General Knowledge

M.s word

  • Microsoft Office Word 2010 allows you to create and edit personal and business documents, such as letters, reports, invoices, emails and books.
  •  By default, documents saved in Word 2010 are saved with the .docx extension.
  • Microsoft Word can be used for the following purposes −
  • To create business documents having various graphics including pictures, charts, and diagrams.
  • To store and reuse readymade content and formatted elements such as cover pages and sidebars.
  • To create letters and letterheads for personal and business purpose.
  • To design different documents such as resumes or invitation cards etc.
  • To create a range of correspondence from a simple office memo to legal copies and reference documents.

Audience

  1. This tutorial has been designed for computer users who are willing to learn Microsoft Word in simple steps and they do not have much knowledge about computer usage and Microsoft applications.
  2. This tutorial will give you enough understanding on MS Word from where you can take yourself to higher levels of expertise.

Prerequisites

  1. Before you begin with this tutorial, we assume you have a basic understanding of Computer peripherals like mouse, keyboard, monitor, screen, etc. and their basic operations.
  2. Assuming you have Microsoft Office 2010 installed in your PC, to start the Word application, follow these steps −

Step 1 − Click the Start button.

Step 2 − Click the All Programs option from the menu.

 

Step 3 − Search for Microsoft Office from the submenu and click it.

Step 4 − Search for Microsoft Word 2010 from the submenu and click it.

This will launch the Microsoft Word 2010 application and you will see the following window.

 Let us understand the various important parts of this window..

File Tab

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

Quick Access Toolbar

This you will find just above the File tab. This is a convenient resting place for the mostfrequently used commands in Word. You can customize this toolbar based on your comfort.

Ribbon

Ribbon contains commands organized in three components −

  • Tabs − These appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are examples of ribbon tabs.
  • 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.
  • Commands − Commands appear within each group as mentioned above.

Title bar

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

Rulers

  • Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath the Ribbon and is used to set margins and tab stops.
  • The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical position of elements on the page.

 

 

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.

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; you can click the + buttons to increase or decrease the zoom factor.

View Buttons

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

  • Print Layout view − This displays pages exactly as they will appear when printed.
  • Full Screen Reading view − This gives a full screen view of the document.
  • Web Layout view − This shows how a document appears when viewed by a Web browser, such as Internet Explorer.
  • Outline view − This lets you work with outlines established using Word’s standard heading styles.
  • 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.

Document Area

This is 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.

Status Bar

This displays the 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.

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.
  • 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.
  •  If you already do not have any opened document, then you will see a window listing down all the recently opened documents as follows −

If you already have an opened document, then it will display a window showing detail about the opened document as shown below. Backstage view shows three columns when you select most of the available options in the first column.

The first column of the backstage view will have following options −

S.No

Option & Description

1

Save

If an existing document is opened, it will be saved as is, otherwise it will display a dialogue box asking for the document name.

2

Save As

A dialogue box will be displayed asking for document name and document type, by default it will save in word 2010 format with extension .docx.

3

Open

This option is used to open an existing word document.

4

Close

This option is used to close an open document.

5

Info

This option displays information about the opened document.

6

Recent

This option lists down all the recently opened documents

7

New

This option is used to open a new document.

8

Print

This option is used to print an open document.

9

Save & Send

This option will save an open document and will display options to send the document using email, etc.

10

Help

This option is used to get the required help about Word 2010.

11

Options

This option is used to set various option related to Word 2010.

12

Exit

Use this option to close the document and exit.

Document Information

When you click the Info option available in the first column, it displays the following information in the second column of the backstage view −

  • Compatibility Mode − If the document is not a native Word 2007/2010 document, a Convert button appears here, enabling you to easily update its format. Otherwise, this category does not appear.
  • Permissions − You can use this option to protect your word document. You can set a password so that nobody can open your document, or you can lock the document so that nobody can edit your document.
  • Prepare for Sharing − This section highlights important information you should know about your document before you send it to others, such as a record of the edits you made as you developed the document.
  • Versions − If the document has been saved several times, you may be able to access the previous versions of it from this section.

Document Properties

  • When you click the Info option available in the first column, it displays various properties in the third column of the backstage view
  • . These properties include the document size, the number of pages in the document, the total number of words in the document, the name of the author etc.
  • You can also edit various properties by clicking on the property value and if the property is editable, then it will display a text box where you can add your text like title, tags, comments, Author.

 

 

Exit Backstage View

  • It is simple to exit from the Backstage View. Either click on the File tab or press the Esc button on the keyboard to go back to the working mode of Word.

Saving New Document

Once you are done with typing in your new Word document, it is time to save your document to avoid losing work you have done on a Word document. Following are the steps to save an edited Word document −

Step 1 − Click the File tab and select the Save As option.

Step 2 − Select a folder where you will like to save the document, Enter the file name which you want to give to your document and Select the Save Asoption, by default it is the .docx format.

Step 3 − Finally, click on the Save button and your document will be saved with the entered name in the selected folder.

Saving New Changes

  • There may be an instance when you open an existing document and edit it partially or completely, or an instance where you may like to save the changes in between editing of the document.
  •  If you want to save this document with the same name, then you can use either of the following simple options −
  • Just press the Ctrl + S keys to save the changes.
  • Optionally you can click on the floppy icon available at the top left corner and just above the File tab. This option will also help you save the changes.
  • You can also use the third method to save the changes, which is the Save option available just above the Save As option as shown in the above screenshot.
  • If your document is new and it was never saved so far, then with either of the three options, Word will display a dialogue box to let you select a folder, and enter the document name as explained in case of saving new document.

 

 

The following are the two important points that will help you while typing −

  • You do not need to press Enter to start a new line. As the insertion point reaches the end of the line, Word automatically starts a new one. You will need to press Enter, to add a new paragraph.
  • When you want to add more than one space between words, use the Tab key instead of the spacebar. This way you can properly align text by using the proportional fonts.

You can scroll through your document by rolling your mouse wheel, which is equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screenshot, there are two scroll bars: one for moving vertically within the document, and one for moving horizontally. Using the vertical scroll bar, you may −

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

Moving with Keyboard

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

Keystroke

Where the Insertion Point Moves

Forward one character

Back one character

Up one line

Down one line

PageUp

To the previous screen

PageDown

To the next screen

Home

To the beginning of the current line

End

To the end of the current line

  • 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 −

Key Combination

Where the Insertion Point Moves

Ctrl +

To the next word

Ctrl +

To the previous word

Ctrl +

To the start of the previous paragraph

Ctrl +

To the start of the next paragraph

Ctrl + PageUp

To the previous browse object

Ctrl + PageDown

To the next browse object

Ctrl + Home

To the beginning of the document

Ctrl + End

To the end of the document

Shift + F5

To the last place you changed in your document.

Moving with Go To Command

Press the F5 key to use the Go To command. This will display a dialogue box where you will have various options to reach to a particular page.

Normally, we use the page number, the line number or the section number to go directly to a particular page and finally press the Go To button.

 

MS-WORD SHORTCUTS

Ctrl+ A

Select ALL content of the page

Ctrl+ B

BOLD the selected text

Ctrl+ C

COPY Selected text

Ctrl+ D

Open the FONT dialogue box

Ctrl+ E

Aligns text to CENTER of the screen

Ctrl+ F

Open FIND dialogue box

Ctrl+ G

Open GOTO dialogue box

Ctrl+ H

Open REPLACE dialogue box

Ctrl+ I

ITALIC the selected text

Ctrl+ J

Aligns the text to justify the screen

Ctrl+ K

To insert hyperlink

Ctrl+ L

Left Alignment in a paragraph

Ctrl+ M

Indent the paragraph

Ctrl+ N

Create NEW document

Ctrl+ O

OPEN an saved/ existing document

Ctrl+ P

Open the PRINT dialogue box

Ctrl+ Q

Remove paragraph formatting

Ctrl+ R

Aligns selected text to the RIGHT of the screen

Ctrl+ S

It SAVES the document

Ctrl+ T

Creating Hanging Intend

Ctrl+ U

It UNDERLINES the selected text

Ctrl+ V

PASTE the text/ file / folder

Ctrl+ W

To CLOSE the current document

Ctrl+ X

To CUT the selected text

Ctrl+ Y

REDO the last action performed

Ctrl+ Z

UNDO last action

End

Moves cursor to the end of line

Ctrl+ End

Moves cursor to the end of document

Home

Moves cursor to the beginning of line

Ctrl+ Home

Moves cursor to the beginning of Document

Ctrl+5

To maintain 1.5 line spacing

F1

Open HELP Dialogue box

F5

Open FIND, REPLACE, GOTO dialogue box

F7

Spell and grammar check to selected text

F12

Opens a SAVE AS dialogue box

Shift+F12

It SAVES the document

Shift+ f3

Changes letter case or Title case of selected text

Ctrl+ Shift + F12

PRINTS the document

Alt+ Shift+ D

Insert the current DATE in the document

Alt+ Shift+ T

Insert the current TIME in the document

Mouse double click

To select a complete word

Mouse triple click

To select a complete line

Ctrl+ Shift +<

Decrease font size

Ctrl+ Shift +>

Increase font size

Ctrl+ Shift ++

Superscript