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Microsoft Office Button

Microsoft Office Button is located on the top left corner of the window.It is a new user
interface feature that replaced the traditional "File" menu. You can also see this button
in Outlook while creating a new message, task, contact, etc.

See the image:

When you click the button it offers a list of

commands to perform different tasks which are
New, Open, Save, Save As, Print, Prepare,
Send, Publish and Close. These commands are
described below the following image.

New: This command enables you create a new

file, i.e. Word document.

Open: This command allows you to open an existing file on the

computer.

Save: This command is used to save a file after completing the

work. You can also save the changes made to the currently
open file.

Save As: This command helps you save a new file with a

desired file name to a desired location on the hard drive.

Print: This command is used to print a hard copy of the

currently open document.

Prepare: This command allows you to prepare the document

for distribution, i.e. you can view and edit the document
properties and inspect the hidden metadata.

Send:This command allows you share the document with other

users, i.e. you can send a document through e-mail or by
posting to a blog.

Publish: This command allows you distribute the document to

other people, i.e. you can create a blog with the content of the
document.

Close: This command is used to close the currently open file.

Quick Access Toolbar

Quick Access Toolbar lies next to the Microsoft Office Button. It is a customizable
toolbar that comes with a set of independent commands. It gives you quick access to
commonly used commands such as Save, Undo, Redo, etc.

See the image:

When you click the drop-down arrow next to toolbar it offers more commands. With a
left click you can add any of these commands to Quick Access Toolbar. You can also
remove the commands added to the tool bar. The indent, spacing values, individual
styles and other features that appear on the ribbon cannot be added to quick access
toolbar. The following image is showing the menu of quick access toolbar.

See the image:

Title Bar
It lies next to the Quick Access Toolbar. It displays the title of the currently open
document or application. It is present on almost all windows displayed on your
computer. So, if there are several windows across the screen, you can identify each
window by looking at the title bar. In many graphical user interfaces, you can also move
a window by dragging the title bar.

See the image:

Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft
Office 2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises
seven tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each
tab has specific groups of related commands. It gives you quick access to the
commonly used commands that you need to complete a task.

See the image:

Home tab:

The Home tab is the default tab in Microsoft Word. It has five groups of related
commands; Clipboard, Font, Paragraph, Styles and Editing. It helps you change
document settings like font size, adding bullets, adjusting styles and many other
common features. It also helps you to return to the home section of the document.

See the image:

Insert tab:

Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or
add extra features in your document. It is commonly used to add tables, pictures, clip
art, shapes, page number, etc. The Insert tab has seven groups of related commands;
Pages, Tables, Illustrations, Links, Header & Footer, Text and Symbols.
Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your
document, i.e. you can change the page size, margins, line spacing, indentation,
documentation orientation, etc. The Page Layout tab has five groups of related
commands; Themes, Page Setup, Page Background, Paragraph and Arrange.

See the image:

References tab:

It is the fourth tab in the Ribbon. It allows you to enter document sources, citations,
bibliography commands, etc. It also offers commands to create a table of contents, an
index, table of contents and table of authorities. The References tab has six groups of
related commands; Table of Contents, Footnotes, Citations & Bibliography, Captions,
Index and Table of Authorities.

See the image:

Mailings tab:

It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the
Ribbon. It allows you merge emails, writing and inserting different fields, preview results
and convert a file into a PDF format. The Mailings tab has five groups of related
commands; Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

Review tab:

It is the sixth tab in the Ribbon. This tab offers you some important commands to modify
your document. It helps you proofread your content, to add or remove comments, track
changes, etc. The Review tab has six groups of related commands; Proofing,
Comments, Tracking, Changes, Compare and Protect.

See the image:

View tab:

The View tab is located next to the Review tab. This tab allows you to switch between
Single Page and Two Page views. It also enables you to control various layout tools like
boundaries, guides, rulers. Its primary purpose is to offers you different ways to view
your document. The View tab has five groups of related commands; Document Views,
Show/Hide, Zoom, Window and Macros.

See the image:

Ruler

The Ruler is located below the Ribbon around the edge of the document. It is used to
change the format of the document, i.e. it helps you align the text, tables, graphics and
other elements of your document. It uses inches or centimeters as the measurements
unit and gives you an idea about the size of the document.
How to Insert Text in MS Word

The basic steps to insert text or to create a new document in Word are listed below;

o Go to the start menu and look for Microsoft Word icon

o Click the icon to open the Microsoft Word
o You will see a blinking cursor or insertion point in the text area below the ribbon
o Now, as you start typing, the words will appear on the screen in the text area
o To change the location of insertion point press spacebar, Enter or Tab keys

See the image;

How to Delete Text in MS Word
You can easily delete the text in Word including characters, paragraphs or all of the
content of your document. Word offers you different methods to delete the text; some of
the commonly used methods are given below;

 Place the cursor next to the text then

press Backspace key
 Place the cursor to the left of the text
then press Delete key
 Select the text and press the
Backspace or Delete key
 Select the text and type over it the
new text.

How to Copy and Paste Text in MS Word

Word offers different methods to copy and paste text. Some of the popular methods are
given below;

Method 1;

 Select the text you want to copy

 Select the Home tab and click the
Copy command
 Place the cursor where you want to
paste the text
 Click the Paste command in Home
tab

Method 2;
 Select the text
 Place the cursor over the text and
right click the mouse
 A menu will appear; with a left click
select the "Copy" option
 Now, move the cursor to a desired
location and right click the mouse
  A menu will appear; with a left click select the 'Paste" option.

How to Save the Document in MS Word

When you create a document, it is important to save the document so that it can be
viewed or reused later. The basic steps to save a document are listed below;

 Click the Microsoft Office Button

 A list of different commands
appears
 Click the 'Save As' command
 it displays 'Save As' Dialogue Box
 Save the document to desired
location with a desired name

You can also choose 'Save' command

from the list to save the document to its
current location with same title. If you are
saving a fresh document it displays 'Save
As' dialogue box.

The shortcut method to save a document

is to press "Ctrl+S" keys. It opens the
'Save As' dialogue box where you can
name you document and save it to a
desired location.

 
How to Correct Errors in Ms Word
When you type text in a document, by default the Word informs you if there is any
contextual, spelling or grammatical error. Word informs you in different ways for
different errors;

If there is any contextual

error in the document, it will
underline the text with blue
line.

If there is any spelling error

in the document, it will
underline the text with red
line.
If there is any grammar error in the document, it will underline the text with green line.

Steps to correct errors:

 Place the cursor over the text that you want to

correct
 Right click the mouse
 A list of suggestions appears
 Choose the correct word with a left click

How to Check Word Count in Ms Word

When you start typing, the Word automatically counts the number of words and number
of pages and displays the information on the status bar. If the word count is not
available on the status bar, you can right click the status bar and select the Word Count
option from the menu. Basic steps to check the word count are listed below;

o Open the document

o Look at left bottom corner of the document
o You will see the total world count and the number of pages

See the image:

To know the word count of a specific line or paragraph you have to select it then Word
will display its word count along with the total word count, e.g. 15/40. In this example,
the selection has 15 words out of the total number of words (40).

How to Change Font Size in MS Word

You can easily change the font size of your text in the document. The basic steps to
change the Font size are listed below;

 Select the text that you want to modify

 In Home tab locate the Font group
 In Font group click the drop-down arrow next to font size box
 Font size menu appears
 Select the desired font size with a left click
 Select the text and click the increase or decrease font size buttons

How to Change Font Style in MS Word

The basic steps to change the font of a text in a document are given below;

 Select the text you want

to modify
 Select the Home tab and
locate the Font group
 Click the drop-down
arrow next to font style
box
 Font style menu appears
 With a left click select the
desired font style
  If you want to change the font to bold or italic, click the 'B' or 'I' icons on the
format bar.

How to Format Font Color in MS Word

MS Word allows you to change the Font color of your text. If you want to emphasize a
particular word or phrase, you can change its font color. The basic steps to change the
Font color are given below;

 Select the text you want to

modify
 In Home tab locate the Font
group
 Click the drop-down arrow next
to Font color button
 Font color menu appears
 Select the desired font color
with a left click
 Word will change the Font
color of the selected text.

How to Change Text Case in MS Word

You can easily change the text case in your document by following the steps given
below;

o Select the text you want to change

o In Home tab locate the Font group
o Click the drop-down arrow in 'Change Case' button
o It displays text case menu
o Select the desired case with a left click

The case menu offers four options;

Sentence case: It capitalizes the first letter of

each sentence.
Lowercase: It changes the text from
uppercase to lowercase.
Uppercase: It capitalizes all the all letters of
your text.
Capitalize Each Word: It capitalizes the first letter of each word.
Toggle Case: It allows you to shift between two case views, e.g. to shift between
Capitalize Each Word and cAPITALIZE eACH wORD .
How to Change Text Alignment in MS Word

You can change the text alignment in your document to make it more presentable and
readable. The basic steps to change the text alignment are given below;

 Select the content you want to modify

 In Home tab locate the Paragraph group
 It has four alignment options ;

Align Text Left: Aligns the text towards left margin

Center: Brings the text at centre

Align Text Right: Aligns the text towards right margin

Justify: Aligns the text to both left and right margins

 Select the desired alignment option with a left click

How to Insert a Text Box in MS Word

Text box allows you to control the position of a block of text in your document. You can
also format them with borders and shading. The two commonly used methods to insert
Text Boxes are given below:

Method 1:

 Select the Insert tab

 Locate the Text group
 Click the Text Box button
 It displays Built-In text box menu
and an option to draw table
 With a left click select the
desired text box format from the
menu

Method 2:

 Select 'Draw Text Box' option

 A cross shaped cursor appears
 Left click the mouse and holding
it down drag it to draw the box of
desired dimensions

Bold, Italic and Underline Commands in MS Word

These commands are given in the Font group in the Home tab. Their functions are
given below;

o Bold: It allows you to Bold the text of

your document
o Italic: It allows you to Italicize the text
of your document
o Underline: It allows you to underline
the text of your document

How to Create First Line Indent

in MS Word
You can create indent within your paragraph by following these steps;

 Select the paragraph or place the cursor anywhere within the paragraph
 Select the Home tab
 Locate the Paragraph group and click the arrow at right bottom corner
 'Paragraph' dialog box appears
 In 'Indents and Spacing' section click the drop down arrow in 'Special' field
 Select the 'First Line' option
 Enter desired indent in 'By' field and click Ok

How to Apply Style in MS Word

You can create professional and presentable documents in MS Word by applying
different styles. The basic steps to apply a style in a document are listed below;
  Select the text to which you want to apply the style
 Select the Home tab
 In Styles group you will see different styles;

 To
view
more
styles click the drop-down arrow
 It displays style menu
 Select the desired style with a left-click

See the image:

How to Customize Style in MS Word

If you are looking for formatting
options that are not given in the
built-in styles, you can modify or
customize an existing style to fulfill
your needs. The steps to
customize a style are as follows;
 Select the style that you want to modify
 Right click the mouse
 It displays a list of different commands
 Select the 'Modify' option;

 'Modify Style' dialogue box appears

 Make the desired changes to formatting
 Click OK to apply the changes to style

How to Create
New Style in MS Word
You can add new styles to your list of styles, i.e. Word
allows you to set the styles for font, figure, paragraph,
etc. It helps you to keep consistency in all the documents
of a topic or subject. The steps to create new styles are
given below;

 Select the Home tab

  In Styles group click the arrow at the right bottom corner of the group
 It displays the 'Styles' task pane;

In 'Styles' task pane click the 'New Style' button

It displays 'Create New Style from Formatting' dialogue box;

 Enter the name for new style and make all the desired changes
 Click OK, the new style will be added to the list of styles

How to Change Page Orientation in MS Word

Page Orientation refers to the direction in which a document is displayed. It is of two
types; portrait (vertical) and landscape
(horizontal). The default orientation is
portrait; it can be changed to landscape
by following these steps;
  Select the Page Layout tab
 Locate the Page Setup group
 In Page Setup group click the Orientation command
 It displays two options, Portrait and Landscape
 Select the desired page orientation

How to Change Page Size in MS Word

The default paper size in Word is 8.5 x 11 inches which easily
fits in printers. This size is not fixed; you can change it if you
want a document with different paper size. The steps to
change the paper size are given below;

 Click the Page Layout tab

 In Page Setup group click the Size command
 Paper size menu will appear
 With a left click select the desired paper size
 To customize page size click the 'More Paper Sizes'
option

How to Change Page Margins in MS Word

The margin is the space between the text and border of a
document. By default, it is a one-inch space. Depending on
your needs, it can be changed by following the below-listed
steps;

 Select the Page Layout tab

 In Page Setup group click the Margins command
 A list of Margins appears
 Select the desired Margin with a left click

To customize Margins select 'Custom Margins'. It displays a

'Page Setup' dialog box. Enter the desired margin size and
click Ok.
How to Insert Page Break in MS Word
Word inserts a page break at the end of each
page. It also allows you to insert a page break at
some other place in the document. The steps to
insert page break are given below;

 Place the cursor where you want to

insert the break
 Select the Page Layout tab
 In Page Setup group click the 'Breaks'
command
 A list of Page Breaks appears
 With a left click select the desired page
break from the list

How to Insert Header and Footer in

MS Word
Header and Footer allow you to add additional
information like dates, file names, page numbers
at the top or bottom of your document. The basic
steps to set up a header and footer are given
below;

 Select the Insert tab

 Locate the Header & Footer group
 It shows Header and Footer commands
  As required click either Header or Footer command
 It displays a list of built in Header or Footer options
 Select the desired option

If you select the Blank option it displays Design tab with header and footer tools.

Once the Design tab is active you can add Date and Time to Header or Footer by
clicking the Date & Time command. On clicking it displays 'Date & Time' dialog box.
Select the desired date format, time format or date & time format.

How to Insert Table in MS Word

Table is a versatile tool of MS Word. It allows you to organize your information, i.e.
you can align text, present numerical data and create forms and calendar. The steps
to insert table are given below;

 Place the cursor where you want to insert

the table
 Select the Insert tab
 In Tables group click
the Table command
 It displays different
options to insert the
table
 Select the desired
option to insert the
table
o Convert Text to Table

o Select the text

o Select the Insert tab
o In Tables group click the Table command
o Select the 'Convert Text to Table' option;

o It displays a dialog box

o In 'Separate text at' section select the desired option
o Click OK, the text will convert to a table

How to Add Row in Table

If you want to increase or add a new row in your table, you can follow the steps given
below;

 Place the cursor in a row above or below which you want to add row
 Right click the mouse
 A menu appears
 Place the arrow over Insert option
 It will display a menu
 As required select 'Insert Rows Above' or 'Insert Rows Below'
How to Add Column in Table
If you want to increase or add a new column in your table, you can follow these steps;

 Place the cursor in the column adjacent to which you want to add the column
 Right click the mouse
 It displays a menu
 Place the arrow over Insert option
 It shows a list of commands
 As required select 'Insert Columns to the Right' or 'Insert Columns to the Left'
How to Delete Column or Row in Table
The table command also allows you to delete a column or row in your table. You can
delete the unwanted columns or rows by following these steps;

 Select the column or row of the table

 Right click the mouse
 A menu appears
 As required select 'Delete Columns' or 'Delete Rows'

How to Modify Table

Word allows you to customize tables as per your requirement. You can modify your
table in different ways, i.e. you can choose a table style, table design, draw borders.
The steps to modify a table are given below;

o Select the table

o Two new tabs Design and Layout appear on the Ribbon
o On Design tab you will see three groups of commands to modify table; Table
Style Options, Table Styles and Draw Borders;

o Layout tab has six groups of commands to format table;

 How to Split Text to Columns

You can split your text to columns as shown in the

image given below. It helps you make your text
more readable and presentable. The steps
involved in this process are given below;

o Open the document

o Select the Page Layout tab
o In Page Setup group click the Columns
command
o It displays a list of options to split text into
columns
o Select the desired option

How to Insert Smart Art Graphics

You can insert Smart Art Graphics in your document to effectively communicate your
message. You can insert a process flow, a relationship or an organization hierarchy.
The steps to insert smart art graphics are given below;

o Place the cursor in the document where you want to insert graphics
o Select the Insert tab
o In Illustrations group select the 'Smart Art' command;
 o On left side, a dialog box appears with list of categories
o In the center you will see the illustrations available in a category
o Select the desired illustration and click Ok

How to Add Text in Smart Art Graphics

Word also allows you to add text in Smart Art Graphics; you can add facts, figures and
any other information. The steps to add smart art graphics are given below;

 Select the graphic

 Task pane appears on the left side if it is not visible then click the arrow on
left side of graphic
 Type the text in task pane fields it will appear in the graphic
 You can also directly type the text in the graphic in text area
 Close the task pane after entering the text and click outside the graphic
How to Insert Picture in Document
Pictures make our text more attractive and readable. You can insert relevant pictures in
your text by following these steps;

 Place the cursor where you want to

insert the picture
 Select the Insert tab on Ribbon
 In Illustrations group click the
Picture command;

 It displays 'Insert Picture' dialog box

 Select the desired image
 Click Insert to insert the picture

How to Insert Clip Art

Clip art refers to a graphic or a picture that you can insert in your document. It comes in
different formats and styles. It is used to enhance the appearance of a document. The
steps to insert a clip art are given below;

 Place the cursor where you

want to insert the clip art
 Select the Insert tab
 In Illustrations group click the
Clip Art

command;
  A task pane appears on the right side of document
 Enter the keyword in 'Search for' field and select the suitable option in 'Search
in' and 'Results should be' fields
 Click Go, clip art menu will appear
 Select the desired clip art with a left click

How to Format Picture or Clip Art

You can change the appearance of your picture or clip art to enhance its visual impact.
The format tab offers you various options for formatting pictures like contrast, changing
color, line style, cropping, etc. The steps to format picture or clip art are given below;

 Select the picture or clip art that you want to format

 Format tab appears in the Ribbon
 Click the Format tab
 It displays four groups of related commands to modify or format picture or clip
art

How to Create Bulleted and Numbered Lists

Bullets and numbers are used to make a list more presentable and readable. A bulleted
list attracts more than a simple list. Word offers you various styles of bullets and
numbers. The steps to create bulleted lists are given below;

 Select the text you want to convert to bulleted or numbered list

 Select the Home tab
 In Paragraph group click the Bullets or Numbering command
 It displays Bullets or Numbering menu
 With a left click select the desired Bullet or Numbering style
  To increase the list place the cursor at the end of list and press Enter key

How to Use Symbols as Bullets

You can replace the bullets with symbols to make your lists more meaningful and
attractive. The steps involved in this process are given below;

 Select the text to convert to bulleted list

 Select the Home tab
 In Paragraph group click the Bullets command
 Click 'Define New Bullet' option
 'Define New Bullet' dialog box appears;

 Click the Symbol command

 It displays 'Symbol' dialog box
 Select the desired symbol
 For more options click the drop down arrow next to Font field
How to Insert WordArt
Word Art is designed to allow you make your text more attractive; you can format your
text to make it look like a picture and enhance its appearance in different ways. The
steps to insert WordArt are given below;

 Place the cursor where you want to insert

WordArt
 Select the Insert tab
 In Text group click the 'WordArt' button
 WordArt menu appears;
 Select the desired WordArt style
 'Edit WordArt Text' dialog box appears
 Type the text in text area and click OK
How to Format WordArt
Word also allows you to customize WordArt. You can change WordArt shapes, font face
and size, and colors as per your requirement. The steps to format WordArt are given
below;

o Select the wordart in the document

o Format tab appears in the Ribbon
o It offers five groups of related commands
o Click the suitable command to make desired changes in wordart