WORD PROCESSING

Word processing is the preparation of documents such as letters, reports, memos, books or
any other type of correspondence. A document created through word processing is called a word
document.
A word processor is a computer program or application that allows the user to create, edit,
save and print word documents. Word processors are very useful in creating personal and
business documents. Examples of word processors are Microsoft Word, Corel WordPerfect,
Pages, Google Docs, AbiWord, LibreOffice Writer, OpenOffice.org Writer, KWord, Adobe
Pagemaker, WordPad, Lotus Word Pro, Kingsoft Writer etc.

Features of A Word Processor:

1. Wordwrap: Automatic arrangement of text in lines of specified length without the

necessity of touching the enter key.
2. Discretionary Hyphenation: Option of inserting a hyphen to break a word that ends a
line: the hyphen does not print if later editing moves the word to the middle of a line.
3. Justification: Automatic alignment of text to both the left and right margins.
4. Adjustment: Realignment of text to new margin and tab settings.
5. Decimal Alignment: Positioning columns of numbers with the decimal points vertically
aligned.
6. Indents: The setting of temporary margins within a document differing from the primary
margins used.
7. Centering text on a line.
8. Insertion: The entry of new text within previously typed material without erasing the
existing material.
9. Overstriking: The substitution of new text for old by typing over the old text.
10. Deletion: Erasure of text from the screen, or of whole documents from the disk.
11. Search and Replace: Moving directly to specified words or parts of words within a
document and replacing them with different words or word portions.
12. Copying or Cutting: The duplication or moving of blocks of text within a
document.
13. Boilerplate: The separate storage and retrieval of blocks of text from which
standard documents can be built.
14. Pagination: Automatic division of a document into pages of specified numbers of
lines.
15. Page Numbering: Automatic sequential numbering of pages.
16. Headers and Footers: Option of creating standard blocks of text that will
automatically appear at the top or bottom of each page in a document.
17. Footnoting: Automatic sequential numbering of footnotes and positioning of the
footnotes at the bottom of their appropriate pages during pagination.
18. Table of Contents and Index Generators: Programs that create these based on
the text of a document.
19. Form Letter Merging: Automatic combining of a form letter with a mailing list to
generate multiple copies of the letter with the different addresses and other variable
information filled in.
20. Automatic Spelling Checker and Corrector: Program that compares words in
the text against an on-line dictionary, flagging items not found in the dictionary and
offering alternative spellings and a means of correcting the errors.

1
Advantages of a Word Processor:
1. You can make changes without
retyping the entire document.
2. Documents can be saved, edited and
retrieved later.
3. Word document files are relatively
small in size.
4. Text and graphics can be easily
inserted, formatted or deleted at any
point.
9. Disadvantages of a Word Processor:
1. It requires a computer (and electrical
power) to use
2. Documents or data can be lost by a
computer malfunction
2
5. Text and graphics can be easily
copied, cut and pasted at any point.
6. Many hard copies of the document can
be created easily.
7. Mistakes can easily be corrected.
8. They are easy to learn and use.
3. Symbols and equations are easier to
write than create on a computer
4. Viruses can attack and corrupt word
processors and their files.
5. Microsoft Word is the most commonly used word processor. There are many versions of
Microsoft Word; some are Microsoft Word 2002, Microsoft Word 2003, Microsoft Word
2007, Microsoft Word 2010, Microsoft Word 2013 and Microsoft Word 2016. Microsoft
Word is part of the Microsoft Office Suite.

6. Starting Microsoft Word 2010

1. Click Start button

2. Click All Programs option from the menu
3. Click Microsoft Office
4. Click Microsoft Word 2010

7. Microsoft Word 2010 User Interface

8.

9. File Tab: The File tab replaces the Office button from Word 2007. You can click it to check
Backstage view, which is the place to come when you need to open or save files, create
new documents, print a document, and do other file-related operations.

10. Quick Access Toolbar: This you will find just above the File tab and its purpose is
to provide a convenient resting place for the Word most frequently used commands. You
can customize this toolbar based on your comfort.

11. Ribbon:

12.
13. Ribbon contains commands organized in three components:

1. Tabs: They appear across the top of the Ribbon and contain groups of related commands.
Homes, Insert, Page Layout are example of ribbon tabs.
2. Groups: They organize related commands; each group name appears below the group on
the Ribbon. For example group of commands related to fonts or group of commands
related to alignment etc.
3. Commands: Commands appear within each group as mentioned above.

14. Title bar: This lies in the middle and at the top or the window. Title bar shows the
program and document titles

15. Help: The Help Icon can be used to get word related help anytime you like. This
provides nice tutorial on various subjects related to word.

16. Zoom Control: Zoom control lets you zoom in for a closer look at your text. The
zoom control consists of a slider that you can slide left or right to zoom in or out, and +
buttons you can click to increase or decrease the zoom factor.

17. View Buttons: The group of five buttons located to the left of the Zoom control,
near the bottom of the screen, lets you switch among Word's various document views.

1. Print Layout view: This displays pages exactly as they will appear when printed.
2. Full Screen Reading view: This gives a full screen look of the document.
3. Web Layout view: This shows how a document appears when viewed by a Web browser,
such as Internet Explorer.
4. Outline view: This lets you work with outlines established using Words standard heading
styles.
5. Draft view: This formats text as it appears on the printed page with a few exceptions.
For example, headers and footers aren't shown. Most people prefer this mode.

18. Document Area: The area where you type. The flashing vertical bar is called the
insertion point and it represents the location where text will appear when you type.

19. Status Bar: This displays document information as well as the insertion point
location. From left to right, this bar contains the total number of pages and words in the
document, language etc. You can configure the status bar by right-clicking anywhere on it
and by selecting or deselecting options from the provided list.

20. Dialog Box Launcher: This appears as very small arrow in the lower-right corner
of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that
provides more options about the group.

21. The Backstage view has been introduced in Word 2010 and acts as the central
place for managing your documents. The backstage view helps in creating new
documents, saving and opening documents, printing and sharing documents, and so on.
Getting to the Backstage View is easy: Just click the File tab, located in the upper-left
corner of the Word Ribbon.

22. Entering Text

 To enter text, you type the characters on the keyboard.
Press the enter key to begin a new paragraph.
Turn on Caps Lock to type Upper case and turn off Caps Lock to type Lower Cases.
Combine the Shift key with another key to type the character at the upper side of that
key.

23. Move Around in Word 2010

24. Word provides a number of ways to move around a document using the mouse and
the keyboard.

25. First let us create some sample text before we proceed. To create a sample text
there is a short cut available. Open a new document and type =rand() and just press
enter to see the magic. Word will
create a sample content for you.

26. Moving with Mouse:

27. You can easily move the

insertion point by clicking in your text
anywhere on the screen. Sometime if
document is big then you cannot see
a place where you want to move. In
such situation you would have to use
the scroll bars, as shown in the
following screen shot:
28. You can scroll your document
by rolling your mouse wheel, which is
equivalent to clicking the up-arrow or
down-arrow buttons in the scroll bar

29. Moving with Scroll Bars:

30. As shown in the above screen

capture, there are two scroll bars: one for moving vertically within the document, and one
for moving horizontally. Using the vertical scroll bar, you may:

1. Move upward by one line by clicking the upward-pointing scroll arrow.

2. Move downward by one line by clicking the downward-pointing scroll arrow.
3. Move one next page, using next page button (footnote).
Move one previous page, using previous page button (footnote).
4. Use Browse Object button to move through the document, going from one chosen object
to the next.

31. Moving with Keyboard:

32. The following keyboard commands, used for moving around your document, also
move the insertion point:

33. Key 34. Where the Insertion Point Moves

stroke
 35. For 36. Forward one character
ward
Arrow
37. Bac 38. Back one character
kward
Arrow
39. Upw 40. Up one line
ard Arrow
41. Dow 42. Down one line
nward
Arrow
43. Pag 44. To the previous screen
eUp
45. Pag 46. To the next screen
eDown
47. Ho 48. To the beginning of the current line
me
49. End 50. To the end of the current line
51.

52. You can move word by word or paragraph by paragraph. You would have to hold
down the Ctrl key while pressing an arrow key, which moves the insertion point as
described here:

53. Key 54. Where the Insertion Point Moves

Combination
55. Ctrl + 56. To the next word
Forward
Arrow
57. Ctrl + 58. To the previous word
Backward
Arrow
59. Ctrl + 60. To the start of the previous paragraph
Upward Arrow
61. Ctrl + 62. To the start of the next paragraph
Downward
Arrow
63. Ctrl + 64. To the previous browse object
PageUp
65. Ctrl + 66. To the next browse object
PageDown
67. Ctrl + 68. To the beginning of the document
Home
69. Ctrl + 70. To the end of the document
End
71. Shift + 72. To the last place you changed in your document.
F5
73.
74. Moving with Go To Command:

75. Press F5 key to use Go To

command, which will display a dialogue
box where you will have various
options to reach to a particular page.
76. Normally we use page number
or line number or section number to go
directly on a particular page and finally press Go To button.

77. Word Go To Command:

78.

79. File Management:

80. File management refers to the processes of creating, saving and opening word
document files.

81. Saving a New Document:

1. Click the File tab and select Save As option (Keyboard Shortcut is F12)
2. Select a folder where you would like to save the document
3. Enter file name which you want to give to your document
4. Click on Save button

82. Saving Changes to an Existing Document:

1. Click the File tab and select Save option. (Keyboard Shortcut is Ctrl + S)

83. Create a New Document:

1. Click the File tab and select New option (Keyboard Shortcut is Ctrl +N)
2. Double click on Blank document

84. Opening Existing Document:

1. Click the File tab and select Open option (Keyboard Shortcut is Ctrl +)
2. Locate and select a file which you want to open
3. Click Open button to open the file

85. Close Document:

1. Click the File tab and select Close option

2. Click Save to save changes made, or Dont Save to discard changes made.

86. You can also do that by clicking the Close(X) button on the control box.

87. Editing a Document:

88. Editing is the process of making changes to a document. We editing document in
order to correct mistakes, format and add new content.
89. Insert and Add Text: First we will see how inserted text will be added into the
existing content without replacing any existing content.

1. Click the location where you want to insert text or you can use keyboard arrows to locate
the place where you would like to insert the text.
2. Start typing your text you want to insert. Word inserts the text to the left of the insertion
point, moving existing text to the right.

90. Insert and Replace Text: In this insertion mode, text will be added into the
existing content but same time it will over write all the content which comes in its way.

1. Right-click the status bar and select Overtype option from the displayed menu.
2. Click on the Insert text available at the status bar and it will switch to Overtype mode
3. Click the location where you want to insert text or you can use keyboard arrows to locate
the place where you would like to insert the text.
4. Start typing your text you want to insert. Word would replace the existing text with the
newly typed text without moving position of the exiting text.

91. Selecting Text:

92. Text can be selected for many purposes, some include for formatting, deletion,
editing, copying, cutting etc. You select text using the mouse or keyboard.
93. There are many ways of selecting text. These include;

94. Component 95. Method of Selection

96. Selecting text 97. Click at the start of the block of text, hold
between two points down Shift, and click at the end of the block.
98. Selecting a single 99. Simply double click anywhere on the word
word you want to select.
100. Selecting a 101. Simply triple click anywhere on the
paragraph paragraph you want to select.
102. Selecting a sentence 103. Hold down Ctrl key and click anywhere in
the sentence you want to select.
104. Selecting a column of 105. Hold down Alt, click and hold the mouse
text button, and drag over the column you want to
select.
106.

107. Using the selection bar:

108. The white space within the left margin is called the selection bar

109. Component 110. Method of Selection

111. Selecting a line 112. Bring your mouse in selection bar area and
click in front of the line you want to select.
113. Selecting a 114. Bring your mouse in selection bar area and
paragraph double click in front of the paragraph you want to
select.
115. Selecting the 116. Bring your mouse in selection bar area and
document triple click.
117.
118. Using the keyboard:
119. Keyboard provides very good support when you want to select various components
of the document as described in the following table:

120. Component 121. Method of Selection

122. Ctrl + A 123. Press Ctrl + A keys to select the entire
document.
124. Shift 125. Keep pressing Sift key and use any of the
arrow keys to select the text.
126. F8 127. Press F8 and then use any of the arrows
keys to select the text.
128. Ctrl + Shift + F8 129. Press Ctrl + Shift + F8 and then use any of
the arrows keys to select column of the text.
130. Deleting Text:

131. It is very common to delete text and retype the content in your word document.
You might type something you did not want to type or there is something extra which
is not required in the document. Regardless of the reason, Word offers you various
ways of deleting the text in partial or complete content of the document.

132. Using Backspace & Delete Keys:

133. The most basic deletion technique is to delete characters one at a time by pressing
either backspace or delete keys. Following table describes how you can delete single
character or whole word by using either of these two keys:

134. Keys 135. Deletion Methods

136. Backsp 137. Keep the insertion point just after the character you want
ace to delete and press backspace key. Word deletes the character
immediately to the left of the insertion point.
138. Ctrl + 139. Keep the insertion point just after the word you want to
Backspace delete and press Ctrl + Backspace key. Word deletes the whole
word immediately to the left of the insertion point.
140. Delete 141. Keep the insertion point just before the character you want
to delete and press delete key. Word deletes the character
immediately to the right of the insertion point.
142. Ctrl + 143. Keep the insertion point just before the word you want to
Delete delete and press Ctrl + Delete key. Word deletes the word
immediately to the right of the insertion point.
144.

145. Moving Text:

146. Sometime it is required to move a text from one location to another location in the
same document or in any another document. You can move text from one location in a
document to another by using drag-and-drop technique with the help of mouse.

147. Move with-in same document:

1. Select the text you want to move.

2. Place your mouse pointer over the selected text.
3. Hold left mouse button and drag the mouse pointer to the new point of insertion
4. Release the left mouse button

148. Move with-in different documents:

1. Keep both the documents opened and to ensure that both documents are visible, click the
Arrange All button on the View tab on the Ribbon.
2. Select the text you want to move
3. Hold left mouse button and drag the mouse pointer to the new point of insertion in the
second document
4. Release the left mouse button

149.

150.

151. Copy, Cut and Paste

152. You can also move text around using copy, cut and paste. Copy is the process of
create a duplicate of text or item in a document. Cut is the process of moving text or item
from one location to another. When text or an item is copied or cut is placed in the
clipboard.

153. The clipboard is a temporary location in memory where copied or cut text or items
are stored.

154. Copy and Paste:

1. Select the text you want to copy
2. Right click on the selected text and select copy
3. Place the cursor where you want to paste
4. Right click and select paste

155. Cut and Paste:

1. Select the text you want to cut
2. Right click on the selected text and select cut
3. Place the cursor where you want to paste
4. Right click and select paste

156. Note: Keyboard shortcut for; copy is Ctrl + C, for cut is Ctrl +X and for Paste is
Ctrl + V

157. Find & Replace:

158. While working on editing a document you come across a situation very
frequently when you want to search a particular word in your document and many
times you will be willing to replace this word with another word at all the few or all the
places throughout of the document. To find or replace text, you use the find &
replace feature.

159. Find is a command that helps us locate specific text in a document. Find &
Replace helps us to replace a given text with another text in a document.
 160. Find:
1. Click the Find option in the Editing group on the Home tab or press Ctrl + F
2. Enter a word which you want to search in the search box.
161. Note: As soon as you finish typing, Word would display the results in the
navigation pane and highlight the word in the document
3. Close the search pane

162. Find & Replace:

1. Click the Replace option in the Editing group on the Home tab or press Ctrl + H
2. Type a word which you want to search and a word which would like to replace with in
the Find and Replace dialog box
3. Click
a. Replace button to replace next occurrence of the searched word
b. Replace All button to replace all the found words in one go
4. Close the dialog box when finished

163.

164. Spelling and Grammar Check:

165. When typing you sometimes make errors, the Spelling and Grammar Checker is a
feature that enables you to easily identify and correct such errors. Spelling and Grammar
Checker uses three notations to show the type of error;

A red underline beneath spelling errors.

A green underline beneath grammar errors.

A blue line under correctly spelled but misused words.

166. Check Spelling and Grammar using Review:

1. Click the Review tab and then click Spelling & Grammar button, (A Spelling and
Grammar dialog box will appear and will display wrong spellings or grammar and
correct suggestions)

2. Use any combination of the following options to fix the spelling mistake:

Ignore: If you are willing to ignore a word then click this button and word ignores
the word throughout the document.

Ignore All: Like Ignore, but ignores all occurrences of the same misspelling, not
just this one.

Add to Dictionary: Choose Add to Dictionary to add the word to the Word spelling
dictionary.
 Change: This will change the wrong word using the suggested correct word.

Change All: Like Change, but change all occurrences of the same misspelling, not
just this one.

AutoCorrect: If you select a suggestion, Word creates an AutoCorrect entry that

automatically corrects this spelling error from now on

167. Following are the different options in case you have grammatical mistake:

Next Sentence: You can click Next Sentence to direct the grammar checker
to skip ahead to the next sentence.
Explain: The grammar checker displays a description of the rule that caused
the sentence to be flagged as a possible error.
Options: This will open the Word Options dialog box to allow you to change
the behavior of the grammar checker or spelling options.
Undo: This will undo the last grammar changed.

3. Word displays a dialog box when it finishes checking for spelling and grammar
mistakes, finally Click OK.

168.

169. Zoom In and Zoom Out

170. Microsoft Word provides a functionality to apply zoom-in and zoom-out operations
on a document. When we apply zoom-in operation, it enlarges the size of text whereas
applying zoom-out operation reduces the size of text.

171. A zoom operation just changes the size of the font on-screen without impacting any
other attribute of the document.

172. Zoom-in & Zoom-out using view tab:

1. Click the view tab and then click Zoom button

2. In the zoom dialogue box that appear, select the right zoom option you need
3. Click Ok

173. Zoom-in & Zoom-out using (+) and (-) Buttons:

174. You can also use the zoom slider at the right side of the MS Word status bar. To use
it;

Click the Zoom Out (-) button to reduce the size

Click the zoom In (+) to increase the size
175. Each time you click zoom in or out on the slider, the size of text is increased or
decreased by 10%.

176. Inserting Special Symbols:

177. Your keyboard may not have many characters available but you want to use those
characters in your document, in such situation you have option to insert Special Symbols
using the Insert tab. To do this;

1. Place your cursor where you want to insert the symbol

2. Click Symbol button in the Symbol group on the Insert Tab
3. Do one of the following;
Click the symbol you want in the list that appear
If the symbol is not there,
i. Click More Symbols
ii. Locate the symbol you want in the dialogue box
iii. Click the symbol and click insert
iv. Close the dialogue box

178. Undo and Redo the Changes:

179. Sometimes you want to reverse or repeat something that you just did. For example
you make a mistake and you immediately noticed it and want to reverse it. Microsoft Word
provides two features (Undo and Redo ) that would help you to easily do that.
Undo is used to reverse an action while Redo is used to repeat an action.

180. The shortcut for Undo is Ctrl + Z and the shortcut for Redo is Ctrl + Y.

181.

182. FORMATTING

183. Formatting is the process of changing the appearance of text in a document.

Documents are formatted to give them a nice appearance and also improve their
readability. There are two types of formatting;

Character formatting
Paragraph formatting.

184. Character Formatting:

185. Character formatting affects the individual characters (i.e. letters, numbers,
symbols, punctuation marks, and spaces) in a document. The following attributes can be
applied in character formatting;

Font type and size

Font style
Font colour
Effects

186. Font:
187. Font type refers to the typeface that you wish to apply to a particular text. It is a
collection of characters with a consistent appearance. Examples are Calibri, Times New
Roman, Verdana, Script MT Bold, Old English Text MT, Wingdings etc. The default font type
is Calibri in Word 2010.

188. Font size is the vertical height of a character measured in points. 72 points is
equal to 1 inch, in other words, 1/72 inches= 1 point. The short form for point is pt. The
default font size is 11pt in Word 2010.

189. Font Style changes the way the text appears. It includes Plain, Bold(B), Italic(I)
and Underline(U) as well as a combination of styles.

190. To change the font size:

1. Select the text you want to modify.

2. Click the drop-down arrow next to the Font
Size box on the Home tab. A drop-down
menu appears.
3. Select the desired font size from the menu.
Alternatively, you can type the value you want
and then press Enter on your keyboard.

191. The shortcut is Ctrl + Shift + P

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

193.

194. To change the font type:

1. Select the text you want to modify.
2. Click the drop-down arrow next to the Font
box on the Home tab. The Font drop-down
menu appears.
3. Move the mouse pointer over the various fonts.
A live preview of the font will appear in the
document.

195. The shortcut is Ctrl + Shift + F

196. To change the font style:

1. Select the text you want to modify.

2. Click the font style of your choice on the Home tab.
Bold (B) (Keyboard shortcut is Ctrl + B)
Italic (I) (Keyboard shortcut is Ctrl + I)
Underline (U) (Keyboard shortcut is Ctrl + U)
197. To change the font color:

198. The default font colour is Automatic or

Black in Word 2010.

1. Select the text you want to modify.

2. Click the Font Color drop-down arrow on the Home
tab. The Font Color menu appears.
3. Move the mouse pointer over the various font
colors. A live preview of the color will appear in
the document.

199. To highlight text:

1. From the Home tab, click the Text Highlight
Color drop-down arrow. The Highlight Color
menu appears.
2. Choosing a highlight color
3. Select the desired highlight color.
4. Select the text you want to modify. It will then
be highlighted.

200. To apply effects:

1. Select the text you want to modify.
2. Click the Font group Dialogue box launcher on the Home tab. The Font dialogue box
appears.
3. Select the effects of your choice under Effects
4. Click Ok

201. Clear Formatting Options:

202. If you do not like the formatting of a given text you can clear it using he clear
formatting option. When you clear formatting all of the setting can be reset to the plain
text, or the default formatting. To clear formatting:

1. Select the text that you want to reset.

2. Click Clear Formatting button in the Home tab Font group, or simply use Ctrl +
SPACEBAR.

203. To change text case:

 204. Case can be change to upper
case, lower case, sentence case, title
case, toggle case.
205. To change case;

1. Select the text you want to modify.

2. Click the Change Case command in the
Font group on the Home tab.
3. Select the desired case option from the list.

206. The shortcut is Left Shift + F3

207. Paragraph Formatting:

208. Paragraph formatting is formatting that affects a whole paragraph or line of text.
Paragraph formatting attributes include alignment or justification, line spacing, indentation
etc.

209. Justification:

210. This is the alignment of text with page margins. It is also sometimes known as
Alignment. There four types of justification available in MS Word; Left Justification, Center,
Right Justification and Justify.

211. To change text justification:

1. Select the text you want to modify.

2. Select one of the four alignment options from the Paragraph group on the Home tab.
Align Text Left: Aligns all selected text to the left margin.
212. (Keyboard shortcut is Ctrl + L)
Center: Aligns text an equal distance from the left and right margins
(Keyboard shortcut is Ctrl + E)
213.
Align Text Right: Aligns all selected text to the right margin
214. (Keyboard shortcut is Ctrl + C)
Justify: Aligns text equally on both sides and lines up equally to the right and left
margins; used by many newspapers and magazines
215. (Keyboard shortcut is Ctrl + J)
216.
217. Indentation:
218. You can indent a line or paragraph by pushing it away from the margins. The size of an
indent is the distance between the margin and the text. There are three types of indent settings:
the left indent, right indent and special indent. The default setting for all three indents is zero
(meaning that a paragraph would initially have no indent).
219. The easiest way to left indent a paragraph is by press tab key once. Pressing the tab key
once indents the paragraph by 0.5 inches

220. To use the Indent commands:

221. If you want to indent all lines in a paragraph, you can use the Indent commands on the
Home tab.

1. Select the text you want to indent.

2. Make sure you are on the Home tab.
3. Click the Increase Indent command to
increase the indent by increments of 1/2 inch.
4. Click the Decrease Indent command to
decrease the indent by increments of 1/2 inch.

222. If you would prefer to type your indent amounts, you can use the Indent fields on
the Page Layout tab.

223.

224. Line Spacing:

225. Line spacing is the distance between two
consecutive lines of text in a document. The spacing between lines is relative to size of the fonts
on the line. There are various line spacing that can be applied to paragraphs in a document.
Some of them are single (1.0 line), double (2.0 lines), 1.15 lines, 1.5 lines, 2.5 lines, 3.0 lines at
least, exactly and multiply. The default line spacing is 1.15 lines in Word 2010.
226. To change spacing between lines:
1. Select the paragraph or paragraphs for which you want to change spacing.
2. Click the Line and Paragraph Spacing Button triangle to
display a list of options to adjust space between the lines.
You can select any of the option available by simply
clicking over it.

227. To change spacing between paragraphs:

1. Select the paragraph or paragraphs for which you want
to define spacing and click the Paragraph Dialog Box Launcher available on Home
tab.
2. Click Before spinner to increase or decrease the space before the selected paragraph.
Similarly click After spinner to increase or decrease the space after the selected
paragraph.
3. Finally click OK button to apply the changes.
228. Creating Lists:

229. To create a list in a document, we use bullets and numbering. Bullets and
numbering can be added to an already typed text or to text being typed.

230. Adding Bullets or Numbering to a list:

1. Select a list of text to which you want to assign bullets or numbers.
2. Click the Bullet or Numbering Button triangle to display a list of bullets or numbering
available.
3. Select any of the bullets or numbering style available by simply clicking it.

231. Removing Bullets or Numbering from a list:

1. Select a list of text from which you want to remove the bullets or numbers.
2. Click the Bullet or Numbering Button triangle to display a list of bullets or numbering
available.
3. Select none as the bullets or numbering style.

232. Borders and Shading:

233. Microsoft Word allows you to place a border on any or all of the four sides of
selected text, paragraphs, and pages. You can also add many type of shading to the space
occupied by selected text, paragraphs, and pages.

234. Add Borders To Text:

1. Select the text or paragraph to which you want to add border.

2. Click the Border Button to display a list of options to put a border around the selected
text or paragraph.
3. Select any of the options available by simply clicking it.

235. Add Borders To Page:

1. Click the Border Button to display a list of options to put a border.

2. Select Border and Shading option available at the bottom of list of the options.
3. Click Page Border tab which will display a list of border settings, styles and options
whether this border should be applied to the whole document or just one page or first
page.
4. Select the options you want and click Ok

236. Add Shades To Text:

1. Click the Border Button to display a list of options to put a border.

2. Select Border and Shading option available at the bottom of list of the options.
3. Click Shading tab which will display options to select fill, color and style and whether
this border should be applied to Paragraph or Text.
4. Select the options you want and click Ok

237. Copy and Apply Formatting:

238. You can copy and apply formatting from one text to another. To do this:

1. Select the text containing the formatting that you want to copy.
2. Click the Home tab and click the Format Painter button to copy the format of the
selected text. As soon as you click the format painter button, the mouse pointer
changes to a paint brush when you move the mouse over your document.
3. Using the mouse select the text where you want to apply the copied text format.

239.

240. Page Formatting:

241. In page formatting you can set margins, page numbers, header & footer,
orientation, size etc.

242. Setting the Margin:

243. The margin is the blank space between the edge of the page and the text. There
are five types of margins; left margin, right margin, top margin, bottom margin and
gutter margin.

244. To set the margin:

1. Click the Page Layout tab, and click Margins button in the Page Setup group.
2. Click Custom Margins
3. Set the values for the various margins as required in the Page Setup Dialogue box
4. Click Ok

245. You can also use the preset margins above custom margin in the margin list.

246. To clear your custom margins, repeat step 1 above and select Normal

247. Insert Page Number:

1. On the Insert tab, in the Header & Footer group, click Page Number
2. Click the page number location that you want.
3. In the gallery, scroll through the options, and then click the page number format that you
want
4. Click Close Header and Footer on the Design tab (under Header & Footer Tools)
248. Insert Header or Footer:

1. On the Insert tab, in the Header & Footer group, click Header or Footer as
appropriate
2. Click the header or footer that you want to add to your document.
3. Click Close Header and Footer on the Design tab (under Header & Footer Tools)

249. Remove Page Number, Header or Footer:

1. Double-click the header, footer, or page number.

2. Select the header, footer, or page number.
3. Press DELETE.

250.

251. Setting the Page Orientation:

252. Page orientation is very useful when you want to print your document. There two
types of orientation; Portrait and Landscape. Portrait is the default orientation MS Word.

253. To set the orientation:

1. Click Page Layout Tab

2. Click the small triangle under Orientation
3. Select the orientation of your choice.

254. Setting the Page Size:

255. Page size is the size (length by breadth) of the pages in a document. There are
many sizes.

256. Letter is the default size in MS Word. Another commonly used size is A4.

257. To Page Size:

1. Click Page Layout Tab

2. Click the small triangle under Size
3. Select the Size of your choice.

258. GRAPHICS AND DIAGRAMS:

259. In word documents you can work with graphics and diagrams such as tables,
shapes and images.

260. Working With Tables:

261. Inserting Tables:

262. Use table templates

1. Click where you want to insert a table
2. On the Insert tab, in the Tables group, click Table, point to Quick Tables, and then click
the template that you want.
3. Replace the data in the template with the data that you want

263. Use the Table menu

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to
select the number of rows and columns that you want.

264. Use the Insert Table command

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, and then click Insert Table
3. Under Table size, enter the number of columns and rows.
4. Under AutoFit behavior, choose options to adjust the table size.

265. Convert text to a table:

1. Select the text that you want to convert.

2. On the Insert tab, in the Tables group, click Table, and then click Convert Text to
Table.

266. Manipulating a Table:

267. Add a row above or below:

1. Right-click in a cell above or below where you want to add a row.

2. On the shortcut menu, point to Insert, and then click Insert Rows Above or Insert
Rows Below

268. Add a column to the left or right:

1. Right-click in a cell to the left or to the right of where you want to add a column.
2. On the shortcut menu, point to Insert, and then click Insert Columns to the Left or
Insert Columns to the Right.

269. Delete a row:

1. On the Home tab, in the Paragraph group, click Show/Hide.

2. Select the row that you want to delete by clicking to the left of the row.
3. Right-click and then click Delete Rows on the shortcut menu.

270. Delete a column:

1. On the Home tab, in the Paragraph group, click Show/Hide.

2. Select the column that you want to delete by clicking the column's top gridline or border.
3. Right-click and then click Delete Columns on the shortcut menu.

271.

272.

273. Delete a table:

274. Delete the entire table:

1. In Print Layout View, rest the pointer on the table until the table move handle appears,
and then click the table move handle.
2. Press BACKSPACE.

275. Delete the contents of the table:

276. You can delete the contents of a cell, a row, a column, or the whole table. When
you delete the contents of a table, the table's rows and columns remain in your document.

1. Select the contents that you want to clear.

2. Press DELETE.

277. Working With Images:

278. Adding Picture in Document:

1. Click in your document where you want to add a picture.

2. Click the Insert tab and then click Picture option available in illustrations group,
which will display Insert Picture dialog box.
3. Select a required picture using Insert Picture dialog box and click Insert button

279. Adding A Clipart in Document:

1. On the Insert tab, in the Illustrations group, click Clip Art.

2. In the Clip Art task pane, in the Search for text box, type a word or phrase that
describes the clip art that you want, or type in all or some of the file name of the clip art.
3. Click Go.
4. In the list of results, click the clip art to insert it.

280. Deleting A Picture or Clip Art in Document:

1. Click the picture or clip art to select it

2. Press Delete

281.

282.
283.

284. ADVANCED OPERATIONS:

285. Quick Styles:

286. Microsoft Word provides a gallery of Quick Styles that you can apply to headings,
titles, text, and lists. Quick styles give you with sets of canned formatting choices, such as
font, boldface, and color.

287. Apply Quick Styles:

1. Select a text on which you want to apply a style.

2. Click the Home tab and then move your mouse pointer over the available styles
in Style Gallery and you will see your selected text will change its style based on the
selected style.
3. Finally to apply a selected style, just click over the style

288. Note: You can remove styles by selecting Normal style available in Style
Gallery.

289. Printing Documents:

290. Printing is the process of producing a hardcopy of you typed document on paper. In
order to print, your computer must be connected to a working printer.

291. To print follow these step;

1. Click the File tab and then Print option which will display a preview of the document
in the right column.
2. Select the printer and Set the print options such as number of copies, print range etc
3. Click Print button

292.