TRINITY EDUCATIONAL SOLUTION 2018

MICROSOFT WORD
Micro-Soft word is a word processor developed by microsoft corporation. You can create, edit
and print the documents according to your requirement. Auto correct, spelling and grammer
checking text formatting, mail merge, graphics, table etc., are some of the features of MS-
Word.
`
You can start MS Word by either of the following two ways:
• Click on Start-> All Programs->Microsoft Office-> Microsoft Office Word 2007
• Double click on the MS Word icon on the desktop (if you have one).

PARTS OF MICROSOFT WORD SCREEN

The Microsoft Office Button
It is the button in the upper-left corner of the Word Window. When you click on the button, it
displays a menu that can be used to create a new document, open an existing document, save a
document, print a document and perform many other tasks.

The Quick Access Toolbar

It is present next to the Microsoft Office Button on the top. It provides you access to the
commands you frequently use. By default Following appear on the Quick Access Toolbar:

 Save: To save your file (you may also press keyboard button Ctrl+S).
 Undo: To rollback the action that you last took (Ctrl+Z).
 Redo: To reapply the action you rolled back or to repeat an action(Ctrl+Y).

The Title Bar

It is next to the Quick Access toolbar at the top. It displays the title of the document on which
you are currently working. By default, the first new document is named as Document T For
each additional document you open, the number increases by one. You may save the documents
by any legal filename you want.

NAMCHI SOUTH SIKKIM Page 1

The Ribbon
The Ribbon is the panel at the top portion of the document, right below the Titlebar. To begin
with it has following seven tabs:
 Home: It has basic commands for creating and formatting the documents. It has controls for
working with the clipboard, setting fonts, formatting paragraphs, applying styles and using
Find and Replace.
 Insert: It has commands for inserting pages, tables, pictures, shapes, other illustrations,
links, headers, footers, symbols, signature line and much more.
 Page Layout: The commands here help to set the layout of the document. apply a theme to
the document to set the overall look of the document, set the margins, background colours,
etc.
• References: It has commands that let you create Table of contents, footnotes, indexes, etc.
.
 Mailings: Has commands for creating mail merges.
 Review: Has commands to track changes and add comments to the documents.
 View: Helps to change the document views.

The Status Bar

The Status Bar is at the very bottom of the window. It provides information such as the current
page and the number of words in the document. you change what displays on the Status Bar by
right clicking on the Status Bar and selecting/ deselecting the options from the menu.

Creating a New Document

You can create a new document as follows:
 Click the Microsoft Office Button.
 Select New. The New Document dialog box appears.
 Select Blank Document under 'Blank and Recent' section. It will highlighted by default.
 Click Create. A new, blank document appears in the Word window.
TRINITY EDUCATIONAL SOLUTION 2018

Saving a Existing Document

• Click the Microsoft Office Button.
• Select Save from the menu.
OR
• Use keyboard shortcut Ctrl+S
OR
• Use Save on the Quick Access Toolbar

Closing a Document
To close a document:
 Click the Microsoft Office Button
 Select Close from the menu.

To Cut, Copy and Paste Text

• Select the text you wish to cut or copy.
• Click the Copy command on the Home Tab OR use the keyboard shortcut
CTRL+C to copy the text.
OR
• Click Cut command on the Home Tab OR use the keyboard shortcut
CTRL+X to cut the text.
• Set the cursor where you wish to paste the text
• Click the Paste command on the Home Tab OR the keyboard shortcut
CTRL+V. The text will appear at the cursor position. In case of copy, there
will be a duplicate copy of the selected text. In case of cut, the selected text
will be moved from its original place to the new cursor position.

Invitation for
36TH ANNUAL CONCERT

Change the Font: to change the font of the above text:

NAMCHI SOUTH SIKKIM Page 3

• Select the text 36th Annual Concert.
• Click on the drop down arrow next to the font style box in the Font Group of the Home
Tab. A drop down menu appears.
• Move the cursor over various font styles.A live preview of the font will appear for the selected
text.
• Choose the font called Baskerville Old Face from the menu. Font style will change for the
selected text.
• Now select Invitation for and set the font to Bodoni MT for this text.

Change the Font Size:

• Select the text 36th Annual Concert..
• Click on the drop down arrow next to the font size box in the Font Group of the Home lab. A
drop down menu appears.
• Move the cursor over various font sizes. A live preview of the font size will appear for the
selected text.
• Choose the 28 as the font size. Font size will change for the selected text.
• Now select Invitation for and set the font size to 18 for this text.

Change the Font Colour:

• Select the text 36th Annual Concert.
• Click on the drop down arrow next to the font colour box in the Font Group of the Home Tab.
A font colour menu appears.
• Move your cursor over the various font colours. A live preview of the colour will appear in
the document.
• Choose the colour of your choice for the text. You have a choice of lot many colours than in
the menu. Click on More Colors at the bottom of the menu to access the Colors dialog box. You
can choose any colour from there also.

To use the Bold, Italic and Underline Commands

• Select the text Invitation for.
• Click the Bold command in the font group. The selected text becomes bold.
TRINITY EDUCATIONAL SOLUTION 2018

Similarly you may use Italics or underline command whenever needed. You may
also use keyboard shortcuts once you have selected the text:
Bold: Ctrl+B
Italics: Ctrl+I
Underline: Ctrl+U

To change the Text Case

• Select the text 36th Annual Concert
• Click the Change Case command in the Font group on the Home tab.
• Select UPPERCASE form the drop dou n list. The selected text changes to all uppercase.

To Change the Text Case

• Select the text 36th Annual Concert.
• Select Center Align text from the Paragraph group on the Home Tab. The selected text is
centered.

To Format line Spacing

• Select the text you want to format.
• Click on line spacing command in the Paragraph group on Home tab.
Select any of the spacing options from the drop down list
OR
You may set it in the Paragraph dialog Box that appears when you choose
Line Spacing Options... from the drop menu.Set the appropriate value
in the Line spacing drop down box.

To Format Paragraph Spacing

Click on line spacing command in the Paragraph group on Home tab.
Click the Add Space Before Paragraph or Remove Space Alter Paragraph from the menu.
OR

 You may select Line Spacing Options … to open the Paragraph dialog box.
• Set the Before and After points in the Paragraph section.

NAMCHI SOUTH SIKKIM Page 5

Line spacing is measured in lines or points, which is referred to as leading.
When you reduce the leading, you automatically bring the lines of text closer
together.

Creating a New Table

• Place the cursor where you want table to appear.
• Select the Insert Tab
• Click Table command
• Drag your mouse over the diagram squares to select the numbei of rows and columns in the
table. Click to create the table with selected number of cells.

Modifying the Table.

When you select a table in the document, Design and Layout tabs appear under Table Tools on
the Ribbon.
• Using commands on the Layout Tab, you can make a variety of modification to the table such
as adding or deleting columns and rows, merge or split cells, change cell size, align cell text,
change text direction, etc.
• Using the Design Tab, you can choose a Table Style and modify table border or shading.

You can also add your own table styles or modify the existing ones:
Click on the down arrow of table styles for More Styles.
.Choose the option New Table Style... OR Modify Table Style... at the bottom of the menu.

Adding/ Deleting Row or Column with right mouse click

• Place the cursor in the row below/above which you wish to add the row.
• Right click the mouse for a menu to appear.
• Select Insert ->insert rows below OR insert rows above OR insert columns to
the left OR insert columns to the right option as per your requirement.
• You can also use Delete option from the menu to delete the rows or columns.
TRINITY EDUCATIONAL SOLUTION 2018

Convert Existing Text to a Table

• Select the text you wish to convert.
• Select the Insert tab.
• Click the Table command.
• Select Convert Text to Table form the menu.
• A Dialog box appears. Choose the correct option at Separate text at.

To Change Page Orientation

Select Page Layout Tab on the Ribbon.
• Click Orientation command in the Page Setup group.
• Choose the orientation you want - Landscape (horizontal) or Portrait
(vertical).

To Change Paper Size

• Select Page Layout Tab on the Ribbon.
• Click Size command in the Page Setup group. v

• A drop down menu appears with all the available,paper sizes. Current size highlighted.
• Choose the size option. Page size of document changes.

To Set Page Margins

• Select Page Layout Tab on the Ribbon.
• Click Margins command in the Page Setup group.
• Choose the predefined margins from the list.
OR
• Customize your margins by selecting Custom Margins from the menu entering the desired
margins in the appropriate fields.

To Insert a Break
• Select Page Layout Tab on the Ribbon.
• Place your cursor at the insertion point
• Click Breaks command in the Page Setup group. A menu will appear

NAMCHI SOUTH SIKKIM Page 7

• Choose the appropriate break. A Page break moves text from the insert point to a new page. A
Section break creates a barrier between parts ofdocument for formatting purposes.

To Insert a Blank Page

Position the cursor before which you need to add a blank page.
Select Insert Tab on the Ribbon.
Select Blank Page from the Pages group.
A blank page is added betore the insertion point. This option should be used minimally since at
times it poses formatting problems.

To Add Borders to Page

Select Page Layout Tab on the Ribbon.
Click Page Borders command in the Page Background group.
In the Page Border Tab select the appropriate border. Apply to Whole document for border on
all the pages of the document.

To Add Background Colour / Pattern/ Shading to Page

Select Page Layout Tab on the Ribbon.
Click Page Color command in the Page Background group.
You can choose a colour from the menu or select Fill Effects...
The Fill Effects dialog box appears. It has lour tabs: Gradient. Texture, Pattern and Picture. You
may set any one of them at a time.
Add Watermark to the Page
Select Page Layout Tab on the Ribbon.
Click Watermark command in the Page Background group.
You may choose from the pre-existing ones in the list OR setup a custom picture or text
watermark.
TRINITY EDUCATIONAL SOLUTION 2018

The Watermark will appear on all the pages of the document.

Working With Headers And Footers

The header is a section of the document that appears in the top margin, while the
footer is a section that appears in the bottom margin.
Select Insert Tab on the Ribbon
Select Header from the Header & Footer group.
You can either select from the built-in options from the list OR Blank Header/ Footer OR Edit
Header/ Footer from the menu.
The Design tab with Header and Fooler tools appears. It has all the header/footer design option
that you can use for your document.

To Create a Document in Columns Layout

Columns arc used in many types of documents, but are most commonly used in newspapers,
magazines, academic journals and newsletters. To add columns to a Document:
 Select the text you want to format.
 Select the Page layout Tab.
 Click on Columns commands in the Page Setup group.
 Choose the number of columns you want.
 the document changes in the column format.

AutoCorrect Option
Autocorrect option provides feature using which you can replace as you type. It
helps to correct typos and misspellings as they occur. For example, if you
accidently type ‘teh’ Word changes it to ‘the’. This feature saves time and helps
eliminate errors.
Autocorrect is also used to apply special formatting, for example, (C) is changed
to the copyright symbol.

Customizing AutoCorrect

NAMCHI SOUTH SIKKIM Page 9

• Click Office Button.
• Click Word Options.
• Select Proofing in the left pane.
Click Auto Correct Options... button.
• Select the AutoCorrect tab.
. in the section Replace text as you type, under Replace add the abbreviation or
the text you want to replace.
. Under the label With enter the correct text that you want.
• Click Add and then OK.

Thesaurus
Thesaurus quickly shows the synonyms for a word that you type.
• Right-click the word and choose Synonym from the menu that appears
• A menu listing synonyms for the word appears.
• Choose the appropriate word
OR
• Click the Review Tab.
• Click Thesaurus in the Proofing group.
• Research task pane opens with the synonyms listed of the selected word.

Preview before Printing

• Click Office Button (

• Select Print -» Print Preview. The document open in the Print Preview mode.
• Click Print to print the document or Close Print Preview to come back to the document in
original mode. I
You can modify page margins, orientation, page size, etc in Print Preview mode.

To QuickPrint the Document

Click Office Button.
Select Print --> QuickPrint
TRINITY EDUCATIONAL SOLUTION 2018

The document prints to the default printer.

To Print the Document

• Click Office Button.
Select PrintPrint. The Print dialog box appears.
Select the pages you would like to print - All pages, Current page or range of pages.
Select the number of copies.
Check the Collate if you are printing multiple copies of a multipage document. ,
Select the printer from the drop down list.
Click on Options… button and you can set other printing options,
for example if you need to print the background colour or not.
Click OK to print.

Mail Merge
Mail Merge is a tool that allows you to easily produce personalized multiple letters, labels and
more using information stored in a list, database or spreadsheet.

To use mail merge:

•Select Mailings Tab on the Ribbon
• Click on the Start Mall Merge command
• Choose Step by Step Mall Merge Wizard...
The Mail Merge Task Pane appears that will guide you through the six main steps to complete
the task. You will have many decisions to make during the process. The following is an
example of how to create a form letter and merge the letter with a data list.

• Select Letters for the document type in the Mail Merge Task Pane
• Click Next: Starting document at the bottom of the task pane to move to Step 2.
• Select the Starling Document. Choose Start from a template and then select any template from
Letters tab for our example.
• Click Next:Select recipients at the bottom of the task pane to move to Step 3.
• Select Type a new list button,since we don't have an existing list of recipients.
• Click on Create in the task pane to create a data source. A New Address List dialog box
appears.
 Enter the data only for the columns Title,First Name, Address Line1, City, Pin Code. Enter
the complete name in the First Name Column itself. Click New Entry to add more than one
record.

NAMCHI SOUTH SIKKIM Page 11

 You may Customize the address list by clicking on the customize button. You can add new
columns, delete the column you don't need,rename a column or change the column order in
the Customize Address List dialog box. For example, we will delete the columns Last
Name, State and Country from the column list. Select these columns one by one and click
delete button after each selection. You will need to confirm each deletion. After deleting all
the required columns, rename the column 'First Name' to 'Name'. Click ok to save the
changes.
After data entry, when you click OK, it asks for the file name and location
Provide the required information and click Save.
 The Mail Merge Recipients dialog box appears and displays all the records in the list. jb
 You can refine the recipients list using sort, filter or other options available in
the dialog box.
 Click OK once you have ensured that the data list is correct.
 Click Next:Write your letter to move to Step 4.
 Since we had started with a template, we need not type any letter. Else, you
can type a letter now if you don't have one.
 Also notice «AddressBlock» and «GreetingLine» in the letter. This is
where the personalized information will appear in the completed letter after
merging.
 To see how to add these information, simply place your cursor where you
want to insert the information. Click on Address Block or Greeting Line and a dialog box
appears. Specify what and how you want the informationn to appear and Click OK. You can
see a placeholder has appeared in the document.
 You can display more fields by using the option More items… from the task pane and
selecting the required field from the Insert Merge Field dialog box.
 Once you have set all the place holders for the information and completed your letter, click
Next: Preview your letters.
 When you have previewed the letters to ensure that the information from the
data records appeared correctly in the letter, click Next: Complete the Merge.
 Click Print to print the letters. Select All and click OK.