Microsoft Word by-BALJEET SINGH SINWAR

What is Word-Processor?
Word Processor is a software package provides facilities for creating,
editing, saving and printing a document electronically. A lot of word-processor
packages are available. Such as – Microsoft Word, WordStar, Word Perfect,
Spellbinder etc.
Microsoft Word is a part of Microsoft Office. It provides great facility of
Word-processing. We can also draw something in it. This is a standard WYSIWYG
package. Full form of WYSIWYG is What You See Is What You Get.
When we load Microsoft Word, We get initially two types of toolbars. First
one is known as Standard Toolbar and another is known as Formatting Toolbar.
STANDARD TOOLBAR
• New – Used to open a fresh document. In Word we can open many document
at a time within the capacity of RAM. So, we can’t get any prompt to save the
document edited before new command. That document automatically sends
to back of new document. We can see a list of such opened document
through Selecting that document from Window Menu.
• Open – This tool is used to open a document previously saved.
• Save – Used to save the edited document. If the edited document has no any
name then a menu will come to give it a name.
At the Save As window, we can get a button – Tools - General Options.
When we click on it we will get a window in which at the bottom, we get
two options: - Password to open and Password to Modify. Here we can
give password to protect the document. First password is used to open the
document and second is used to modify it. If the second password will not
given then we can’t save it with same name.
• Print – When we click on this tool then the printing will be started according
to default setting.
• Print Preview – When we click on this tool then we can see the page how it
looks like after printing. Here we can get following buttons on toolbar shown:
-
Print - Prints the whole document as per default settings.
Magnifier - Shows any part of page in actual size at first clicking of mouse
there and if we click mouse again then it will come back in actual size.
One Page - Shows one page at a time on screen.
Multiple Page - Shows more than one page at a time on screen. Generally
total no. of page which will shown is depend upon the resolution of the
screen.
Zoom - This option is used to see the content more or less than its actual
size by changing zoom percentage.
View Ruler - Toggles between Show or hide the ruler bar.
Shrink to fit - This button decreases the size of the document by one page.
Full Screen - Shows the page using maximum space of the screen. . To
return to previous screen press Esc.
Close - Close the print preview mode and return back to previous mode.
Context Sensitive Help - After clicking on this button, if we click on any
other button or menu option, Word shows a help tip about that button or
option.
• Spelling & Grammar – This tool is used to check spelling and grammar of
selected of whole of the document. From the coming menu we can accept the
correction by clicking on Change or Change all option. To avoid the
suggestion we have to click on Ignore or Ignore All button. If we are confirm
about the meaning and it is not in Word's dictionary, then we can add it in
dictionary by clicking on Add option.

Selection Technique ->
Keyboard
1. Press and hold down the
Shift Key and move with
Cursor keys in selection
direction.
2. To Select a word use Shift +
Ctrl + L/R Cursor Keys.
3. To Select a line move to
beginning of it by Home and
press Shift + End.
4. To Select till end of the
paragraph from cursor
position Press Shift + Ctrl +
Up/Down cursor keys.
5. To select whole of the
document, press Ctrl + A or
Ctrl + 5.
Microsoft Word by-BALJEET SINGH SINWAR
Mouse
1. Click and drag the mouse.
2. To select a word double click on it.
3. To Select a line move the mouse pointer to
the left of the line (Called Selection Bar)
and when pointer turns into arrow click.
4. To Select a sentence hold down the Ctrl
Key and click anywhere in the sentence.
5. To Select a paragraph triple-click anywhere
in the paragraph or double click in
selection bar.
6. To Select whole document triple click in
selection bar.
7. Select a rectangular area by holding down
the Alt key and dragging the mouse pointer
across and down the text in a rectangle.

• Cut – This option is used to delete the selected content but deleted content
automatically removed to Clipboard, a temporary storage place created by
Windows.
• Copy – This option copies the selected content to clipboard.
• Paste – This option takes input from clipboard and pastes it at current cursor
position.
• Format Painter – This tool is used to copy the formatting of selected text
only, not content, and applies it on another text. To do it with mouse, we
have to select the formatted word first, click on the Format Painter icon and
then only select the new text and the text will be formatted. But in case of
keyboard, first select the formatted word, Press ^+Shift+C and then select
new text and press ^+Shift+V and the formatting will be paste.
• Undo – This tool is used to reverse the last action. In word we can undo last
99 actions.
• Redo – This tool is used to undo the undo command.
Insert Table – This tool is used to insert a table. Tables allows users to
easily line up text or numbers, as well as emphasize information by applying
border formats to the rows and columns.
To insert a table, click on table tool or select Insert Table from Table
menu. Give number or rows and columns. Initially word divides it in equal
size of columns. Size of row will be automatically changed when we type
extra characters in any cell.
After it we can add columns, add rows, merge cells, split cells, sort it,
and do variety of task with it.
• Columns – We can also get this option from Format menu, from where we
can adjust width of different column manually. Columns allows you to type in
a newspaper or “snake” style. All the text moves vertically down the page
until it hits the page break, and then it snakes up to the next column to
continue down vertically until it hits the page break, and so on. This pattern
continues according to the number of columns you defined. Word columns
feature allows you to create up to 45 columns, define different column
layouts on the same page, and quickly draw lines or rules between the
columns.
• Show/Hide Paragraph Marker – This tool is used to show and hides the
paragraph marker, tab and soft spaces between words. Paragraph marker is
 Microsoft Word by-BALJEET SINGH SINWAR
useful, while we are going to format a document imported from other word
processors.
• Zoom – This tool allows us facility to see the content of document in original,
in small or in big size to enhance our typing speed. It doesn’t increases or
decreases the printable size of the text but only viewing size.
• Office Assistant – This tool is used to get real-time tips as you work in word.
It will automatically give suggestion and also provides facility to ask help on
any topic.

FORMATTING TOOLBAR

• Style – This option is used to apply default paragraph formatting to the

specified paragraph.
• Font Name – This button is used to change the font name of selected text.
• Font Size – This button is used to change the size of the selected text.
• Bold/Italic/Underline – These three buttons is used to format the selected
text quickly. All of these are toggle keys.
• Paragraph Alignment – There are total four keys for this purpose :
• Left – Align the content of whole paragraph to left of the ruler.
• Right – Align the content of whole paragraph to right of the ruler.
• Center - Align the content of whole paragraph to center of the
ruler.
• Justify – Align the content of whole paragraph in justified form, i.e.
left and right edge of each line of paragraph will be same.
• Numbering – Adds automatic numbers to or removes numbers from
selected paragraph.
• Bullets - Adds automatic bullets to or removes bullets from selected
paragraph. We can also choose this option from Format - Bullets &
Numbering and then choose any different type of bullets.
• Decrease Indent – Used to push the selected paragraph one tab stop
Backward.
• Increase Indent – Used to push the selected paragraph one tab stop
Forward.
• Outside Border – Used to apply different border style to selected table,
paragraph etc.
• Highlight – Used to highlight the selected text, i.e. cover it with specified
color.
• Font Color – Used to change the color of the selected text.

Edit -> Find/Replace/Goto

Used to find and replace the given word with specified word. In the coming menu
if ticked, Match case is used to search only those text who have same
character and in same case, Find whole words only is used to search only the
words having same word without any prefix or suffix, Use Wildcards is used to
search using wildcards characters, i.e. (?) and (*), Sounds like is used to search
also those words having same prnounciation and Find all word forms is used
to find all gramatical forms of word, if you search for Sit, Word will find Sat,
Sitting etc. too.
Format Button - Find different formats as fonts, styles, paragraph etc.
Special – Through this we can find and replace manual page break,
paragraph marks, tab character etc.
Goto - This sheet is used to quickly reach at any specified point in our
document, i.e. on any page, section etc.
 Microsoft Word by-BALJEET SINGH SINWAR
View Buttons :- These are situated at bottom of the word screen above status
bar. It has four buttons as follows:-
• Normal – Allows you to see your document in a traditional word processing
fashion. No any margins are shown, and page breaks or section breaks
appear as a dashed line across the screen. No any picture can be seen.
• Page Layout View – This view changes the screen to a graphical
representation o screen more or less as it will appear when printed. Margins,
Pictures etc. will be shown in this view.
• Outline View – It is used to create or view documents as outlines, which lets
you choose how many levels of content you want to display. You can use
outline view to show only the headings in a document so that you can see at
a glance how the document is organised.
• Online Layout View – It makes text appear larger and wraps text to fit the
window, rather than wrap text the way it would actually print.
• File-> Print Preview – This mode shows the whole page more or less as it
looks after printed.

View -> Toolbar – Used to unhide/hide the selected toolbar.

View -> Ruler – Used to unhide/hide the ruler at left and top of the document.
View -> Document Map – Shows the view screen with outline view in left of it.
View -> Header & Footer – Allows us to give text with or without picture as
header or footer. A header always print at the top and a footer always print at
the bottom of the each page. We can also insert automatic page numbering,
total no. of page, date, time etc. in header or footer.
Inserting Page
Breaks -> We can insert page break or section break from Insert->Break->Page
Break/Section Break. A page break starts later typing from second page from
insertion point. A section break divide the content into two or more part, i.e.
section on the same or on other page. Each section can be formatted
independetly.

Using the Thesaurus – Replaces a word or phrase in the document with a

synonym antonym or related word. We can select it from Tools-> Language ->
Thesaurus.
Word Count (Tools->Word Count) – Counts the number of pages, words,
characters, paragraphs, and lines in the active document. punctuation marks
and special symbols are also included in the word count.
Autocorrect/Autotext – We can get it from Tools -> Autocorrect. This feature
allows us facility to automatically replace some common wrong words with
actual word while we are typing. When we select this option we will get four tab
sheet, among which one will be autotext. This sheet allows us facility to store
some common word, who will be automatically completed while we will type
something like starting character of that word.
Learn about AutoComplete changes Word makes
To use AutoComplete, type the first few characters in an item ¾ for example,
type augu for the current month. When Word suggests the entire item ¾ such as
"August" ¾ press ENTER or F3 to accept it. (If you then type an additional space,
Word suggests the current date, such as "August 22, 1998.") To reject the item,
just keep typing.
You can automatically complete the following items:
· The current date
· A day of the week
· A month
 Microsoft Word by-BALJEET SINGH SINWAR
· Your name
· AutoText entries
Adding Borders & Shading – This option can be selected from Format-
>Borders & Shading. Here we can get three sheet – Borders, Page Borders and
shading. Borders may be applied to selected paragraphs, Page borders can be
applied to whole page and shading is used to apply shading to borders.

Insert - Picture - This option is used to insert the picture from Clipart Gallery,
WordArt, From Scanner etc.
Insert - Textbox - This option is used to insert textbox at any place of page. A
text box is similar to a paper-part which can be pasted anywhere in page and
easily movable.
Insert - File - Through this option we can insert any other file into current
edited file.

Format -> Drop Cap - Formats a letter, word, or selected text with a large
initial - or "Dropped" - capital letter. A "Drop Cap" is traditionally the first letter
in a paragraph and it can appear either in the left margin or dropped from the
base line of the first line in the paragraph.
Format - Change Case - This option changes the selected texts into
Uppercase, lowercase, Sentence Case, Title case or toggle case.

Tools -> Mail Merge - This option is used to produce form letters, mailing
labels, envelopes, catalogs, and other types of merged documents. To do so it
will required two different files and later one more file will be created. Following
is the one method to mail-merging (Form Letters) :-
1. In a new file, insert a table having required rows and columns. The first row
should have heading in each column. Other rows should have related data as
per heading and save it with a name, then close this file.
2. Again in a new file type some text (Generally common text which will be
shared by different letter). Leave the spaces blank where the merged
information will be inserted. Save this file and then choose Mail Merge option
from Tools menu.
3. From the coming menu choose Create option beneath Main document and
then Form letters.
4. Choose Active Window as Main Document because our common message is
in current file.
5. After it choose Get Data beneath Data Source and then choose Open Data
Source.
6. Word automatically informs that "No any merge field found in main
document. Do you want to edit it". Choose Yes there.
7. Now we will be come back at Main Document with a new toolbar "Mail-
Merge". Through the Insert Merge Field button of this toolbar, we can insert
fields at desired place in Main Document.
8. Then choose either "Merge to New Document" or "Merge to Printer" (if printer
is attached and online). We will get merged document in a new file or
through printer on paper.
9. There are also some other options on this toolbar are following :-
• View Merged Data - Toggle between original and variable data.
• Goto Records - First, Previous, Any Specific Record, Next and Last.
• Mail - Merge Helper - Give help about Mail - Merge through Main
Window of Mail-Merge, which was, came earlier.
• Check for Errors - Checks the merged document and informs
about any errors.
 Microsoft Word by-BALJEET SINGH SINWAR
• Find Records - Finds records as per any information in any field.
• Edit Data Source - Open data source for editing.

Q. What is Word Processor? What are the main characteristics of the

Word Processor? Compare it with a typewriter.
Ans. Word Processor is a software package provides facilities for creating,
editing, saving, printing a document electronically. Features now a days in
many of the Word Processors are :-
a. Spelling & Grammar Checking
b. Automatic Word Wrapping
c. Change Font name, style and size
d. Automatic Paging
e. Can insert Header and Footer
f. Can Endnote and footnote
g. OLE Objects
h. Paragraph alignments and line spacing
i. Inbuilt Table feature etc.
Type Writer Word Processor
Manual Device Electronic Device
(Program)
No Memory Capacity Have Memory Capacity
It Can't erase typed char. Can erase typed data
No Word Wrapping, possible Automatic Word
only through human being Wrapping
No increment or decrement of Possible
font size and color
Have hard keys Relatively soft keys
require
Q. What are margin in word processing terminology? How many
different type of margins are available?
Ans. When someone wants to print any document then it is not possible
and also it not looks better to print the text from upper left edge of the
page till lower right edge of the page entirely. One more reason to do so is
that the printer requires some portion of page to hold it with its arms and
print on the other portion. So, to make a document effective and better in
looking, we leave some blank spaces at top, bottom, left and right side of
the page. So, we can say that the spaces left all sides of paper are known
as "Margin". There are mainly four types of margins: -
a. Left
b. Top
c. Right
d. Bottom
In book format we have to specify "Inside" or "Outside" margin in
place of Left and Right Margin.
Sometimes we need to specify header and footer. So, we have to
decide that the spaces required for this purpose will provided from margin
or it will be added to margin.
Sometimes, (In Word) an application provides us facility to leave
spaces for binding too. This margin space is known as "Gutter". Gutter
may leave at top or left side of the page.
Q. What is Auto correct feature?
Ans. It is an artificial intelligence program supplied by the MS-Word. This
program always runs in the memory and checks each and every word we
are going to type. If it found any word wrong and if any other text is
 Microsoft Word by-BALJEET SINGH SINWAR
available in the auto correct dictionary to replace the wrong word with any
right word, then it rights it automatically. We can access this option from
the Tools menu, from where we can choose Autocorrect option. We have
to check all the option available at Autocorrect sheet to make it full
functional.
Q. What is template? What is the predefined setting in the
Template?
Ans. These are predefined forms to do any task in MS-Word. Even it may
be blank too. The default template of Word is Normal.Dot who keeps track
of using default font name, its size, color of font, paper size etc. There are
so many other templates also available, such as for creating web page,
Calendar, Fax, memos etc.
Through the help of template user can save his time to format the
document through himself. He can store all his wanted formatting in a file
having .Dot extension and can use this structure for other file in future.
Q. What is Wizard?
Ans. Wizard is actually collections of so many helpful screens who helps
us to perform any complicated task as per our requirement, but if we are
not familiar with all the concerning processes associated with our task. It
is very helpful for beginners to install any hardware, install any software,
mail merge, creating calendar etc. Generally whenever we start a new
task MS-Office packages automatic start helping us. They provide first
screen in which mostly we found welcome message and actual task begin
from step 2 when we click on “Next” button. In each screen it will ask
some option to input or to select from given list, then we have to click on
“Next” button. This will continue till the end of the task. When all the
required steps will be fulfilled then the Next button disappears or dimmed
and Finish button highlighted. As soon as we click on Finish button our
task being completed.

Q. What is spike?
Ans. A special AutoText entry that stores multiple items that you've deleted.
Microsoft Word appends one item to another until you paste the contents
as a group in a new location in your document.
1. To use the Spike, you remove two or more items from nonadjacent
locations, append each item to the Spike's contents, and then insert
the items as a group in a new location or document. The items
remain in the Spike, so you can insert them repeatedly. If you want
to add a different set of items to the Spike, you must first empty
the Spike's contents.
2. To move an item to the Spike, select the text or graphic you want,
and then press CTRL+F3.
3. You can repeat this step for each additional item you want to move
to the Spike.
4. Click in the document where you want to insert the Spike's
contents. To insert the Spike's contents and empty the Spike, press
CTRL+SHIFT+F3.
Shortcut Functions
^+O Open
^+S Save
^+N New Document
^+P Print
^+X Cut
^+C Copy
 Microsoft Word by-BALJEET SINGH SINWAR
^+V Paste
Alt + F4 Word Closes/ Close any Program.
^ + F4 Current Document Closes
^+F Find
^ + G or (F5) Goto
^+H Replace
^+K Hyperlink
F7 Spelling & Grammer
^ + Shift + C Copy Format
^ + Shift + V Paste Format
^+A Select All
^ + Shift + Less than Symbol Reduce Font size
^ + Shift + Greater than Symbol Enlarge Font Size
^+B Bold
^+I Italic
^+U Underline
^+E Centre align
^+L Left Align
^+R Right Align
^+J Justified Align