stop position, type the position for the tab stop, and then click
set. Under alignment and leader select the options you want and then click OK.

Tab stops on the ruler

Name Description

Left tab Left aligns text at the tab place indicated on the horizontal ruler.
Right tab Right aligns text at the place indicated on the horizontal ruler.

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 Center tab Centers aligns text at the place indicated on the horizontal ruler.
Decimal tab Align numbers around the decimal point at the place indicated on the
horizontal ruler.
Bar tab Inserts a vertical bar line at the place indicated on the horizontal ruler.
TABLE 4 – TAB STOPS

Show/hide tab
Go to the “home tab” and select the show/hide button under the paragraph part of ribbon to
show non printing characters. Your hidden text and formatting symbols will be shown when you
perform this operation.

Styles

Rather than making headings “Bold” one at a time, the Style allows you to change all the Headings
across the entire document in one central location.
For example:
In this document, when select the “Title” text then apply the Title Style, the document formatting
will be updated.

From the Home tab

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Continue to Select Text and Apply the Heading Style
Header 1
Header 2 Header
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What if you want a different style?
Go to the Design Tab
Microsoft Word offers a number of pre-built Styles.
Clicking on the Style will change the formatting throughout your document.
Still on the Design Tab.

You can see colors, fonts and effects so, you can change color, font and effect.

Even you can customize the option.

Your Font and Color combinations are not restricted to Microsoft Word’s pre-built options. At
the bottom, you can create your own combination – and give it a custom name that you’ll
remember.
You can also modify the modify the color, font and styles.

This will modify every Style Element across your document.

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Click on “Format” menu.

Editing
In this section, we discussed Find/Replace and Selection.

The Find, Replace and Selection pane allows you to search for any text in Microsoft Word and
replace the text with another text entry.

Find
Clicking on the “Find menu” or pressing “Ctrl+ F” will display a side navigation bar allowing the
user to find any word or phrase in the document.

Replace
Clicking on the “Replace icon” or pressing on “Ctrl+ H” will launch a Find and Replace Dialogue
Box which will allow the user to replace specific text with different text.
Example:
“I have to go” should be changed to the words “I will go. I could use find and replace to
automatically replace every “I have to go” with “I will go”.

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Go To
The Go to command provides a way to navigate through longer documents quickly. Using the Go
To command enables you to jump to specific page, table, graphic, equation or other items in
your document.
You can also press “Ctrl+ G” to access Go To option.

Select
The Select icon allows the user with more options in selecting text and or objects in the document.

5. Insert tab
Pages
The Pages feature in Microsoft Word is used to navigate, manage, and format the layout of your
document.

Inserting a New Page

To insert a new page into your document, go to the “Insert tab”, then click Blank Page. This
adds a new page at the location of your cursor. If you're starting fresh, it will be placed at the
end of your document. “Ctrl+ Enter” is used to insert new page.

Page Breaks
A Page Break moves the content after the break to the next page. To insert a page break, go to the
“Insert tab”, click Page Break, or simply press” Ctrl + Enter” on your keyboard.

Page Layout and Margins

To adjust the page size, orientation, and margins, go to the Layout tab:

• Orientation:

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 Switch between Portrait (vertical) and Landscape (horizontal) orientation.

• Margins:
Select pre-set margins or customize them by clicking Margins under the Page Layout tab.

• Size:
Change the page size (A4, Letter, etc.) from the Size option in the Layout tab.

Cover Pages
MS Word provides pre-designed cover pages that you can insert at the beginning of your
document. Go to the “Insert tab” and select Cover Page. From here, you can choose from a
range of professional cover pages or design.

Page Background
To apply a background color or watermark to your pages:

• Go to the Design tab.

• Page Color allows you to fill the page background with a solid color.

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 • Watermark adds a faded, behind-the-text image or text, often used for indicating
confidential documents.

Table
Tables in MS Word can be created in the following two ways:
1 Using the Grid
2 Using Table Dialogue Box

Using the Grid

Following are the steps of creating a table using the Grid provided in MS Word:
• Go to the “Insert tab” and click on the Table button.

• In the dropdown menu, select the number of rows and columns from the Grid.

• Under the grid, you will see an Insert Table button.

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 • In the Insert Table Dialogue box, mention the number of rows and number of columns as
per the requirement and click on OK button.

How to Modify a Table?

We can also edit/modify a table to make it more creative. Multiple operations can be performed on a
table like changing the layout, splitting of cells, merging the cells, applying borders, etc. Here, we will see
some of the operations performed on a table in MS Word.

Changing Layout of a Table

Changing the layout of a table can be done with the help of the following steps:
• Select the table for which the layout is to be changed. Go to the design tab.

• Click on the dropdown menu to get various different types of layouts for your table.

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 .

• Select any layout as per requirement.

Splitting the Cell

We can also split the cell, there are many ways to do so. But here we use the following way:

1. If you want to make cells split, click on split cell and you can increase or decrease according to
need.
2. In dialog box mention the number of rows and columns to spilt the cell.
3. Then click OK.

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We can also use image in table by clicking on pictures in illustrations group. Select the image and
click on insert and image is displayed in table.

Example:
NAME ROLL NO O. MARKS T. MARKS

AHMAD 1212156 450 560

UMAR 5215645 480 560

SAAD 1561155 520 560

TALHA 3156132 500 560

Illustration
Using illustration and graphic insert tab and graphic tool:
The Insert tab contains features that we can use to add graphics in our documents, including
pictures from our computer, images from the Internet, shapes, SmartArt, charts, and
screenshots

The Picture Tools - Format tab is a contextual command tab that appears after you have added
a picture to a Word document. Formatting options on the Picture Tools - Format tab enable
you to make changes to the graphic object, including removing its background; applying
corrections to improve the brightness, sharpness, and contrast of the picture; applying colour;
adding artistic effects; adding borders; enhancing the image with picture effects; and
cropping, resizing, and positioning the picture in the document.

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Inserting picture in document
When you insert a picture into a document, Word marks it as an embedded object by default.
Inserting a picture is very similar to opening a document file—you use the Pictures button on
the Insert tab in the Illustrations group to open images instead of opening Backstage.

Steps to insert picture

To insert and format images in a document in Word, you can follow these steps1:
1. Use the “insert tab” to add images in your document.
2. Select the picture you want to insert.
3. Click and drag the picture to the desired location.
4. Use the tools in the Picture Styles, Picture Effects, and Arrange groups to format the image or
graphic.
5. To resize the image, click on the image and drag the corners.

Insert a picture as a linked object:

Another option is to insert a picture as a linked object, which creates a connection between the
document and the external picture file, but doesn’t incorporate the image into the Word file.
Using linked objects can help minimize the file size of your final document.

Formatting Pictures:
The Picture Tools - Format tab appears whenever you insert a picture into a document or
select an existing picture within the document. This tab provides many options, such as
cropping, resizing, scaling, and rotating the selected image. When you crop a picture, you
trim the horizontal or vertical edges to remove unwanted areas. Scale increases or decreases
the original picture’s height and width by a percentage.

Steps to crop, resize, scale, and rotate a picture

To crop, resize, and rotate an image in Microsoft Word, follow these steps:
1. Crop
• Select the picture and drag a handle on one of the sides or corners to crop it.
• Select Crop.

2. Resize
• Select the picture and drag a handle on one of the sides or corners to resize it.

3. Rotate
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 • Click on your picture to select it.
• Go to the “Format tab” and select Rotate and Flip.
• From the drop-down menu, select More Rotation Options.
• In the Layout dialog box, select the Size tab and find the Rotation option

Apply picture style to picture

1. Select the picture.
2. Go to the “Format tab”.
3. Click the More drop-down arrow to display all of the picture styles.
4. Hover over a picture style to display a live preview of the style in the document.
the desired style.

Change picture to smart art graphics

Once the picture is inserted, click on the picture. Then go to the “Picture Format tab” and select
Picture Layout in the “Picture Styles group”. In the drop-down list, select a SmartArt graphic.
The Picture will be converted to the SmartArt graphic you have selected.

Adjust a Picture’s Brightness and Add Artistic Effects To

adjust a picture's brightness, contrast and colour, you can:
1. Use the Adjust panel in photo editing software to choose present options like
brightness/contrast, hue/saturation, exposure, and vibrancy.
2. In Microsoft Word, select the picture and go to the “Picture Format tab” to adjust
brightness, sharpness, or contrast.
3. Use Canvas’s free photo editor to brighten images and adjust contrast.
4. Use an online tool to adjust brightness, contrast and saturation.
5. Use the brightness/contrast adjustment in photo editing software to modify tonal range.

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 6. Click the Remove Background button to display the “Background Removal tab”.
7. Word selects what appear to be the primary elements of the image.

To wrap text around an image in Microsoft Word, you can follow these steps Insert
your image into the document.
1. Select the image.
2. Go to Picture Format or Shape Format and select Arrange > Wrap Text.
3. Choose the wrapping options that you want to apply. For example, In Line with Text, Top
and Bottom, and Behind Text.
4. Alternatively, you can right-click on the image and go to ‘Text wrapping’ -> Tight.
5. By changing the flow of text, you can change the relationship between the text and
picture.

Background Remove picture from:

1. Open Microsoft Word with the picture to be edited.
2. Select the image by clicking on it.
3. Go to the Picture Format tab (or Format tab in older versions).
4. Click the "Remove Background" option.
5. Adjust the selection as needed.
6. Save the image after removing the background.

Inserting and formatting shapes

Word provides illustrations to enhance your document with different present shapes,
SmartArt, and WordArt. Shapes are figures such as lines, rectangles, block arrows, equation
shapes, flowcharts, stars and banners.
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Shapes Menu and Drawing Tools
When you click the Shapes button in the Illustrations group of the “Insert tab”. After you insert a
shape into a Word document, the Drawing Tools - Format tab appears. You use these tools to
format a shape’s style, fill, color, outline, and many other attributes. When shapes overlap, you
can control which ones are placed in front of or behind others. When you group objects
together, it makes it easy to format them and move them around in a document.

Steps to insert shapes in your document

1. Click on the insert tab.
2. In the Illustration section, select the Shapes option.
3. A list of shapes will pop up on the screen where you can select different types of shapes.
4. Click and drag in the desired location to add the shape to your document.
5. If you want, you can enter text in a shape.
6. When the shape appears in your document, you can begin typing.

WordArt
To insert WordArt in Microsoft Word, follow these steps:
1. Go to the “Insert tab” on the ribbon.
2. Click on "WordArt" in the "Text" group.
3. Choose a WordArt style from the dropdown menu.
4. Type your text into the WordArt.

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Smart graphic card
To use SmartArt graphics in Microsoft Word, follow these steps:
1. Insert SmartArt by going to the ‘Insert’ tab and selecting ‘SmartArt’.
2. Choose a SmartArt category and graphic that fits your content.
3. Customize the smart art by adding text, changing color and alternating style or layouts. You
can add text in smart art.

Example:
We can write in left two blocks to make an equation

exercise
appropriate healthy
diet
life

Now we are explaining parts of computer using smart art, as it makes better understanding for the
observer.

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Screenshots
In addition to inserting images from existing picture files, Word also enables you to capture
images of all or part of the current screen display and insert them directly into your
documents. When you click the Screenshot button in the “Illustrations group” on the “Insert
tab”, a menu appears containing thumbnails of the computer’s currently open windows.
Selecting a thumbnail inserts an image of that window, or you can select Screen Clipping,
which enables you to draw a box and capture an image of its contents. Steps to insert
screenshots in word document

1. Open your Word document.

2. Click on the Insert tab.
3. Select Screenshot.
4. Choose your screenshot option. The Screenshot menu appears
5. On the Screenshot menu, select Screen Clipping. The Photos window appears, with a gay
cast over the entire screen. The pointer changes to a cross.
6. Use the point to draw a rectangle around the photograph in the Photos window. You
release the mouse button the selected photo is pasted into the Word document.
7. Adjust your screenshot.
8. Save your document.

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Comments
Sometimes, while writing or reading a document users find it difficult to understand. So, for
ease of use, MS Word introduced the feature of adding comments. Adding comments has
made users' lives easier.
Now, let's have a look at how we can add comments in MS-word:
• Place your cursor near the text you want to comment on or select the text.
• Now, click on the “Insert tab” and select Comments.
• By clicking on comments, the screen looks like this:

• By clicking on the dialogue box, you can add comments. You can also reply to your
comment. By completely writing your comment you can resolve it.
• After resolving the comment screen looks like following:

Headers and Footers

Headers and footers are pieces of text or graphics that appear at the top and bottom of page. After
setting up a header or footer they will appear on all the pages.

Adding Headers and Footers from the gallery:

Microsoft word includes a suit of pre-defined headers and footers that can be easily and quickly
inserted. These can then be customized to your particular requirements.
• Click header or footer in the header and footer group on the insert tab.
• Select a style from various Drop-down options then click to insert.

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 • Press Escape to return to document.

Customizing Headers and Footers

We can customize headers and footers as follows:
• Enter the header or footer by double clicking somewhere in the header or footer area. This
will activate the header and footer tools tab. Note that the header and footer Tools tab is
only visible when a header and footer is selected for editing.

• You can then add the header or footer just like you would edit any part of the document
e.g., using the bold, underline and shading formatting available on the home tab. The
header and footer tool tab offers additional functionality for quickly adding items such
as page numbers, dates and times, pictures and clip art.

New Tool-bar has been activated. By using header and footer tools plus regular Editing facilities.
In this example we have added date/time and a graphic. Press Escape to return to the
document.

Adding Page Numbers

Microsoft Office offers a range of page number formats that can easily be inserted into a
document. Page numbers can be inserted into a header, footer or the current location (i.e,
where the cursor currently sits).

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To add page numbers:
• Click page number in the header and footer group on the insert tab.
• Select a location and style from various drop-down options then click to insert.
If you inserted a page number either a header or footer then to return to the body of document
either:
• Click Close Header and Footer on the design tab under header and footer tools; or
• Press the Escape key.

Removing Page Numbers, Headers and footers:

To remove page number, headers and footers:
• Double click the page number header and footer containing the items you wish to delete.
• Select the relevant text then press the Delete key.

6. Design Tab
The Design Tab in MS Word provides tools to customize and change the appearance of a
document. This tab contains of options of themes, backgrounds, page border colors, fonts and
layout adjustments to help you create professional designs with ease.

Groups in Design Tab:

The Design Tab is divided into two main groups:
• Document Formatting
• Page Background

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Document Formatting
This group allows you to control the overall appearance of your document by adjusting themes,
colors, fonts, etc. Following are the components of Document Formatting Group:
• Themes.
• Colors.
• Fonts.
• Paragraph spacing.
• Effects.
• Set as Default.

Themes
The drop-down contains the commands:
Built-in, More Themes on Microsoft Office Online, Browse for Themes and Save Current Theme.
The built-in themes are:
Office, Apex, Aspect, Civic, Concourse, Equity, Flow, Foundry, Median, Metro, Module, Opulent,
Oriel, Origin, Paper, Solstice, Technic, Trek, Urban and Verve.

Tooltip indicates the current theme. The default theme is "Office". Apply Pre-designed themes
to ensure consistency in fonts, colors, and effects across your document. Click the Themes
dropdown to select or customize a theme.

Style Set
Change the look of your document by choosing a new style set. Style sets change the font and
paragraph properties of your entire document.

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Colors
Displays a list of all the available colors and lets you change the color component of the active
theme.
1. Open a Word file.
2. Select the Design tab.
3. Open the Colors menu on the right.
4. Click on Colors and chose a pre-defined color palette or customize your own.

Fonts
Displays a list of all the available fonts and lets you change the font component of the active theme.
The Font Group in Microsoft Word is a collection of tools that allow users to customize the
appearance of text in their documents:
• Font and style. • Size.
• Color. • Text effect.
• Text case.
Paragraph Spacing
Quickly change the line and paragraph spacing in your document.
The drop-down contains the commands:
No Paragraph Space, Compact, Tight, Open, Relaxed, Double, Custom Paragraph Spacing.
Here are some ways to change paragraph spacing in Microsoft Word:
• Change spacing for the entire document. • Change spacing for a specific paragraph.
• Change spacing for selected paragraphs.
• Change spacing before or after a paragraph.
• Indent a paragraph.

Effects
Displays a list of all the available effects and lets you change the effect component of the active
theme. The drop-down contains the commands: Office, Apex, Aspect, Civic, Concourse, Equity,
Flow, Foundry, Median, Metro, Module, Opulent, Oriel, Origin, Paper, Solstice, Technic, Trek,
Urban and Verve.

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Set As Default: Use the current look for all new documents.

Page Background
The Page Background group allows users to add a color, pattern, or image to the background of
a page. The Page Background group offers options to enhance the appearance of document’s
background.

Steps to add a background

1. Go to the Page Design tab.
2. Click Background in the Page Background group.
3. Select a color or gradient to add to the current page.
4. Right-click the color or gradient to add it to all pages in the publication.
5. Click More Backgrounds to see more color options.
6. Select a new color scheme and then return to the Background gallery to choose a
color. Page background consists of following components:
• Watermark
• Page Color
• Page Boarders

Watermark
The drop-down contains the commands:
Custom Watermark, Remove Watermark and Save Selection to Watermark Gallery.

Select the Design tab then select watermark

1. In the Insert Watermark dialog, choose text. Type your own watermark text or select one
from the list.

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 2. Customize the watermark by setting the font, layout, size, colors, and orientation then
Select OK.

Page Color
You can change the background color of the page. Displays the full theme color palette.

Page Borders
Displays the "Border and Shading" dialog box.

7. Page layout
The layout tab allows the users to control the look and feel of their document by changing the page
size margins, line spacing and indentation etc.

In Word page layout can affect how content looks in documents. It is focused on the arrangement
and formatting of content in the document.

Page orientation
Word offers two types page orientation options:
•
Landscap
e• Portrait.

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 Compare our example below to see how orientation can affect the appearance and spacing of text
and images.
Landscape means the page is oriented horizontally.

Portrait
means the page is oriented vertically.

Steps to change page orientation:

1. Select the Layout tab.

2. Click the Orientation command in the Page Setup group.

A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.

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Page size
Page size is the dimensions of the page in the document. The default page size in MS-Word is 8.5
inches by 11 inches, which is a standard size for letter paper.
• Select the layout and click on the size. You can change the page size easily.

Page margin
In MS-Word, the white space between edges of the page and main content is called Page margins.
Margins are important for document design and layout because they:
• Define where text lines begin and end
• Ensure readability
• Create visual balance
• Provide space for binding or hole punching.
Following are the seps to change the page margin in MS-Word:
• Select the page layout and click on the margin button.

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After select the margin button we can set the margin of page.

• We can also customize the margin according to our requirement. Now see the
custom margin click on the custom margin.

• After adjusting, the custom margin, click ok.

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 •

8. References Tab
Let us take a look at what the References Tab has to offer. Here is a screen shot of what it looks
like.

Table of Contents
Let me show you this by example. For my project management plan report, I have created nine
different sections with Headings. However, I have not had the chance to create the Table of
Contents just yet. I will do that next. Click on the Table of Contents command in Table of
Contents group under the References tab, then click on the drop-down button. It will give you
built-in menu of options to choose from. From that list, choose automatic table.

Now when you need to browse to a specific section, all you need to do is Ctrl + click the section
in Table of Contents and it will take you there directly.

Footnotes and Endnotes

Footnote and endnote comprise two components:
• The footnote or endnote reference mark (which appears next to the document text that
has been footnoted or endnote).
• The footnote or endnote explanatory text.
Footnotes appear at the bottom of the same page as the text to which they refer whereas
endnotes all appear at the end of document in one place. Insert a footnote or endnote
To insert a footnote or endnote:
• Ensure you are in print layout view - click print layout on the view tab.
• Click in the text where you want the reference mark to appear.
Click either insert footnote or insert endnote in the footnotes group on the references
tab.

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Edit a footnote or endnote
You can edit the text in a footnote or endnote simply by double-clicking the note and ending the
text.
You can also edit footnote or endnote settings by using the footnote and endnote dialog box.
To launch the Footnote and Endnote dialog box:
• Click the dialog box launcher in the footnote group on the
references tab.

The various settings include the following:

Setting Description

Location • Footnote=bottom of page or below text.

• Endnote=end of document or end of section.

Convert Use the button to do one of the following:

• Convert footnotes or endnotes. • Convert endnotes to footnotes.

• Swap endnotes and footnotes.

Number Format Choose one of the inbuilt number formats such as 1,2,3/a, b, c.

Custom mark Use a symbol as a custom reference mark.

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 •

Numbering Choose between:

• Continuous.

• Restart each section.

• Restart each page.

Apply Changes Apply the settings changes between to one of the following:
• Selected text.

• Selected section.

• Whole document.
TABLE 4- SETTINGS

Delete a footnote or endnote

When you delete a footnote or endnote you work with the note reference mark in the text rather
than the text it the note itself.
To delete a footnote or endnote:
• Select the note reference mark of the note you wish to delete.
• Press Delete.
Note the Word will renumber the other automatically numbered notes when you delete a
footnote or endnote.

Bibliography & Citation

A bibliography is a list of sources consulted or referred to whilst creating a document.
Bibliographies are typically placed at the end of document.

Source:
A source is something you have consulted or referred to whilst creating a document. Examples
of source include:
• Books
• Journals
• Periodicals
• Report
Sources are listed in the bibliography.

Citation
A citation is a reference made within the document to a source listed in the bibliography. The
reference typically shows as a bracketed number so the reader can easily identify the source in
the bibliography.
The process for generating a bibliography is as follows:

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 • Record the sources that have been used.
Add citations in the document that indicate when sources have been referred to.
• Generate the bibliography (normally at the end of the document).
In practice the first two steps are often combined.

Add a new citation and source into a document

To add a new citation into a document:
• Click the location where you want the citation to appear in the document (e.g. the end of
a sentence where you made reference to a source)
• Select a style from the Citations and Bibliography group on the References tab. This style
defines what the citation will look like-e.g. “(8)’’ or “(NRT, 1998)’’
• Click Insert Citation in the Citations and Bibliography group on the References tab. Then
do one of the following:
o To create a new source click Add New Sources then fill in the source information
in the dialog box. Click OK
o To refer to an existing source click the relevant source from the drop-down menu.

Manage Sources
Microsoft Word maintains a separate library (file) of sources used in all your various
documents. Think of this as being similar to templates which are also separate files hidden
away by Microsoft Word separate from the Current document.

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 •

When you create a new source Microsoft Word adds it to the central library of sources. This
becomes useful when you subsequently refer to an existing source in a new document. Rather
than re-enter the source information in every document, you simply add the existing source
information from the central library to your current document’s bibliography.

To open the source manager:

• Click Manage Sources in the Citations and Bibliography group on the References tab. The
below source manager was launched by clicking Manage sources in the citations and
bibliography group on the References tab.

• The master list of sources (on the left side) includes three sources. The exact location of
the sources library file can be accessed from the browse….button.
• The current document has two sources in its bibliography as shown on the right side in
‘Current list’. Note that only one of these two sources has actually been referred to (with
a citation) in the document text-each cited source is accomplished by a small tick.
• You can add and remove sources between the central library and current list using the
Copy, Delete and Edit buttons.
To add a new source to the central library, click the new button.

Create a Bibliography
A bibliography presents all the sources in a document’s Current List (see Source Manager
illustration above) in a professional and consistent format. It makes sense then that you can
only create a bibliography after having inserted one or more sources into a document.

To create a bibliography
• Click where you want to insert the bibliography. This would typically be at the end of a
document.

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 • Click Bibliography in the Citations and Bibliography group on the References tab.
Select one of the predesigned bibliography formats to insert the bibliography into the
document.

Caption
Here we discuss a insert caption.

1. Select the object you want to add a caption to.

2. Click the References tab.
3. In the Captions group, click Insert Caption.
4. In the Caption box, type your caption.

Now after select the caption we can also edit figure.

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 •

9.Mailings Tab
The Mailings tab in Microsoft Word 2016 is a dedicated toolset for creating personalized
documents using the Mail Merge feature. This powerful tool allows you to combine a main
document with a data source to generate customized output.

Create
The create has 2 options:

Envelopes
The basic purpose of envelopes in Microsoft Word is to create and print envelopes directly
from your document. This helps you save time and effort by automating the process of
addressing envelopes for your mailings.
To add envelopes in your documents, click on envelopes in create. After clicking on it screen looks
like this:

Here we can write delivery address as well as return address. An example is shown below:

After writing delivery address and return address, click on add document. After that an envelope
Is displayed on screen which looks like as follows:

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We can also customize envelope size and font of the text. The step-by-step procedure is
explained below:

• Click on the options in window which opens after clicking envelopes.

• After clicking on options, a new window opens which looks like:

From here you can customize your envelope’s text font and size.

Labels
The basic purpose of labels in Microsoft Word is to create and print standardized labels for
various purposes.
You can add labels in your documents just after clicking on labels in create on mailings tab.
After clicking on labels, the new window is opened which looks like:

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You can add address here similarly as in envelopes.
You can customize your labels after clicking on options which is available on the window that
opens after clicking on labels.

After clicking on option, a new window opens which looks like:

From here you can customize your label.

Start Mail Merge

Start Mail Merge

Click on the start mail merge, a dropdown menu appears.

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From here you can select the type of document as per your requirement for mail merging.

Select Recipients
Click on the select recipients, a dropdown menu appears which looks like:

Click on the type a new list to enter a new list of recipients. After clicking, the screen looks like:

You can add information of recipient in the dialogue box shown above. You can change / edit /
delete the attributes. You can also customize the columns. An example of information added is
shown below:

We can also find a particular attribute in the record by clicking on find in window opened after
clicking on type a new recipient list.
The next option we have is use an existing list, after clicking on it we can use the existing list if
we have created.

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The last option we have is choose from outlook contacts. We can use this if we have an account
on outlook.

Edit Recipient List

You can also edit the recipient list by clicking on edit recipient list. A new window opens which
looks like:

From here you can edit the list.

Write and Insert Fields

Address Block
After clicking on address block, you can specify address elements like : format in which name of
recipient appears, if you want to insert company name, postal address etc.

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Greeting Line
After clicking on greeting line, you can add a greeting line. You can also customize it asper your
need.

Insert Merge Field

You can insert merge field clicking on insert merge field. After clicking it, a dropdown menu
appears from where you can select field you want to merge.

Rules
MS- Word also provides the facility to add some rules. After clicking on rules a dropdown menu
appears from where you can select the rules whether you want to apply any condition or you
want to merge the record# or skip the record or merge the sequence# etc.

Match Fields
You can also match the fields clicking on match fields in write and insert field on mailings tab.
After clicking on match fields, a new window opens:

Preview Results
You can preview the results, find the recipient and check for errors.

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Finish and Merge
When you click on finish and merge, a dropdown menu appears from where you can select
whether you want to edit individual document or print the document .

After clicking on edit individual document a new window is opened.

From here you can select number of records you want to merge in a new document. After
clicking on print documents, a new window is opened.

From here you can select number of records you want to merge to printer.
Merge to Adobe Pdf
You can merge the document in adobe pdf.

Click on merge to adobe pdf, the screen looks like:

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 10. Review Tab

Spelling and grammar

The purpose of the Review Tab is for proofing your document and providing possibilities for
seeking feedback on your final edits. The Review Tab is separated into multiple groups: Proofing,
Speech, Accessibility, Language, Comments, Tracking, Changes, Compare, Ink, & Resume.

Proofing
The Proofing Group allows the user to improve the words in their document. Users can click on
Spelling & Grammar to launch Word’s built-in spelling and grammar checker to fix words and
phrases that may be incorrect.

Speech & Accessibility

Microsoft Office can read any text in the document by clicking on the Read Aloud Icon in the
Speech Group. Once the Read Aloud button is selected, Word will begin reading at the
insertion point of the text.

Language
The Language group allows the user to translate words in the document into a different language.
Users will have the opportunity to translate a highlighted section or an entire document into
another language.

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Compare, Protect, & Ink Groups
Finally, users can place the finishing touches on the document by
using Compare & Protect groups. Compare allows the user to compare their current version
with previous versions of the document. Microsoft Word stores each version of the document
when it is saved. The user can review each version of the document with the current version.

Tracking & Changes

When you are working with multiple individuals on a document it can become difficult to keep
track of which changes each user has made. The Tracking & Changes group can help the user
determine which text additions or deletions were entered and which user made the changes. By
default, the Track Changes icon is not enabled. To turn on tracking, click on the Track Changes
icon.

11. View Tab

Views
In views, you can change the layout of your document as per your requirement.

Read Mode
By clicking on read mode in views you can enable read mode or the read mode option is also
available on the lower right corner of the screen.

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In read mode, you can only read your document and cannot edit it.

Print Layout
By clicking on print layout in views you can enable print layout or the print layout option is also
available on the lower right corner of the screen.

In print layout, you can see your document how it will look like after printing it.
Web Layout
By clicking on web layout in views you can enable web layout or the web layout option is also
available on the lower right corner of the screen.

MS-Word also allow its user to write html code in it. In web layout, you can see your document
how it will look like as a webpage.

Outline View
By clicking on outline view, you can enable outline view. In outline view, the outline of the whole
document is displayed in the form of the bullets.

Draft view
By clicking on draft view, you can enable draft view. You can switch to draft mode just to see the
text of whole document.

Page Movement
In page movement you can control the movement of page. MS-word facilitates it users with 2
options:

Vertical
By clicking on vertical, you can enable vertical layout of your document.

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Side to Side
To enable side-by-side view in MS-Word, Open both documents you want to view side by side.
Select the View tab. Click View Side by Side.
Show
In show you have 3 options:

Rulers
By clicking on rulers, rulers will display on screen. It helps users to align and measure the text,
images, tables and other objects of the document.

Gridlines
By clicking on gridlines, gridlines will display on screen. It also helps users to align text, images
and objects of document and create a consistent structure of document.

Navigation Pane
By clicking on navigation pane, navigation pane will display on screen. It
helps users to navigate and oraganise the document.

Zoom
MS-Word facilitates its users with the multiple options of zoom so the user can select one as per
his/her requirement.

The option of zoom is also available on lower right corner of window from where you can adjust
zooming of window as per your need.

Zoom
By clicking on zoom, you can zoom the document as per your requirement .

100%
By clicking on it, you can zoom the document up to 100%.

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One page
By clicking on one page, you can enable it. This option zooms the document so you can see the
entire document in one window.

Multiple pages
By clicking on multiple pages, you can enable it. This option zooms the document so you can see
the multiple pages in one window.

Page width
By clicking on page width, you can enable it. This option zooms the document so the width of
page matches with the width of the window.

Window
In window, you can arrange the opened windows. MS-Word facilitates its users with multiple
options to arrange the opened windows.

New window
By clicking on new window, you can open the new window so you can work at two places at one
time.

Arrange All
By clicking on arrange all, you can arrange all the opened windows.

Split
By clicking on split, you can split your document into two sections from where you can see two
sections of your document simultaneously. To remove split screen option just click on split icon
again and it will be removed.
 If you have opened multiple windows, then you can select side by side view to view and
edit both of the documents simultaneously. Similarly, you can select synchronous
scrolling to scroll both of the documents simultaneously.ms-word also provide the facility
to reset window position.

Switch windows
By clicking on switch window, you can switch the opened windows of MS-word.

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Macros
A series of actions or commands that can be recorded and replayed to automate the tasks are
called macros.

• You can record macros by clicking on record macros in macros.

• You can view macros by clicking on view macros in macros.
• You can pause macros recording by clicking on pause macros recording in macros

Properties
By clicking on properties, you can view the properties of document.

The screen looks like as follows after clicking it:

12. Conclusion
Recap of Major Functions
MS Word offers a variety of powerful tools to streamline document creation. Key features include:

• Text Formatting: Adjust fonts, colors, spacing, and alignments for a polished look.
• Tables and Images: Insert and customize tables, charts, and graphics to enhance your
documents.
• Styles and Templates: Use predefined styles and templates for consistency and
professionalism.

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 • Advanced Tools: Utilize features like mail merge, collaboration, and review tools for
specialized tasks.

Tips for Efficient Document Creation

To make the most of MS Word and create documents effectively:

1. Learn Keyboard Shortcuts: Save time on repetitive tasks by mastering common shortcuts.
2. Use Templates and Styles: Templates ensure consistency, while styles help maintain
uniform formatting.
3. Enable AutoSave: Avoid losing progress by enabling automatic saving.
4. Explore Advanced Features: Use tools like macros and mail merge for complex operations.
5. Proofread Thoroughly: Leverage spell check, grammar check, and the review pane for
error-free documents.

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