Computer Science &

Engineering

INTRODUCTION TO MS OFFICE

Prepared By: Mr. Ankur Rao

Assistant Professor
 Unit – I Introduction to MS – Word

Structure
1.0 Objective
1.1. Creating and saving documents
1.1.1. Page setup
1.2. Formatting Text
1.3. Header and footer
1.4. Hyperlink and Book marks
1.5. Inserting and editing pictures
1.6. Creating tables
1.6.1. Inserting, deleting and merging rows and column
1.7. Mail merge
1.8. Printing document 1.9.Summary
1.10. SAQ

1.0. Objective
Microsoft word is part of Microsoft’s office suite of software. It is a word processor, which is world’s
leading word processing application. The primary objective is to enable students to create and edit
document, save it to view or edit later and print document and many more features.

Microsoft Word 2007 has a completely redesigned user interface. The standard menus along the top
have been removed and replaced with a series of toolbars Microsoft calls “The Ribbon.” The tool bars
are changed using tabs at the top and try to automatically adjust themselves to the content you are
working with. If you select an image it will automatically switch to the picture tools. The new
layout seems to offer easier access to most of the features of Word allowing for more complex
documents to be created quicker.

1.1. Creating and saving document

The first thing most people will need to relearn is where to go to open a document, create a
new one, save your document and print. Clicking the Office logo at the top left of the screen
will provide most of the items formerly found under the file menu including those listed
above. Beside the logo you also will find a disk icon to save your document as well as the
undo and redo buttons.

To create a new blank document:

1. Click the Microsoft Office button.

2. Select New. The New Document dialog box appears.

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 3. Select Blank document under the Blank and recent section. It will be highlighted
by default.
4. Click Create. A new blank document appears in the Word window. Start a document
from a template

To use a template as a starting point, do one of the following:

1. In Microsoft Office Word 2010, 2013 or 2016, click File, and then click New. In
Microsoft Office Word 2007, click the Microsoft Office Button , and then click
New.
2. Under Templates, do one of the following:
• If you are using Microsoft Office Word 2007, click Installed Templates to
select a template that is available on your computer. If you are using
Microsoft Office Word 2010, look in Available Templates
• In Microsoft Office Word 2007, click one of the links under
Microsoft Office Online. In Microsoft Office Word 2010, click
Office.com Templates. In Microsoft Office Word 2013 and 2016, all
available installed templates are shown when you click File, and then click
New and additional templates can be discovered by using the Search for
online templates search box.
3. Double-click the template that you want.

To save a copy of your file, do the following

1. Click the Microsoft Office Button, and then click Save As, or press CTRL+S. In the
File name box, enter a new name for the file.
2. Click Save.

Note: If you don't see the Microsoft Office Button, click Save As on the File menu.

• Opening a file (CRTL+N)

1. Click the Microsoft Office Button, and then click Open.

2. In the File of type list, click OpenDocument Text.
3. Click the file you want to open, and then click Open.
• Page layout
The Page Layout Tab lets you control the look and feel of your document in
Microsoft Word, a global design to your document by using one of the available
themes and colour schemes. Changing the document orientation, page size, margins,
indentation, line spacing and paragraph settings can be performed.

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 • Themes: The themes section provides a quick way to format
your document. By choosing a theme you will have a set colour scheme, font
combinations, and effects. You can choose one of the provided themes, modify a
provided them or create your own. Be aware that changing your theme after creating
a document may require you to reformat some items as themes also include some
layout options.

1.1. Page Setup: Page setup provides you with the tools to change margins, size, orientation, columns,
breaks, line numbers and hyphenation in the document.

• Page Background: The page background section allows you to change the background colour of the
document, watermark and draft or confidential document or add borders to your document.

• Paragraph: The paragraph section in the page layout tab allows changes to a paragraphs spacing
and indentation.

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 • Arrange: The arrange section is also found in the image toolbar when an image is
selected. Here you can change an images position, how text moves around the image,
the alignment, grouping and rotation or the image.

1.2. Formatting Text

Formatting text in Microsoft Word involves tasks like bolding the text, italicising it, and
changing the font and size. The commands to perform all of these formatting tasks are found
on the Home tab in the Font group. Select your text and then click on the required
formatting button to see the effects.

1.2.1. Setting font size

1. Selecting Text

The first step in formatting any amount of text or an entire document is selecting the portion
of text that needs formatting. For formatting text, the following should be known

• Boldface a section
• Add italics
• Underline
• Change the colour
• Change the font
• Highlight
• Cut/copy and paste
• Add bullets

To do any of this, you must first select the text that the formatting will be applied to within
the document. Selecting text is easy and done in three easy steps.
1. Move the cursor to the beginning of the text that you want to select.
2. Click and hold in the left button on your mouse.
3. Drag it over the text you want to select. It will highlight the selected text in blue. Simply release
the mouse button when you are finished selecting text.
If you want to select the entire document, simply click on the 'Home' tab and click 'Select' on the
far right. You will then select 'select all'. This will highlight all your text for formatting. Also note that
you can select objects or text with similar formatting as your selected text when clicking on
'Select.'
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Applying a Font
You can apply a font to either an entire document or to certain portions of a document. The
choice is yours. To apply a font, click on the Home tab. You'll see the toolbars, or groups.

The type of font you're currently using will appear. In the picture above, the current type of
font is Calibri. The notation of (body) after Calibri lets the user know that it's the font used in the body
of text, not in headers, footnotes, etc. You can click on the arrow in that window to display other types
of font available to use. To change the type of font within a document or for the entire document,
simply select the text to be formatted, then select your new font. It's really that easy.

Note: You can also do all font formatting by selecting the arrow key beside the word Font, located
directly above the document body. By clicking on this arrow, you can also alter character spacing.

Changing Font Size

Next to the type of font under the 'Home' tab is a box that states the size of font currently
being used. Using the picture above, the font size is
12. Once again, you can use the down arrow key to either enlarge or reduce the font size. To
change the size of the font, simply select the text that you want to change, then select the new font
size. You can change an entire document or just a portion. The choice is yours. You can also use the
two uppercase A's beside the font size box to change the size of fonts you're currently using. Pushing
the larger A will increase your font size by one for each time it's clicked. On the other hand, clicking
the smaller A will decrease the font size by one for each time it's clicked.

Font Attributes
As we discussed earlier, you may want to select text to either boldface, italicize, or
underline a section of text. The boldface command in MS Word is represented by an
uppercase, boldfaced B. Italics are represented by an uppercase, italicized 'I', and underline
by an uppercase U with a line under it. These button's are located directly below
the font type window. To add italic, boldfaced or underlining to any portion of a text
within a document, select the desired text, then click the appropriate button (ctrl +B for
boldfaced, ctrl + I for italic, or ctrl + U for underline.)

Next to the commands for boldfaced, italics, and underline, you'll see an 'abc' with
a line through it. (abc) This is for strikethrough. When clicking on this button, it will put a
line through any text you have selected.

Next to the strikethrough command, you'll see 'X2'. This simply puts smaller text
below the text line of the normal text. This command was used when typing X2 into this
course. X2 is just the opposite, putting smaller text above the text line. This makes creating
footnotes easier than it had been with previous versions of Word.

The uppercase A and lowercase A that are situated side by side allow you to
change the case of selected text. You can change from lowercase to uppercase or vice
versa , toggle tHeCaSe, or select other common capitalizations.
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 1.2.2 Font Color

Changing the font color is as simple as changing the font. Look for the
uppercase A with a black bar under it as pictured below. It's just to the right of the Aa
that allows you to capitalize portions of text. Select your text, then click on the button to
choose the colour you want to apply to the selected text. You can also highlight selected
text. To the left of the font colour button, you'll see a lowercase 'ab' with a marker near
it. It is highlighted in yellow. Simply select the portion of text you want to highlight,
click the button, and select the colour of highlight that you want to apply.

1.2.3. Formatting paragraph

When you format paragraphs within a document, you can change the look of the
entire document. Formatting a paragraph allows you to change line spacing, indent lines,
and alter all of your paragraphs or just a few so that they look the way you want them.
Many of the tools you can use to format your paragraphs will be located in the 'Page
Layout' tab of the Ribbon in the 'Paragraph' group.

i) Aligning text

As with all word processing programs, you can either left, right, center or justify your text. You
can either do one of these things to a portion of text or to the entire document.

For example the below text which is aligned to the left and center
This is text that is aligned to the right.

This text is centered.

Justified text: it is aligned between the left and right margins, adding space between letters if
necessary. It gives the document a clean look. The buttons or commands for aligning text are
located under the 'Home' tab above the 'Paragraph'.

The Home tab consists of the left alignment button beside it is the center, then right, and then
justify. To use these, simply select the text you want to align, and click on the appropriate button.

ii) Aligning line spacing

Line spacing Adjusting line spacing changes the amount of space between lines of text. Line
spacing can be single, 1.5, double; multiple or you can choose your own size. Adjusting line spacing

• Select the text that you want to adjust the line spacing on. If you want to change the whole
document, choose Select then Select All from the Editing group
• Click the arrow button to the right of the Paragraph group to open the Paragraph dialog box
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• Select the Indents and Spacing tab
• Click on the down arrow below line spacing. Select a new size Click OK.
1.3. Headers and Footers

Header and footer can make your document look professional and polished by
utilizing the header and footer sections. The header is a section of the document that
appears in the top margin, while the footer is a section of the document that appears in
the bottom margin. Headers and footers generally contain information such as page
number, date, and document name.

To insert a header or footer:

• Select the Insert tab.

• Click either the Header or Footer command. A menu appears with a list of built-in
options you can use.
• Left-click one of the built-in options, and it will appear in the document.

OR
• Left-click Blank to select it.
• The Design tab with Header and Footer tools is active.
• Type information into the header or footer.

To insert the date or time into a header or footer:

• With the header or footer section active, click the Date & Time command.
• Select a date format in the dialog box that appears.
• Click OK. The date and time now appear in the document.

Other header and footer options

There are many other header and footer options you can use to design these sections
of your document. From the Header and Footer Tools Design tab, you can see all of
your design options.

1.3.1. Page numbering

1. On the Insert tab, in the "Header & Footer" group, click Page Number.

2. Click Top of Page, Bottom of Page, or Page Margins, depending on where you want
page numbers to appear in your document.

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 3. Choose a page numbering design from the gallery of designs.

4. On the Design tab, in the "Options" group, choose Different First Page.

Page numbering in header and footer can be set for alignment similar to that of a paragraph
like center/left/right based on the requirement which is available in the header and footer options

1.4. Hyperlink and Book Marks

1.4.1. Hyperlink

A hyperlink is a piece of text or an image in an electronic document that can connect readers
to another portion of the document or a different webpage. In addition, a hyperlink can be used to
connect to and open an email client window.

Have you noticed the active links on webpages that allow you to jump from one page
to another? You just used one to open this lesson. These are called hyperlinks. You can use these in
electronic versions of your Word documents, just like you do in webpages. In this lesson, you will learn
the basics of working with hyperlinks, including how to insert and remove them in your Word
document.
To insert a hyperlink:
• Select the text or image you want to make a hyperlink.
• Select the Insert tab.
• Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears. If you selected
text, the words will appear in the Text to display:field at the top.
• Type the address you want to link to in the Address: field.
• Click OK. The text or image you selected will now be a hyperlink.

To make an email address a hyperlink:

• Type the email address.
• Highlight the text, and select the Insert tab.

• Click Hyperlink in the Links group, and the Insert Hyperlink box appears.
• On the left of the box where it says Link to: click Email Address.
• The Insert Hyperlink box will change to the one shown above.
• Type the email address you want to connect to in the Email Address box, then click
OK.

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 To remove a hyperlink:
• Select the hyperlink you want to deactivate.

• Select the Insert tab.

• Click Hyperlink in the Links group. The Edit Hyperlink dialog box appears
• Click Remove Link.

1.4.2. Book mark

The bookmarks are the HTML elements that mark some locations in a document to
enable the browsers to visit these locations immediately by activating so-called links. The
bookmarks usually mark the headers of chapters and sections, the citations, the index
entries etc.

A bookmark in Word works like a bookmark you might place in a book: it marks a
place that you want to find again easily. You can enter as many bookmarks as you want in
your document or Outlook message, and you can give each one a unique name so they’re
easy to identify.

To add a bookmark, you first mark the bookmark location in your document. After
that, you can jump to the location or add links to it within your document or Outlook
message. You can also delete bookmarks from a document or Outlook message.

Bookmark the location

1. Select text, a picture, or a place in your document where you want to insert a bookmark.
2. Click Insert > Bookmark.

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3. Under Bookmark name, type a name and click Add.

Note: Bookmark names need to begin with a letter. They can include both numbers and letters, but not
spaces. If you need to separate words, you can use an underscore(_). For examplefirst_heading

Go to the bookmarked location

After creating your bookmarks, you can add links to them within your document or jump to them at any
time.

Jump to a bookmark

Type Ctrl+G to open the Go To tab in the Find and Replace box. Under Go to what, click
Bookmark. Enter or select the bookmark name, and then click Go To.

Link to a bookmark

You can also add hyperlinks that will take you to a bookmarked location in the same document.

1. Select the text or object you want to use as a hyperlink.

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2. Right-click and then click Hyperlink .
3. Under Link to, click Place in This Document.
4. In the list, select the heading or bookmark that you want to link to.
5. Click OK..

Delete a bookmark

1. Click Insert > Bookmark.

2. Click either Name or Location to sort the list of bookmarks in the document.
3. Click the name of the bookmark you want to delete, and then click Delete.
4. If you have inserted a hyperlink to the deleted bookmark, right-click the linked text
and then click Remove Hyperlink.

1.5. Inserting and Editing pictures

Pictures can be added to Word documents and then formatted in various ways. The picture
tools in Word 2007 make it easy to incorporate images into your documents and modify
these images in innovative ways.

Inserting and modifying pictures

To insert a picture:
• Place your insertion point where you want the image to appear.

• Select the Insert tab.

• Click the Picture command in the Illustrations group. The Insert Picture dialog box
appears.

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 • Select the image file on your computer.

• Click Insert, and it will appear in your document.

To wrap text around an image:

• Select the image.
• Select the Picture Tools Format tab.
• Click the Text Wrapping command in the Arrange group.

• Left-click a menu option to select it. In this example, we selected Tight.

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 • Move the image around to see how the text wraps for each setting.
• The Position button has predefined text wrapping settings. The Position button is
located to the left of the Text Wrapping button.
• Click the Position button, and a drop-down list of text wrapping options will appear.
Hover over an option to see what it does.

To crop an image:
• Select the image.
• Select the Format tab.
• Click the Crop command. The black cropping handles appear.

• Left-click and move a handle to crop an image.

• Click the Crop command to deselect the crop tool.

1.6. Tables

A table is made up of rows and columns. The intersection of a row and column is called
a cell. Tables are often used to organize and present information, but they have a variety of
uses as well. You can use tables to align numbers and create interesting page layouts.

1.6.1. Creating Table, inserting and deleting rows and columns Creating tables

Table can be easily made in MS Word. The following is the procedure to create table.

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Click the New File icon to create a new document if necessary. To Create a Table:

• Click the Insert tab on the Ribbon

• Click the Table button
• Select Insert Table
• Click the arrows to select the desired number of columns
• Click the arrows to select the desired number of rows
• Click OK

Formatting a Table: Using Microsoft Word you are able to format a table by changing table lines and
colors, shading tables, adjusting row and column size as well as alignment.

To Shade the Cells/Table:

• Position your cursor in the table

• Click the Layout tab on the Ribbon
• Click the Select button in the Table group
• Choose the item you wish to format
• Click the Design tab on the Ribbon
• Click the Shading button
• Select a shading color.

To Adjust the Line Style of a Cell/Table:

• Position your cursor in the table

• Click the Layout tab on the Ribbon
• Click the Select button in the Table group
• Choose the item you wish to format
• Click the Design tab on the Ribbon
• Select the Line Style drop-Down Arrow
• Select a style
• Click your mouse in the table where you want to apply the line style to
• Press ESC key on the keyboard when you are finished applying the style.

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Inserting, deleting and merging rows and columns

a) To Insert a Row:

• Position the cursor in the table where you would like to insert a row
• Select the Layout tab on the Ribbon
• Click either the Insert Row Above or the Insert Row Below button in the Rows &
Columns group

b) To Insert a Column

• Position the cursor in the table where you would like to insert a column
• Select the Layout tab on the Ribbon
• Click either the Insert Columns to Left button or the Insert Columns to Right button
in the Rows & Columns group

c) To Delete a Row

• Position your cursor in the row that you would like to delete
• Select the Layout tab on the Ribbon
• Click the Delete button in the Rows & Column group
• Select Delete Rows

d) To Delete a Column

• Position your cursor in the column that you would like to delete
• Select the Layout tab on the Ribbon
• Click the Delete button in the Rows & Column group
• Select Delete Columns

e) To Merge Cells in a Table

• Select the cells that you would like to merge in the table
• Click on the Layout tab on the ribbon
• Click the Merge Cells button in the Merge group

Deleting table

Keep in mind that deleting the table deletes all its contents as well.

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 • Click the mouse inside the table. The Table Tools appear.
• If the Layout tab is not displayed, click to display it.
• Choose Delete—Table. This command is located in the Rows & Columns group on the Layout
tab.

1.7 Mail merge

Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by
linking a main document to a set of data or data source. It is the process of combining a list of data
with a template. The mail merge process involves the following:

The Main Document: Contains the text and graphics that are the same for each version of the
merged document.

Data Source: A file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.

Mail Merge– Form Letters

• Open Microsoft Word. Type the letter with all needed text and formatting leaving areas for the
data source data blank (ex name, address…)
• Click the Mailings tab
• Click Start Mail Merge
• Click Step by Step Mail Merge Wizard

The Mail Merge task pane appears on the right of your screen. There are 6 steps
involved in Mail Merge.

Step 1

• Click Letters for the document type

• Click Next: Starting document

Step 2

• Click Use the current document under Select starting document

• Click Next: Select recipients

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Step 3

The recipients can come from either an existing Excel file, or Access table or you
can create a new list.

a) If Using an Existing List:

• Click Use an existing list under Select recipients

• Click Browse
• Select the file
• Click Open Mail Merge Recipients opens showing the names and addresses
from your file
• Click OK
• Click Next: Write your letter

b) To Type a New List:

• Click Type a new list under Select recipients

• Click Create
• Click Customize Columns to modify the list of fields
• Delete any unnecessary field names and/or add new ones
• Click OK
• Type records here hitting TAB to advance to the next field and to continue
adding new records
• Click OK
• Click Save

The recipients list will be saved as a separate file as a Microsoft Access file
type. It is saved in the My Data Sources folder. It is recommended to save the file in
this folder.

• Click Next: Write your letter

Step 4

• Click the location in your document where the data from the mail merge fields
need to be inserted
• Click Address block…
• Select the address elements you want included
• Click OK

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 The field name will look like this: <> The Address block will insert the following fields
including any necessary punctuation: First Name, Last Name, Company, Address 1, Address 2,
City, State, Postal Code. If your fields do not match the ones listed above or you have
additional fields, click More items…

• Click on the field from the list

• Click Insert
• Click Close The field name will look like this - «First_Name»
• Repeat this step until all fields have been inserted. Remember to put spaces and punctuation
where needed.
• Click Next: Preview your letters

Step 5

Here is where you can preview the first page with the fields filled in. Click Next: Complete the
merge

Step 6

• To Complete the Merge:

• Click Print to send directly to the printer
• Click Edit individual letters to create a new file Remember to save your document as you go.
The next time you open your document and click on Step by Step Mail Merge, the data file will
be attached

Mail Merge – Labels

• Open a new blank document

• Click the Mailings tab
• Click Start Mail Merge
• Click Step by Step Mail Merge Wizard

Step 1

• Click Labels for the document type

• Click Next: Starting document

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 Step 2

• Click Label options under Change document layout

• Choose the label style you are using
• Click OK
• Click Next: Select recipients 6

Step 3

• Click Use an existing list under Select recipients

• Click Browse
• Select the file that contains the names and addresses
• Click OK
• Click Next: Arrange your labels

Step 4

• Click in the first label box and click on either Address block or More items to insert
the data fields
• Click Update all labels to include the fields on all labels
• Click Next: Preview your labels Step 5 Here is where you can preview the labels.
Click Next: Complete the merge Step 6 Click Print to send directly to the printer OR
Click Edit individual labels to create a new file

1.8. Printing documents

Once document is prepared now its time to print the document. Now let us see how to it
can be done.

1. Open or create a Microsoft Word document. To do so, click on the blue app with a white
document icon and bold "W," then click on File in the menu bar at the upper-left of the
screen. Click on Open... to open an existing document or New... to create a new one.
• When you are ready to print, open the Print dialog box.
Click on File. It's in the menu bar at the upper-left of the screen or a tab at the upper-left of
the window.
Click on print….. The print dialog box will open.

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 Select printing options. Use the selections in the dialog box to select such as number of copies to print,
the size of paper to print on, the number of pagers to print per sheet, margins etc.
Click on print or ok.

1.9. Summary

• Microsoft Word is an industry-standard and world’s most used word processing software. The
program is used by educators, students, firstline workers, businesses, and enterprises.

• While it is very common for schools, companies, and offices to have the program installed on their
computers

• Microsoft Word is also built and designed for personal use, and aims to help users view, edit, create,
and share beautiful documents

• To create a new blank document:

• Click the Microsoft Office button.

• Select New. The New Document dialog box appears.
• Select Blank document under the Blank and recent section. It will be highlighted
by default.
• Click Create. A new blank document appears in the Word window.
• Start a document from a template

• A hyperlink is a piece of text or an image in an electronic document that can connect readers
to another portion of the document or a different webpage.

• The bookmarks are the HTML elements that mark some locations in a document to enable the
browsers to visit these locations immediately by activating so-called links. The bookmarks
usually mark the headers of chapters and sections, the citations, the index entries etc.

• Formatting text in Microsoft Word involves tasks like bolding the text, italicising it, and
changing the font and size. The commands to perform all of these formatting tasks are found
on the Home tab in the Font group.

• Header and footer can make your document look professional and polished by
utilizing the header and footer sections. The header is a section of the document
that appears in the top margin, while the footer is a section of the document
that appears in the bottom margin

• A table is made up of rows and columns

• Mail Merge– Form Letters :Open Microsoft Word. Type the letter with all needed
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 text and formatting leaving areas for the data source data blank (ex name, address…)

1.10. SAQ

1. What is MS-Word?
2. List characteristics of MS-Word?
3. Explain what is Text Wrapping?
4. Explain what is WYSISYG?
5. Briefly explain about page set up?

🙦🙦

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