Unit 1

MS-Word Basics

1.1 INTRODUCTION
MS-Word is a word processor developed by Microsoft Corporation. With MS-Word,
we can create, edit and print documents according to our requirement.

1.2 WORKING WITH WORD

To start MS-Word, Start > Programs > Microsoft Word or Right Click > New >
Microsoft Word

1.3 PARTS OF MS-WORD SCREEN

i. Control Menu Box – A small box displayed at the top left corner of the Window
ii. Title Bar – The first line at the top of the screen which displays the active
application and the name of the document. It can be used to Move the word Window
on the screen.
iii. Minimize button – It is used to minimize the Word Window.
iv. Restore Button – It is used to restore the window to its previous size, if the window
is maximized.
v. Maximize button – It is used to maximize the window that is restored.
vi. Close Button – It is used to close (exit) MS-Word.
vii. Menu Bar – It is displayed below the Title Bar and contains the Menu Options.
viii. Toolbar – It displays a set of icons to perform different tasks.
ix. Ruler Lines – It displays the Margins, Indents, Tab Positions on a number scale.
Horizontal Ruler is on the Top and Vertical Ruler is to the left of the screen.
x. View Bar – It is displayed below the workspace which can display the document in
Normal view, Online Layout view, Page Layout view or Outline view.
xi. Status Bar – It is at the bottom of the workspace and displays information about
the active document such as Page Number, Number of Words and Language.

1.4 MOVING AROUND THE DOCUMENT

Key Sequence Insertion Point Movement
Arrow Keys Up, down, left or right by one line or one character
PgUp/Pgdn Up or down by one screen
Ctrl + /Ctrl + → Right or left by one word
Ctrl + ↓/Ctrl + ↑ Down or up by one paragraph
Home Beginning of the line
End End of the line
Ctrl + Home Beginning of the Document
Ctrl + End End of the Document
Ctrl + PgUp Previous Page
Ctrl + PgDn Next Page

1.5 EDITING THE TEXT

Text Blocking or Selection -

Block: The selected portion of text is called Block. The blocked portion of text will be
highlighted.
 Methods to Block or Select a text portion:
Click and Drag, Click and Shift Click, Double Click (for a word), Click on the Selection
area (for a line), Ctrl + Click on any part of a sentence (for a sentence), Double Click on
the Selection area (for a paragraph), Ctrl + Click on the selection area (for Whole
Document).

1.6 TEXT FORMATTING

1.6.1 Features of Text Formatting – font style, font size, bold, italic, underline, text color,
text background/highlight, and text border.
Note: All these features are found under “FONT” Dialogue Box (Advanced formatting) also
with some additional features – Underline style, Underline color, Emphasis mark, Effects
(Strikethrough, Shadow, Small caps, Double Stike through, Outline, All caps, Superscript -
text above the normal line, Emboss, Hidden, Subscript – text below the normal line)

1.6.2 Adjusting Space between Characters – Character Spacing is used to control the
distance that appears between the characters. Character Spacing Options – Normal,
Expanded and Condensed are found in the “Character Spacing” Tab of the “Font” Dialogue
Box. Options to control the position of Characters – Raised or Lowered; and Kerning – the
precise amount of Space between Characters, are also found in this tab.
1.6.3 Positioning the Characters – By default, characters are positioned on the normal
line. However, if a text portion is to be printed “Above or Below” the normal line we use the
features “Raised or Lowered” respectively. Options are found in “Advanced” Tab of “Font”
Dialogue Box
Note – there is a difference between Raised and Superscript and Lowered and Superscript.

Examples – A2 + B2 (Raised) and A2 + B2 (Superscript)

A2 + B2 (Lowered) and A2 + B2 (Subscript)

1.6.4 Text Effects – It is used to draw the attention of the readers to certain words in the
document. Various text effect options are found in ‘Text Effect’ sub-tap of “Advanced” tab
found in the “Font” Dialogue Box.

1.7 CHANGE CASE

This Feature is used to convert the text which is already written in UPPERCASE,
lowercase, Sentence case, Capitalize Each Word and tOGGLE cASE. To change the
case, click on “A a” found in the toolbar and select the appropriate option.

1.8 MOVING AND COPYING THE TEXT

Select the text to be moved, click on Cut (scissor) icon found in the toolbar (or press
Ctrl + X), click in a new place and click on the Paste found in the toolbar (or press
Ctrl + V) to move a text.
Select the text to be copied, click on Copy icon found in the toolbar (or press Ctrl +
C), click in a new place and click on the Paste found in the toolbar (or press Ctrl + V)
to move a text.
1.9 UNDO, REDO, AND REPEAT
Undo - Click the Icon in the toolbar (or Ctrl + Z)

Redo and Repeat – Click on the Icon in the Toolbar (or Ctrl + Y)
1.10 FUNCTION, ICON AND SHORTCUT KEYS
Function Icon and Formatting Toolbar Shortcut Keys
Bold Facing Bold Icon Ctrl + B
Italicising Italic Icon Ctrl + I
Underlining Underline Icon Ctrl + U
Size Font size box Ctrl + Shift + P
Text font Font box Ctrl + Shift + F

1.11 SOME SHORTCUT KEYS FOR FORMATTING

Shortcut Keys Action Example
Ctrl + Shift + A All Caps (All Upper Case) ALL CAPS
Ctrl + Shift + K Small Caps SMALL CAPS
Ctrl + U Underline All Underline all
Ctrl + Shift + D Double underline Double underline
Ctrl + Shift + W Word underline Word underline
Ctrl + B Bold Bold
Ctrl + I Italic Italic
Ctrl + Shift + H Hide
Ctrl + = Subscript Subscript
Super
Ctrl + Shift + = Superscript script
Ctrl + F Find and Replace
Ctrl + P Print Menu
Ctrl + Space Bar Reset Character
Ctrl + [ Decrease character size by 1 point at a time
Ctrl + ] Increase character size by 1 point at a time
Ctrl + Shift + < Reduces the font size as displayed in the formatting toolbar
Ctrl + Shift + > Increases the font size as displayed in the formatting toolbar
(E.g., from 9 to 8 or 38 to 36
 Unit 2
PARAGRAPH FORMATTING

2.1 Contents
 Align the Paragraphs
 Specify Line Spacing
 Specify Space Between Paragraphs
 Indent the Paragraphs
 Use Drop Cap
 Specify Borders and Shading
 Specify Bullets and Numbering
 Use Tab Stop
 Find and Replace a Word
 Check the Spelling and Grammar
 Create Columns and Breaks

2.2 Paragraph Options

Paragraph – A text, graphics or other items that is followed by a Paragraph
Mark.
2.2.1 Paragraph Alignment – (Left, Center, Right and Justify)
(Paragraph drop down Box > Indents and Spacing Tab > Alignment and
Choose the desired option)
 By default – Left Aligned (Ctrl + L)
 Centre – Ctrl + E
 Right – Ctrl + R
 Justify – Ctrl + J

2.2.2 Line Spacing – Amount of gap between the lines in a paragraph.

(Single, 1.5 line, Double Lines, At Least, Exactly and Multiple)
(Paragraph drop down Box > Indents and Spacing Tab > Line Spacing and
Choose the desired option)

2.2.3 Paragraph Spacing -

(Paragraph drop down Box > Indents and Spacing Tab > Spacing and set the
desired point)
2.2.4 Paragraph Indents - Four types of indents are there.
Left: Leaves a gap at the left side of a Paragraph
Right: Leaves a gap at the right side of a Paragraph
First Line: Leaves a gap at the beginning of the first line
of a paragraph.

Hanging: Leaves a gap at the Left side of the paragraph

except for the first line in the paragraph.

(Paragraph drop down Box > Indents and Spacing Tab > Indentation and set
the desired point/s)
Note: To remove Paragraph Indents, specify 0 (zero) for the measurements of Left,
Right, First Line and Hanging Indents.

2.3 Drop Cap

It is used to drop the First Character (selected words) of a Paragraph to
spread over more than two line.

(Click on Insert Menu > Drop Cap > choose the desired options)

2.4 Borders and Shading

2.4.1 Paragraph Borders and Shading -
Paragraph borders are used to emphasize a particular portion of the text.
Different styles and colors can be applied to the borders. Shadow can also be
selected for Right side or Left side.

(Click on Borders on the toolbar > Borders and Shading > Choose the desired
options/set the desired points)
2.4.2 Page Borders and Shading –
(Click on Borders on the toolbar > Borders and Shading > Choose the desired
options/set the desired points)
Note: In case of Page Borders and Shading, the selected type of border and
color will be applied to the full page respectively.

2.5 Bullets and Numbering

This feature is used to create a bulleted or numbered list for a selected list of
items by including some symbols or serial number to the left side of the text.

(Click on desired icons on the toolbar > choose the desired symbol or number
formats)
2.6 Tab Stop
Tabs are used to type the text in columns. By default, Tap Stop is set to every
0.5 inch (1.27 CM).

(Go to Paragraph Dialog Box >Tabs… Tab > set the desired points)

2.7 Find, Replace and Go to

This option lets us to find, replace and go to a specific word or phrase or go
to any page, section or line in a lengthy document.

To find a word or a phrase,

(Click on Find icon under Home Menu > type the word or phrase you want to
find)
To replace a word which is already typed,
(Click on Replace icon > type the word you want to replace in ‘Find What Box’
> type the word you want to replace with in ‘Replace with Box’ > Choose the
desired options.)

To go to a specific Page, section or line in a document,

(Click on Replace icon > Click on the ‘Go To’ Tab > choose the desired option>
set the desired number)

2.8 Spelling and Grammar

These options let us to check the spelling of words and possible grammar
and style errors.
A wavy red underline indicates a spelling error and a wavy green/double
blue underline indicates a possible grammar mistake in a sentence.

To correct a word with a spelling error,

(Right Click on the word> choose the correct word displayed in the
short cut menu)

To check possible Grammar errors,

(Select the text portion that needs Checking > Click on “Spelling and
Grammar icon” found under “Review” menu)

Note: Other options include Change, Change all, Ignored, Ignore all, Add, Undo,
Autocorrect, Cancel/Close.

2.9 Auto text

The text entries which are stored and can be inserted by a few shortcut
keys are autotext entries.
2.10 Autocorrect
It is used to get the text that is required immediately after typing the
shortcut name without having a need to press any other keys.

(Right Click on the word> add AutoCorrect> AutoCorrect Options > Key in
“Replace” box and “With” box.)

2.11 Word Count

This feature allows us to count the number of pages, words, characters,
paragraphs and lines in a document.
(Click on ‘Word Count’ under ‘Review Menu’ to see the word count of the
whole document and for a particular portion of the document, the desired
portion must be blocked/selected first.)

2.12 Text Background

Any Pattern (design) or picture can be displayed behind the Text. It is visible
only in Web layout view and will not be printed.

(Click on ‘Page Color” found in the tool bar under Design Menu > Fill Effects >
choose/enter the desired options/points)

2.13 Breaks

Three types of Breaks are there – Page Break, Column Break, Text Wrapping
break, Section Breaks.

2.14 Columns
Columns are used to type the text in different columns.

(Click on ‘Column’ found in the tool bar under Layout menu> Choose the
desired option/ set the necessary point > choose/enter the desired
options/points)
 Unit 3
TABLES, INSERTING OBJECTS AND PAGE DESIGN

3.1 Table
A Table is any information grouped together, arranged in rows and columns.
A Table will have two or more columns and one or more rows. A Table can be useful
for enhancing the presentation of Data in your document. Each intersection of a row
and a column is called a ‘cell’.

3.1.1 Creating Table

Click on the portion of the text where the table must be created > Click
on ‘INSERT’ menu > Table > choose the desired option according to our
specification.

3.1.2 Moving around the Table

Key Movement
TAB To the next cell
Shift + TAB To the previous cell
 Forward one Character
 Backward one Character
 To the previous row
 To the next row
Alt + Home To the first cell in the row
Alt + End To the last cell in the row
Alt + PgUp To the first cell in the column
Alt + PgDn To the last cell in the column

3.1.3 Typing in the Table

To type the text or numbers in the table, move to the appropriate cell and type
it. Once typing is done in one cell, we must press ‘TAB’ key to move to the next cell.

Note – Pressing ‘TAB’ at the end of a row will move the insertion point to the next
row, however, pressing ‘TAB’ at the end of a table will add a row at the bottom.
Pressing ‘ENTER’ at the end of a row will also add a new row.

3.1.4 Selecting the Table

Entire Table – Click on the icon at the top left side of the table
Entire Column and Entire row – Click on the appropriate selection area
Selecting a cell – click on the selection area (left side of the cell)

3.1.5 Inserting and Deleting a Row/Column

Inserting a Row – To insert a row at the end of the table, click inside the last
cell of the table and press ‘TAB’ key.
 To insert a row in the middle of the table – click on the last cell above the
place where the new row is to be inserted > move out of the cell by press right arrow
() key > press ‘ENTER’. Or select an entire row > right click on any cell of the row >
Insert > chose ‘Row above/below’.

Inserting a column – To Insert a column, select an entire column > right click on
any cell of the column > Insert > chose ‘Columns to the left/right’.

Deleting a Row/Column – Right click on any cell of the row/column > Delete cell >
choose the appropriate option or Select the entire row/column to be deleted > right
click on any cell of the row/column > choose ‘Delete rows/columns’.

3.1.6 Table Properties

Setting row/column/cell Height and width – Select the row/column/cell > go to
‘Layout’ menu > set the desired point appropriately in ‘Height’ and ‘Width’. We call
also set the height and width manually by using mouse.
Other properties include Table Alignment, Text Wrapping and cell alignment.

3.1.7 Applying Borders

Related options are found in ‘Borders and Shading’ dialogue Box.

3.1.8 Sorting a Table

Select the data to be sorted > click on ‘sort’ icon in the toolbar > choose
appropriate options form the dialogue box.

3.1.9 Table Auto Format

There are table designs that does not need any formatting. We can choose
those auto format tables from ‘Table Designs’ menu.

3.1.10 Merging the cells

To merge two or more cells, select the cells to be merged > click on ‘Merge
Cells’ icon found under ‘Layout’ menu or select the cells to be merged > right click on
any selected cell > choose ‘Merge cells’.

3.1.11 Splitting the Cells

To split a cell, select the cell > click on the ‘Split Cell’ Icon under ‘Layout’
menu and specified the number of rows and column > Click on ‘OK’ or select the cell
to be split > right click on it > specified the number of rows and column > click on
‘OK’.

3.1. 12 Converting table into text and text to table

To convert a table into text, select the table > click on ‘Convert to Text’ Icon
found in the toolbar.

Note: Table Operations are practical.

3.3 INSERTING OBJECTS
We can insert date and time, symbol, pictures and word art.

3.3.1 Inserting Date and Time – Click on ‘Insert’ menu > ‘Date and Time’ Icon >
choose the desired format.

3.3.2 Inserting Symbol – Click on ‘Insert’ menu > ‘Symbol’ Icon > choose the desired
symbol. We can also choose special characters here and insert in the document.

3.3.3 Inserting Shapes – Click on ‘Insert’ menu > ‘Shapes’ Icon > choose the desired
shape > click and drag-draw it at the portion of the text we want to insert it.

3.3.4 Inserting Pictures – Click on ‘Insert’ menu > ‘Pictures’ Icon > choose the picture
location > choose the picture > click on ‘Insert’

3.3.5 Inserting WordArt – Click on ‘Insert’ menu > ‘WordArt’ Icon > choose the
desired word art style

3.4 HEADER & FOOTER

Header is the text that will be printed at the top of every page and footer will
be printed at the bottom of the page.

To insert Header or Footer – Click on ‘Insert’ menu > ‘Header/Footer’ Icon > choose
from the different available styles. We can also edit or delete Header/Footer by
clicking Edit or Delete option after the above procedure respectively.

Note: We can also add/Insert Page Numbers, Text Box, Smart Charts, Charts and
Watermarks (found under ‘Design’ menu). They can also be found under other menu
depending on the MS-Office Suite version.

3.5 FOOTNOTES & ENDNOTES

They are the Reference Notes written at the end of the same page or at the
end of the document.

To insert Footnote/Endnote, Place the insertion point at the position where

note mark has to appear, click on ‘Reference’ menu > click on ‘Footnote’/ ‘Endnote’
Icon.

Note: Operations and editing the Inserted Objects are practical.

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Contents derived from MS Office Guide Book published by Prime Educations.

Table 2

SALES REPORT FOR THE MONTH OF MAY IN DIFFERENT BRANCHES

UDUPI MANGALORE MANIPAL
ITEM RATE QTY RATE QTY RATE QTY
LUX 7.50 25 7.40 30 8.00 32
CAMAY 9.00 10 8.75 15 8.90 20
BREEZE 6.00 35 6.25 80 6.50 40
GANGA 7.00 20 7.10 40 7.25 20
CINTHOL 7.25 10 7.30 40 7.50 10

Word Art Exercise