Ms Office Notes

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MICRO SOFT – OFFICE

Minimum Hardware Requirement for loading MS-OFFICE:
System Configuration : 286 MHz

Ram : 20 MB
Hard Disk : 200 MB
Key Board : 101 to 121 keys [M.M]
Monitor : V.G.A. (Video Graphical Adapter)
Mouse : Standard (Optical)
There are 4 chapters in MS-OFFICE Package:

They are:
1. Microsoft-Word
2. Microsoft-Excel
3. Microsoft-Power point
4. Microsoft-Access
INTRODUCTION TO MS-OFFICE:
A Word processor [Such as Microsoft –Word] is a computer programme that

enables you to create, edit, print and save document for future retrival and revision.
You enter text into the computer by using the key board as you type your words are
displays the moniter or screen and are stored temporarily in the computer memory. As
you are creating the document and permanently on disk once you save it gather then an
paper.
One of the chief advantages of a word processor over a convention type writer is
that a word processor enables you to make changes to a document without a typing in
the entering document.
For Ex: You can create a letter in a word processor and then after you are finished
Go back and change margin and add sentences, delete word, move paragraphs, correct
spelling errors and so on .You can do all of disk without retyping the original text.
What is the Word Processor?
The word processor means a method consistence of a set of instructions that

transforms raw facts in to organized information thus process essential means
changing, keeping the above context in mind, word processing can be defined as
changing the “appearance” or “looks” of words.
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The word appearance or look refers to:
→ The size of the character.

→ The style in which printed.
→ The way it is high lighted.
Defnition:
From the about discursion we can defined a word processor as computer

programme that enables you to type ,modified ,print and save text for future retrieve
revisions.
Different types of word processors:-
1. Word star.
2. Word perfect.
3. MultiMate.
4. Micro soft word.
Micro soft word

ADVANTAGES OF MS-WORD
1. You can change what ever you want in the text without typing the enter
text. Again, this is possible because you are not typing the text directly on a paper
2. In a type writer, you can make only one original copy at a time however
With a word processor you can print as many original copies as you want few
Modifications. Because every Printout is an original copy.
3. When you print any text with word processor, there are several prints
Affect [like bold Italic] which you cannot get with a type righter therefore the
text what ever is return looks neat attractive
4. It allows you to copy a text form one place to another and can be getting
combined to files
5. It has the capacity to check spelling and grammar and meaning of words to
spend of the process.
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PERFORMANCE OF MICRO SOFT-WORD:
 This word can we used in many ways some of the useful and important performances
areas follows Repetitive tasks like.
 Typing, circulers, public, notices, memos, prospectus. For colleges, schools, institutions
etc.,
 For General Correspondence like Letters, Memos, Time tables, Work schedule, Balance
sheets, Report cards Etc.,
 Time consuming tasks like creating Reports, Tenders, Agreements.
→ Ms-word is a part of MS-OFFICE Package.
→ Ms-Word is a window base word processing package

[Performing, Editing, Typing information word]
→ Ms-Word processor is a software package.
→ Ms-Word cerates’ and edit a multi-user documents and office work.
PACKAGE:
It is a set of programme return to do a specific action.
WORD PROCESSOR:
It is a typing any kind of document, editing and formatting [setting the font, model, style,
size, colour and with effects] is called word processing.
EDITING:
Editing a document in words creating the spelling mistakes if any deleting or copying or
moving words, sentences or paragraph.
WORD PROCESSING PACKAGE:-
The package which is used to process the word tying, editing, formatting is called
word processing package window based word processing package after loading Ms-word
the following word window will be displayed on the screen.
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HOW TO START MICRO-SOFT WORD
 Click on start button

 Select Run option
 Type WinWord in the box-Ok
Or
 Click on start button.
 Select programs.
 Select Microsoft – Office.
 Select Microsoft - Word –Ok
Displayed the Microsoft -Word Window
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Tool Bar in the word window.
Title Bar: It helps to display the name of the application, name of the documents and
default Sizes.
Menu Bar: It helps to display the menu for the application of the document.
Standard tool Bar: It helps the short cut work in File, Edit, View menu options grows
setup buttons that used of short cut for commonly used task in the word. Such as New,
Open, Save, and Print, Printpriview, Cut Copy, Paste, Undo and Redo Etc.
Formatting Tool bar: It helps to format the information using tool options including to
change the document style, font model, font size, alignment, bullets and numbers and
colors.
Ruler Bar: It helps to display the current page margine.this board horizontal line
indicates and end of the documents. End mark cannot be format or deleted horizontal
outside information it is the blinking vertical bar its location determines the next
character you type will be entered in the document.
Scroll Bar: It helps to go the page up and page down using vertical scroll bar and go the
horizontal scroll bar.
Drawing Bar: It helps to draw any text box, auto shapes and Rectangle boxes lines
word art and with including 2d 3d effecting.
Status Bar: It is display the messages of page number, section number, curser position,
line number, column number and number of pages etc.
Task Bar: it helps to multi using purpose and display the start button, system time and
working window name.
Work space area: It is used to enter in the text any where in the document
Micro soft word working menu commands:
Let us discuss about the menus of each and every menu one by one actually Ms-
word contains the following menus.
1. FILE MENU [ALT + F]

2. EDIT MENU [ALT + E]
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3. VIEW MENU [ALT + V]

4. INSERT MENU [ALT + I]
5. FORMAT MENU [ALT + O]
6. TOOLS MENU [ALT + T]
7. TABLE MENU [ALT + A]
8. WINDOW MENU [ALT + W]
9. HELP MENU [ALT + H]
From the about we will discuss above the menu one by one so first let us come to
know about the commands of the menu options.
1. FILE MENU: [ALT+F]
This menu has the same commands what ever are their windows WordPad
options. Any hoe let us discuss the commands once again in details this menu contains
the commands.
NEW: - [CTRL+N]
This option is used to create new document in Ms-word
 Go to file menu [Alt + F]

 Select New option [Ctrl + N]
 And select blank document - ok
OPEN: - [CTRL+O]
This option is used to open the loads an exiting document from Ms-word
 Go to file menu [Alt +F]

 Select Open option [Ctrl + O]
 Select any Document- Ok (or) Type any Document name in the box – Ok
CLOSE:-
This option is used to close the present working document in Ms-word

 Select Close option
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SAVE: - [CTRL+S]
This option is used to get the new returned documents in a desired document.[save the
current creating document in Ms-word]

 Select Save option [Ctrl + S]
 Type a New name in the box –Ok
Note: when the documents saved for the first time you are required to specified the file
name, under which it would be saved
If it is already here than simply say saved. The given extraordinary text will get
save in the same current document.
SAVE AS:-
This option is used to save previously saved documents with new name because if
you have a two copies of the documents one with original name. one with a new name.

 Select Save as option [Ctrl + S]
 Type a New name in the box –Ok
VERSION:
This option is used to display the version saved by and comments with enter
comment on the saved by system naming version
 Go to file menu
 Select version option
 Select Save Now option – ok
 Type any comment on the version in the box – save
PAGE SETUP:-
This option is used to set the page Top, Bottom, Left and Right margins, paper
size, paper layout and paper sours

 Select Page setup option
 Set Top Margin [1.00]
 Set Bottom Margin [1.00]
 Set Left Margin [1.25]
 Set Right Margin [1.25]
 Set Gutter Margin [0.05]
 Set Orientation [Portrait & Landscape]
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PRINT PREVIEW:-
This option is used to user can view the document text on this screen display page
preview print before.
 Go to File menu [Alt +F]

 Select Print preview option
If you come back to main document then click on close button
Note: after setting the page, and if you want to see before printing, how it will display on
the screen then use this option it will display in a separate menu in the preview menu . it
will some options display in tool bar like print, magnifier, one page, multiple pages,
zoom, view ruler and close.
PRINT: - [CTRL + P]
This option is used to get print the selected or desired created information of the
document

 Select Print option [Ctrl + P]
 Select Page range [All, Current page, & All] - OK
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NOTE: If you want to the number of copies in save information then choose number.
(OR) If you print complete document then select complete document –OK
SEND TO:-
This option is used to send document any other net consistent places

 Select Send To option –OK
PROPERTIES:-
This option is used to display the position or document history like document name
location area size, date and time contains etc

 Select Properties option –OK
EXIT:-
This option is used to close the current Ms-word document to desktop

 Select Exit option –OK
EDIT MENU [ALT + E]
This menu contains the options through which the text can be get modify cut or
copy according to desire. The following option in this menu.
UNDO:
This option is used to get recall the action which is done before this command like
Cut, Copy, Paste, Etc.
 Go to Edit menu [Alt+e]

 Select undo option [ctrl+ z]
REDO:
This option is used to repeat the same information again in the position of the
insertion point.
 Go to Edit menu
 Select Redo option
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Note: If use the redo option then using before undo option. Because it is using to support
by undo creations.
CUT:
This option is used to get the attach or remove or copied on to a temparary

storage area called clipboard.
 Select any information

 Go to Edit menu
 Select cut option
COPY:
This option is used to make a duplicate to the existed text, you can copy text s
(For Ex: The name given in the sample below) from place in the document and paste in
anther place. There also the contents or transformed to the clipboard.
 Select the information

 Go to Edit menu
 Select Copy option.
PASTE:
This option is used to get paste from one place to another with the help of cut or
copy from the edit menu.
 Select the information to be cut or copy

 Set the curser where you want to be paste in the document.
 Go to edit menu
 Select paste option – Ok.
Note: While copying the text with the help of copy command, the both places (i.e. in the
previus, and in the new) text get appear. Where as while inserting the text with the
command cut or copy, only in the New place where you have inserted, that only will get
appear.
PASTE SPECIAL
This option is used to paste the desired document with the special effect. (I.e. by
using this command the desired text can be get save as micro soft word document,
formatted text, unformatted text, and picture).
 Select the text which you with special effect.

 Then use the command paste special from the edit menu.
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 It will display dialogue box, in which you will find the above four options.
 Select any one option and say – Ok.
PASTE AS HYPER LINK;
This option is used to get connect the word, or character of a file with the other
file text.
 Select the word or a character, to which you want to get connect with the other
file.
 Use the command paste as hyperlink from the edit menu.
 It will display a dialogue box, in which you will find all the existed files.
 Select any one file and say open.
 Then to selected word the select file will get connect.
 After returning back to the current document, move the insertion point on the
selected word and click the first button of the mouse twice, to get open the
connect file text.
CLEAR:
This option is used to deleted the contents or format of selected information
 Select the information of the document.

 Go to edit menu.
 Select clear contents or format – Ok.
SELECT ALL
This command is used to select the all information of the document at a time.
 Go to edit menu
 Select Select All – Ok.
FIND:
This option is used to search or find the desired word or letter from the current
document.
 Select the word or letter

 Go to edit menu
 Select find option
 Then choose and fill the find what ------ Selected word - Find.
REPLACE:
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This option is used to get replace the existed word or letter with the desired new
word or letter
 Select the word or letter

 Go to edit menu
 Select Replace option
 Then choose the find what ------ Selected word
 Then write the changing the replace with ……Replace or Replace all.
GOTO:
This option is used to move the insertion point the desired place. (i.e. page, line,
sec, comment Etc)
 Go to edit menu
 Select Go to option
 Then choose and fill the page number – ok [Go to]
VIEW MENU: [ALT+V]
Where we are working with a large document, we lose tracks of the structure of
the whole document .we may therefore want to view the break up of all the topics to have
an idea of the structure of the entire document. Also moving around a long document
from topic to topic is not a very easy task. Sometimes you would just like to have a gist
of the contents of the documents displayed on your monitor. It provides different ways to
view documents on the screen.
NORMAL:
This option is used to the default document view, you probably will use for most
typing, editing and formatting. By suing this option the screen will display all the
following types.
All Formatting
Different fonts used
Line spacing
Indents
Tab stops
 Go to View Menu
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 Select Normal
WEB PAGE:
This option is used display the page in without rulers, margin and indentations in
the working document.
 Go to View Menu
 Select Web page -Ok
PRINT LAYOUT:
This option is used to see the document just as it will look when printed and refine
its text and formatting. In this layout, header and footer and pictures are visible. The
exact. Measurements of all Margin [left, right, top and bottom] and indents are shown.
Therefore. Use it when your document is nearing completion.
 Go to View Menu
 Select Print Layout -Ok
READER LAYOUT:
This option is used to display the document reader sections with in zooming.
 Go to View Menu
 Select Reader Layout option.
OUT LINE:
This option is used when working with a long document you may want to view
the break up of all the topics to get an idea about the structure of the document in
word, an outline is a view that enables you to view the structure of the document.
This option displays the heading & sub headings in bulleted forms it makes easy
to look at the structure of a document and to move, copy, and recognize text by
drawing headings the outline view will be as follows.
 Demote to Body Text.

 Promote to Body Text.
 Move up.
 Move down.
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 Promote.
 Demote.
To promote the demoted heading

To create the heading of demote to body text
(It will use to creating headings& subheadings of created information)
 Go to view menu.
 Select outline potion.
 Type any information.
 And use promotes and demotes options.
Note: If you want create any heading of information set on the curser in information
choose demote to body text option. If you want to up places & down then chooses move
up & down options.
TASK PANE:
This option is used to display the silent indicates of the choosing option.(show are
hide option by press control press F1)
 Go to view menu
 Select Task pane option OR choose the Ctrl+F1 select option.
TOOL BAR:
This option is used to display the all tool bars of using Ms-office in at a time.
 Go to view menu
 Select Tool bars option
 And choose wanted tool bar
Note: Show the right marked tool bar only
RULER
This option is used to show or hide vertical & horizontal ruler bar with margin.
 Go to view menu
 Select Ruler option.
DOCUMENT MAP:
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This option is used to display the main outline headings on the left side of the
screen though which the usual can go to the desired paragraph or sentence for easy to the
choosing heddi9ng.
 First you can create any out line headings

 Then go to view menu.
 Select Document Map.
 And choose any out line option – Ok.
Note: If you want to make the text in the previous.
 Go to view menu
 Select “document Map” option.
THUMBNAILS:
This option is used to display the working pages show on left side of the
document screen.
 Go to view menu
 Select “Thumbnails” option – Ok
Note: If you want previous screen then choose same options of Thumbnails.
HEADER & FOOTER:-
This option is used to get write the information or the caution in the above and
below of the text or insert and some method options belongs to the current documents.
 Go to View menu
 Select Header and Footer option
 Choose options and insert the options.
Note: It also appears some tools, trough which, the text can be get modify. The following
are the tools of header and footer. [Insert page numbers, auto text, date and time and Etc.]
FULL SCREEN:
This option is used to display the text with in the document without any tool bars
including title bar & menu bar.
 Go to view menu
 Select full screen option – Ok
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Note: If you want to make it in the normal style, then on the screen a small box will get
appear. In which you will find one of the action “close full screen” select it. Or by press
Alt + C or Esc.
ZOOM
This option is used to an enlarge then in the smaller size zooming the page
displayed percentage of zoom size up to 10-500
 Go to view menu
 Select zoom option
 Choose any size of zoom – Ok (Or)
 Set and choose the percentage of the zoom. - Ok.
INSERT MENU: [ALT+I]
This menu is which uses a insert the page number, auto text, comments, foot
notes and also used to break the page according our desired and insert clip art, word art,
auto shapes and etc. this menu contains the following options.
BREAK;
This option is used to insert a page break, column break, section break at the
insertion point [to separate a document text into pages, the separations between pages are
called page breaks.]
It will display the following options.
Page break
Column break
Text wrapping break
Next page
Continues
Even page
Odd page.
 Set the curser

 Go to insert menu
 Select ‘Break’ option
 And select break time
 And section break types
 Select any option – Ok
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Note: you cannot delete automatic page breaks .However, if you insert a manual page
break above an automatic page break, word will remove the automatic page break.
PAGE NUMBERS:
This option is used to set the page number, on the top, bottom or right side of the page.
Insert the page numbers at your choosing place and with formatted numbers like
numerical, Romans capital or small and alphabets small or capital that automatically
update add or delete pages.
 Select page numbers option
 Select position and alignment
 Select & choose Alignment – Ok.
Note: If you want few modifications in adding page numbers then go to insert menu,
select page numbers, and choose format option and select any type of format – O k
DATE AND TIME:
This option is used to insert the current loading date and time at curser location
point of the document.
 Set the curser

 Select date and time option – Ok
Note: Before using this command keep select the insertion point in your desired place.
AUTO TEXT:
This option is used to get insert the default text on solutions and letter typing
starting and ending notes in included in this auto text. It wills these options insert the
option logos at curser location point. This option contains of auto text title such as:
AUTO TEXT 
ATTENTION LINE 
CLOSINGS 
HEADER AND FOOTER 
MAILING INSTRUCTIONS 
NARMAL 
REFRENCE INITIALS 
REFRENCE LINES 
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SALUTIONS 
SIGNATURE 
SINGNATURE COMPANY 
SUBJECT LINE 
From the above, if you keep the cell pointer on the default auto text headings, you
will find again some sub- auto text, beside the menu
If you select your desired word and if you click the first button of the mouse, you
selected word will get appear on the screen, where there is an insertion point. Like the
above, you can select any auto text from the default above headings.
 Set the curser

 go to Insert menu
 Select any auto text option and with sub option - Ok
Note: before selecting the auto text from the above default headings, keep insert the
insertion point in the desired place where you need that word.
SYMBOL:
This option is used to get appear some types of font model symbols in a dialogue
box, which uses to make it appear on the current insertion point.
 Set the curser

 Choose any font model symbol - ok
Note: Before using this command keep the insertion point in the place: where you need
the symbol. And if you want that symbol auto correct option then choose the auto correct
option, and create – ok
COMMENT:
This option is used to write some comment to the current existed document the
comment can be given to the document at any more time of your choosing words. [Mouse
curser point notes]
 Select any text or picture

 Select comment option
 Type any comment in the comment box - Ok
Note: if you want see that commented word
 Then displayed the selected item in other color
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 Choose mouse curser on the highlighted word

 Then displayed the creation meaning.
REFRENCE:  FOOTNOTE
This option is used to explain, comment on, or provide reference for text in a
document. You can include both foot notes and end notes in the same document. For
Ex:You might use foot notes for details comments and end notes for creation of sources,
foot note appear at end of each page in a document. End notes typically appeared the end
of a document.
 Select the word or letter or any item

 Go to Insert menu
 Select Reference option.
 Choose Foot note option – ok
 Type any Note of your selecting item.
CAPTION:
This option is used to insert the caption on the selected item like any word art,
headings, pictures, and symbols Etc. below or above selected item of the document.
 Select ant item in document

 Select reference- caption
 Choose new label option
 Type any caption label – Ok
 Choose below selected item - Ok
PICTURE
This option is used to make an art in the current document, be using the default
setting. This command contains the following options.
 CLIP ART
 FROM FILE
 FROM SCANNER OR CAMERA
 NEW DRAWING
 AUTOSHAPES
 WORD ART
 ORGANIZATION CHART
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 CHART
CLIP ART:
This option is used to display some type’s art, which uses to move them into the
current file according to the convenience. This clip art contains some of the options. This
helps to choose the desired art. Select the desired picture and say insert from the dialog
box. Where ever the curser position is available, the picture will get appear in that
position.
 Set the curser

 Select Picture option - Ok
 Select Clip art - Sub Option –Ok
 Choose any clip – Ok
Note: If you want to format that clip art, then right mouse click on the clip, then choose
show picture toolbar option, then choose color, contrast, brightness, crop, rotate, line text
wrapping, format object option tools.
FROM FILE:
This option is used to choose the file and move it to the current document. This
option picture are different when compare to clipart option. Insert the picture from others
document in the current curser location area.
 Set the curser
 Select picture option
 Select From file sub option – Ok
 Choose any file – Insert
FROM SCANNER OR CAMERA:
This option is used to insert the scanning report or scanning pictures and insert the
camera pictures in the current working document at the curser locating area
 Set the curser

 Select Picture option – Ok
 Select From scanner or camera sub option – Ok
NEW DRAWING:
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This option is used to draw the line, arrow, rectangle boxes, and ovals choosing in
the drawing tool bar option tools at the curser locating area in the current working
document
 Select Picture option
 Select New drawing sub option – Ok (Or)
 Choose Line, Arrow, Rectangle, Oval in the drawing bar
 Draw the out side of the coming box in any place of the document.
AUTO SHAPES:
This option is used to draw some shapes. Which are defaults available in the auto
shapes option. This option contains some shapes such as:
LINES:
CONNECTERS:
BASIC SHAPES:
BLOCK ARROWS:
FLOW CHARTS:
STARS AND BANNERS:
CALLOUTS [CARTOON NOTES]:
From the above select your desired option, and click to the mouse first button,
again it will display some type’s shapes. Select any one shape and click the first button. A
plus symbol will display on the screen. Then by clicking the mouse button, drag it and
leave, the selected symbol will displayed on the screen.
 Select Picture option
 Select auto shapes option
 Choose any shape in auto shapes
 Draw in the document that choosing shape.- ok
Note: If you want the format on new drawing and auto shapes, then select that drawing or
auto shape then choose in drawing tool bar in fill color, line color, font color, line style,
dash style, arrow style, shadow style and 3-d styles. – Ok.
WORD ART;
This option is used to insert the designed words in the current working document.
It has some features like what you have seen from the drawing tool bar word art tool at
the curser located area in the current document.
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 Set the curser

 Go to Insert option
 Select Picture option – Ok
 Select word art sub Option – Ok
 Then choose any word art in the word gallery – Ok
 Write any word in the box – Ok
Note: if you want change format that word art then right mouse click on the word art
select show word toolbar and change your word for choose edit text, change that model
choose word gallery format that word art choose format object, change that shape choose
word art shape and text wrapping letter heights, vertical text to horizontal and horizontal
to vertical and character spacing – Ok.
ORGANIZATION CHART:
This option is used to create the chart notes in current working document at the
curser located area
 Set the curser

 Select the Picture option
 Select the Organization chart sub option – Ok
 Write in the heading and sub headings in the chart boxes.
DAIGRAM:
This option is used to draw a diagram with few models like Organization Chart
diagram: (it is show hierarchical relationship), Circle diagram: (it is show the process
with a continuous circle), Radial diagram: ( it is show the relationship of a core
element), Pyramid diagram: (it is show the foundation based relationship), Venn
diagram: (it is show the area of overlap between elements), Target diagram: (it is show
the steps towards a goal).in the working document at the curser located area.
 Set the curser.

 Select diagram option
 Choose any type of diagram in the below list – Ok
 Then write the information
TEXT BOX:
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This option is used to draw a text box in current working document for
transformed the box information from one place to anther place in the current working
document
 Select Text Box option
 Draw Text Box in any place of Document
 Write any information in Text box
Note: If you want to the Format your Text Box then choose Fill color, Line color, Font
color, Line style, Dash style, Shadow style. Of selected Text box.
FILE:
This option is used to insert the other file in current working document at the
curser located area.
 Set the curser

 Select file option
 Choose any one name in box- Insert
OBJECT:
This option is used to insert the other subject work in current working document
at curser located area like: (Ms- excel, Ms- Power point, WordPad document, Bitmap
Image, Photoshop and etc.
 Set the curser

 Select object option
 Choose any option in the box – Ok
 And work that option package.
 Then return to the Ms- Word by using double mouse click on outside. Ok
BOOK MARK:
This option is used to add a Bookmark to the selected word in the current working
document. (Bookmark in the sense, nothing but inserting a title to the file)
 Select the word

 Select Bookmark option
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 Give your selected name in the Bookmark name – add – Ok
Note: if you want that Bookmark word then go to insert menu, select Bookmark option
choose you’re giving name in the box then choose go to option - ok
HYPER LINK:
This option is used to connect the text of the existed document to the
word/character, which is in the current document.
FORMAT MENU [ALT + O]
The overall effectiveness of a document is directly related to the way it links. A

brilliantly written business report, for example: can be severely undermined by an
inappropriate type style, print too small to read comfortable, a dizzying barrage of italics
and underlining, tables whose columns don’t line up, an over busy page layout, so on.
This option is devoted to format controlling the way of you documents look. We’ll
precede logically word’s smallest formatting units, characters; ints intermediates units,
paragraphs; and its largest units pages.
FONT:
This option is used to enhance the appearance of your documents and emphasize
the selected text through the application of font styles (bold, italic, underline and so on)In
this book, for ex: we choose to highlight certain headings by makings them bold(such as
names of the sections).word provides two methods for applying font styles,
 through the font dialogue box(accessed by issuing the format menu, the
font option
 Through the font styles buttons in the formatting toolbar.
Actually font option is used to modified the selected information like change the
font model, styles, size, color, under lines, under line colors and with effects with
animations with character spacing of selected information
Some Effects:
Strike through  insert the middle line of the information

Double strike through  insert the double middle line of the information
Super Script:  insert the up side letters like [10th ] [ CTRL++ ]
Sub Script :  insert the down side letters like [co2 ] [ CTRL+= ]
Shadow :  insert the shadow of selected text.
Outline :  convert the outlining of selected text.
Emboss :  insert the shadow upside
Engrave;  insert the shadow downside.
Small caps:  convert the all small size capital alphabets.
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All caps:  convert the all big size capital alphabets.
 Select the information

 Go to Format menu [Alt + O]
 Select Font option Ok
 Choose the Font model, size, style, and color, under line with color and
with Effects – Ok.
 If you want character space and with animations
 Then choose character spacing and animation options
 Then select any options – Ok.
Note: if you want remove that effecting and with animations then choose same as above
options
PARAGRAPH:
This option is used to align the paragraph according to the desertion. As you have
learnt in previous sections, you can manage custom tab stops by using the formatting
toolbar and the ruler bar or the tabs dialog box.
Similarly, you can manage indents by using the ruler or the paragraph dialog box.
Actually this option is used to set the paragraph alignment [left, right, center,
justify], left and right indentations and with first line spaces, hanging spaces, give spaces
of paragraph line start before and after with line to the line spaces of selected paragraph.
 Select the paragraph

 Go to format menu
 Select paragraph option
 Choose align [Left, Right, Centre, Justified]
 Choose indentation Left, Right and special for first line
 Choose spacing Before, After and line to line space – Ok.
BULLETS AND NUMBERING:
When you want to write a procedure that is to be performed, stepwise the natural
approach is to write it is a numbered point wise list. In addition, when you need to
highlight important features of a text, you would prefer to write it point wise. For
example, the topics that you are going to learn in this session are listed point wise in the
beginning. Hence, point wise organization of text enables easy and faster reading it also
makes the document look neat.
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Topics: diamond, ruby, sapphire and emerald were the pro icons stones displayed in the
exhibition.
Then the bullets and number dialog box select any one option and click on Ok, and then
start typing the text, the symbol will go on display after each and every line.
 Select the information or Line.

 Select Bullets and Numbers option
 Choose any type Symbol, Number, Alphabets, Romans – Ok
Note: If you want to stop bulleting then again use the same command, and select the
option “None”.
BORDERS AND SHADING:
This option is used to insert the borders to selected paragraph or information and
insert the page border to whole document on designable art border or line border and with
insert, the shadings to the selected information like when you color a picture, you use a
various shades. What is meant by shading? Shading means color especially as darker as
or lighter than the background. In a document, you can shade a paragraph to emphasize it.
Shading files in the background of paragraph. You can use the borders and shading
option following options.
 Select the paragraph information

 Choose Borders option in Box - Click
 Choose any type of Border styles – Click
 Choose any color – Click
 Choose apply to paragraph option – Ok
 If you want PAGE BORDER
 Go to Borders and shadings option
 Choose Page Border – Box - Ok
 Choose any style of Border or art type of art – Ok
 Choose Apply to whole document – Ok
 If you want SHADING
 Then choose shading option in the borders and shadings option
 Then choose any Color – Click - Ok
Note if you want remove that adding borders, page borders and shadings then choose
Borders NONE, Page Border NONE, Shading NO FILL - Apply to – whole document
Ok.
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COLOUMNS:
This option is used to convert the selected information to one, two, three columns
in our documents single page for reading column page and with increasing that 10
number of columns in the single page.

 Select column option
 Then choose One, Two, Three, Left, Right or Number of Columns – Ok
Note: If you want remove that column then select the all information go to format menu,
select columns option then choose one column – Ok.
TABS:
This option is used to change the tab stop position of giving bullets and number
spaces between numerical or symbol and information of the working document and set
the word-to-word tab stops positions.
 Select Tabs option
 Set the Tab stop position -
 And choose Alignment Left – None- Ok
DROP CAP:
This option is used to drop the capital letter [First character of the paragraph] in
the paragraph of working document.
[Increase the first letter of the line two or tree lines]
 Select the First letter of the word

 Go to Format menu
 Select Drop Cap option.
 Choose dropped position three lines or in margin or choose one to ten line
dropping the letter – Ok
Note: If you remove, the dropped lines then choose drop cap option - none- Ok
TEXT DIRECTION:
This option is used to change the selected text direction orientation Left to Right,
right to Left – ok.[convert the text box information or drop cap letter only].
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 Select drop cap letter or go to insert menu

 Select the text box option
 Draw the text box and write the information in the text box.
 Select Text Direction option.
 Choose any type of orientation [Left or Right] - Ok.
Note in this text direction option using only drop cap and text box information, table
information.
CHANGE CASE:
This option is used to convert the selected information Sentence case, lower case,
Upper case, Title case, and Toggle case model.
In this option, display the following options
Sentence Case :
Lower Case :
Upper Case :
Title Case :
Toggle Case :

 Select change case option
 Choose any type of cases – Ok
BACKGROUND:
This option is used to insert the any background color or effecting [gradient,
texture, patterns, picture and printed watermarks like picture background and title
background on the working document information.
 Select the background option
 Choose any color or more color – Ok
 If you want effecting background
 Then go to format menu
 Choose background fill effects
 Then choose any gradient, texture, patterns and pictures – ok
 If you want the printed watermark headings or pictures on the page
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 Choose background – Printed watermark

 Select printed water mark
 Choose select picture and select any type of picture - Insert (or)
 Choose Text Watermark and Type Title in the Text box – Ok
 And set the Font Model, Size, Color and Layout – Ok
Note: If you want, remove the background then choose background No Fill option – Ok.
THEAME:
This option is used to insert or set the system designable themes in background of
working document
 Select Themes option
 Choose any type of theme – Ok
FRAMES:
This option is used to insert the frames Left, Right, Top and Bottom Frames at
the curser located areas
This option is displayed the following options
New Frame Left:
New Frame Right:
New Frame Above
New Frame Below
Delete Frame & Frame properties tools
 Set the curser for where you want insert the frame
 Select Frames option
 Choose any type of [ Left, Right, Above and Below] Frame – Ok
Note: if you want delete the inserting Frame, set the curser in the in that frame then
choose Delete Frame Tool in Frames Tool bar. – Ok
TOOLS MENU:
This menu is locate the spelling and grammar checking options, word counting,
protected to the document, Letter mailing [Mail Merge],Create Envelopes & Labels,
Letter wizards and some Etc.
SPELLING AND GRAMMERS:
This option is used to check possible the spelling and grammar mistakes & give
suggestion or ignores the dictionary of Ms- Word.
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Red underlines means  spelling mistakes

Green underlines means  Grammar mistake
 Set the curser in the wrong word or sentence

 Go to tools menu
 Select Spelling & Grammar option
 Choose any correct suggestion - Change
 If don’t display the suggestion then choose ignore or ignore sentence
Note: this option is using only check the spelling and Grammar and sentence follows to
give the more suggestions or ignores choosing dictionary tool in the drawing tool bar (or)
Choose Spelling and Grammar option in Tools menu
SET LANGUEGE:
This option is used to designation languages are selected text in the contained
more than language.
 go to tools menu
 select set language option
 and choose any type of language - Ok
WORD COUNT:
This option is used to count the creating document information how many pages,
paragraphs, lines, words, with space characters and without space characters.
 Select word count option – Ok
PROTECT DOCUMENT:
This option is used to protect the created document on Pass word for cannot
Retyping, Deleting and modified the document information
 Select protect document option
 Select Edit restrictions – Allow only this type of editing in the documents
 Then choose, Yes, Start Enforcing Protection
 Type your Pass word and conform Pass word – Ok
Note: If you want, delete or modified that password then choose Stop Protection option
then type your password Ok. When a document protected this option will be change to
unprotect document
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LETTERS AND MAILINGS:
In This option stored in the Mail Merge, Show Mail Merge Tool Bar, Envelopes
and Labels and letter Wizard .
MAIL MERGE:
This option is used to merge the letter creation addresses produce the form letter,
mailing labels, envelopes catalogs and other type of merged documents [hundreds of
addresses attach to the single letter
Go to tools menu

Select Letters and mailings option
Choose Mail Merge option
Then choose Letters - Next - Starting Document
Select Use the Current Document – Next Select Recipients
Then choose Type a New List - Create
Enter the address field codes in the address List
If you enter next address then choose new entry - Close - Save – Ok
[ if you delete the entering address then choose Delete entry]
Then choose Insert word Field Left Tool [Insert the Merge Field]
Then insert your address fields – Close
Then set fields one by one filed names - Ok
Then choose last to fourth tool in the Mail merge tool bar [ Merge to new
document ]
 Then choose all – ok
 If you stop, the some address to merging then choose From …. To…. –
Ok
ENVOLPES AND LABELS:
This option is used to create envelopes and labels or single mailing label, insert in
the saved name and address on the working document for mailing.
BORDERS:
 Select Letters & mailings option
 Then choose envelopes & labels – envelope
 Write in the return address and delivery address – add to document
 [ If you want format that envelope for designing]
 Select that envelope
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 Select borders and shading option – Ok

 Choose page border and select any type of border or art
 Then choose any type of art - apply to this section – Ok
LABELS:
 Select Letters & mailings option
 Then choose envelopes & labels – Label
 Write the address of the labels – New Document
 [ If you want format that Label for designing]
 Select that envelope
 Select Background option
 Choose any type color or effecting colors – Ok
MACROS:
This option is used recording the creating information for security on

information. If delete the total information. Then retrieve the deleted information on
commanding macro name.
 Select Macro – Record New Macro – Ok
 Type Macro Name in the box – Ok
 Write any information in the document – Ok
 Then save you working document
 Then choose stop recording tool in macro tool bar - save
Note: if delete that information them coming retrieve updated that information go to
tools menu, select macro – macro – Ok then choose your macro name - Run
AUTO CURRECT OPTIONS:
This option is used to create single letter words to automatically use suggestion
from the Spelling checker.
 Select Auto correct option
 Then type Replace and With words In the box – Ok
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Note: If you want that auto correct word type replace word or Letter then give space
coming to the you’re creating word at automatically, use correct suggestion from the
spelling check up.
CUSTOMISE:
This option is used to display all Tool bars at a time in the customize option and
with create a new menu in include menu bar with few options modified
 Select customize option
 Then choose wanted tool bars at a time
OPTIONS:
This option is used to modify the system setting toolbars options and with all
options in Ms Word. such as screen appearance white spaces in ruler bar show screen
tips and formatting sentences, web and print layout options, General option, printing
options editing options, saving options Etc.
 Go to tolls menu
 Select options option
 Then choose you wanted option – Click – Ok
Note : if you want to the word protection like password to open
 Then save your document

 Select the options option
 Choose security option in the box
 And choose Password to open –
 Type any pass word - Ok
 And Re enter your password – Ok – Save.
TABLE MENU:
This Table menu locate Draw Table and Format the Split table , Split cells, Insert
Rows & Columns , Delete Rows and columns, and auto format the table, convert the
table to text, text to table and with introducing the formulas.
DRAW TABLE:
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This option is used to draw the table with designable lines , change the width of
line add the line color and fill the color in the tables background and inserting
information alignment .
 Go to table menu
 Select draw table option
 Choose draw table tool
 Draw the table in working area
 If you want format that inserting table
 Then choose line style, line width, line color, fill color, and with alignment
INSERT:
This option is used to insert table or insert the rows left, right of curser and insert
the columns above and below and with insert the cells. This option choose following
options
TABLE:
COLUMNS TO THE LEFT:
COLUMNS TO THE RIGHT
ROWS ABOVE
ROWS BELOW
CELLS
TABLE:
This option is used to insert the table with included number of rows and with
number of columns with exact dimensions or auto fit widths.
 Go to Table menu
 Select insert option
 Choose Table - Ok
 Choose number Columns and Rows – Ok
COLUMNS TO THE LEFT:
This option is used to insert the columns to the left of curser locate cell
 Set the Curser in the cell

 Select the insert option
 Choose columns to the left
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COLUMNS THE RIGHT:
This option is used to insert the columns to the Right of curser locate cell

 Choose columns to the Right
ROWS ABOVE:
This option is used to insert the rows above of curser locate cell

 Choose Rows above
ROWS BELOW:

 Choose Rows below
CELLS:

 Choose cells option
DELETE:
This option is used to delete the selected Tables, Rows, Columns and Cells, this
option choose following option
Table:
Columns:
Rows:
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Cells:
Tables: This option is used to delete the selected table in the working document

 Choose table option
Columns: This option is used to delete the selected columns in the working document

 Choose columns option
Rows: This option is used to delete the selected rows in the working document

 Choose rows option
Cells: This option is used to delete the selected cells in the working document

SELECT:
This option is used to select Tables, Rows, Columns and Cells, this option
choose following option
Table:
Columns:
Rows:
Cells:
Tables: This option is used to select table in the working document

Ms - word
37
 Choose table option

Columns: This option is used to select columns in the working document

 Choose columns option
Rows: This option is used to select rows in the working document

 Choose rows option
Cells: This option is used to select cells in the working document

SPLIT CELLS:
This option is used to the insert number of columns and number of rows in split
multiple cells in curser locate cell left or right and above or below of table in working
document.

 Select Split cells option
 Choose Number of Columns and Rows – Ok
MERGE CELLS:
This option is used to Remove to (merge) cells in row and columns are multiple
rows and columns
 Select the multiple rows or columns in the table

 Go to table menu
 Choose Merge cell options - Ok
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38
TABLE AUTO FORMAT:
This option is used to convert the table in colorful models classic, 2d, 3d effects
columns grid, list, normal, professional simple theme and web model of select table
 Select the Table

 Select auto format option
 Choose any table style – Ok
AUTOFIT:
This option is used to auto fit the table rows and columns window, contents and
column width, with distribute rows and column evenly

 Select Auto Fit option
 Choose any option – Ok
CONVERT:
This option is used to convert the selected table information table to text with
paragraph, commas, tabs, other width spaces

 Select Convert option
 Choose Table to text option – Ok
 And choose any tabs, paragraph, commas – Ok
Note: if you want changing table text information then come to the return in the table
then, select the information go to table menu select convert – text to table – then choose
previous no of columns in the table – Ok
SORT:
This option is used to ascending or descending the selected column or row

information [numerical or alphabets] of Table.
FORMULA:
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This option is used to calculate the value in the table [addition, subtracting,
multiply divides only]
 Select Formula option – Ok
 Write the formula in that Formula box – Ok.
FORMULA EXAMPLE:
A VALUE B VALUE C VALUE

851 256 (= A2+B2) 1107
953 452 (= A3+B3) 1405
MS-WORD SHORT CUT KEYS
FILE MENU COMMANDS: - [ALT + F]

NEW : CTRL + N (OR) ALT + F + N
OPEN : CTRL + O (OR) ALT + F + O
CLOSE : CTRL+ W (OR) ALT + F + C
SAVE : CTRL + S (OR) ALT + F + S
SAVE AS : - ALT + F + A
SAVE AS WEB PAGE : - ALT + F + G
FILE SEARCH : - ALT + F + H
VERSION : - ALT + F + R
WEB PAGE PRIVIEW : - ALT + F + B
PAGE SETUP : - ALT + F + U
PRINT PRIVIEW : - ALT + F + V
PRINT : CTRL + P (OR) ALT + F + P
SEND TO : ALT + F + D
PROPERTIES : ALT + F + I
EXIT : - ALT + F + X
EDIT MENU COMMMANDS: - [ALT + E]
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40
UNDO : CTRL + Z (OR) ALT + E + V

REDO : CTRL + Y (OR) ALT + E + R
CUT : CTRL + X (OR) ALT + E + T
COPY : CTRL + C (OR) ALT + E + C
OFFICE CLIPBORED : ALT + E + B
PASTE : CTRL + V (OR) ALT + E + V
PASTE SPECIAL : ALT + E + S
PASTE AS HYPER LINK : ALT + E + H
SELECT ALL : CTRL + A (OR) ALT + E + L
FIND : CTRL + F (OR) ALT + E + F
REPLACE : CTRL + H (OR) ALT + E + E
GO TO : CTRL + G (OR) ALT + E + G
VIEW MENU COMMANDS: - [ALT + V]
NORMAL : ALT + V + N
WEB LAYOUT : ALT + V + W
PRINT LAYOUT : CTRL + ALT + P
OUT LINE : CTRL + ALT + O
REAR LAYOUT : ALT + V + R
TASK PANE : ALT + V + K
TOOL BARS : ALT + V + T
THUMBNAILS : ALT + V + B
HEADER : ALT + V + H
FULL SCR : ALT + V + U
ZOOM : ALT + V + Z
INSERT MENU COMMANDS: - [ALT + I]
BREAK : ALT + I + B
PAGE NO’S : ALT + I + U
DATE &TIME : ALT + I + T
AUTO TEXT : ALT + I + A
FIELD : ALT + I + F
SYMBOLS : ALT + I + S
COMMENT : ALT + I + M
REFERENCE : ALT + I + N
FOOT NOTE : ALT + I + N + N
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41
CAPTION : ALT + I + N + C
CROSS REF : ALT + I + N + R
INDEX &TA : ALT + I + N + D
WEB COMPONENT : ALT + I + W
PICTURE : ALT + I + P
CLIP ART : ALT + I + P + C
FROM FILE : ALT + I + P + F
FROM SCANNER : ALT + I + P + S
NEW DRAWING : ALT + I + P + N
AUTO SHAPES : ALT + I + P + A
WORD ART : ALT + I + P + W
ORGANIZATION CHART : ALT + I + P + O
CHART : ALT + I + P + H
DIAGRAM : ALT + I + G
TEXT BOX : ALT + I + X
FILE : ALT + I + L
OBJECT : ALT + I + O
BOOK MARK : ALT + I + K
HYPER LINK : CTRL + K ALT + I + I
FORMAT MENU COMMANDS: - [ALT + O]

FONT : ALT + O + F
FONT MODEL : ALT + O + F + F
FONT STYLE : ALT + O + F + Y
FONT SIZE : ALT + O + F + I
FONT COLOUR : ALT + O + F + C
FONT UNDER LINE : ALT + O + F + U
SUPER SCRIPT : ALT + O + F + P
SUB SCRIPT : ALT + O + F + B
SHADOW : ALT + O + F + W
OUT LINE : ALT + O + F + O
ALLCAPS : ALT + O + F + A
TEXT EFFECTS : ALT + O + F + X
PARAGRAPH : ALT + O + P
ALIGN OF PARAGRAPH : ALT + O + P + G
LEFT INDENT : ALT + O + P + L
RIGHT INDENT : ALT + O + P + R
SPECIAL : ALT + O + P + S
LINE SPACING : ALT + O + P + N
BULLETS : ALT + O + N
NUMBERS : ALT + O + N + N
BORDERS : ALT + O + B
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PAGEBORDERS : ALT + O + B + P
SHADINGS : ALT + O + B + S
COLOUMNS : ALT + O + C
TAB : ALT + O + T
DROP CAP : ALT + O + D
TEXT DIRECTION : ALT + O + X
CHANGE CASE : ALT + O + E
SENTENCE CASE : ALT + O + E + S
LOWER CASE : ALT + O + E + L
UPPER CASE : ALT + O + E + U
TITLE CASE : ALT + O + E + T
TOGGLE CASE : ALT + O + E + G
BACKGROUND : ALT + O + K
MORE COLOURS : ALT + O + K + M
FILL EFFECTS : ALT + O + K + F
WATER MARK : ALT + O + K + W
THEAMS : ALT + O + H
FRAMS : ALT + O + R
TABLE OF FRAMES : ALT + O + R + T
LEFT FRAME : ALT + O + R + L
RIGHT FRAME : ALT + O + R + G
ABOVE FRAME : ALT + O + R + M
BELOW FRAME : ALT + O + R + B
DELETE FRAME : ALT + O + R + D
FRAME PROPERTIES : ALT + O + R + P
AUTO FORMAT : ALT + O + A
STYLES & FORMATTING : ALT + O + S
REVIVAL FORMATING : SHGIFT + F1 ALT + O + V
TOOLS MENU COMMANDS: - [ALT + T]
SPELLING & GRAMMER : F7 ALT + T + S

RESEARCH : ALT + CLICK ALT + T + R
LANGUEGE : ALT + T + L
SET LANGUEGE : ALT + T + L + L
WORD COUNT : ALT + T + W
AUTO SUMMARISE : ALT + T + U
SPEECH : ALT + T + H
SHARED WORKSPACE : ALT + T + K
TRACK CHANGE : CTRL + SHIPT + E ALT + T + T
CAMPARE & MERGE
DOCUMENTS : ALT + T + D
PROTECT DOCUMENTS : ALT + T + P
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LETTER & M AILINGS : ALT + T + E

MAIL MERGE : ALT + T + E + M
ENVOLOPES : ALT + T + E + E
LABLES : ALT + T + E + L
LATTER WIZARD : ALT + T + E + Z
MACRO : ALT + T + M
RECORD MACROS : ALT + T + M + R
MAROS : ALT + T + M + M
TEMPLATES AND ADD
INNS : ALT + T + I
AUTO CURRECT OPTIONS: ALT + T + A
CUSTOMISE : ALT + T + C
OPTIONS : ALT + T + O
TABLE MENU COMMANDS: - [ALT + A]
DRAW TABLE : ALT + A + W

INSERT TABLE : ALT + A+ I + T
LEFT COLOUMNS : ALT + A+ I + L
RIGHT COLOUMNS : ALT + A+ I + R
ABOVE ROW : ALT + A+ I + A
BELOW ROW : ALT + A+ I + B
CELLS : ALT + A+ I + E
DELETE TABLE : ALT + A + D + T
DELETE COLOUMN : ALT + A + D + C
DELETE ROW : ALT + A + D +R
DELETE CELL : ALT + A + D +E
SELECT TABLE : ALT + A + C+ T
SELECT COLOUMN : ALT + A + C+ C
SELECT ROW : ALT + A + C+ R
SELECT CELL : ALT + A + C+ E
MERGE CELL : ALT + A + M
SPILT CELLS : ALT + A + P
SPILT TABLE : ALT + A + T
TABLE AUTO FORMAT : ALT + A + F
AUTO FIT : ALT + A+ A
HEADING ROWS : ALT + A+ H
CONVERT : ALT + A + V
TEXT TO TABLE : ALT + A + V + X
TABLE TO TEXT : ALT + A + V + B
SORT : ALT + A + S
FORMULA : ALT + A + O
HIDE GRIDE LINES : ALT + A + G
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TABLE PROPERTIES : ALT + A + R
WINDOW MENU COMMANDS [ALT + W]
NEW WINDOW : ALT + W + N

ARRANGE ALL : ALT + W + A
CAMPARE BY : ALT + W + B
SPLITE : ALT + W + S
Ms - word

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1

MICRO SOFT – OFFICE

System Configuration : 286 MHz

There are 4 chapters in MS-OFFICE Package:

A Word processor [Such as Microsoft –Word] is a computer programme that

What is the Word Processor?

The word processor means a method consistence of a set of instructions that

The word appearance or look refers to:

→ The size of the character.

From the about discursion we can defined a word processor as computer

Different types of word processors:-

Micro soft word

PERFORMANCE OF MICRO SOFT-WORD:

→ Ms-word is a part of MS-OFFICE Package.

→ Ms-Word is a window base word processing package

→ Ms-Word processor is a software package.

→ Ms-Word cerates’ and edit a multi-user documents and office work.

WORD PROCESSING PACKAGE:-

HOW TO START MICRO-SOFT WORD

 Click on start button

Displayed the Microsoft -Word Window

Tool Bar in the word window.

Micro soft word working menu commands:

1. FILE MENU [ALT + F]

3. VIEW MENU [ALT + V]

1. FILE MENU: [ALT+F]

This option is used to create new document in Ms-word

 Go to file menu [Alt + F]

 Go to file menu [Alt +F]

This option is used to close the present working document in Ms-word

 Go to file menu [Alt +F]

 Go to file menu [Alt + F]

 Go to file menu [Alt + F]

 Go to file menu [Alt +F]

 Go to File menu [Alt +F]

If you come back to main document then click on close button

 Go to File menu [Alt +F]

 Go to File menu [Alt +F]

 Go to File menu [Alt +F]

This option is used to close the current Ms-word document to desktop

 Go to File menu [Alt +F]

EDIT MENU [ALT + E]

 Go to Edit menu [Alt+e]

This option is used to get the attach or remove or copied on to a temparary

 Select any information

 Select the information

 Select the information to be cut or copy

 Select the text which you with special effect.

PASTE AS HYPER LINK;

This option is used to deleted the contents or format of selected information

 Select the information of the document.

 Select the word or letter

 Select the word or letter

VIEW MENU: [ALT+V]

 Select Reader Layout option.

 Demote to Body Text.

To promote the demoted heading

Note: Show the right marked tool bar only

 First you can create any out line headings

Note: If you want to make the text in the previous.

HEADER & FOOTER:-

 Set and choose the percentage of the zoom. - Ok.

INSERT MENU: [ALT+I]