Word 2013

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This book is a personal copy of STEFFI MURLEEDHARAN NAIR of NIIT Panvel Centre , issued on 09/05/2020.
No Part of this book may be distributed or transferred to anyone in any form by any means.
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Microsoft Word 2013

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Student Guide
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Trademark Acknowledgements LE
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All products are registered trademarks of their respective organizations.
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All software is used for educational purposes only.

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Microsoft Word 2013 SG/14-M01-V01

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Copyright ©NIIT. All rights reserved.

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No part of this publication may be reproduced, stored in retrieval

system or transmitted in any form, or by any means, electronic,
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mechanical, photocopying, recording or otherwise, without the

prior written permission of the publisher.
COURSE DESIGN-STUDENT GUIDE
Table of Contents
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About This Course Prologue
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Chapters Description
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Objectives Rationale
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Content Objectives
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Text
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Entry Profile
Graphics Exit Profile
Tables LE Conventions
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Notes
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Just a minute
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Practice Questions
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Summary
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Exercises
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Solutions to Practice Questions

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Reference Reading
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Glossary
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Objectives
Attainment Feedback (OAF)
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Table of Contents
About This Course
Prologue ------------------------------------------------------------------------------------ i
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Description ---------------------------------------------------------------------------- i
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Rationale------------------------------------------------------------------------------- i
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Objectives ----------------------------------------------------------------------------- i
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Entry Profile--------------------------------------------------------------------------- i
Exit Profile ---------------------------------------------------------------------------- i
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Conventions------------------------------------------------------------------------------- ii
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Chapter 1 – Introducing Microsoft Office Word 2013
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Exploring Word 2013 ------------------------------------------------------------------ 1.3
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Exploring the Word 2013 Interface ---------------------------------------------- 1.3
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Creating a Document ------------------------------------------------------------------1.12
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Saving a Document ---------------------------------------------------------------------1.14

Opening a Document ------------------------------------------------------------------1.16
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Previewing a Document ---------------------------------------------------------------1.17

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Closing a Document --------------------------------------------------------------------1.18

Exploring the Ribbon Panel ----------------------------------------------------------1.19
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The Home Tab ----------------------------------------------------------------------1.19

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The Insert Tab-----------------------------------------------------------------------1.20

The Page Layout Tab --------------------------------------------------------------1.20
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The Review Tab --------------------------------------------------------------------1.21

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The View Tab -----------------------------------------------------------------------1.22

Viewing a Word Document -----------------------------------------------------------1.23
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Print Layout View ------------------------------------------------------------------1.23

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Web Layout View ------------------------------------------------------------------1.24

Outline View ------------------------------------------------------------------------1.24
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Read Mode View -------------------------------------------------------------------1.25

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Draft View---------------------------------------------------------------------------1.25
Editing Text -----------------------------------------------------------------------------1.26
Navigating Through Text----------------------------------------------------------1.26
Inserting Text -----------------------------------------------------------------------1.27
Selecting Text -----------------------------------------------------------------------1.28
Deleting Blocks of Text -----------------------------------------------------------1.28
Rearranging Blocks of Text ------------------------------------------------------ 1.28
Searching and Replacing Text --------------------------------------------------- 1.31
Undoing the Changes Made in Text --------------------------------------------- 1.33
Using the Help Feature in Word ---------------------------------------------------- 1.34
Exploring the Word Help Feature ----------------------------------------------- 1.34
Using the Word Help Toolbar ---------------------------------------------------- 1.35
Practice Questions --------------------------------------------------------------------- 1.36
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Summary -------------------------------------------------------------------------------- 1.37
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Exercises --------------------------------------------------------------------------------- 1.38
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Chapter 2 – Formatting a Document
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Formatting Text ------------------------------------------------------------------------- 2.3
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Modifying the Font ----------------------------------------------------------------- 2.3
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Highlighting Text ------------------------------------------------------------------- 2.6
Changing Text Color --------------------------------------------------------------- 2.6
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Copying a Format ------------------------------------------------------------------- 2.7
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Clearing a Format ------------------------------------------------------------------- 2.8
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Changing Case ---------------------------------------------------------------------- 2.8
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Formatting Paragraphs--------------------------------------------------------------- 2.10

Applying Paragraph Spacing ----------------------------------------------------- 2.10
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Applying Line Spacing------------------------------------------------------------ 2.11

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Aligning Text----------------------------------------------------------------------- 2.12

Indenting Text ---------------------------------------------------------------------- 2.12
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Setting Tabs to Align Text -------------------------------------------------------- 2.14

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Creating Lists----------------------------------------------------------------------- 2.17

Applying Borders and Shading -------------------------------------------------- 2.20
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Applying Styles -------------------------------------------------------------------- 2.23

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Inserting Headers and Footers ------------------------------------------------------ 2.25

Practice Questions --------------------------------------------------------------------- 2.27
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Summary -------------------------------------------------------------------------------- 2.28

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Exercises --------------------------------------------------------------------------------- 2.29

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Solutions to Practice Questions ------------------------------------------------------ S.1

Chapter 1 ----------------------------------------------------------------------------- S.1
Chapter 2 ----------------------------------------------------------------------------- S.1
Reference Reading
Microsoft Office Word 2013---------------------------------------------------------- R.3
Glossary
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Glossary ---------------------------------------------------------------------------------- G.1
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ABOUT THIS COURSE
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Prologue
Description
The course, Microsoft Word 2013, enables the students to learn certain features of Word 2013 such as
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creating documents, printing documents, and formatting documents. The students will also learn how to
customize Quick Access Toolbar and Ribbon.
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Rationale
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Over the years computers have become an integral part of the office environment. Aspiring professionals in
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any field need to understand the basics of computers. In addition, they need to acquire some basic skills to
solve common work-related problems and enhance their productivity.
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Common activities performed in an organization involve maintaining documents, analyzing financial data,
storing and retrieving records, and sharing presentations in business meetings. These tasks can be done
quickly and easily by using appropriate tools, such as Microsoft Office.
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This course enables a student to use Microsoft Word 2013 for creating, managing, analyzing, and sharing
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information.
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Objectives
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After completing this course, students will be able to:

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 Create documents
 Format documents
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Entry Profile
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No prerequisite knowledge is required for this course.

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Exit Profile
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After completing this course, the students will be able to:

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 Create and format documents.

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NIIT About This Course i
Conventions
Convention Indicates…
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Tip
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Just a minute
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ii About This Course NIIT
Introducing
Chapter 1
Microsoft Office
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Word 2013
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In the past, a user had to create and edit personal and
business documents manually. However, over time,
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advancement of technology led to electronic creation of
documents. With the widespread use of computers today,
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there is a need for a software application that has a
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user-friendly interface. Microsoft Word 2013 is one of the
most user-friendly, word-processing applications that
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enable users to create appealing and presentable
documents.
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This chapter introduces the Word 2013 interface and its
different constituents. The chapter also discusses how to
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create and format documents in Word. In addition, it

explains the use of the Help feature in Word.
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Objectives
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In this chapter, you will learn to:

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 Explore the Word 2013 interface

 Identify the features available in the Ribbon panel
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 View a Word document in different layouts

 Edit text in a Word document
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 Use the Help feature in Word

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Exploring Word 2013
Word 2013 is one of the most popular products of the Microsoft Office 2013 suite. It is a word processor that
helps you to create, edit, and format documents, such as letters, reports, or Web pages. For example, you can
create a report, add and delete text, apply formatting like italics to the text, insert graphics, videos and charts,
print, and save the finished report as an electronic file for future use.
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Word 2013, with its streamlined user interface and a host of editing and layout tools, makes the writing
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experience simple and efficient. Its tools and features are easily accessible, making it easy for users to work
on digital documents.
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Moreover, as a part of Office 2013 suite, Word 2013 offers integration with the cloud—with SkyDrive and
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SharePoint, in particular. Thus, when you save your Word 2013 documents online, they will be available to
you (and others) from any device at any time, via Office 2013 on a PC or tablet or via WebApps.
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In addition, Word 2013 allows you to open PDF files, edit them, and then save them as either DocX files or
PDFs. When opened in Word, the file retains the structure of the PDF file, even for elements, such as tables.
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Exploring the Word 2013 Interface
To start Word 2013, perform the following steps: LE
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1. Press the Windows logo key. The Start screen appears.
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2. Start typing Word 2013. The Search pane and Apps screen appear, as shown in the following figure.
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The Results Window
NIIT Introducing Microsoft Office Word 2013 1.3
3. Select the Word 2013 option on the Apps screen. The Word start window appears, as shown in the
following figure.
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The Word Start Window
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The Word start window offers a choice of great new templates to help you get started. You can find a list of
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your recently viewed documents allowing you to get back to where you left off in no time. You also have the
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option to create a new document. To create a new document, choose the Blank document option and a new
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Word document window appears, as shown in the following figure.

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The Word Document Window
1.4 Introducing Microsoft Office Word 2013 NIIT
Before you start working with Word 2013, learn the various elements that are available on its interface. The
Word 2013 interface consists of the following main elements:
 File tab
 Quick Access Toolbar
 Status bar
 Ribbon panel
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Exploring the File Tab
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The File tab is placed at the top-left corner of the Word interface. When you click the File tab, the Backstage
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view appears, as shown in the following figure.
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The Backstage View

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Apart from a set of options, the Backstage view also displays additional information and properties of the
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document. The Backstage view is partitioned into three panes: left, center, and right. The left pane consists of
a set of options. The center and right panes display the section corresponding to the option selected in the left
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pane.
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The purpose of each option in the Backstage view is explained in the following list:
 Info: This option displays additional information and properties of a document. In addition, it enables
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you to convert the document to previous versions, protect your document, and check for issues.
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Moreover, it enables you to manage versions of the document.

 New: This option allows you to create a new document.
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 Open: This option allows you to open a document stored on your computer.
 Save: This option allows you to save a document.
 Save As: This option allows you to save a copy of a document. In addition, it enables you to save a
document in different formats.
 Print: This option allows users to preview and print documents.
 Share: This option allows you to share your document with other users. You can save your document on
SharePoint or Microsoft SkyDrive and use the Share command to let others read or edit your copy of the
file. You can also send the document as an email attachment.
 Export: This option allows you to export your document to the PDF or XPS format. You can also
change the file type of your document.
 Close: This option allows you to close the currently active document. In case you have not saved your
document, a Microsoft Word message box appears, prompting you to save your document.
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 Account: This option allows you to use your Microsoft Account, which is a free, cloud-based account
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that gives you access to Microsoft services including Windows 8, SkyDrive, Hotmail, Skype, and more.
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 Options: This option allows you to customize the Ribbon panel and Quick Access Toolbar. Moreover, it
enables you to customize the display settings of the document. This option lets you change the Word
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correcting and formatting options. In addition, it allows you to manage the Add-Ins and the privacy
settings of the document.
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Using the Quick Access Toolbar
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Quick Access Toolbar provides access to frequently used commands of Word 2013. It is a component that is
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a part of the title bar, as shown in the following figure.
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The Quick Access Toolbar Commands

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By default, the toolbar displays the save, undo, and redo commands. You can also add other options to the
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toolbar by clicking the Customize Quick Access Toolbar drop-down arrow on Quick Access Toolbar.
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Customizing Quick Access Toolbar

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Along with the default commands, you can add frequently used commands to the Word 2013 interface by
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customizing or modifying the Quick Access Toolbar. In addition, you can customize Quick Access Toolbar
to hide the commands you usually do not use.
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To add commands to Quick Access Toolbar, perform the following steps:
1. Click the Customize Quick Access Toolbar button on Quick Access Toolbar. The Customize Quick
Access Toolbar pop-up menu appears, as shown in the following figure.
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The Customize Quick Access Toolbar Pop-up Menu
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Select the More Commands option from the pop-up menu. The Word Options dialog box appears, as
shown in the following figure.
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The Word Options Dialog Box
3. Select the category that you want from the Choose commands from drop-down list in the Customize
the Quick Access Toolbar section.
4. Select the command that you want to add to Quick Access Toolbar from the list box appearing below the
Choose commands from drop-down list.
5. Click Add. The selected command appears in the list box appearing below the Customize Quick Access
Toolbar drop-down list.
6. Click OK.
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Exploring the Status Bar
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The Status bar is placed at the bottom of the Word 2013 window. It displays the information related to the
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currently open document, such as the page number and the total number of pages in a document. In addition,
it contains some controls for changing the display of the currently open document.
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By default, the following details/controls are displayed in the Status bar:
 Page number: Shows the current page number of the currently active document.
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 Word Count: Shows the word count of the currently active document. It keeps updating the word count
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as you type.
 Contextual Spell Checker: Keeps track of the spelling mistakes in a document. A checked sign ( )
refers to the presence of mistakes to be corrected.
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 Document View: Allows you to view a document in various modes. For example, it allows you to view
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a document as it would look on a Web page.
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 Zoom Controls: Allows you to zoom in to get a close view of your document or zoom out to see more
of the page (or multiple pages) at a reduced size.
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Introducing the Ribbon Panel

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Ribbon is a panel at the top of a Word document window. It comprises easily accessible commands required
to work on a document. The Ribbon panel consists of the following eight basic tabs:
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 Home: This tab contains options that help you perform basic functions in a Word document, such as
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formatting and editing text.

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 Insert: This tab contains options that help you add different objects, such as pictures, tables, shapes,
apps, media, and symbols in a document. You can insert these objects from your local PC or from
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various online sources. The online options include inserting images within the Office Clipart collection
online, via a Bing search, or from your own SkyDrive.
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 Design: This tab makes it easier to use themes, styles, and other formatting features, such as the page
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background color, page border, or document watermark.

 Page Layout: This tab contains options that help you define page settings in a document. In addition, it
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contains options for controlling the position of text and graphics.

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 References: This tab contains options for citing sources of information and creating a bibliography. It
also helps you select a style for formatting the citations and references in a document.
 Mailings: This tab contains the options related to a feature called mail merge. Mail merge helps you
create and print letters and mailing labels.
 Review: This tab contains various options that help you review and edit the contents of a document.
 View: This tab contains various options that help you view a document in different layouts.
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Each tab is divided into several groups incorporating features designed to perform
specific tasks during document creation. You can hide the Ribbon panel by
double-clicking any active tab.
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Customizing Ribbon
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You can customize the Ribbon panel as per the need. For example, you can create a new tab or a new group
to contain the frequently used commands and add it to the Ribbon panel.
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To customize the Ribbon panel, perform the following steps:
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1. Click the File tab. The Backstage view appears.
2. Select the Options option in the left pane. The Word Options dialog box appears, as shown in the
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following figure.
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3. Select the Customize Ribbon option in the left pane. The Customize the Ribbon and keyboard
shortcuts page is displayed in the right pane, as shown in the following figure.
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Ensure that Main Tabs is selected from the first drop-down list under the Customize the Ribbon
section in the right pane.
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4. Click New Tab under the Customize the Ribbon section in the right pane. The New Tab (Custom)
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option appears in the Main Tabs list.

5. Click New Group (Custom) under the New Tab (Custom) option from the Main Tabs list.
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6. Select the desired command from the list under the Choose commands from section in the right pane,
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and then click Add.

7. Repeat Step 6 to include as many commands into the New Group (Custom) option.
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8. Right-click New Tab (Custom) from the Main Tabs list. A context menu appears.
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9. Select Rename from the context menu. The Rename dialog box appears, as shown in the following
figure.
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The Rename Dialog Box
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Alternatively, select New Tab (Custom) from the Main Tabs list and click Rename under the
Customize the Ribbon section in the right pane.
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10. Enter the desired name of the new tab in the Display name text box.
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11. Click OK.
12. Similarly, rename the New Group (Custom) option.
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The Rename Dialog Box

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13. Click OK.

14. The customized Ribbon panel displaying the new created tab appears, as shown in the following figure.
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The Customized Ribbon Panel
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Although you can rename and change the order of the default tabs and groups, you
cannot rename the default commands.
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Creating a Document
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Each time you start Word 2013, you can choose whether to start from a blank document or a template from
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the gallery. You can click a category to see the templates it contains or search for more templates online. To
create a new Word 2013 document, perform the following steps:
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1. Launch the Start screen and search the Word application. Select Word 2013 to launch the Word
application. The Word start window appears. Here, you can choose whether to start from a blank
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document or a template.
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2. Select the Blank document option from the available templates section. The Document<No> - Word
window appears, as shown in the following figure.
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The Microsoft Word Window

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When you create official documents, you might want them to have a consistent look. For example, you want
all documents for internal communication to contain the logo and the name of your company. You can use
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templates to give a uniform structure to documents. Templates are predesigned documents that contain
formatting and, in some cases, generic text.
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Word supplies several built-in templates, which you can use to create documents, such as letters, faxes,
labels, and resumes. To use a built-in template, perform the following steps:
2. Select the New option in the left pane. The New section appears in the center pane.
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The New Document Templates Section
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3. Select the desired template from the New section. The Document<No> - Word window formatted as
per the selected template appears, as shown in the following figure.
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The Microsoft Word Window Displaying the Selected Template

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Apart from using built-in templates to create documents, you can also create your own
templates to include specific information. You can create a new template by either
modifying an existing template or creating one from scratch.
Saving a Document
As you create a document in Word 2013, it is often important to save it. Until you save a document, the
information is stored in the computer’s temporary memory. Saving your work to a file ensures that any
information that you may have added to the document is written to a disk. This helps in storing the document
for future use.
A document can be saved in many formats. Some commonly used formats are:
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 .docx: This format is the default format for Word 2013 and Word 2007.
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 .doc: This format is the default format for Word 97–2003.
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 .pdf: This format is a device and platform-independent format that allows you to share documents over
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the Internet.
 .htm or .html: This format allows you to save a Word document as a Web page.
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 .txt: This format allows you to save a document as an unformatted text file.
 .xps: This format allows you to preserve document formatting and enables file sharing. The XPS format
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ensures that the data in the file is not modified.
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You can save a document by using any of the following options:
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 Save As
 Save
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Using the Save As Option
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The Save As option in the left pane of the Backstage view allows you to save a document for the first time or
to save an existing document with a new file name, with a new file extension or at a new location.
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To save a Word document, perform the following steps:

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2. Select the Save As option in the left pane. The Save As window appears, as shown in the following
figure. Here, you can select the location to which you want to save the file. To choose a new location,
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you can use the Browse option.

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The Save As Window
3. Click the Browse button. The Save As dialog box appears, as shown in the following figure.
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The Save As Dialog Box
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4. Browse to the folder where you want to save the file.
5. Enter the file name in the File name combo box.
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6. Click Save.
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Using the Save Option

The Save option in the left pane of the Backstage view allows you to save an existing document. However, it
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helps in saving a document for the first time. While saving a file for the first time, the Save As dialog box
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appears, which prompts the user to type a name for the file and to specify the location at which the file needs
to be saved. By default, a Word document is saved with the .docx file extension.
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Tip
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The Save command can also be accessed from Quick Access Toolbar or by pressing the
Ctrl + S keys.
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Using the Save AutoRecover Option

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While working on a document, you may forget to save the document. This could mean losing the changes
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you have made to the document. Word 2013 provides an automatic save feature that you can set to ensure
that your documents are saved after specified intervals of time. This feature is known as Save AutoRecover.
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You can specify the interval in minutes, after which Word automatically saves a document.
To specify the number of minutes that needs to pass before Word automatically saves the document, perform
the following steps:
2. Select Options in the left pane to open the Word Options dialog box.
3. Select Save from the left pane of the Word Options dialog box.
4. Select the AutoRecover information check box in the right pane.
5. Specify how often you want the program to save your data in the minutes spin box.
6. Click OK to save the settings.
Opening a Document
Each time you start the Word application, you will see a list of your most recently used documents in the
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right column of the File tab. If the document you are looking is missing, perform the following steps:
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1. Launch the Word application. The Word start window appears.
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2. Select the Open Other Documents option. The Open window appears where you can see the list of
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recent documents and other options to locate your file, as shown in the following figure.
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The Open File Window

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3. Select Computer. The list of recently accessed folders appears in the right column. You can select any
of the recent folders. You can also use the Browse option to choose the location of the file.
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4. Select the folder or the Browse option. The Open dialog box appears, as shown in the following figure.
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The Open Dialog Box
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5. Browse and select the file that you want to open.
6. Click Open to open the file.
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To select multiple files adjacent to one another from the Open dialog box, click the first
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file in the list. Then, holding down the Shift key, click the last file that you need to
select. Next, click Open.
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To select multiple files not listed sequentially in the Open dialog box, click the first file.
Now, holding down the Ctrl key, click each remaining file in the list.
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Word 2013 offers the option to reopen a document and resume reading from where you
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left. Word remembers where you were, even if you reopen an online document from a
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different computer.
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Previewing a Document
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Consider a scenario wherein you have created a document and want to print it. However, before printing the
document, you want to check how the document will appear when it gets printed. Word 2013 combines the
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Print and Preview features in the same window.

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Print Preview
Print preview is a view mode that allows you to view a document as it would be printed on paper.
To view your document using the print preview feature, perform the following steps:
1. Open the required document.
3. Select the Print option in the left pane. The print preview of the required document appears in the right
pane, as shown in the following figure. To see each page, click the arrow at the bottom of the preview,
and if the text is too small to read, use the zoom slider to adjust the same.
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The Print Preview Window of a Word Document
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Closing a Document
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After you finish working with a document, you need to close it. Close a Word document by selecting the
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Close option in the left pane of the Backstage view. If you make some changes to a document and then try to
close it without saving, Word will prompt you to save the document.
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Note
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You can also close an active document by pressing Ctrl +F4 or clicking the Close
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button displayed in the upper-right corner of the document window.

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Exploring the Ribbon Panel
The Ribbon panel and its interface have already been introduced. You know that the Ribbon panel has eight
tabs that enable the user to interact with the Word application. In this section, let us further explore the
Ribbon panel and its interface.
The Ribbon panel is divided into various groups depending on the functions they contain. Each of these
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groups provides several commonly used features.
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Although there are eight tabs on the Ribbon panel, the following five tabs are used often while working with
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Word 2013:
 Home
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 Insert
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 Page Layout
 Review
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 View
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Let us discuss each of these five tabs in detail.
The Home Tab LE

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The Home tab contains commonly used commands related to editing and formatting of text in a Word 2013
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document. The following figure shows the interface of the Home tab.
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The Home Tab

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The Home tab contains the following groups:

 Clipboard: This group provides features for cutting, copying, and pasting text. In addition, it allows you
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to copy a format from one part of a document and apply the same to another part of the same or another
document.
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 Font: This group provides features for formatting the text in a Word 2013 document.
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 Paragraph: This group provides features for formatting paragraphs by applying indents, spacing,
borders, and shading. In addition, it allows you to create lists and set the alignment of the text.
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 Styles: This group allows you to select a style for the selected text in a document.
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 Editing: This group helps you find and replace text in a document. It also provides various options to
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select text and objects in a document.
The Insert Tab
The Insert tab contains functional groups that enable you to insert different objects, such as charts, tables,
and pictures in a document. The following figure shows various groups in the Insert tab.
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The Insert Tab
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The Insert tab contains the following groups:
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 Pages: This group allows you to insert a cover page, a blank page, or a page break in a document.
 Tables: This group allows you to insert a table in a document.
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 Illustrations: This group allows you to insert pictures, ClipArt, shapes, SmartArt graphics, or charts
within a document. In addition, this group enables you to take screenshot of any window and insert it
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into the document.
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 Apps: This group allows you to insert an app, such as Dictionary or Bing image search, into your
document. You can use the app inside your document to enhance your work. To use Office apps in
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Office 2013, you must have a Microsoft email id and a computer with the Internet connection.
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 Media: This group allows you to insert an online video into your document and then watch the video
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right in Word without leaving the document. So, you can stay focused on the content.
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 Links: This group allows you to insert hyperlinks and bookmarks in a document. It also enables you to
add a cross-reference to items, such as headings, figures, and tables, within a document.
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 Comments: This group allows you to add a note about a part of your document.
 Header & Footer: This group allows you to insert headers, footers, or page numbers in a document.
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 Text: This group allows you to insert a text box, WordArt, drop cap, signature line, and date and time in
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a document.
 Symbols: This option allows you to insert symbols or equations in a document. It also enables you to
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build your own equation using a library of mathematical symbols.

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The Page Layout Tab

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The Page Layout tab contains the groups that help you customize the pages in a document. Using this tab,
you can also control the placement of text and graphics in the document. The various groups in the Page
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Layout tab are shown in the following figure.

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The Page Layout Tab

The Page Layout tab contains the following groups:
 Page Setup: This group allows you to select page margins, flip the page orientation, and alter a column
setup. In addition, you can add page breaks, line numbers, and hyphens by using this option.
 Paragraph: This group allows you to align the paragraphs in a document.
 Arrange: This group helps to organize, align, group, or rotate objects in a paragraph.
The Review Tab

The Review tab contains functional groups with various options to review and edit the contents in a
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document. The various groups in the Review tab are shown in the following figure.
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The Review Tab
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The Review tab contains the following groups:
 Proofing: This group helps you check, modify, and improve the textual content in a document by using
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various features, such as Spelling & Grammar, Research, and Thesaurus.
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 Language: This group provides options for setting the proofing language and translating the text to
another language.
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 Comments: This group helps you add and delete comments in a document. It also provides options to
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navigate between the various comments in a document.
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 Tracking: This group helps you keep track of the changes made to a document. It also allows you to set
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various options for displaying the changes made to a document. Simple Markup, the default view for
viewing tracked changes, makes it easier to read the document. It allows you to see comments and
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tracked changes by clicking the red bar to the left or right side of the text. To view all tracked changes
and comments, you can switch to All Markup, as shown in the following figure.
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The Display for Review Drop-down List

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 Changes: This group helps you go through the tracked changes in a document. It also allows you to
accept or reject the suggested changes.
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 Compare: This group helps you compare or combine multiple versions of a single document.
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 Protect: This group helps you protect a document by restricting people from changing the contents of a
document.
 Share: This group helps you send your file in an instant message.
The View Tab
The View tab contains functional groups with various options that enable you to switch between different
document views. The various groups in the View tab are shown in the following figure.
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The View Tab
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The View tab contains the following groups:
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 Views: This group helps you switch between various document views.
 Show: This group helps you show or hide different settings of each page in a document.
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 Zoom: This group helps you zoom in and zoom out of a document.
 Window: This group helps you arrange windows as per the requirements of the user.
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 Macros: This group helps you record and run a macro.
Note
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Commands for all settings may not be available on Ribbon. To make such settings, you
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can use dialog box launchers. Dialog box launchers allow you to launch dialog boxes
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with commands related to the options associated with a group.

You can open a dialog box by clicking the dialog box launcher icon on the
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corresponding group. For example, you can open the Paragraph dialog box by clicking
the Paragraph Settings dialog box launcher in the Paragraph group on the Home tab.
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Viewing a Word Document
Word provides various methods of viewing a document. This allows you to see different levels of details in a
document. The various types of views of a document are:
 Print Layout
 Web Layout
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 Outline
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 Read Mode
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 Draft
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Print Layout View
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The Print Layout view is the default view in Word 2013. It shows the original document with font sizes,
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indents, and line spacing. It does not show formatted columns, footers, and headers. Editing and formatting is
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faster in the normal view compared to other views. The following figure shows a document in the Print
Layout view.
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The Print Layout View

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Web Layout View
The Web Layout view of a document gives a view similar to that of a page in a Web browser. In this view,
the tables and text in the document are wrapped to fit into the window, as shown in the following figure.
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The Web Layout View
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Outline View
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The Outline view shows the structure of a document. Each heading and subheading in a document is
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formatted with built-in heading styles, and headings are indented according to their levels. In this view,
paragraph formatting, paragraph formatting commands, and rulers are not available. The following figure
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shows a document in the Outline view.

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The Outline View
Read Mode View
The Read Mode view of a document helps you read long documents in a manner similar to reading an actual
book. It displays two pages of text at a time, as shown in the following figure.
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The Read Mode View
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Note
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To switch between various views, click the buttons available in the Document Views
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group of the View tab.

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Draft View
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The Draft view of a document displays the normal view of a document, where it does not display certain
elements, such as pictures, headers, footers, and text boxes. Draft view enables you to edit a document
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quickly. Once you have edited the document, all the invisible elements can be made visible again by
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switching to another view.

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Editing Text
Editing involves making changes, such as inserting or deleting text, in an existing document. In case of a
handwritten document, you need to rewrite the entire document to include any revisions or changes. Word
minimizes the effort required to revise your documents by enabling you to change your existing documents
anytime, without having to start writing your document all over again.
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Some of the basic edit operations that you can perform on a Word document are:
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 Navigating through text
 Inserting text
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 Selecting text
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 Deleting blocks of text
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 Rearranging blocks of text
 Searching and replacing text
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 Undoing the changes made in the text
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Navigating Through Text
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Before start editing, you need to navigate through the document and place the cursor at the location where
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the changes need to be made. The various keys that allow you to navigate in a document are described in the
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following table.
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Arrow Key Functions

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Up arrow, Down Used to shift the insertion point one character up, down, left, and
arrow, Left arrow, right, respectively.
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Right arrow
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Ctrl + Right arrow Used to shift the cursor to the beginning of the next word.
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Ctrl + Left arrow Used to shift the cursor to the beginning of the previous word.
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Home Used to shift the cursor to the beginning of the current line.
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End Used to shift the cursor to the end of the current line.
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Page Down Used to shift the cursor to the beginning of the next screen.
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Page Up Used to shift the cursor to the beginning of the previous screen.
Ctrl + Home Used to shift the cursor to the beginning of the document.
Ctrl +End Used to shift the cursor to the end of the document.
Ctrl + Page Up Used to shift the cursor to the beginning of the previous page.
Arrow Key Functions
Ctrl + Page Down Used to shift the cursor to the beginning of the next page.
Ctrl + Down arrow Used to shift the cursor to the beginning of the next paragraph.
Ctrl + Up arrow Used to shift the cursor to the beginning of the previous
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paragraph.
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The Keys Used for Navigation
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Inserting Text
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By default, a Word document is in the insert mode. As you type new text in the document, the existing text
gets pushed to the right. When the text reaches the right margin of the document, the cursor automatically
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shifts to the next line. This feature is known as word wrap. The following figure shows a Word document
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containing word-wrapped text.
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The Word-wrapped Text

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To insert a new paragraph, position the cursor at the end of the line after which you want to insert the
paragraph, and then press the Enter key.
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To insert a line before a paragraph, position the cursor at the beginning of the first line and press the Enter
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key. Next, press the top arrow key to move to the inserted line. Similarly, to insert a line at the end of a
paragraph, position the cursor at the end of the last line and press the Enter key.
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When you enter text into a Word 2013 document, you do not have to manually terminate each line by
pressing the Enter key. When the text reaches the right margin of the document, the text wraps itself to the
beginning of the next line automatically, thereby enabling you to continue typing.
Selecting Text
You need to select text before performing any action, such as delete, move, or copy. You can select the text
in a document by using the mouse, the keyboard, or both.
To select a word using the mouse, position the cursor on the required word and double-click the same. The
word is highlighted. Thereafter, you can copy, delete, move, or format the word, as required.
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You can select the whole document by selecting the Select All option in the Editing group on the Home tab.
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To select a sentence within a paragraph using the mouse, perform the following steps:
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1. Position the cursor at the beginning of the sentence to be selected.
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2. Holding down the Ctrl key, click the left mouse button. The required sentence is selected.
To select an entire paragraph using the mouse, perform the following steps:
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1. Position the cursor within the paragraph.
2. Click the mouse three times. The required paragraph is selected.
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Note
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You can also select a line, a paragraph, or an entire document using the selection bar.
The selection bar is the region on the left margin of a document. When you position the
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mouse pointer on the selection bar, its shape changes from an I-beam to an arrow.
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Click the selection bar to select a line, double-click to select a paragraph, or
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triple-click to select the entire document.

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Deleting Blocks of Text

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Word enables you to delete characters, words, lines, paragraphs, or a block of text from a document.
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To delete a character, press either the Backspace or Delete key. The Delete key deletes a character located
on the right of the current cursor position. On the other hand, the Backspace key deletes a character located
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on the left of the current cursor position.

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Sometimes, deleting an entire word, line, or paragraph is more convenient than deleting one character at a
time.
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To delete a word, line, or paragraph, perform the following steps:

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1. Select the required word, line, or paragraph.

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2. Press either the Backspace or Delete key.

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Rearranging Blocks of Text

You can move or copy text from one location in a document to another location, either in the same document
or in another document. This avoids retyping, saves time and effort, and ensures consistency across a
document or multiple documents. For example, you can copy a heading at the top of the page to each page in
a document.
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You can insert text in a document by duplicating the existing text either from the same
document or from a different document. This method is known as Copy-and-Paste.
You can insert text in a document by removing the existing text either from within the
same document or from a different document and adding it at the desired location. This
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method is known as Cut-and-Paste.
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Copying Text
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To copy text in Word, perform the following steps:
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1. Select the text to be copied.
2. Click the Home tab.
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3. Click Copy in the Clipboard group.
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Alternatively, perform the following steps to copy text:
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1. Select the text to be copied.
2. Right-click the selected text and select Copy from the context menu.
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Note
You can also copy the selected text by pressing the Ctrl+C keys.
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Note
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The copied text is stored in an area called the clipboard.

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Pasting Text
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The contents of the clipboard can be pasted at any position in the current or another document. To paste the
contents of the clipboard in a document, perform the following steps:
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1. Place the cursor at the position where you want to paste the content.
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3. Click Paste in the Clipboard group.
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You can also paste the content of the clipboard at the current cursor position by
pressing the Ctrl+V keys.
Pasting Text Using a Smart Tag
Smart tags are special buttons that appear when Word recognizes some special type of action or data. For
example, once you paste the text, the Paste Options smart tag appears to the right of the pasted text. When
you click this smart tag, a list of paste options appears, as shown in the following figure.
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The Options Available in the Paste Options Smart Tag
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You can use this list to specify the formatting of the pasted information. For example, you can choose to
keep the text formatting the way it is or inherit the formatting of the destination paragraph.
Paste with Live Preview LE

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This feature enables you to preview various paste options, such as Use Destination Theme, Keep Source
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Formatting, Merge Formatting, or Keep Text only. When you move the mouse pointer over any of these
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paste options, you will see the way your pasted content appears on screen.
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Moving Text
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To move a section of text to a different position within the same document or to another document, perform
the following steps:
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1. Select the text to be moved.

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2. Right-click the selected text and select Cut from the context menu.
3. Place the cursor at the position where you want to move the text.
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5. Click Paste in the Clipboard tab.

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Note
You can also cut the selected text by pressing the Ctrl+X keys.
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Note
You can also move the selected text by dragging it from the current location to the
desired location.
Searching and Replacing Text
When you are working on a document that has many pages, finding a specific word or group of words proves
to be a time-consuming task.
For example, you want to find a paragraph that you know contains the word project. However, you are
unsure about the page where that paragraph is located at. Similarly, you decide that you want to replace
company with corporation. Imagine how time consuming it would be to find and retype each occurrence of
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the word 'company' with the word 'corporation' in a long document. Word 2013 provides certain features to
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find and replace text in a document.
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Finding Text
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The Find feature of Word 2013 enables you to locate a specific word or phrase in the currently open
document. To find a specific word or phrase in a document, perform the following steps:
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2. Click the Find drop-down arrow in the Editing group. A drop-down menu appears.
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3. Select Advanced Find from the drop-down menu. The Find and Replace dialog box appears, as shown
in the following figure.
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The Find and Replace Dialog Box

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4. Enter the word or phrase that you want to locate in the Find what combo box.
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5. Click Find Next to find the next occurrence of the word or phrase.
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Replacing Text
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To replace a specific word or phrase, perform the following steps:

1. Press the Ctrl+H keys to open the Find and Replace dialog box. The Replace tab is selected by
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default, as shown in the following figure.

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The Find and Replace Dialog Box

2. Enter the word or phrase that you want to replace in the Find what combo box.
3. Enter the word or phrase with which you want to replace a word in the Replace with combo box.
4. Click Find Next to find the occurrence of the word or phrase.
5. Click Replace to replace the word or phrase with the specified word or phrase. You can also click
Replace All to replace all the occurrences of the searched text.
Using the Go To Option

Consider a situation wherein you need to read Page 83 of a document. Scrolling down through 82 pages of
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the document would be a time-consuming task. In such a situation, you can use the Go To option of Word
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2013 to access a specific page immediately.
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To move to a specific page of a document, perform the following steps:
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1. Press the Ctrl+G keys to open the Find and Replace dialog box. The Go To tab is selected by default,
as shown in the following figure.
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The Go To Tab in the Find and Replace Dialog Box

2. Type the required page number in the Enter page number text box. The Next button changes to the Go
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To button, as shown in the following figure.

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The Go To Button Enabled

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3. Click the Go To button to display the specified page on your screen.

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Note
You can press the Ctrl+F keys to open Navigation Pane.
Undoing the Changes Made in Text
While typing text in a document, you may accidentally delete something or you may dislike the changes you
have made to the document. In such a situation, you can reverse the changes made to the document. This
topic discusses the ways to undo and redo changes made to a document.
Using the Undo Feature
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Word 2013 provides an easy way to undo, or reverse, actions performed while editing or formatting a
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document. The undo command reverses one or more of the recent actions performed.
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You can undo the last action that you performed by clicking the button on Quick Access Toolbar. You
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can also undo the last action by pressing the Ctrl+Z keys. To undo several actions, you can press the Ctrl+Z
keys multiple times.
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You can also undo several actions at a time by clicking the down arrow next to the button. This
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displays a list of actions that you have recently performed. You can select the actions that you want to undo
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from the list, and Word 2013 will undo all of them. Note that when you select an action from the list, all the
actions listed above the one you want to undo will be undone as well.
Using the Redo Feature

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The redo option allows you to go back to the last undo action. To redo the last undo action, click the
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button on Quick Access Toolbar.

You can also redo an action by pressing the Ctrl+Y keys.
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Using the Help Feature in Word
So far, you have covered tools and options that were quite unknown to you. At times, you must have felt the
need of some built-in help to find out how to use certain options. In this section, you will learn how to use
the built-in help system of Word 2013 to get assistance whenever you have a concern.
The built-in help system allows you to search for answers on your own. As a result, you are not left with
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your technical knowledge alone for support. You can always seek assistance from Word 2013 Help, which
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will ensure that you get all the answers quickly and without any trouble.
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Exploring the Word Help Feature
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The Word 2013 Help feature is a complete user manual that provides assistance on using Word 2013. The
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Word Help feature is a quick and easy way to find replies to all types of Word-related queries.
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You can open the Word Help window by clicking the Microsoft Word Help icon at the upper-right
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corner of the Ribbon panel. The following figure displays the Word Help interface.
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The Word Help Interface

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The Word Help window contains various elements, such as the Word Help toolbar, Search online help box,
and Popular searches section. The various elements of the Word Help window are listed in the following
table.
Element Description
Word Help toolbar Allows access to navigational, print, and format commands.
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Search online help Allows you to type the text you want to search.
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box
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Popular searches Provides various options, based on the text entered, for Help
section information either from online content or offline content.
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Getting started Provides information and tutorials on See what’s new and
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Keyboard shortcuts. In addition, the Get free training option
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provides training courses on Word 2013.
Basics and beyond

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Provides tutorials on Learn Word basics, Use Word Web App, and
Tips for tablets.
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The Word Help Elements

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Using the Word Help Toolbar

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On the Word Help toolbar, there are various buttons that help you navigate to the help topics. The various
buttons in the Word Help toolbar are:
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 Back: This option helps you navigate to the help page that was previously accessed.
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 Forward: This option helps you navigate to the next page. You can use this button once the Back button
has been used.
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 Home: This option helps you view the home page of Word Help.
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 Print: This option helps you print the contents of a help page.
 Change Font Size: This option allows you to grow or shrink the font size of the text in a help topic.
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 Keep On Top/Not On Top: This option helps you specify whether the Word Help window will be
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placed on top of the other windows of Word 2013. You can select the Keep On Top option to place the
Word Help window on top of other windows.
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Practice Questions
1. The ___________ button on Quick Access Toolbar helps correct unnecessary or erroneous actions.
a. Redo
b. Undo
c. Delete
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d. Cut
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2. Which one of the following options is a tab in the Find and Replace dialog box that allows you to
specify the location where you want to navigate in the document?
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a. Find
b. Replace
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c. Go To
d. Line and Page Breaks
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3. Which one of the following keys or key combinations will take the insertion pointer to the end of the
line?
a. End
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b. Ctrl + End
c.
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Ctrl + Home
d.
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Home
4. ______________ is the area at the left margin of a document that allows you to select text.
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a. Selection Bar
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b. Quick Access Toolbar

c. Ribbon
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d. Mini Toolbar
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5. Which one of the following options is the default file format for Microsoft Word 2013?
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a. .doc
b.
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.docx
c. .dotx
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d. .dot
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Summary
In this chapter, you learned that:
 Word 2013 is a word processing application that enables you to create, format, and print documents.
 The components of a Word window are:
 File tab
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 Quick Access Toolbar
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 Status bar
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 Ribbon
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 The basic operations that you can perform in a Word document are:
 Creating documents
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 Saving documents
 Opening documents
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
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Closing documents
 The different document views provided by Word are:
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 Print Layout view
 Web Layout view
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 Outline view
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 Read Mode view

 Draft view
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 The text editing operations that you can perform in a Word document are:
 Inserting text
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 Navigating through text

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 Selecting text
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 Deleting blocks of text

 Rearranging blocks of text
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 Searching and replacing text

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 Undoing the changes made in the text

 You can access the Help system of Word 2013 by:
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 Exploring the Word Help feature

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 Identifying the Word Help toolbar

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 Using the Word Help toolbar options

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Exercises
Exercise 1
Create a new document using the Essential report template.
Exercise 2
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Create a new tab named INFO in the Ribbon panel. Add groups named Personal and Official to the INFO
tab.
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Exercise 3
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Save the Essential report document in the Web layout.
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Exercise 4
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Save the Essential report document in the .pdf format in the Documents folder of your computer.
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Exercise 5
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Modify the title and subtitle on the first page of the Essential report document. Copy the document title and
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subtitle and paste them on the second page of the Essential report document.
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Exercise 6
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In the Essential report document, search the word 'change' and replace it with 'modify'.
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Chapter 2
Formatting a
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Document
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A document needs to capable enough to hold the attention
of a reader. A document containing high quality content
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may not be able to grab the interest of a reader, if it is not
properly formatted.
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This chapter discusses the various ways to format a
document in Word 2013. The chapter also discusses how
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to insert headers and footers in a document.
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Objectives
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In this chapter, you will learn to:

 Format text
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 Format paragraphs
 Insert headers and footers
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Formatting Text
You can customize and enhance the appearance of text in a document using various formatting tools. Making
the document appear attractive with character formatting enables you to draw attention to important parts of
the document. This further helps in improving the quality of writing so that it can be easily read. For
example, you can apply different font styles and font sizes to text, or you can underline and italicize text.
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Modifying the Font
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A font is a formatting feature that defines the way in which text appears in a document. It is a predefined
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type with a unique style and character spacing. The set of characters in a font includes letters, numbers, and
punctuation marks. You can change the look of text by modifying different features of fonts.
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You can change the various features of fonts by using the options provided in the Font group within the
Home tab. The following figure shows the Font group and its various options.
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The Font Group

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The Font group provides the following options:

 Font: This combo box helps define the font type, which is the preformatted design for letters in the font.
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 Font Size: This combo box helps specify the size of the text, which is measured in points (pts).
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 Bold: This button helps make the text appear heavy and thick.
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 Italic: This button helps make the text appear in italics.

 Underline: This button helps underline the text.
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 Strikethrough: This button helps draw a line through the middle of the selected text.
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 Text Highlight Color: This button helps highlight the selected text as if it was marked with a
highlighter pen.
 Font Color: This button is used to change the text color.
 Clear All Formatting: This button helps clear all the formatting from the selected text, leaving only the
plain text.
 Increase Font Size: This button increases the font size.
NIIT Formatting a Document 2.3
 Decrease Font Size: This button decreases the font size.
 Subscript: This button produces small letters below the level of the text baseline. For example, the 2 in
CO2 is a subscript.
 Superscript: This button produces small letters above the level of the text line. For example, the 2 in X2
is a superscript.
 Change Case: This button helps change the casing of the selected text.
 Text Effects and Typography: This button helps change the appearance of your text or WordArt by
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changing its fill or outline or by adding an effect, such as a shadow, reflection, or glow.
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In Word, the font size is measured in points. A point is equal to 1/72 of an inch.
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You can also change various font properties by using the Font dialog box. To change the font using the Font
dialog box, perform the following steps:
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1. Select the text to be changed. R
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2.4 Formatting a Document NIIT
2. Click the Font dialog box launcher in the Font group of the Home tab to open the Font dialog box, as
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The Font Dialog Box

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3. Make the required settings in the Font dialog box.

4. Click OK to apply changes to the selected text.
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Just a minute:
Which one of the following font size modification options produces small letters
below the level of the text line?
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1. Subscript
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2. Superscript
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Answer:
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1. Subscript
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Highlighting Text
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You can draw attention to specific text in a document by marking it with a different color. Yellow is the
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default text highlight color in a Word document. You can turn the highlighter on by clicking Text Highlight
Color in the Font group of the Home tab. When the mouse pointer is moved over the text, it is converted
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into an I-beam with a highlighter. You can then select the required text to set the yellow color to it. To select
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a different color, click the Text Highlight Color drop-down arrow and select the desired color.
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Changing Text Color

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At times, even after you have done a good amount of formatting in the document, you still feel that
something more needs to be added to the document to make it more attractive. One way of making a
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document more attractive is by changing the text color.

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To change the text color, perform the following steps:

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1. Select the text that you want to change.

2. Click the Font Color drop-down arrow in the Font group of the Home tab and select the desired color.
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Alternatively, you can change the text color by using the Font dialog box by performing the following steps:
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1. Select the text that you want to change.

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2. Click the Font dialog box launcher in the Font group of the Home tab. The Font dialog box appears.
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3. Click the Font color drop-down list and select the desired color, as shown in the following figure.
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The Font Dialog Box

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4. Click OK to apply changes to the selected text.

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Copying a Format
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Often, you come across a situation where you need to apply similar formatting to various parts of a
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document. In such a case, copying the format will ensure that you save time and effort, while maintaining
consistency throughout the document. To copy a format, you can use Format Painter.
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Format Painter is an option in the Clipboard group on the Home tab. It helps in copying the formatting of
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text and applying the same to another portion of the text. This tool can save time if you are working with a
document already formatted to some extent. For example, if you like the format of a heading already applied
in a document, you can use Format Painter to copy the format and apply the same to any headings that you
add to the document.
To use Format Painter, perform the following steps:
1. Select the text with the required formatting.
2. Click the Format Painter button in the Clipboard group on the Home tab. Notice that the cursor
changes to a paintbrush and an I-beam.
3. Select the text to which the formatting needs to be applied, and then release the mouse. The required
formatting is applied to the selected text.
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Clearing a Format
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Sometimes, you may dislike the formatting in a document and want to change the same to make it suitable
for a different audience. For this, you need to clear the formatting done on the text.
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To clear the formatting done on text, perform the following steps:
1. Select the text from which formatting needs to be removed.
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2. Click the Clear All Formatting button in the Font group of the Home tab.
Alternatively, you can clear the formatting by performing the following steps:
1. Select the text from which formatting needs to be removed.
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2. Click the More button in the Styles group of the Home tab, and then select the Clear Formatting
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option.
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Changing Case
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The case of the text defines the type of capitalization used in the document. Word allows you to change the
case of text to any of the following forms:
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 Sentence case: Capitalizes only the first letter in the selected sentence.
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 Lower case: Converts all letters in the selected text to lower case.
 Upper case: Converts all letters in the selected text to upper case.
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 Title case: Capitalizes the first letter of each word in the selected text.
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 Toggle case: Changes uppercase to lowercase and lowercase to uppercase in the selected text.
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Using different combinations of font cases in documents helps identify the difference in the headings,
subheadings, and body text.
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To change the capitalization of text, perform the following steps:

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1. Select the text whose capitalization is to be changed.

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2. Click the Change Case button in the Font group of the Home tab. A drop-down menu appears, as
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The Change Case Drop-down Menu
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3. Select the required case. The case of the selected text changes to the case you select.
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Formatting Paragraphs
You can increase the readability of your document by presenting the text in paragraphs and formatting these
paragraphs to include distinct characteristics, such as spacing, alignment, bullets, and shading.
Note
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Readability refers to the quality of the written language that makes the language easy
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to read and understand.
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Applying Paragraph Spacing
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You can define the amount of white spaces to be placed before and after paragraphs. You can change the
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spacing before and after a paragraph by performing the following steps:
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1. Select the desired paragraph.
2. Click the Paragraph dialog box launcher in the Paragraph group on the Home tab. The Paragraph
dialog box appears, as shown in the following figure.
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The Paragraph Dialog Box

3. Specify the amount of spacing before the selected paragraph in the Before spin box.
4. Specify the amount of spacing after the selected paragraph in the After spin box.
5. Click OK to apply the specified settings to the selected paragraph.
Applying Line Spacing

In Word, you can define the amount of spaces between the lines of a paragraph. Line spacing refers to the
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amount of space needed from the bottom of one line of text to the bottom of the next line. By default, Word
adjusts the line spacing to accommodate the largest character or the tallest graphic in that line.
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To change the spacing between the lines of text in a paragraph, perform the following steps:
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1. Select the required paragraph.
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2. Click the Line and Paragraph Spacing button in the Paragraph group on the Home tab. A drop-down
menu appears, as shown in the following figure.
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The Line Spacing Drop-down Menu

3. Select the required spacing from the menu. The selected line spacing is applied to the selected
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paragraph.
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You can also change the spacing before and after a paragraph by performing the following steps:
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1. Select the required paragraph.

2. Click the Paragraph dialog box launcher in the Paragraph group on the Home tab to open the
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Paragraph dialog box launcher.

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3. Select the desired line spacing from the Line spacing drop-down list.
4. Click OK.
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The Line spacing drop-down list provides several options. Some of these are:
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 Single: This option enables you to set a single line space between two lines in a paragraph.
 1.5 lines: This option enables you to set a space of 1.5 lines between two lines in a paragraph.
 Double: This option enables you to set a double line space between two lines in a paragraph.
 At least: This option enables you to set the minimum space possible between two lines in a paragraph.
You can preview the formatted text in the Preview section of the Paragraph dialog box.
Aligning Text
The position of text with respect to the left and right margins is called alignment. A margin is a blank area
bordering the text along the top, bottom, left, and right borders of a document page. It specifies the size of
the document’s effective text area. By default, Word 2013 sets the top and bottom margins at 1 inch and the
left and right margins at 1 inch.
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You can change the margin settings by using the Margins gallery. The Margins gallery refers to the menu
displayed when you click the Margins button in the Page Setup group of the Page Layout tab.
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Word has six default margins, which differ on the basis of their respective dimensions. You can either use a
predefined margin type by selecting it from the Margins gallery or customize the margin size according to
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your needs.
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A gallery is a library that lists the outcomes of certain commands found within the
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Ribbon panel. Galleries support several layouts by putting together a variety of
predefined margins, text styles, table formats, or graphical effects.
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The various paragraphs in a document need to be aligned with respect to the document’s margins. You can
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set the alignment by using the following options available in the Paragraph group of the Home tab:
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 Align Left : This button aligns the left edge of the paragraph along the left margin. The paragraph’s
right edge appears ragged.
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 Center : This button aligns the left and right edges of a paragraph at equal distance from the left
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and the right margins, respectively. Both the edges of the paragraph appear ragged.
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 Align Right : This button aligns the right edge of a paragraph along the right margin. The left edge
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of the paragraph appears ragged.

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 Justify : This button aligns both the sides of a paragraph evenly along the left and right margins.
None of the edges of the paragraph is ragged. Word adjusts the spacing between words such that a line
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stretches from the left margin to the right margin. The last line of a justified paragraph is not stretched
and may be short.
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To align the text in a paragraph, perform the following steps:

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1. Place the cursor anywhere in the paragraph to be aligned.

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2. Select the desired alignment option from the Paragraph group of the Home tab.
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Indenting Text
Indents define the left and right sides of a paragraph relative to the margins of the page. By default, Word
sets indents to match the left and right margins. You can set indents without changing the margins of a
document so that a block of text stands out from all other texts around it.
When indenting a paragraph, you control where the first line of text begins, where all the subsequent lines
begin, and where the paragraph text wraps at the right margin.
You can set indents by using the horizontal ruler bar. The horizontal ruler contains four indent markers to
help you set indents. At the edges of the horizontal ruler of a Word document, there are four indent markers
that reflect the active paragraph’s indentation. These are:
 First Line: This indentation checks the left margin for the first line of a paragraph.
 Hanging: This indentation checks the left margin of each line in a paragraph, except the first line.
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 Left: This indentation checks the left margin for each line in a paragraph.
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 Right: This indentation checks the right margin for each line in a paragraph.
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The following figure shows the horizontal ruler bar with indent markers.
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The Indent Markers
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To set indents, drag the indent marker you want to change to a new location on the ruler. For example, to set
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a new left or right indent for each line in a paragraph, perform the following steps:
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1. Click anywhere in the paragraph that you want to indent.
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2. Drag the Left indent or Right indent marker to the new location on the ruler.
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You can also set indents by using the Paragraph dialog box. To set indents, perform the following steps:
1. Select the required paragraph or block of text.
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3. Specify the desired values for the left and right indents in the Left and Right spin boxes, respectively, in
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the Indentation section. You can also specify if you want the indenting to be Hanging or First line by
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selecting the desired option from the Special drop-down list.

4. Click OK.
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Setting Tabs to Align Text

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You can format the text in a document by using different fonts, styles, effects, and colors. Moreover, to
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ensure better readability of a document, provide the text with proper alignment and spacing from the
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margins.
To align a document, Word provides a measuring tool known as a ruler. Using a ruler, you can identify and
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change margins and define the tab settings among other tasks. The default unit of measurement for the ruler
is inch, which can be changed to other units as well.
Word has two rulers in a document, a horizontal ruler at the top and a vertical ruler at the left hand side of the
document, as shown in the following figure.
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The Horizontal and Vertical Rulers
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Tab stops are locations along the horizontal ruler that you can use to set how far to indent text or begin a
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new section.
There are five types of tab stops in Word. These are:
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 Left : This tab stop allows you to position the text to the right side of the tab stop.
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 Right : This tab stop allows you to position the text to the left side of the tab stop.
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 Center : This tab stop allows you to position the text at the center of the tab stop.
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 Decimal : This tab stop allows you to align numeric columns on the decimal point.
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 Bar : This tab stop adds a thin vertical line to separate the columns.
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The tab position of any existing tab on the ruler can be changed by dragging it to the
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desired position. To display accurate measurements correct to 0.01 of an inch in the

ruler, hold down the Alt key as you drag a tab.
Word also provides tab leaders that can be inserted before the tab. A leader character is a row of dots or
dashes inserted in the space between the tab stop and the text elements. For example, in the table of contents
in a book, the space between the chapter name and the page number can be filled with a series of dots. These
dots, called leader characters, can be inserted in a Word document by using tab leaders.
The following figure is a section of the table of contents that has leader characters inserted between the topic
names and the page numbers.
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The Use of Tab Leaders
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To set tab stops and tab leaders, perform the following steps:
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2. Click the Tabs button. The Tabs dialog box appears, as shown in the following figure.
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The Tabs Dialog Box
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3. Type the desired position in the Tab stop position text box.
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4. Select the desired alignment from the Alignment section.

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5. Select the appropriate tab leader from the Leader section.

6. Click OK. The tab with the specified settings is set at the specified position.
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You can also open the Tabs dialog box by double-clicking any tab stop on the ruler.
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Creating Lists
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When creating reports and other business documents, you might want to group a set of information pieces in
the form of a list. A list is a method to collate data, which has been displayed in the form of items in a series.
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It has a lead line text that gives a short description of the items in the list. Word lets you to make both
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ordered and unordered lists that can be either single-level or multiple-level. Ordered lists are known as
numbered lists, and unordered lists are known as bulleted lists.
Creating Bulleted Lists
A bulleted list is a type of list that represents a collection of elements. You can modify the bulleted list
according to the requirement. A bulleted list can be both single-level and multiple-level. An element in a list
may be a single word, a short phrase, or even a paragraph. The following figure shows a single-level bulleted
list.
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A Single-level Bulleted List
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To create a bulleted list, perform the following steps:
1. Select the list to be bulleted.
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2. Click the Bullets drop-down arrow in the Paragraph group on the Home tab, and then select the desired
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bullet style from the Bullet Library drop-down menu, as shown in the following figure. The bullet style
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is applied to the selected list.

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The Bullet Library

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You can also change the format of the bullets and numbers in a list without affecting the text in the list. For
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example, you can change the color of bullets in a list without changing the text color. To customize the
appearance of bullets, perform the following steps:
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1. Select the bulleted list whose format you want to change.

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2. Click the Bullets drop-down arrow in the Paragraph group on the Home tab, and then select the Define
New Bullet option. The Define New Bullet dialog box appears, as shown in the following figure.
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The Define New Bullet Dialog Box

3. Change the bullets by using any of the following options:
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 Click the Font button to change the font of the selected bullet list.
 Click the Symbol button to display a wide range of bullet options.
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 Click the Picture button to select the required bullet from the picture gallery.
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Creating Numbered Lists

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A numbered list is a type of list in which the elements can be put according to a sequence or a ranking order
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to signify a proper flow in the sequence. A numbered list can be customized by selecting different alphabets
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or number formats. Just like a bulleted list, a numbered list can also be either single-level or multiple-level.
The following figure shows a single-level numbered list.
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A Single-level Numbered List
To create a numbered list, perform the following steps:
1. Select the list to be numbered.
2. Click the Numbering drop-down arrow in the Paragraph group on the Home tab, and then select the
desired numbering format from the Numbering Library drop-down menu, as shown in the following
figure. The selected numbering format is applied to the list.
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The Numbering Library

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If a numbered list does not start from 1, right-click the first item in the list and select
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Restart at 1 to start the list from 1.

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Applying Borders and Shading

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Word enables you to apply borders and shading around the selected text in a document. This option enables
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you to set off a paragraph or selected text from the rest of the document. For example, you can apply a border
around an important note.
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To apply borders and shading, perform the following steps:

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1. Select a paragraph or block of text.
2. Click the Borders drop-down arrow in the Paragraph group of the Home tab, and then select
the Borders and Shading option. The Borders and Shading dialog box appears with the Borders tab
selected, as shown in the following figure.
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The Borders and Shading Dialog Box
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3. Make the required settings in the Borders tab. The Borders tab enables you to apply borders to the
selected objects, such as text and graphics. The Borders tab provides the following options:
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 Setting: Enables you to select from a list of available borders.

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 Style: Enables you to specify the type of line for the selected border.
 Color: Enables you to specify the color for the selected border.
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 Width: Enables you to specify the width for the selected line.
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 Apply to: Enables you to apply the selected border to the paragraph, picture, or selected text.
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4. Click the Page Border tab. The Page Border tab appears, as shown in the following figure.
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The Page Border Tab in the Borders and Shading Dialog Box
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5. Make the required settings in the Page Border tab. The Page Border tab provides the following
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options:
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 Setting: Enables you to select the page border from a list of available borders.
 Style: Enables you to specify the type of line for the selected page border.
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 Color: Enables you to specify the color for the selected page border.
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 Width: Enables you to specify the width of the selected line.

 Art: Enables you to select a graphical page border design.
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 Apply to: Enables you to apply the selected page border to the entire document, the current section,
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the first page of the current section, or the whole section, except the first page.
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6. Click the Shading tab. The Shading tab appears, as shown in the following figure.
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The Shading Tab in the Borders and Shading Dialog Box
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7. Make the required settings in the Shading tab. The Shading tab provides the following options:
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 Fill: Enables you to select the background color from a list of available colors.
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 Style: Enables you to set the style for the selected object.
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 Color: Enables you to select the foreground color from a list of available colors.
 Apply to: Enables you to specify whether the shading should be applied to the selected text or the
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entire paragraph.
8. Click OK to apply the settings to the selected block of text.
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Applying Styles
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To make the document appealing to the reader, you can apply a style to the text. A style is a
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format-enhancing tool that enables you to customize the colors and characters in a document. Applying a
style to a document improves the overall appearance of a document. There are many in-built styles to choose
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from. Each style option includes a different combination of typeface, color, and effect.
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The relevant information in a document can be highlighted by using various text styles, as shown in the
following figure.
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A Sample Document with Different Text Styles Applied
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You can apply a style to the text in a document by selecting a predefined style from the Styles group on the
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Home tab.
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Inserting Headers and Footers
Headers and footers are inserted in a document to display the information repeated in the top and bottom
margins of each page. For example, you can use the headers and footers to display the book title and page
numbers in all the pages of a document. Headers are printed at the top, and footers are printed at the bottom
of a page.
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Headers and footers are also used to display information, such as names or graphics, formatted text, dates,
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and automatic page numbers. Headers and footers may be either the same or different on each page.
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Insert a header or footer by clicking Header or Footer in the Header & Footer group of the Insert tab and
selecting an appropriate header or footer from the Built-in menu, as shown in the following figure.
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The Various Header Options in the Built-in Menu

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To edit the header or footer, double-click it. This opens the Header & Footer Tools group on the Design
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tab, as shown in the following figure.

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The Header & Footer Tools on the Design Tab
The different groups of Header & Footer Tools on the Design tab are:
 Header & Footer: This group contains a list of in-built styles for header, footer, and page numbers.
 Insert: This group contains various options using which you can insert different objects into a
document. In addition, date and time can be inserted into it.
 Navigation: This group allows the user to navigate to various sections in a document.
 Options: This group contains various options to modify the header and footer settings according to your
requirements.
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 Position: This group contains options to change the size of the header and the footer. In addition, you
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can also arrange the content of the header or footer in a line.
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 Close: This group helps close the Design tab.
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Practice Questions
1. ____________ is a format enhancing tool that enables you to customize the colors and characters in a
document.
a. Style
b. Font Styles
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c. Font
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d. Font Case
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2. Which one of the following options capitalizes only the first character of the selected sentence?
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a. Sentence Case
b. Toggle Case
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c. Lower Case
d. Title Case
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3. _______________ is a formatting tool that allows you to duplicate the character or paragraph formatting
in the selected text to a new text selection without duplicating efforts.
a. Cut and Paste
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b. Copy and Paste
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c. Format Painter
d.
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Paste Special
4. ____________ is the blank area surrounding the text along the top, bottom, left, and right edges of a
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page.
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a. Ruler
b. Margin
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c. Selection Bar
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d. Scroll Bar
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5. Which one of the following options capitalizes the first letter of each word in the selected text?
a. Sentence Case
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b. Toggle Case
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c. Lower Case
d. Title Case
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Summary
In this chapter, you learned that:
 You can modify the appearance of a text in a document by performing various tasks, such as:
 Modifying fonts
 Highlighting text
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 Changing text color
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 Copying formatting
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 Clearing formatting
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 Changing case
 A font is a formatting characteristic that defines the way in which text appears in a document. You can
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change the appearance of a text by modifying different characteristics of fonts.
 You can draw attention to a specific text in a document by marking it with a different color.
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 The case defines the type of capitalization used in a word or a sentence.
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 You can increase the readability of a document by changing the features related to paragraph formatting,
such as spacing, alignment, and indenting.
 You can define the amount of white space before and after paragraphs.
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 In Word, you can define the amount of white space between the lines of a paragraph.
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 You can align the position of a text on a page in different ways, with respect to the left and right
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margins.
 You can set indents without changing the margins of a document so that a block of text stands out from
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all other texts around it.

 You can use bullets and numbers to make the lists in a document attractive and easy to read.
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 Word enables you to apply borders and shading around the selected text in a document.
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 A style is a collection of formatting characteristics that defines the way in which text appears in a
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document.
 You can copy the format of a portion of the text and apply it to another portion by using the format
00
painter.
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 Headers and footers in the upper and lower margins of each page display repetitive pieces of
information, such as book title and page number.
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 You can have different headers and footers for even and odd-numbered pages.
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 Word provides the option to insert text automatically in a header or footer.

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Exercises
Exercise 1
Best Books Inc. has started a weekly magazine titled WORLD OF SCIENCE. The company has a Magazine
style guide, which defines the standards of formatting a document and changing the appearance of text in a
document. One such standard is that the topic of the article should be highlighted using the turquoise color.
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All the authors need to follow these standards. You have to write articles for the WORLD OF SCIENCE
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magazine this week.
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Create and format five pages, as given in the sample output in the following figures.
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The Sample Outputs

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Exercise 2
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The Senior Editor at Best Books Inc. has asked you to make the following corrections and changes in the
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document you created in the previous exercise:

1. Find and replace all the occurrences of the word CO2 with CO2.
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2. Move all the text under the heading, Global Warming Experiment Fails, to the page containing the
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heading, A Galactic Disaster.

3. On the second page, change the capitalization of text, NEWS FROM THE WORLD OF SCIENCE, to
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title case.
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4. Insert a footer section to display appropriate page numbers.

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Exercise 3
21
Fiona Boycott is a coordinator at St. Aloysius School. She has to create the following list of students who
have performed well in the examination:
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1. Cecilia:
a. Module Test 1:
i. Mathematics = 95/100
ii. Physics = 87/100
iii. Chemistry = 89/100
b. Module Test 2:
2. Jonathan:
a. Module Test 1:
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b. Module Test 2:
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3. Agnes:
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a. Module Test 1:
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b. Module Test 2:
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4. Charles:
a. Module Test 1:
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b. Module Test 2:
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5. Joe:
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a. Module Test 1:
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b. Module Test 2:
Perform the steps to create and format the given list in a Word document.
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Chapter 1
1. b. Undo
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2. c. Go To
3. a. End
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4. a. Selection Bar
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5. b. docx
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Chapter 2
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2. a. Sentence Case
3. c. Format Painter
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4. b. Margin
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5. d. Title Case
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NIIT S.1
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S.2 NIIT
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Reference Reading
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Microsoft Word 2013
The following table lists the references for the course Microsoft Word 2013.
Reference Reading: Reference Reading:

S. No. Chapter Topic
Books URLs
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1. Introducing Exploring Word Microsoft Office http://office.microsoft.co
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Microsoft 2013 Word 2013 Step by m/en-001/word-
Office Word Step by Joan Lambert help/training-courses-
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2013 and Joyce Cox for-word-2013-
HA104030981.aspx
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Exploring: Microsoft
Word 2013, http://www.towson.edu/a
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Comprehensive by dminfinance/ots/Training
ED
Linda Lau /documentation/Word201
3/Word%202013.pdf
Microsoft Office
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2013: Illustrated http://www.word-
Introductory, First 2010.com/word-2013/
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Course by David
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http://www.techradar.co
Beskeen
m/reviews/pc-
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mac/software/business-
and-finance-
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software/office-2013-
1089108/review/2
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Exploring the Beginning Windows 8 http://www.gcflearnfree.

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Ribbon Panel and Microsoft Office org/word2013/4.2

06
2013 by Kiel
http://www.ioe.ac.uk/itse
Emerson, Chris
00
rvices/documents/Service
Emerson, and Sarah
s_ITS/NewfeaturesWord.
Urban
60
pdf
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http://www.gcflearnfree.
org/word2013/extra/108
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NIIT R.3
Reference Reading: Reference Reading:
S. No. Chapter Topic
Books URLs
Viewing a Word Easy Office 2013 by http://office.microsoft.co

Document Patrice-Anne m/en-us/word-help/read-
Rutledge and Sherry documents-in-word-
Kinkoph Gunter HA102919729.aspx
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Microsoft Office http://my.safaribooksonli
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Using the Help
Word 2013 Step by ne.com/book/-
Feature in Word
Step by Joan Lambert /9780735672925/2dot-
AN
and Joyce Cox introducing-word-
2013/finding_help_in_w
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Word 2013 For
ord_html
Dummies by Dan
H
Gookin http://office.microsoft.co
ED
m/en-in/word-help/work-
with-the-help-window-
LE
HA010062279.aspx
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2. Formatting a Formatting Text Microsoft Office http://www.gcflearnfree.
Document Word 2013 Step by org/word2013/8
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Step by Joan
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http://www.dummies.com
Lambert and Joyce
/how-to/computers-
Cox
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software/ms-
office/Word/Word-
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2013/Formatting.html
http://www.quepublishin
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g.com/articles/article.asp
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x?p=2030049
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Formatting Teach Yourself http://www.quepublishin

Paragraphs VISUALLY Word g.com/articles/article.asp
60
2013 by Elaine x?p=2030049&seqNum

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Marmel =13
http://www.gcflearnfree.
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org/word2013/13
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Inserting Headers Microsoft Word 2013 http://www.gcflearnfree.

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and Footers Step by Step by Joan org/word2013/17

Lambert and Joyce
http://office.microsoft.co
Cox
m/en-us/word-help/add-
a-header-or-footer-
HA102849855.aspx?CTT
=1
List of References
R.4 NIIT
Disclaimer: All URLs listed in the Reference Reading section have been examined for
accuracy and appropriateness at the time of addition. However, the same cannot be
guaranteed over time as websites and their contents change constantly.
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NIIT R.5
Glossary
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Bulleted list Desktop
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Is a type of list that is used to represent a Desktop is applied to display a background or
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collection of equally important elements. wallpaper to make it look more attractive.
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Dialog Box Launchers
Are the buttons that are visible along with some
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C of the groups’ names.
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Cell
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Is an intersection of a row and a column and
contain various types of data. F
Charts
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Font
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Enable you to present information in a Is a predefined typeface with a unique style and
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graphical format that is easy to comprehend. character spacing that defines the way in which
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text appears in a document.

Clipboard Group
Footer
FF
Is a group in the Home tab that provides

features for cutting, copying, and pasting text Is a text element shown at the bottom margin of
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and allows you to apply a format from one part a slide.

of a document to another part of the same or
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Full Screen Reading View

another document.
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Is a view that can be used to read long

Column
documents in a manner similar to reading an
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Is a vertical column that is referenced by actual book.

alphabets.
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Computer
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A computer is an electronic device that stores,

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retrieves, and processes data, and can be Header

programmed with instructions. A computer is
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composed of hardware and software, and can Is a text element shown at the top of a slide.
exist in a variety of sizes and configurations.
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Home Tab
Contextual Tabs Contains options by using which you can
Are additional tabs containing specialized perform basic functions in a Word document,
commands displayed by selecting a specific such as formatting and editing text.
object type such as text or charts.
NIIT G.1
I O
Icons Outline View
This view displays your files and folders as Is a view that shows the structure of a
icons. The file name is displayed under the document.
icon.
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Indents
P
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Define the left and right sides of a paragraph
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relative to the margins of the page. Page Layout Tab
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Insert Tab Is a tab that helps to specify the page settings,
Contains options that assist you to add different layout, orientation, margins, and other related
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objects, such as pictures, tables, shapes, and options such as themes and gridlines.
symbols in a document. Print Layout View
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Is the default view in Word that shows the
original document with font sizes, indents, and
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line spacing.
List Print Preview
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This view displays the files and folders in a list. Is a view mode that allows you to view a
In the list, the names of the files are preceded document as it would be printed on paper.
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by small icons depicting the type of file.

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M Quick Access Toolbar

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Margin
Is placed to the right of Office Button in the
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Is a blank area bordering the text along the top, Word window and provides easy access to the
bottom, left, and right borders of a document basic commands.
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page.
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Mini Toolbar
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Is a toolbar that appears when you select or

right-click text in a worksheet.
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Review Tab
Contains various options for reviewing and
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editing the contents of a document.

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Ribbon
Numbered List Is a panel located at the top of a Word
Is a type of list in which the elements can be document window comprising of commands
put according to a sequence or a ranking order that are needed to work on a document.
to signify a proper flow in the sequence.
G.2 NIIT
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Status Bar
Is placed at the bottom of the Word window
and displays information related to the
currently open document.
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View
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Contains various options that allow you to view
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a document in different forms.
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Web Layout View
Is a view of a document that gives a view
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similar to viewing a page in a Web browser.
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NIIT G.3
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G.4 NIIT
Objectives Attainment Feedback
Microsoft Word 2013
Name: Batch: Date:
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The objectives of this module are listed below. Please tick whether the objectives were achieved by you or
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not. Calculate the percentage at the end, fill in your name and batch details, and return the form to your
coordinator.
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S. No. Objectives Yes No
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1. Explore the Word 2013 interface
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2. Identify the features available in the Ribbon panel
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3. View a Word document in different layouts
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4. Edit text in a Word document

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5. Use the Help feature in Word

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6. Format text
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7. Format paragraphs
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8. Insert headers and footers

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11
Percentage: ( # of Yes/8 ) * 100

21
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Word 2013

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What is the purpose of this document?

What is the purpose of this document?

What are some of the features of Microsoft Word 2013 discussed in the document?

What are some of the features of Microsoft Word 2013 discussed in the document?

R

Microsoft Word 2013

All software is used for educational purposes only.

Microsoft Word 2013 SG/14-M01-V01

Copyright ©NIIT. All rights reserved.

No part of this publication may be reproduced, stored in retrieval

mechanical, photocopying, recording or otherwise, without the

Graphics Exit Profile

Solutions to Practice Questions

About This Course

Saving a Document ---------------------------------------------------------------------1.14

Previewing a Document ---------------------------------------------------------------1.17

Closing a Document --------------------------------------------------------------------1.18

The Home Tab ----------------------------------------------------------------------1.19

The Insert Tab-----------------------------------------------------------------------1.20

The Review Tab --------------------------------------------------------------------1.21

The View Tab -----------------------------------------------------------------------1.22

Print Layout View ------------------------------------------------------------------1.23

Web Layout View ------------------------------------------------------------------1.24

Read Mode View -------------------------------------------------------------------1.25

Formatting Paragraphs--------------------------------------------------------------- 2.10

Applying Line Spacing------------------------------------------------------------ 2.11

Aligning Text----------------------------------------------------------------------- 2.12

Setting Tabs to Align Text -------------------------------------------------------- 2.14

Creating Lists----------------------------------------------------------------------- 2.17

Applying Styles -------------------------------------------------------------------- 2.23

Inserting Headers and Footers ------------------------------------------------------ 2.25

Summary -------------------------------------------------------------------------------- 2.28

Exercises --------------------------------------------------------------------------------- 2.29

Solutions to Practice Questions

Solutions to Practice Questions ------------------------------------------------------ S.1

Microsoft Office Word 2013---------------------------------------------------------- R.3

After completing this course, students will be able to:

No prerequisite knowledge is required for this course.

After completing this course, the students will be able to:

 Create and format documents.

NIIT About This Course i

ii About This Course NIIT

create and format documents in Word. In addition, it

In this chapter, you will learn to:

 Explore the Word 2013 interface

 View a Word document in different layouts

 Use the Help feature in Word

The Results Window

NIIT Introducing Microsoft Office Word 2013 1.3

Word document window appears, as shown in the following figure.

The Word Document Window

1.4 Introducing Microsoft Office Word 2013 NIIT

The Backstage View

Moreover, it enables you to manage versions of the document.

NIIT Introducing Microsoft Office Word 2013 1.5

The Quick Access Toolbar Commands

Customizing Quick Access Toolbar

1.6 Introducing Microsoft Office Word 2013 NIIT

The Word Options Dialog Box