Creating Document Using Microsoft Word 2024
We can create our new document using by using file menu. Then click on
new sub menu as in following figure and the we can select blank
document if we are starting from blank page.
Moving Around the document
Key sequence Insertion point movement
Arrow keys Up, down, left or right by one line or one
character
Pg Up/Pg Dn Up or down by one screen
Ctrl / Ctrl Right or left by one word
Ctrl / Ctrl Up or down by one paragraph
Home Beginning of line
End End of line
Ctrl + Home Beginning of document
Ctrl + End End of Document
Ctrl+ Alt + PgUp Previous Page
Ctrl+ Alt + PgDn Next Page
Opening existing documents
We can open an existing document by using file menu clicking on open
submenu. Then locate the file and double click it.
Saving the document
If the document is to be saved with the new name with the contents being
preserved with existing name, then we click on file> Saves and then give
the new file name box and then click save.
Close the document
Choose File>Close to close the existing open document.
Help
We can click Help option in the menu bar. Then select Microsoft Office
Work Help or the other desired options.
File operation in MS Word
Copy a file
Select the desired file and right click mouse and click copy. Then
locate and open the folder/drive where the file needs to be copied
and then right click and paste.
Moving a file
Select the desired file and right click on the mouse and click cut
then go to the folder/drive where the file needs to be moved then
right click mouse and click paste.
Renaming a file
Select the desired file and right click on the mouse and select
rename give the new file name.
Delete
Select the file that needs to be deleted then right click and click
delete.
Find text
On the edit menu click find
Find and Replace text
a. On the edit menu, clicks replace.
b. On the replace with box, enter the replacement text.
c. On the find what box, enter the text we want to search
d. Click find next, replace or replace all as required. To cancel a
search in progress press ESC.
Page set up
Click on file> page set up to define page of document, to set
margins, size of page, orientation etc. as per the requirement.
Printing document
We can print the active document by clicking file>print. Then select
the necessary options as required. To display each page as how it
will look when printed click print preview inside file option.
Formatting a document
Formatting a document means changing the outlook of a document.
Following topics are covered under this heading.
I. Alignment
Alignment is the way the text is titled. We have following type of
alignments.
a. Left alignment: texts are written from left.
b. Right alignment: text is written from right.
c. Centre alignment: text is written from center i.e. middle of line.
d. Justification: It is addition of spaces between words so that each line
is exactly of same length.
II. Line Spacing
We can click format then select paragraph then select indent and spacing
tab. Then lastly select the required line spacing and press enter. Line
spacing is space between two lines. Following 3 type of line spacing are
available.
a. Single line spacing
b. Double line spacing
c. 1.5 line spacing
III. Font
Font is style of text or letters. Click on format>font. From this we can give
font name, font style, font size, font color, special effects (superscript,
subscript, strike through)
IV. Bullet and Numbering
Bullets are symbols that provide uniform numbering of lists.
a. Select required paragraphs.
b. Click over format> Bullet and numbering. Then select the required
bullet/number style.
V. Newspaper columns
We can write text in a page in any number of columns by going through
format>column.
VI. Drop Cap
I. We can create large dropped initial capital letter.
II. Click the paragraph that you want to begin with a “drop cap”, a
large dropped initial capital letter.
III. Then click on format> Drop cap
IV. Select Dropped or in margin as desired
To remove drop cap, select name after format>drop cap.
VII. Changing case:
We can change the case of text as lower case or uppercase.
Select the text for changing case.
Click on format>change case.
Select the desired option for changing case.
VIII. Theme
Clock on Format> theme and select the desired theme to apply on the
document. Themes are predefined and inbuilt design and patterns in the
page. Theme cannot be printed.
IX. Creating background
Background is used for webpages and are only visible in the web layout
view. Click on format>background and select necessary color to provide a
background.
Tools
Following type of tools are discussed under this section.
i. Checking spelling and grammar (Thesarus)
a. On the tool menu, click options and then click the spelling and
grammar tab. But to check grammar mark the check grammar box
also can be used.
b. Numbers of words are displayed on the screen (in suggestion box)
Select the desired word.
c. Click on change button, then the word will be replaced by the
selected word.
ii. Auto correct
It automatically corrects spelling mistake that we tend to make
while typing. We can turn the auto correct feature on or off from
tools>autocorrect option.
iii. Mail merge
Mail merge facility in MS-word allows to merge address information
from one file with textual information of another file. In simple words
mail merge is process of combining two documents together to form
a single and meaningful document together to form a single and
meaningful document. This is a useful function when dealing with
standard forms or letter. List of names and address can be kept on a
file and update when necessary and “Merged” with standard
forms/letters.
Following steps are there for mail merge:
Create main document
Create secondary document
In the main document, insert merge fields, which are place holders
that tell MS-word where to insert data from the data source.
Merge data from the data source into the main document.
Creation of table in word
MS-word has facility to create a data table consisting of number of rows
and columns. To create a blank table, click on Table>Insert>Table.
Then give number of rows and number of column and click [Link]
objects
1. Symbol
We can insert symbols like β, α, ≤, ≥, ÷, ©, ≠, £ etc. by clicking on
Insert>symbol.
2. Foot note and End note
Foot note and end note are two separate set of notes that can be used to
explain the text in a document. Foot note is the reference text which are
displayed the bottom of the same page. End note is the reference text
which are displayed at the bottom of document.
3. Pictures and clip art
We can click on Insert>picture>clipart to insert the desired picture
in the document as clipart.
4. Hyper link
If we make a hyperlink on word or text by clicking of such hyperlink
some other documents of website will be opened. To give hyperlink
we need to click insert>hyperlink. Then give the necessary file
location.
Superscript and Subscript
Superscript is a character which appears slightly upper than normal
character.
For example, a3 +b3 Here 3 is superscripted character.
Subscript is a character which appears slightly lower than the normal
character.
For example, H2O here 2 is subscripted character.
To superscript a character goes to format>font and then check the box of
superscript. Similarly check the box of subscript for subscripting.
Creating a header or footer
i. On the view menu, click header or footer.
ii. To create a header, enter text or graphics in the header area.
iii. To create a footer, click switch between header and footer to move
to the footer area and enter text as footer.
iv. When the work id finished click close.
Insert page number
On the insert menu, click page number.
In the position box specify whether to print page numbers in the
header at the top of the page or in the footer at the bottom of page.
Word wrap
In Microsoft word, when a word runs over the end of line, MS-word
automatically moves the whole word down to the next line. This whole
phenomenon is word wrap. The user doesn’t have to push carriage return
at the end of each line.
Editing in MS-Word
Copy and move text
Find and replace the text
Redo and undo:
Redo means doing the recent done work again. Ctrl + Y can be used
to perform Redo operation.
Undo is cancelling recently done work. Ctrl + Z is used to perform
Undo operation