Microsoft Word

Microsoft Word is a commercial word processor designed by Microsoft. It was first released in 1983
under the name Multi-Tool Word for Xenix systems. Subsequent versions were later written for several
other platforms including IBM PCs running DOS (1983), the Apple Macintosh (1984), the AT&T Unix PC
(1985), Atari ST (1986), SCO UNIX, OS/2, and Microsoft Windows (1989). It is a component of the
Microsoft Office system; it is also sold as a standalone product and included in Microsoft Works Suite. The
current versions are Microsoft Word 2010 for Windows and 2011 for Mac.

Origins and growth: 1981 to 1995

In 1981, Microsoft hired Charles Simonyi, the primary developer of Bravo, the first GUI word processor,
which was developed at Xerox PARC. Simonyi started work on a word processor called Multi-Tool Word
and soon hired Richard Brodie, a former Xerox intern, who became the primary software engineer.

Microsoft announced Multi-Tool Word for Xenix and MS-DOS in 1983. Its name was soon simplified to
Microsoft Word.[1] Free demonstration copies of the application were bundled with the November 1983
issue of PC World, making it the first program to be distributed on-disk with a magazine. Unlike most MS-
DOS programs at the time, Microsoft Word was designed to be used with a mouse, and it was able to
display some formatting, such as bold, italic, and underlined text, although it could not render fonts. It was
not initially popular, since its user interface was different from the leading word processor at the time,
WordPerfect. However, Microsoft steadily improved the product, releasing versions 2.0 through 5.0 over
the next six years.

In 1985, Microsoft ported Word to the Macintosh. This was made easier by the fact that Word for DOS has
been designed for use with high-resolution displays and laser printers, even though none were yet available
to the general public. Following the precedents of LisaWrite and MacWrite, Word for Mac added true
WYSIWYG features. After its release, Word for Mac's sales were higher than its MS-DOS counterpart for
at least four years.

The second release of Word for Macintosh, shipped in 1987, was named Word 3.0 to synchronize its
version number with Word for DOS; this was Microsoft's first attempt to synchronize version numbers
across platforms. Word 3.0 included numerous internal enhancements and new features, including the first
implementation of the Rich Text Format (RTF) specification, but was plagued with bugs. Within a few
months Word 3.0 was superseded by a more stable Word 3.01, which was mailed free to all registered users
of 3.0. After MacWrite, Word for Mac never had any serious rivals on the Mac. Word 5.1 for the
Macintosh, released in 1992, was a very popular word processor owing to its elegance, relative ease of use
and feature set. Many users say its the best version of Word for Mac ever created.

In 1986, an agreement between Atari and Microsoft brought Word to the Atari ST[11] under the name
Microsoft Write. The Atari ST version was a port of Word 1.05 for the Apple Macintosh [12][13] and was
never updated.

The first version of Word for Windows was released in 1989. With the release of Windows 3.0 the
following year, sales began to pick up and Microsoft soon became the market leader for word processors
for IBM PC-compatible computers.[4] In 1991, Microsoft capitalized on Word for Windows' increasing
popularity by releasing a version of Word for DOS, version 5.5, that replaced its unique user interface with
an interface similar to a Windows application.[14][15] When Microsoft became aware of the Year 2000
problem, it made Microsoft Word 5.5 for DOS available for download free. As of November 2010, it is still
available for download from Microsoft's web site.[16]

In 1991, Microsoft embarked on a project code-named Pyramid to completely rewrite Microsoft Word from
the ground up. Both the Windows and Mac versions would start from the same code base. It was
abandoned when it was determined that it would take the development team too long to rewrite and then
catch up with all the new capabilities that could have been added in the same time without a rewrite.
Instead, the next versions of Word for Windows and Mac, dubbed version 6.0, both started from the code
base of Word for Windows 2.0.[10]
With the release of Word 6.0 in 1993, Microsoft again attempted to synchronize the version numbers and
coordinate product naming across platforms, this time across DOS, Macintosh, and Windows (this was the
last version of Word for DOS). It introduced AutoCorrect, which automatically fixed certain typing errors,
and AutoFormat, which could reformat many parts of a document at once. While the Windows version
received favorable reviews (e.g.,[17]), the Macintosh version was widely derided. Many accused it of being
slow, clumsy and memory intensive, and its user interface differed significantly from Word 5.1.[10] In
response to user requests, Microsoft was forced to offer Word 5 again, after it had been discontinued. [18]
Subsequent versions of Word for Macintosh are no longer ported versions of Word for Windows.

Answer 2. Various Tool Bars

Word has a number of tool bars that help you perform task faster and with great ease. Two of the most
commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars are displayed
just below the title bar. At any point of time any tool bar can be made ON or OFF through the tool bar
option of View Menu.

(c) Ruler Bar

The Ruler Bar allows you to format the vertical alignment of text in a document.

(d) Status Bar

The Status Bar displays information about the currently active document. This includes the page number
that you are working, the column and line number of the cursor position and so on.

(e) Scroll Bar

The Scroll Bar helps you scroll the content or body of document. You can do so by moving the elevator
button along the scroll bar, or by click in on the buttons with the arrow marked on them to move up and
down and left and right of a page.

(f) Workspace

The Workspace is the area in the document window were you enter/type the text of your document.

(g) Main Menu

The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main menu further
displays a sub menu. Some of the options are highlighted options and some of them appear as faded
options. At any time, only highlighted options can be executed, faded options are not applicable. Infect if
the option is faded you will not be able to choose it. You may not that any option faded under present
situation may become highlighted under different situations.

Answer 3. Procedure to:

(a) Create

When you enter and save work in Word, it is called a new DOCUMENT or FILE. By default, Word starts you with a new
blank document as soon as you open the program. But you can create additional new files anytime you want.

METHOD 1

1. Use the NEW icon (or button).

The fastest way to create a new file is to click on the NEW icon (it appears as a white blank sheet of paper on the extreme
upper left-hand side of the screen).
2. A New File Opens.

A new file opens based on the default NORMAL template. You may immediately start typing. Notice that the default
filename (DOCUMENT X, where "X" is the name of the new document until saved with its own file name) appears in the
TITLE BAR at the top of the page.

METHOD 2

1. Select file, then the NEW Command.

To open a file based on another template, left click on the FILE menu and then left click on the NEW command.

2. A NEW DOCUMENT column will open on the right of the Word Screen. It gives multiple options. You may choose from
the headings NEW, TEMPLATES AND RECENTLY USED TEMPLATES. Click on the option that most closely matches
with your current project.

Again, If you don’t see the template you want in Word, then search the Internet. There are many Microsoft Word
Templates available.

(b) Saving Your Work

When you want to save your work, choose File then Save As. You will be asked to give your document a
name, and should you need to you can also change the filetype from its default setting (Word Document) to
save as a text file or Web page instead.

When saving the same document later, you do not have to use Save As each time, instead you can select

File then Save, or just click on the button.

(c) Open File

To continue working on a file you previously saved, you must open the file. To open the file:

• Click on File.
• Highlight Open.
• Press left mouse button.
• Find the folder you saved in the Look In field. You can also type in the name of the document in
the File Name field.
• Click on Open.
• The file you saved should now appear.

can select File then Save, or just click on the button.

(d) Close File

Once your work is saved, you can close the document by clicking on File then Close. You may be asked if
you want to save any changes you have made. Click yes if you have made any changes to your document
since the last time you saved it.

Answer 5. Printing Your Work

You can preview your work to see how it will look when printed. Choose File then Print Preview or click

the button. To return to the normal view click Close.

You can select your printing options (such as which pages to print and how many copies to make) by
clicking on File then Print. To print your work immediately without making any changes to your standard

settings, press the button.

Answer 6.

Inserting Text

To insert text, you must be in the Insert mode. To check to see whether you are in the Insert mode, look at
the Status bar, located at the very bottom of the screen. Look at the right side of the Status bar. If the letters
"OVR" are gray, you are in the Insert mode. If the letters "OVR" are black, you are in the Overtype mode.

To change to the Insert mode:

• Double click on the letters "OVR." The letters "OVR" should now be gray.
• Alternative Method:
o Go to the Menu bar.
o Click on Tools. Highlight Options at the bottom of on the drop-down menu.
o Press Enter.
o Click on the Edit tab. The Overtype Mode box should be blank. If the box is blank, click
on OK.
o If the Overtype Mode box is not blank, click on the box to remove the checkmark.
o Then click on OK.

To Overtype:

You can type over the current text (replace the current text with new text). However, you must be in the
Overtype mode. Do the following to change to the Overtype mode.

• Double-click on "OVR" on the Status bar.

• The letters "OVR" should now be black.
Text formatting

Adding and Deleting Text

To insert text, place the I-beam cursor at the desired location, click the mouse button once, and then start
typing. The existing text will move to the right to accommodate the new text. To delete, select the text and
then press the DELETE or BACKSPACE key.

Common Selection Techniques

• Place the mouse cursor at the beginning of the text. Press the mouse button, select the text by dragging
the mouse across the text to be selected, releasing the mouse at the end of the selection.
• To select a vertical area, hold down the ALT key while you drag.
• To select non-contiguous areas, hold down the CTRL key while you highlight the areas.
• To select a word, double-click on it.
• To select a line, click at its left edge once the cursor is pointing to the right.
• To select a paragraph, triple-click on a word in it or double click at its left edge.
• To select a block of text, click at the beginning, hold the SHIFT key and click at the end.
• To select the entire document, hold down the CONTROL key and press A (for all). This is usually
written CTRL – A

Replacing Text
It is also possible to delete a part of your text and replace that part with new text. To do so, first highlight
the selection you wish to delete, then start typing. The highlighted text will disappear, and be replaced by
whatever new text you type.

Moving or Copying Text

When text is well written but in the wrong place in a document, move (Edit menu, Cut and Paste
commands) the text, don't retype it. Another common situation is the need to repeat text. Let Word copy the
text for you so that you can paste it wherever it belongs. With both of these commands, you must select
the text before using the Edit, Cut or Copy commands.

Selecting Text
Selected text appears highlighted. The procedure is to select any text, then to act on that text by cutting,
copying, or pasting.
• Click and Drag to select any continuous area of text.
• To select a vertical area, hold down the ALT key while you drag.
• To select non-contiguous areas, hold down the CTRL key while you highlight the areas.
• To select a word, double-click on it.
• To select a line, click at its left edge.
• To select a paragraph, double click at its left edge.
• To select the entire document, hold down the CTRL key and press A (for all).

Copy, Cut, and Paste

The basic copy, cut, and paste operations of the Edit menu work in Word the same way they do in most
Windows applications. Text that is copied (the selected original remains in the document) or cut (the
selected original is removed) is placed in a temporary storage place called the Clipboard. Remember to
first select your text (it should appear highlighted) before you choose the Edit, Copy or Cut command.
Move the cursor to the new location and Paste the cut or copied text. You can repeatedly paste stored
text.
Paragraph Formatting
Every time you press the full-stop key in a document, you are telling Word that you are finishing one
sentence and starting a new one. Similarly, if you press the [Enter] key, you are telling Word that you are
finishing a paragraph and starting a new one. The difference is you can always see the full-stop at the end
of a sentence. You can’t normally see the end of a paragraph. Paragraph endings are marked by a character
that is usually hidden. You can however, display these and many other hidden characters. Being able to see
these hidden characters can sometimes be a useful way to find the cause of problems with the way your
document looks. Exercise 1.

1 Displaying Hidden Characters

2 1) Open the Word 2003 document.
3 2) Click the Show/Hide icon on the toolbar.

Paragraph endings will be indicated by the ¶ symbol. You will also see other hidden characters shown,
such as tabs and blank spaces.
1 3) Click the icon again to turn off hidden characters.

Paragraph Spacing Options

You can use the paragraph spacing options to adjust the amount of space before paragraphs, after
paragraphs and between each line in a paragraph. Exercise 2.

1 Adjusting Paragraph Spacing

2 1) Click in the first paragraph of the document (not the heading).
3 2) From the Format menu select Paragraph. You can also right-click on the paragraph and choose
Paragraph from the shortcut menu. The Paragraph formatting dialog will appear.
1 3) In the Spacing section you can adjust the paragraph spacing options. Click on the up arrow next to
the Before option until the box shows 6pt like the example above.
2 4) Do the same for the After option so that there will be 6 points of blank space before and after the
paragraph.
3 5) Click OK to make the change. There will now be additional space before and after the paragraph.
4 6) Increase the spacing after the paragraph to 18 points.
5 7) Change all of the paragraphs with the dot points so that they each have 12 points of space after the
paragraph and 6 points of space before.

2 Adjusting Line Spacing

3 1) Click in the first paragraph (Word 2003 is the latest version…).
4 2) Display the Paragraph formatting options.

1 3) Change the Line Spacing option to 1.5 Lines.

2 4) Click OK when done. The lines of test will have more space between them. This can also be done
using keyboard and toolbar shortcuts.
3 5) Press [Ctrl] [2]. This will change the paragraph to double line spacing.
4 6) Press [Ctrl] [1]. This will change the paragraph to single line spacing.
5 7) Press [Ctrl] [5]. This will change the paragraph to 1.5 line spacing.
6 8) Click the arrow next to the Line Spacing icon on the toolbar. A list of line spacing options will
appear.
7 9) Click on 1.0 to change the spacing to single line spacing.
8 10) Save changes to the document.

Alignment and Indentation

You will have seen that the paragraph formatting dialog also contains options for aligning text and
indenting text. In both cases, the formatting can be changed in the dialog box itself, or by using additional
shortcuts.

1 Changing Paragraph Alignment

2 1) Click in the first paragraph on the page under the main heading.
3 2) Display the Paragraph formatting dialog.
4 3) You will see a drop-down list next the Alignment. Select Centered from
the list.
5 4) Click OK to make the change. The text in that paragraph will be lined up horizontally with the
centre of the page.

You can also change the alignment options using shortcuts.

1 5) Change the paragraph to Right alignment by clicking the icon or by pressing [Ctrl] [R]. The text in
the paragraph will be arranged to the right of the page so that it lines up with the right page margin.
2 6) Change the paragraph to Centered alignment by clicking the icon or by pressing [Ctrl] [E] (The
[Ctrl] [C] shortcut is already allocated to copying).
3 7) Change the paragraph to Justified by clicking the icon or by pressing [Ctrl] [J]. The text in the
paragraph will be evenly spaced so that both sides of the paragraph will line up with the left and right
page margins.
4 8) Change the paragraph back to Left alignment by clicking the icon or by pressing [Ctrl] [L]. The
text in the paragraph will be arranged to the left of the page so that it lines up with the left page
margin.

1 Changing Indentation Options

2 1) Make sure the insertion point is still in the first paragraph of the document.
3 2) Click the Increase Indent icon on the toolbar (or press [Alt] [Shift] [�]). The paragraph will
be indented by a small amount (a little over a cm).
4 3) Click the Decrease Indent icon (or press [Alt] [Shift] [�]) to return the paragraph to its
normal position. These shortcuts can indent a paragraph from the left of the page but additional options
are available elsewhere.
5 4) Display the Paragraph formatting options. Note the Indentation options in the middle section.

The Left and Right options allow you to change how much the paragraph is indented from the left page
margin and right page margin. The remaining options affect only the first line of the paragraph. The
Special option allows you to choose a First Line indent (so the first line is indented more than the rest of
the paragraph) or a Hanging indent (so the first line is indented less than the rest of the paragraph). The By
option specifies how far the first line will be indented by.
1 5) Change the Indentation options so that they appear the same as the example below.

The left and right sides of the paragraph will be indented 1cm from the page margins. The first line of the
paragraph will be intended by a further 1cm. © Steve O’Neil 2005 Page 5 of 12
http://www.oneil.com.au/pc/
1 6) Click the Undo icon or press [Ctrl] [Z] to return the margins to their previous state.

Using Microsoft Word Paragraph Formatting

These margin changes can also be made more directly by using the markers on the ruler. If you look at the
horizontal ruler at the top of the document, you will notice several markers on each end of the ruler. These
can be used to adjust indents for the selected paragraph(s) by using your mouse.

1 7) Make sure the first paragraph is still selected.

2 8) Move your mouse over the Right Indent marker on the ruler and drag it about 1cm to the left.
3 9) Move your mouse over the Left Indent marker on the ruler and drag it to the right approximately
½ a cm. The first line and hanging indent markers will also move. Notice that when you drag the
marker, it moves in small steps, which can make it hard to get it to exactly the position you want.
4 10) Hold down the [Alt] key and drag the Left Indent marker so that it is exactly on the ½cm mark.
Holding down [Alt] while dragging allows you to be more precise with measurements.

1 11) Drag the First Line Indent marker so that it is on the 1cm mark. You can do it with or without
the [Alt] key.
2 12) Drag the Hanging Indent marker so that it is on the 2cm mark. A Hanging Indent is created
when the first line is indented less than the rest of the paragraph.

1 Page Breaks and Other Breaks

Page breaks allow you to specify where a new page will begin in a document. You can create page breaks
by manually inserting a break where you need one. You can also specify breaks in your paragraph
formatting so that a particular paragraph, such as a heading, will always begin on a new page.
1 1) Scroll down to the Access Additional Productivity Resources heading and place your insertion point
at the beginning of the word Access.
2 2) From the Insert menu choose Break.

1 3) Make sure the Page Break option is selected and click OK (or press [Enter]). A page break will
be inserted before the heading.
2 4) Click the Show/Hide icon on the toolbar to display hidden characters.
3 5) Scroll to the previous page to see the page break indicated.

1 6) Click the icon again to hide hidden characters.

2 7) Click the Undo icon or press [Ctrl] [Z] to remove the page break. We will try some other methods
for adding a page break.
3 8) Make sure your insertion point is still in front of the heading and press [Ctrl] [Enter]. This is a
shortcut for manually adding a page break.
1 10) Right-click on the heading or go to the Format menu and then choose Paragraph.
2 11) Make sure the Line and Page Breaks tab is selected at the top of the Paragraph options.

1 12) Click the Page break before option and click OK. Since this page break is part of the
paragraph formatting, this paragraph will now always begin on a new page, even when text is re-
arranged in the document. For headings, this is often better than putting in a manual page break as we
did before.
2 13) Use the Paragraph formatting option to place a page break before each of the following headings in
the document.
0 • Capture and Reuse Information
1 • Word 2003 System Requirements

Page Headers & Footers

Headers and footers allow you to have similar information, such as page numbers or document titles,
repeated at the top or bottom of every page. For example, on this particular page, the header that is repeated
on every page shows Using Microsoft Word and Paragraph Formatting. The footer at the bottom of each
page shows the filename of this document and the page numbers in the document. Exercise 7.

1 Adding Headers & Footers

2 1) Make sure the Word 2003 document is still open.
3 2) From the View menu select Header and Footer. A blank header and footer will be added to the
page and the Header and Footer toolbar will appear.

The toolbar contains the following icons.

Choose from options such as inserting filename and author name.

• Insert page number.

• Insert total number of pages.

• Format the page number.

• Insert the current date. Updates every time the document opens.

• Insert the current time. Updates every time the document opens.

• Display the page setup options.

• Hide/Display text on the page while you work on Headers and Footers.

• If your document has section breaks, this icon links the header of the current section with the one
from the previous section.

• Switch between viewing the page header and page footer.

• View the previous section’s header/footer.

• View the next section’s header/footer.

• Finish editing the header and footer.

1 3) Make sure your insertion point is at the left of the page header.
2 4) Type Microsoft Word 2003.
3 5) Click the Switch Between Header and Footer icon on the toolbar. You will be taken to the
footer at the bottom of the page.
4 6) Click the Insert AutoText button on the toolbar and then click the Filename option from the
list.
5 7) The filename will be inserted in the left part of the footer. If you rename the file, the filename will
update in the footer the next time you open the document.
6 8) Press [Tab] to move to the middle section of the document.
7 9) Press [Tab] a second time to move to the right section of the footer.
8 10) Type Page followed by a space.
9 11) Click the Insert Page Number icon on the toolbar and then add another space.
10 12) Type of followed by a space.
11 13) Click on the Insert Number of Pages icon on the toolbar.
12 14) Click Close on the toolbar to finish editing the header and footer.

Modifying the Page Number Format

1 1) Move your mouse over the footer at the bottom of the page.
2 2) Double-click to edit the footer. When you have already created a header and footer, this is easier
than going to the View menu to edit them.
3 3) When the Header and Footer toolbar appears, click the Format Page Number icon.

1 4) Change the number format to the option shown above and click OK.
2 5) Move your mouse over an area of the page outside the footer area and double-click. This is a quick
way to end header and footer editing.
3 6) Save changes and close the document.
4 7) Open the document called Paragraphs Exercise and follow the instructions in the document to
practice paragraph formatting.

Using Microsoft Word Paragraph Formatting

Shortcuts Covered in This Section

Alt Shift Increase paragraph indent (or increase level – covered later on).
�

Alt Shift Decrease paragraph indent (or decrease level – covered later on).
�

Ctrl 1 Single line spacing.

Ctrl 2 Double line spacing.

Ctrl 5 1.5 line spacing.

Ctrl E Centre align paragraphs.

Ctrl Enter Insert a page break.

Ctrl J Justify aligns paragraphs.

Ctrl L Left align paragraphs.

Ctrl R Right align paragraphs.

Shift Insert a line break in a paragraph.

Enter