Ms Word

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MICROSOFT WORD
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WORD PROCESSOR
A word processor is a type of software application used for composing, editing, formatting and printing
documents. Word processors have a variety of uses and applications within the business environment, at
home and in educational contexts.
Microsoft Office Word 2010 allows you to create and edit personal and business documents, such
as letters, reports, invoices, emails and books. By default, documents saved in Word 2010 are saved
with the.docx extension.
Microsoft Word can be used for the following purposes −
To create business documents having various graphics including pictures, charts, and diagrams.
To store and reuse readymade content and formatted elements such as cover pages and sidebars.
To create letters and letterheads for personal and business purpose.
To design different documents such as resumes or invitation cards etc.
To create a range of correspondence from a simple office memo to legal copies and reference
documents.
Let us understand the various important parts of this window...

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

This you will find just above the File tab. This is a convenient resting place for the most frequently
used commands in Word. You can customize this toolbar based on your comfort.
Ribbon
Ribbon contains commands organized in three components −
Tabs − These appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are examples of ribbon tabs.
Groups − They organize related commands; each group name appears below the group on
the Ribbon. For example, group of commands related to fonts or group of commands related
to alignment, etc.
Commands − Commands appear within each group as mentioned above.
Title bar
This lies in the middle and at the top of the window. Title bar shows the program and document
titles.
Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just
beneath the Ribbon and is used to set margins and tab stops.
The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical
position of elements on the page.
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Help
The Help Icon can be used to get word related help anytime you like. This provides nice tutorial
on various subjects related to word.
Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider
that you can slide left or right to zoom in or out; you can click the + buttons to increase or decrease
the zoom factor.
View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets
you switch through the Word's various document views.
Print Layout view − This displays pages exactly as they will appear when printed.
Full Screen Reading view − This gives a full screen view of the document.
Web Layout view − This shows how a document appears when viewed by a Web browser,
such as Internet Explorer.
Outline view − This lets you work with outlines established using Word’s standard heading
styles.
Draft view − This formats text as it appears on the printed page with a few exceptions. For
example, headers and footers aren't shown. Most people prefer this mode.
Document Area
This is the area where you type. The flashing vertical bar is called the insertion point and it
represents the location where text will appear when you type.
Status Bar
This displays the document information as well as the insertion point location. From left to right,
this bar contains the total number of pages and words in the document, language, etc.
You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting
options from the provided list.
Dialog Box Launcher

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

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The first column of the backstage view will have following options −
S.N o Option & Description

Save
1 If an existing document is opened, it will be saved as is, otherwise it will display a dialogue box
asking for the document name.
Save As
2 A dialogue box will be displayed asking for document name and document type, by default it
will save in word 2010 format with extension .docx.
Open
3 This option is used to open an existing word document.
Close
4 This option is used to close an open document.
Info
5
This option displays information about the opened document.
Recent
6 This option lists down all the recently opened documents
New
7 This option is used to open a new document.

Print
8 This option is used to print an open document.
Save & Send This option will save an open document and will display options
9 to send the document using email, etc.
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In this chapter, let us discuss how to enter text with Microsoft Word 2010. Let us see how easy it
is to enter text in a Word document. We assume you know that when you start Word, it displays a
new document by default as shown below −
Document area is the area where you type your text. The flashing vertical bar is called the insertion
point and it represents the location where the text will appear when you type. Keep the cursor at
the text insertion point and start typing the text. We typed only two words "Hello Word" as shown
below. The text appears to the left of the insertion point as you type −
The following are the two important points that will help you while typing −
You
do
not
need
to
press
Enter to start a new line. As the insertion point reaches the end of the line, Word automatically
starts a new one.
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You will need to press Enter, to add a new paragraph.
When you want to add more than one space between words, use the Tab key instead of the
spacebar. This way you can properly align text by using the proportional fonts.
2. ALIGNMENTS
Left-Aligned Text
A paragraph's text is left aligned when it is aligned evenly along the left margin. Here is a simple
procedure to make a paragraph text left-aligned. Step 1 − Click anywhere on the paragraph you
want to align and click the Align Text Left button available on the Home tab or simply press
the Ctrl + L keys.

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Center Aligned Text
A paragraph's text will be said center aligned if it is in the center of the left
and right margins. Here is a simple procedure to make a paragraph text center
aligned.
Step 1 − Click anywhere on the paragraph you want to align and click the Center
button available on the Home tab or simply press the Ctrl + E keys.
Right-Aligned Text
A paragraph's text is right-aligned when it is aligned evenly along the right margin. Here is a simple
procedure to make a paragraph text right-aligned.
Step 1 − Click anywhere on the paragraph you want to align and click the Align Text Right button
available on the Home tab or simply press the Ctrl + R keys.

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Justified Text
A paragraph's text is justified when it is aligned evenly along both the left and
the right margins. Following is a simple procedure to make a paragraph text
justified.
Step 1 − Click anywhere on the paragraph you want to align and click the
Justify button available on the Home tab or simply press the Ctrl + J keys.
When you click the Justify button, it displays four options, justify, justify low, justify high and
justify medium. You need to select only the justify option. The difference between these options
is that low justify creates little space between two words, medium creates a more space than low
justify and high creates maximum space between two words to justify the text.
In this chapter, we will discuss the how to indent paragraphs in Word 2010. As you know the
margin settings determine the blank space that appears on each side of a paragraph. You can indent
paragraphs in your document from the left margin, the right margin, or both the margins. This
chapter will teach you how to indent your paragraphs with or without the first line of the
paragraphs.
3. FORMATS
Copy and Apply of text formatting works for various text attributes; for example, text fonts, text
colors, margins, headings, etc.

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Copy and Apply Text Formatting
The following steps will help you understand how to copy and apply text formatting from
one portion of text in your document to another portion of text in your document.
Step 1 − Select the portion of text containing the formatting that you want to copy. I
have selected a text which has bold and underlined font as shown below.
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Step 2 − click the Home tab and click the Format Painter button to copy the format
of the selected text. As soon as you click the format painter button, the mouse pointer
changes to a paint brush when you move the mouse over your document.
Step 3 − Now you are ready to apply the copied text format to any of the selected text.
So select a text using mouse where you want to apply the copied text format. While
selecting a portion of text, you have to make sure that your mouse pointer is still in
paint brush shape. After selecting the text, just release the right-click button of the
mouse and you will see that newly selected text is changed to the format used for the
original selection. You can click anywhere outside the selection to continue working
on your document for further editing.
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Copy and Apply Text Formatting multiple times
Step 1 − If you are intended to apply formatting at multiple places, then
you will have to double-click the Format Painter button while copying
the text format. Later on, you just keep selecting the text where you want
to apply the text formatting. Step 2 − When you are done with applying
formatting at all the places, click Format Painter to come out of the
format applying operation.
4. TABLES
Create a Table
The following steps will help you understand how to create a table in a Word document.
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Step 1 − Click the Insert tab followed by the Table button. This will display a
simple grid as shown below. When you move your mouse over the grid cells, it
makes a table in the table that appears in the document. You can make your table
having the desired number of rows and columns.
Step 2 − Click the square representing the lower-right corner of your table, which
will create an actual table in your document and Word goes in the table design
mode. The table design mode has many options to work with as shown below.
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Step 3 − This is an optional step that can be worked out if you want to have a
fancy table. Click the Table Styles button to display a gallery of table styles.
When you move your mouse over any of the styles, it shows real time preview
of your actual table.
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Step 4 − To select any of the styles, just click the built-in table style and you will see that the
selected style has been applied on your table
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Delete a Table
Following are the simple steps to delete an existing table from a word document.
Step 1 − Click anywhere in the table you want to delete.
Step 2 − Click the Layout tab, and click the Delete Table option under the
Delete Table Button to delete the complete table from the document along with
its content.
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In this chapter, we will discuss how to work with rows and columns in
Word 2010. As discussed in the previous chapter, a table is a structure of
vertical columns and horizontal rows with a cell at every intersection. A
Word table can contain as many as 63 columns but the number of rows is
unlimited. This chapter will teach you how to add and delete rows and
columns in a table.
Add a Row
Following are the simple steps to add rows in a table of a word document.
Step 1 − Click a row where you want to add an additional row and
then click the Layout tab; it will show the following screen.
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Step 2 − Now use the Row & Column group of buttons to add any row below or above to the
selected row. If you click the
Insert Below button, it will add a row just below the selected row as follows.
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If you click the Insert Above button, it will add a row just above the selected row.
Delete
a Row
The
following steps will help you delete rows from a table of a Word document.
Step 1 − Click a row which you want to delete from the table and then click the Layout tab; it will
show the following screen.
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Step 2 − Click the Layout tab, and then click the Delete Rows option under the Delete Table
Button to delete the selected row.
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Add a Column
The following steps will help you add columns in a table of a Word document.
Step 1 − Click a column where you want to add an additional

column and then click the Layout tab; it will show the
following screen.
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Step 2 − Now use the Row & Column group of buttons to add any column to the left or right of
the selected column. If you click the Insert Left button, it will add a column just left to the selected
column as follows.
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If you click the Insert Right button, it will add a column just next to the selected column.
Delete a Column
Following are the simple steps to delete columns from a table of a word document.
Step 1 − Click a column which you want to delete from the table and then click the Layout tab; it
will show the following screen.
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Step 2 − Click the Layout tab, and click the Delete Column option under the Delete Table Button
to delete the selected column.
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In this chapter, we will discuss how to move a table in Word 2010. Microsoft Word
allows to move a table from one location to another location along with its content. This
chapter will give you simple steps to move a table within the same document, though
you can move a table from one document to another document using the cut and paste
operation.
Move a Table
The following steps will help you move a table within the same Word document.
Step 1 − Bring your mouse pointer over the table which you want to move from
one location to another location. As soon as you bring your mouse pointer inside
the table, a small Cross Icon will appear at the top-left corner of the table as
shown below.
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Step 2 − Click over the small Cross Icon which will select the whole table.
Once the table is selected, use the Cut button or simply press the Ctrl + X keys
to cut the table from its original location.
Step 3 − Bring your insertion point at the location where you want to move the table and use Paste
button or simply press Ctrl
+ V keys to paste the table at the new location.
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In this chapter, we will discuss how to resize a table in Word 2010. Microsoft
Word allows to resize a table to make it smaller and bigger as per your
requirement.
Resize a Table
The following steps will help you resize a table available in a Word document.
Step 1 − Bring your mouse pointer over the table which you want to resize. As soon as
you bring your mouse pointer inside the table, a small Cross Icon will appear at the top-
left corner and a small Resize Icon will appear at the bottom-right corner of the table as
shown below.
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Step 2 − Bring the mouse pointer over the Resize Icon till it changes to a
diagonal double sided arrow and this is the time when you need to press
the left mouse button and keep holding the button while resizing the table.
Drag the table up to make it shorter or down to make it larger. You can drag
the table diagonally to simultaneously change both the width and the height
of the table.
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In this chapter, we will discuss how to merge table cells in Word 2010.
Microsoft Word allows the merging of two or more cells to create one large
cell. You will frequently need to merge columns of the top row to create the
title of the table. You can merge cells either row-wise or column-wise, rather
you cannot merge cells diagonally. This chapter will teach you how to merge
multiple rows or columns.
Merging Cells
The following steps will help you merge table cells in a Word document.
Step 1 − Bring your mouse pointer position inside the first cell that you
want to merge. Now press the Shift key and click the cells around the
cell which you want to merge into the first cell. This will highlight the
cells which you click and they will be ready to be merged.
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Step 2 − Now click the Layout tab and then click the Merge Cells button which will merge all the
selected cells.
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After merging the cells, all the content of the cells will be scrambled
which you can fix later as you like. For example, you can convert the
merged cells text into title or some other description. For example, let
us have center-aligned and bigger font text as follows on top of the
table.
Split a Table
Following are the simple steps to split a table into two tables in a Word document.
Step 1 − Bring your mouse pointer position anywhere in the row that should
appear as the first row of the new table.
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Step 2 − Now click the Layout tab and then click the Split Table button
which will split the table into two tables and the selected row will
become the first row of the lower table.
After splitting the table into two tables, you can further divide it into two
parts and you can continue dividing the Word tables as long as a table has
more than one row.
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In this chapter, we will discuss how to split table cells in Word 2010. Microsoft Word
allows splitting a cell into multiple cells.
We will understand how to split a cell into multiple smaller sub-cells.
Split a Cell
The following steps will help you split a cell into two sub-cells of a table available in word
document.
Step 1 − Bring your mouse pointer position inside the cell that has to be divided into multiple cells.
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Step 2 − Now click the Layout tab and then click the Split Cells button; this
will display a dialog box asking for the number of rows and columns to be
created from the selected cell.
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Step 3 − Select the desired number of rows and columns that have to go
into the resultant cell and finally click the OK button to apply the result.
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You can divide a cell into multiple cells either row-wise or column-wise or both.
Add a x Formula
Following are the simple steps to add formula in a table cell available in Word document.
Step 1 − Consider the following table with the total number of rows. Click in a cell that should
contain the sum of the rows.
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Step 2 − Now click the Layout tab and then click the Formula button;
this will display a Formula Dialog Box which will suggest a default
formula, which is =SUM(LEFT) in our case. You can select a number
format using Number Format List Box to display the result or you
can change the formula using the Formula List Box.
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Step 3 − Now click OK to apply the formula and you will see that the left
cells have been added and the sum has been put in the total cell where we
wanted to have it. You can repeat the procedure to have the sum of other
two rows as well.
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Cell Formulae
The Formula dialog box provides the following important functions to be used as formula in a cell.
S.N Formula &

o Description
AVERAGE( )
1
The average of a list of cells
COUNT( )
2 The number of items in a list of cells

MAX( )
3 The largest value in a list of cells

MIN( )
4 The smallest value in a list of cells
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PRODUCT( )
5 The multiplication of a list of cells

SUM( )
6 The sum of a list of cells

6 LEFT, referring to all cells in the row to the left of the
current cell
7 RIGHT, referring to all cells in the row to the right of the
current cell
Add Borders to Table

The following steps will help you add borders in a table cell available in Word document.
Step 1 − Select the table to which you want to add border. To select a table, click
over the table anywhere which will make the Cross icon visible at the top-left
corner of the table. Click this cross icon to select the table.
Step 2 − Click the Border button to display a list of options to put a border
around the selected table. You can select any of the option available by simply
clicking over it.
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Step 3 − Try to add and remove different borders like left, right, top or bottom by selecting different
options from the border options.
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Step 4 − You can apply border to any of the selected row or column. You can try it yourself.
Step 5 − To delete the existing border, simply select the No Border option from the border options.
Using Border Options

You can add borders of your choice to word table by following the simple steps given below.
Step 1 − Click the Border button to display a list of options to put a

border. Select the Border and Shading option available at the bottom of
the list of options as shown in the above screenshot. This will display a
Border and Shading dialog box. This dialog box can be used to set
borders and shading around a selected table.
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Step 2 − Click the Border tab; this will display a list of border settings, styles
and options whether this border should be applied to the table or text or
paragraph.
Step 3 − You can use the Preview section to disable or enable left, right, top or bottom borders of
the selected table or row or column.
Follow the given instructions in the preview section itself to design the border you like.
Step 4 − You can customize your border by setting its color, width by using different width
thickness available under the style section.
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Add Shades To Table
The following steps will help you add shades on a selected table or its rows or columns.
Step 1 − Select a row or column where you want to apply a shade of your choice.
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Step 2 − Click the Border button to display a list of options to put a border.
Select the Border and Shading option available at the bottom of the list
of options. This will display a Border and Shading dialog box. This dialog
box can be used to set borders
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and shading around selected row(s) or column(s).
Step 2 − Click the Shading tab which will display options to select fill,
color and style and whether this border should be applied to cell or
table or selected portion of text.
Step 3 − You can use the Preview section to have an idea about the expected
result. Once you are done, click the OK button to apply the result.
5. MAIL MERGE
In this chapter, we will discuss how to email documents using Word

2010. Microsoft Word can be used to send a Word document in an
email as an attachment directly at the given email address without
opening your email program. This chapter will teach you simple ways
of sending email in a variety of formats, including a Word document
file (DOC) attachment or a PDF, among others.
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Mailing Documents
Following are the simple steps to send a word document as an attachment at the given email address.
Step 1 − Open the document you want to send using e-mail as an attachment.
Step 2 − Click the File tab and then click the Save & Send option from the left
most column; this will display a number of options to Save & Send, you will
have to select the Send using Email option available in the middle column.
Step 3 − The third column will have various options to send email which
allows you to send your document as an attachment in DOC format or
you can send your Word document in a PDF format. Click a method to
send the document. I'm going to send my document in PDF format.
When you click the Send as PDF option, it displays the following screen where you
can type the email address to which you want to send your document, email subject
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and other additional messages as well. To send email to multiple recipients, separate
each
E-mail address with a semicolon (;) and a space.
6. SPELL CHECK AND GRAMMER
A red underline beneath spelling errors.

A green underline beneath grammar errors.
A blue line under correctly spelled but misused words.
Check Spelling and Grammar using Review tab
Here is the simple procedure to find out the spelling mistakes and fix them −
Step 1 − Click the Review tab and then click the Spelling & Grammar button.
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Step 2 − A Spelling and Grammar dialog box will appear and will display the wrong spellings or
errors in grammar. You will also get suggestions to correct as shown below −
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Now you have following options to fix the spelling mistakes −
Ignore − If you are willing to ignore a word, then click this button and Word ignores the
word throughout the document.
Ignore All − Like Ignore, but this ignores all occurrences of the same
misspelling, not just once but throughout the document.
Add to Dictionary − Choose Add to Dictionary to add the word to the Word spelling
dictionary.
Change − This will change the wrong word using the suggested correct word.
Change All − Like Change, but this changes all occurrences of the same misspelling, not
just once but throughout the document.
AutoCorrect − If you select a suggestion, Word creates an AutoCorrect entry that
automatically corrects this spelling error from now on.
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Following are the different options in case you have grammatical mistake −
Next Sentence − You can click Next Sentence to direct the grammar checker to skip ahead
to the next sentence.
Explain − The grammar checker displays a description of the rule that caused the sentence
to be flagged as a possible error.
Options − This will open the Word Options dialog box to allow you to change the behavior
of the grammar checker or spelling options.
Undo − This will undo the last grammar changed.

Step 3 − Select one of the given suggestions you want to use and click the Change option to fix
the spelling or grammar mistake and repeat the step to fix all the spelling or grammar mistake.
Step 4 − Word displays a dialog box when it finishes checking for spelling and grammar mistakes,
finally Click OK.
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Check Spelling and Grammar using Right Click
If you will right-click the mouse button over a misspelled word, then it will show
you the correct suggestions and the above mentioned options to fix the spelling
or grammar mistake. Try it yourself.
In this chapter, we will discuss auto correction in Word 2010. The AutoCorrect feature
automatically corrects common typographical errors when you make them. Let us learn how to use
the auto correction option available in Microsoft Word 2010 to correct the spelling automatically
as you type the words in your documents.
Setting AutoCorrect
The following steps will help to enable the AutoCorrect feature in Microsoft Word.
Step 1 − Click the File tab, click Options, and then click the Proofing option
available in the left most column, it will display the Word Options dialog box.
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Step 2 − Click the AutoCorrect Options button which will display
the AutoCorrect dialog box and then click the AutoCorrect tab. Now
you have to make sure all the options are enabled, especially the Replace
Text as you type option.
It is also recommended to be careful when you turn off an option.
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Step 3 − Select from among the following options, depending on your preferences.
S.N Option and

o Description
Show AutoCorrect Options Buttons

1
This option will be used to display a small blue button or bar
beneath text that was automatically corrected. Click this
button to see a menu, where you can undo the correction or
set AutoCorrect options.
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Correct TWo Initial CApitals
2 This option changes the second letter in a pair of capital

letters to lowercase.
Capitalize first letter of sentences
3 This option capitalizes the first letter following the end of a

sentence.
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Capitalize first letter of table cells
4 This option will be used to capitalize the first letter of a

word in a table cell.
Capitalize names of days
5 This option will be used to capitalize the names of the days

of the week.
Correct accidental usage of cAPS LOCK key

6
This option will be used to correct capitalization errors that
occur when you type with the CAPS LOCK key depressed
and turns off this key.
Replace text as you type

7
This option replaces typographical errors with the correct
words as shown in the list beneath it.
Automatically use suggestions from the spelling checker

8
This option tells Word to replace spelling errors with words
from the dictionary as you type.
Although Word comes preconfigured with hundreds of AutoCorrect entries, you
can also manually add entries using the following dialog box and use the
Replace and With text boxes to add more entries. I added an entry for Markiting
which should be replaced with Marketing. You can use the Add button to add
multiple entries.
Step 4 − Click OK to close the AutoCorrect Options dialog box and again
click OK to close the Word Options dialog box. Now try to type
Markitingand as soon as you type this word, Microsoft Word
autocorrects it with the correct word Marketing word.
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MACROS
In Word, you can automate frequently used tasks by creating and running macros. A
macro is a series of commands and instructions that you group together as a single
command to accomplish a task automatically.
To save time on tasks you do often, bundle the steps into a macro. First, you record
the macro. Then you can run the macro by clicking a button on the Quick Access
Toolbar or pressing a combination of keys. It depends on how you set it up.
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Record a macro with a button
1. Click View > Macros > Record Macro.
2. Type a name for the macro.
3. To use this macro in any new documents you make, be sure the Store macro in box
says All Documents (Normal.dotm).
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4. To run your macro when you click a button, click Button.
5. Click the new macro (it’s named something like Normal.NewMacros.<your macro
name>), and click Add.
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6. Click Modify.
7. Choose a button image, type the name you want, and click OK twice.
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8. Now it’s time to record the steps. Click the commands or press the keys for each step
in the task. Word records your clicks and keystrokes.
Note: Use the keyboard to select text while you’re

recording your macro. Macros don’t record selections
made with a mouse.
9. To stop recording, click View > Macros > Stop Recording.
The button for your macro appears on the Quick Access Toolbar.
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To run the macro, click the button.
To run a macro, click the button on the Quick Access Toolbar, press the keyboard shortcut,
or you can run the macro from the Macros list.
1. Click View > Macros > View Macros.
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2. In the list under Macro name, click the macro you want to run.
3. Click Run.
To make a macro from one document available in all new documents, add it to the Normal.dotm template.
1. Open the document that contains the macro.
2. Click View > Macros > View Macros.
3. Click Organizer.
QUESTIONS
63
Part-A
1. What is a Word Processor? State some applications 2.
What are the different View Buttons in Microsoft Word?
3. “Justified Text”-Explain?
4. What is the function of Format Painter?
5. Give the steps for merging a cell in a table in MS-Word.
6. State the different formulas used in MS-Word.
7. What is Mail merge?
8. Define a Macro.
Part-B
1. What are the steps for formatting a document and aligning a paragraph in MS Word?
2. Write a note on Mail Merge and Macros.
3. What are the Procedure to set Autocorrect in Spellcheck?
4. Explain the steps to create a table, delete a table. Also explain the other necessary features of tables.
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CREATIVITY ACADEMY

COMPUTER TRAINING CENTER

Made and Compiled by:

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Quick Access Toolbar

Ribbon contains commands organized in three components −

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Dialog Box Launcher

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S.N o Option & Description

4 This option is used to close an open document.

6 This option lists down all the recently opened documents

7 This option is used to open a new document.

8 This option is used to print an open document.

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on your document for further editing.

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Step 1 − Click anywhere in the table you want to delete.

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Step 1 − Click a column where you want to add an additional

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S.N Formula &

2 The number of items in a list of cells

3 The largest value in a list of cells

4 The smallest value in a list of cells

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