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Microsoft Word


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A mini-tutorial for beginners/novice of MS-Word 2007/10

Published in: Technology

Microsoft Word

  1. 1. PRESENTED BY:Anup
  2. 2. MS-WORD
  3. 3. MS-Word is available either as a stand-aloneprogram or bundled with Complete MS-Officeprogram software.It helps you to create letters, memos, reportsand term papers. It also helps to senddocuments to a group of people for feedback.You can maintain mailing lists, createpersonalized documents and create anewsletter etc.INTRODUCTION
  4. 4. To start Microsoft Word: Click on the Start button at the bottomleft corner of the Windows desktop asshown in Next Figure. Select the program option. Select Microsoft Word 2010. This invokes MS-Word and starts a newdocument.STARTING MS - WORD
  5. 5. Work Space
  6. 6. To create a document, follow thesesteps:Click the File tab.A New Document window will bedisplayed. Select the Blank Document.CREATING A DOCUMENT
  7. 7. A Blank New Document is displayed.OrUse the shortcut key CTRL + N
  8. 8. To open an existing document, followthese steps:Click the File tab.An Open dialog box will be displayedas shown in Fig. Select the appropriate drive andfolder in Look in.OPENING A DOCUMENT
  9. 9. Select the desired filename then clickon Open button.OrPress CTRL+O.
  10. 10. Open Dialog Box
  11. 11. When you start typing in your BlankNew Document, the document is storedin the internal memory of the computer.In order to preserve the document forfuture use, you must save it on thedisk. To do so: Click the File tab, and then clicksave/save as.SAVING DOCUMENT
  12. 12. The Save As dialog box gets invokedas displayed in Fig.Select the directory or folder in Savein box.Enter the name of the file inFilename box.Click on Save button.
  13. 13. Save As Dialog Box
  14. 14. By default, the new document is savedas a Word document with an extension.doc. Click on icon on the standardtoolbar.or press CTRL+S from keyboard.
  15. 15. While working with a file (adding more textlines, format it, delete something etc.), weneed to save the changes in the existingdocument. To save the changes: Click on the Save Command .Or press CTRL + S from keyboard.
  16. 16. It is used for setting margins, papersize, paper source and layout ofactive documents.PAGE SETUP
  17. 17. Change or set page margins and other propertiesPage margins are the blank space around the edges ofthe page. In general, you insert text and graphics in theprintable area between the margins. However, you canposition some items in the margins — for example,headers, footers, and page numbers. Click on page Layout tab Click on page setup Set Margins for Top, Bottom, Left and Right Add margins for binding Set margins for facing pages Select Page Orientation Set Paper Size from Paper Tab
  18. 18. Headers and FootersInsert headers and footersHeaders and footers are areas in the top, bottom, and sidemargins (margin: The blank space outside the printing area on apage.) of each page in a document.We can insert or change text or graphics in headers and footers. Forexample, you can add page numbers, the time and date, a companylogo, the document title or file name, or the authors name.If you want to change a header or footer that you inserted, theHeaders & Footers tab under Header & Footer Tools gives youmore header and footer options.
  19. 19.  Click on Insert Tab. Click on Header and Footer option. Two text boxes appears on yourdocument, one for header & one forfooter. Type the header & footer you want togive, on the specified place.Insert the same header and footer throughout a document
  20. 20. Insert headers or footers different for odd and even pages On the Page Layout tab, click the Page Setup DialogBox Launcher, and then click the Layout tab.Select the Different odd and even check box.Now you can insert the header or footer for even pageson an even page and the header or footer for odd pageson an odd page.
  21. 21. Remove the header or footer from the first page1.On the Page Layout tab, click the Page SetupDialog Box Launcher, and then click the Layouttab.2.Select the Different first page check box underHeaders and footers.Headers and footers are removed from the firstpage of the document.
  22. 22. These edit functions are use tomove/copy a selected text from oneplace to another.Followings are the icons for cut, copyand paste respectively, displayed onStandard Toolbar.CUT COPY PASTECUT / COPY AND PASTE
  23. 23.  Select the text. Go to Home Tab Cut or Press CTRL + X Go to the target position Go to Home tab Paste or Press CTRL + VCUT AND PASTE
  24. 24. Select the text.Go to Home tab Copy orPress CTRL + C.Go to the target positionGo to Home tab Paste orPress CTRL + VCOPY AND PASTE
  25. 25. FINDSearch for specified text, formatting,symbols, comments, footnotes,endnotes in the active document. Go to Home tabA Find and Replace dialog box will bedisplayed on Right side. In Find What box, enter the word you wantto find. Click Find Next button.
  26. 26. Alternatively, press CTRL + F from keyboard
  27. 27. REPLACESearches for and replaces specifiedtext in the active document. To replacetext: Click on Home tab Replace. A Find And Replace dialog box will bedisplayed right side. Click on the Replace tab. In Find what box, enter the text you wantto find & replace.
  28. 28. In Replace with box, enter text you want touse as the replacement.To search the next occurrence of thetext, click Find Next button.To replace the occurred text, clickReplace. To replace all occurrences of the text,click Replace All. You can also use CTRL + H as shortcut key.
  29. 29. Move the insertion pointer to the itemwhere you want to go. Go to a specificpage, table or other item: Click on home menuA find and replace dialog box appearson your screen.Click on Find that display Goto button In Go To what box, click the type of item.GOTO
  30. 30. BOOKMARKA bookmark identifies a location orselection of text that you name andidentify for future reference. Insteadof scrolling though out the documentbookmark identifies a location orselection of text that you name andidentify for future reference. Forexample, you might use a bookmark toidentify text that you want to revise ata later time.
  31. 31. Instead of scrolling through thedocument to locate the text, you cango to it by using the Bookmark dialogbox. Select an item you want a bookmarkassigned to, or click where you wantto insert a bookmark. On the Insert Tab, click Bookmark.
  32. 32. Under Bookmark name, enter a name.Bookmark names must begin with aletter and can contain numbers. Youcant include spaces in a bookmarkname. However, you can use theunderscore character to separatewords — for example, "First_heading."Click Add.
  33. 33.  CHANGING FONT STYLESTo change font size and font styles,follow these steps: Click Home tab. Next. type the nameof desired font directly into the fontname box on the format toolbar andpress the Enter key.FORMAT OPTIONS
  34. 34. Font Drop-down List
  35. 35.  Use Bold (B), Italics (I), Underline (U)buttons on the toolbar as displayed inTable.BUTTON NAME KEY COMBINATIONBold CTRL+B orItalic CTRL+I orUnderline CTRL+U or
  36. 36. To add bold formatting to thetext, follow these stepsSelect the text and click on the boldbutton.Alternatively, click on the bold buttonand type the text.Similarly, the characters can beunderlined and italicized.
  37. 37. CHANGING FONT SIZETo change the font size, followthese steps: Use the drop-down Font sizelist on the Home tab asdisplayed in Fig. or type the fontsize in the Font size box andpress the Enter key.
  38. 38.  Use any of these keyboard shortcutsto increase or decrease the font size asshown in TableSHORTCUT KEY COMBINATIONCTRL+] Increase one point at a time.CTRL+[ Decrease one point at a time.CTRL+SHIFT+>Increase by 10 points, 12 points,14 points and so on.CTRL+SHIFT+<Decrease by 10 points, 12points, 14 points and so on.
  39. 39. PARAGRAPHSIn Word, each time you press theEnter key you create a newparagraph. Word paragraph alwaysends with a paragraph mark. Whenyou open a new document, the defaultparagraph setting stored as a style(Normal) is applied.
  40. 40. Adjust Line or Paragraph SpacingYou can change the spacing betweenthe lines or the spacing before or aftereach paragraph. Select the paragraphs in which youwant to change spacing. On the Page layout Tab, clickParagraph.
  41. 41. Under Spacing, enter the spacingyou want in the Before or After box.Set Line Spacing as you want.Click OK button.
  42. 42. BULLETS AND NUMBERINGBullets and Numbering highlight theportions that you want to highlight.You can use bullets or numbers tocreate the lists in your document, tomake your document attractive andeasy to read.
  43. 43. Add bullets and numbering withthe list as you type Type 1. to start a numbered list or *(asterisk) to start a bulleted list, andthen press SPACEBAR or TAB. Type any text you want. Press ENTER to add the next listitem.
  44. 44. Word automatically inserts the nextnumber or bullet.To finish the list, press ENTER twice,or press BACKSPACE to delete thelast bullet or number in the list.
  45. 45. Add Bullets or Numbering to anExisting List Select the items you want to addbullets or numbering to. On the Home Tab, click Bullets orNumbering . Select the style of bullet or number. Click OK button.
  46. 46. BORDER AND SHADINGApplying shading effects & bordersaround the selected area or page.You can add borders to pages, text,tables and table cells, graphic objectsand pictures. You can shade paragraphsand text. You can apply colored ortextured fills to your graphic objects.
  47. 47. Click on Page layout Tab and select page border
  48. 48. To apply Border and Shading Click on Home Tab. Click on Page Border option. Select the Border for a selected text,Page Border or Shading. Click OK .
  49. 49. CONVERTING CASETo convert the case of the the text youhave inserted, follow these steps : Select the text you want to change. Select the Change Case option fromthe Home tab.A change Case dialog box is displayedon the screen as illustrated in Figure.
  50. 50. Change Case Dialog Box
  51. 51. The Change case dialog box has thefollowing options:SENTENCE CASE: Capitalizes only thefirst letter in the selected sentences.LOWER CASE: Converts all selectedtext to lowercase letters.
  52. 52. UPPER CASE: Converts all selectedtext to uppercase letters.TITLE CASE: Capitalize the first letterof each word of the selected text.TOGGLE CASE: Changes uppercase tolowercase and lowercase to uppercasein all selected text. Select your type of Case and clickOK.
  53. 53. BACKGROUNDBy this option we can change thebackground of our active document.
  54. 54. TChange The Background : On the Page Layout tab, point toBackground.
  55. 55. FORMAT PAINTERYou can use the Format Painter toformat an entire document quickly andeasily. The Format Painter copiesformats from the selected text to thetext you want to format. Suppose youhave formatted a line as 12 point,Times New Roman, bold, italic,underline and left aligned.
  56. 56. Rather than Formatting each paragraphof the document separately, use theFormat Painter to format the entiredocument. To do so, follow thesesteps:Select the formatted text (the text withthe format you want to copy). Click on the Format Painter button inthe Home tab as displayed in Fig
  57. 57. Select the text to be formatted.The text automatically changes to thecopied format. Press the Esc key when formatting isover.
  58. 58. Auto Text Automatically detect and correct typos andmisspelled words . Quickly insert symbolsQuickly insert any long piece of textAll of these uses of the AutoCorrect feature are supported by two parallel lists ofwords.
  59. 59. SPELLING AND GRAMMARBy default, Microsoft Word checksspelling and grammar automatically asyou type, using wavy red underlines toindicate possible spelling problems andwavy green underlines to indicatepossible grammatical problems.
  60. 60. Check Spelling And GrammarAutomatically As You Type: Make sure automatic spelling andgrammar checking are turned on.1. Click Tools Tab2. Click Spelling And Grammarsymbol in left side3. Select Check Spelling As You Typeand Check Grammar As You Type,check boxes.
  61. 61. Type in the document. Right-click a word with a wavy red orgreen underline, and then select thecommand or the spelling alternativeyou want.Check Spelling And Grammar All AtOnceThis method is useful if you want topostpone proofing a document untilafter you finish editing it.
  62. 62. You can check for possible spellingand grammatical problems, and thenconfirm each correction.
  63. 63. For Spelling And Grammar checkingClick on Review tab Spelling And Grammar.A Dialog box appears :
  64. 64.  If you want to ignore the checking clickon Ignore Once/Ignore All button. if you want to add your word in thedictionary then click Add To Dictionarybutton. To change the word with the suggestedword , click Change/Change All button.
  65. 65. MAIL MERGEThis option is use to create formletter, mailing labels ,or envelops withthe same or different addresses.Through mail merge you canautomatically create personalizedletters ( with same body text ) tomany different people.
  66. 66. For Mail Merge Open a document. Click on Mailing tab, Click on Start mail merger And clicklettersClick on Recipients and click on Typenew listEnter record in Boxes.
  67. 67.  Click on Ok buttonSave your fileClick on address blockClick on preview results and datadisplay on document
  68. 68. TABLEA table is made up of rows and columnsof cells that you can fill with text andgraphics.CREATE A TABLEClick on Insert Tab TableClick on table Insert Table
  69. 69.  Click the File tab, and then click Print. The Print dialog box will appear asshown in the figure. Apply the printing settings and click onOK button.TO TAKE THE PRINTOUT OFYOUR DOCUMENT
  70. 70. Print Dialog Box