Module:2
Word Processing Using Microsoft Word
Introduction to Word Processors and Interface Overview
A word processor is an application software used for creating, editing, formatting,
and printing text-based documents. It helps users prepare professional documents
like letters, reports, memos, and resumes efficiently. Unlike a traditional
typewriter, you can easily make corrections without retyping the entire text. It
provides tools such as spell check, grammar check, and word count for accuracy.
Common examples include Microsoft Word, Google Docs, and LibreOffice
Writer.
1. Text Editing
The text editing feature allows users to easily add, delete, copy, cut, and move
text within a document. You can make quick corrections or rearrange sentences
without retyping the entire file. It also supports features like Undo and Redo to
reverse or restore recent changes. This makes writing and revising documents
much faster and more flexible. For example, if a paragraph needs to be shifted to
the top, it can be moved instantly using the cut-and-paste option.
2. Formatting
Formatting helps to enhance the appearance and readability of a document. It
allows you to modify font style, size, color, and alignment to give a professional
look. You can also adjust line spacing, margins, and paragraph styles for better
presentation. Formatting tools include options for bold, italics, underline, and
highlighting important points. For example, you can make a heading bold and
center it, while keeping the rest of the text justified for neatness.
3. Spell and Grammar Check
This feature automatically detects spelling and grammatical errors while typing.
The software highlights incorrect words with red or blue underlines and provides
suggested corrections. It ensures that the document is error-free and professional
before printing or sharing. You can also add specific terms to the dictionary to
avoid future flagging. For example, if you type “recieve,” Word will suggest the
correct spelling “receive.”
4. Insert Tools
Insert tools allow users to add various objects and elements into their documents
to make them more informative and attractive. You can insert images, tables,
charts, shapes, symbols, and hyperlinks wherever needed. This helps in
presenting data clearly and improving visual appeal. For instance, you can insert a
table to display student marks or a chart to show performance trends. You can also
insert page numbers, headers, and footers to organize the document.
5. Templates
Templates are pre-designed document layouts that make creating new documents
faster and easier. They provide a ready-made structure where you just replace the
sample text with your own content. Templates are available for different purposes
such as resumes, reports, letters, and invoices. This saves time and ensures a
consistent professional format. For example, instead of designing a resume from
scratch, you can select a “Resume Template” and simply fill in your details.
6. Printing Options
Word processors provide a variety of printing and page setup options for
professional output. You can set page size, orientation (portrait or landscape),
margins, and paper type before printing. The Print Preview option helps you see
how the document will look on paper, avoiding mistakes. Users can also choose to
print specific pages or sections of a long file. For example, you can print only the
first three pages of a report instead of the entire document.
Creating a New Document
A new document is created when you want to start fresh work in a word processor
such as Microsoft Word. It opens a blank page where you can type, insert images,
tables, and create any type of professional or academic document. You can also
choose pre-designed templates if you need a specific format (for example, a
letter, resume, or report). Creating a new document helps you start clean, keeping
your content separate from older files.
Steps to Create a New Document in MS Word:
[Link] Microsoft Word
Click on the Start Menu → Microsoft Word to launch the application.
[Link] “New” Option
Once Word opens, click on the File tab located at the top-left corner of the
window.
[Link] “Blank Document”
From the options displayed, choose New → Blank Document to open a new page.
This gives you a fresh, empty workspace to begin typing your content.
[Link] a Template (Optional)
If you prefer a ready-made layout, click on Templates and select one that fits your
need (e.g., Resume Template, Report Template).
[Link] Typing or Inserting Content
You can now type text, add images, tables, or other elements in the blank area.
[Link] Shortcut:
You can also press Ctrl + N on your keyboard to instantly create a new blank
document.
Saving a Document
Saving a document ensures that all your work is stored securely on your
computer or other storage devices for future access. Without saving, any changes
or typed content may be lost if the program closes unexpectedly. Microsoft Word
allows you to save documents in different file formats such as .docx, .pdf, .rtf, or
.txt, depending on your needs. Saving also lets you name the file and choose a
location (like Desktop, Documents, or a specific folder) to easily retrieve it later. It
is recommended to save frequently while working to avoid losing important data.
Steps to Save a Document in MS Word
[Link] on the File Tab
Open your Word document and click on the File tab in the top-left corner of the
screen.
[Link] “Save” or “Save As”
Save: Use this option to save the document if it is already named.
Save As: Use this option when saving for the first time or saving a copy with a
new name.
[Link] Location
Select the folder or drive where you want to save your document (e.g., Desktop,
Documents, USB drive).
[Link] File Name
Type a meaningful name for your document that reflects its content (e.g.,
Student_Report_2025).
[Link] File Format
Choose a format from options like Word Document (.docx), PDF (.pdf), or Rich
Text Format (.rtf).
Different formats are used depending on whether you want to edit it later (.docx) or
just share a read-only copy (.pdf).
[Link] Save
Once all selections are made, click the Save button. The document is now stored in
your chosen location.
[Link] Shortcut:
You can press Ctrl + S anytime to save changes quickly without going through
menus.
Opening an Existing Document
Opening a document allows you to access files that were previously saved on
your computer or external storage. This feature is essential when you need to view,
edit, or print old work such as assignments, reports, letters, or projects. Microsoft
Word provides easy access through the File → Open option or by using the
Recent Documents list, which shows files you worked on recently. Using this
feature, you can continue work from where you left off without starting from
scratch. Keyboard shortcuts like Ctrl + O make opening documents faster.
Steps to Open an Existing Document in MS Word
[Link] Microsoft Word
Open the Word application by clicking Start Menu → Microsoft Word.
If Word is already open, you can go to the File tab to access your documents.
[Link] on File → Open
Click on the File tab at the top-left corner of the screen.
Select Open from the menu that appears.
[Link] the Document Location
Browse to the folder or drive where the document is saved (e.g., Documents,
Desktop, or USB drive).
You can also open documents saved on OneDrive or other cloud storage if
available.
[Link] the Document
Click on the file name you want to open.
Ensure you select the correct file format, usually .docx for Word documents.
[Link] Open
After selecting the document, click Open. The file will appear in the document
area of Word, ready for viewing or editing.
[Link] Recent Documents (Optional)
Click File → Recent to quickly access files you opened recently without browsing
folders.
This is convenient for documents you work on frequently.
[Link] Shortcut
Press Ctrl + O to instantly open the dialog box and browse for your file.
Formatting Text
Font Formatting in a Word Processor
Font formatting allows you to change the appearance of text to make your
document more readable, attractive, and professional. It helps highlight important
content such as headings, subheadings, and key points. You can modify the font
style, size, color, and apply effects like bold, italics, underline, highlight, or
text effects. Proper font formatting not only improves readability but also
enhances the visual appeal and structure of the document. For example, report
titles can be bold and larger, while the main text remains normal, making it easier
to distinguish sections.
Steps to Format Text in MS Word
1. Select the Text
Highlight the portion of text you want to format using your mouse or keyboard.
[Link] to Home Tab → Font Group
Click on the Home tab on the Ribbon.
Locate the Font group, which contains all the text formatting options.
3. Choose Font Style
Click the Font dropdown to select a style (e.g., Arial, Times New Roman, and
Calibri).
Font style changes the appearance and overall look of your text.
4. Set Font Size
Select the Font Size dropdown to adjust the size of your text.
Larger sizes are usually used for headings, and smaller sizes for body text.
[Link] Font Effects
Use Bold (B), Italics (I), or Underline (U) to emphasize important words.
You can also change the font color or highlight text using the corresponding tools.
6. Additional Options (Optional)
Click on the small Font dialog box launcher (bottom-right of the Font group) for
more options like strikethrough, subscript, superscript, and text effects.
7. Preview and Apply
As you make changes, the selected text updates in real-time.
Adjust formatting until your document looks professional and readable.
Paragraph Alignment
Paragraph alignment determines how text is positioned between the left and
right margins of a page. Proper alignment gives the document a clean and
organized appearance, improving readability and presentation. Word processors
like MS Word provide four main types of alignment — Left, Center, Right, and
Justify. Each alignment type serves a specific purpose, depending on the kind of
document or content being prepared. For instance, reports and essays often use
justified text, while titles or headings are usually center-aligned.
Types of Alignment
[Link] Align
This is the default alignment in most word processors.
The text lines up neatly with the left margin, while the right edge remains uneven.
Commonly used for letters, essays, and reports where readability is important.
Shortcut: Ctrl + L
[Link] Align
The text is positioned in the middle of the page between both margins.
Often used for titles, headings, invitations, or certificates.
Creates a balanced and formal appearance for headings.
Shortcut: Ctrl + E
[Link] Align
The text lines up along the right margin, with an uneven left edge.
Used for dates, signatures, or small text notes at the end of a document.
Adds a neat, professional touch to formal letters or reports.
Shortcut: Ctrl + R
4. Justify
Adjusts text so that it is evenly spaced between both margins.
It provides a clean and aligned block of text, giving the document a printed or
newspaper-style look.
Commonly used for reports, articles, or research papers.
Shortcut: Ctrl + J
Steps to Change Paragraph Alignment in MS Word
[Link] the Text
Highlight the paragraph or section of text you want to align.
[Link] to the Home Tab → Paragraph Group
On the Ribbon, click the Home tab and locate the Paragraph group.
3. Choose an Alignment Option
Click one of the four alignment icons — Left (Ctrl + L), Center (Ctrl + E), Right
(Ctrl + R), or Justify (Ctrl + J).
[Link] and Review
The alignment change will apply instantly to your selected text.
Review your document to ensure uniformity and a professional layout.
Indentation
Indentation refers to the space between the margin and the beginning of a paragraph. It helps in
improving the readability and gives a neat, organized look to the document.
There are mainly four types of indentation:
Left Indent: Moves the paragraph away from the left margin.
Right Indent: Moves the paragraph away from the right margin.
First Line Indent: Indents only the first line of a paragraph.
Hanging Indent: Indents all lines except the first line.
Steps to Apply Indentation (MS Word):
1. Select the paragraph or text.
2. Go to the Layout or Home → Paragraph group.
3. Click on the Increase Indent or Decrease Indent button.
4. Or, open Paragraph Settings → under Indentation, adjust the values for
Left or Right.
Bullets
Bullets are symbols (•, ○, ▪ etc.) used to list items that do not require any particular
order. They make lists easy to read and visually appealing.
Steps to Apply Bullets:
1. Select the text or list items.
2. Click on the Home tab → Bullets icon (●).
3. Choose a bullet style from the dropdown list.
4. To customize, click Define New Bullet to select a different symbol or picture.
Example:
List of input devices:
• Keyboard
• Mouse
• Scanner
Numbering
Numbering is used to create ordered lists where sequence or ranking matters. It can
use numbers (1, 2, 3), letters (a, b, c), or Roman numerals (I, II, III).
Steps to Apply Numbering:
1. Select the text to be numbered.
2. Go to Home tab → Numbering icon (1, 2, 3).
3. Choose a numbering style from the list.
4. Use Define New Number Format to customize the appearance.
Working with Headers and Footers
Header
A header is the section at the top of every page in a document. It is used to
include important information that you want to appear consistently on all pages,
such as the document title, author’s name, date, or page numbers. Headers give
the document a professional and organized appearance and help readers identify
the document easily. Once a header is added, it automatically appears on all pages
unless you choose to customize or remove it. Headers are especially useful for
reports, assignments, research papers, or official letters.
Steps to Add or Edit a Header in MS Word
[Link] Your Document
Launch Microsoft Word and open the document where you want to add or edit a
header.
[Link] to the Insert Tab
Click on the Insert tab located on the Ribbon at the top of the screen.
[Link] Header
In the Insert tab, click Header in the Header & Footer group.
A drop-down menu will appear with pre-designed header styles.
[Link] a Style or Create a Custom Header
Select a style from the gallery or choose Edit Header to create a custom header.
Enter Header Content
Type the information you want, such as document title, author name, date, or
page numbers.
You can also insert images, logos, or shapes if required.
[Link] and Close Header
After entering the content, click Close Header and Footer on the Ribbon or
double-click outside the header area.
The header will now appear on all pages automatically.
[Link] or Remove a Header
To edit, double-click on the header area and make changes.
To remove, select Header → Remove Header from the Insert tab.
Footers in a Word Processor
A footer is the section that appears at the bottom of every page in a document. It
is used to display information that you want to appear consistently on all pages,
such as page numbers, file name, author name, or copyright information.
Footers help maintain uniformity and professionalism, and make it easier for
readers to navigate through multi-page documents. Like headers, footers are
especially useful in academic assignments, reports, or official business
documents. Once added, a footer automatically appears on all pages unless
customized differently for specific sections.
Steps to Add or Edit a Footer in MS Word
[Link] Your Document
Launch Microsoft Word and open the document where you want to insert or edit a
footer.
[Link] to the Insert Tab
Click on the Insert tab located on the Ribbon at the top of the screen.
3. Select Footer
In the Insert tab, click Footer in the Header & Footer group.
A drop-down menu will appear with pre-designed footer styles.
4. Choose a Style or Create Custom Footer
Select a style from the gallery or click Edit Footer to create your own custom
footer.
[Link] Footer Content
Type the information you want, such as page numbers, document title, or
copyright note.
You can also insert images, logos, or shapes if required.
[Link] and Close Footer
After entering the content, click Close Header and Footer on the Ribbon or
double-click outside the footer area.
The footer will now appear at the bottom of all pages automatically.
[Link] or Remove a Footer
To edit, double-click on the footer area and make the necessary changes.
To remove, select Footer → Remove Footer from the Insert tab.
Page Numbers
Page numbers are numerical values placed on each page of a document to indicate
the page order.
They help in organizing long documents like reports, assignments, or books,
making it easier for readers to navigate and refer to specific pages.
Page numbers can be placed at the top (header) or bottom (footer) of a page and
can appear on the left, right, or center.
Steps to Insert Page Numbers (MS Word):
1. Open your document in MS Word.
2. Go to the Insert tab on the Ribbon.
3. Click on the Page Number option in the Header & Footer group.
4. Choose the desired position:
o Top of Page (Header)
o Bottom of Page (Footer)
o Page Margins
o Current Position
5. Select a suitable format or style (for example, “Page 1”, “1 of 10”).
6. Click OK or simply press Esc after selecting the design.
Page Setup
Page setup means arranging and preparing a page before typing or printing.
It defines how your document will look when printed — including page size,
orientation, and margins.
Proper page setup ensures your document fits neatly on the page without cutting
off any content.
You can also set page borders, line spacing, and paper type according to your
requirement.
It is usually done before starting to type a new document.
A well-set page layout gives a professional and balanced appearance to your work.
Steps to Set Up a Page (MS Word):
1. Go to the Layout tab on the Ribbon.
2. Click on the Margins button to set top, bottom, left, and right margins.
3. Choose Orientation – either Portrait (vertical) or Landscape (horizontal).
4. Click Size to select the paper size (e.g., A4, Letter).
5. Open the Page Setup dialog box (bottom-right arrow in Layout tab) for
advanced options.
6. Click OK to apply the settings.
Inserting Tables
A table is a structured way to display data in rows and columns, making
information easier to read and compare.
Tables are used in documents to arrange numerical data, schedules, marks lists,
contact details, etc.
Each small box in a table is called a cell, where we can enter text or numbers.
Using tables helps to organize information neatly instead of writing it in paragraph
form.
You can also format tables with colors, borders, and shading to make them more
attractive.
Tables are widely used in business reports, academic papers, and official letters.
Steps to Insert a Table:
1. Go to the Insert tab.
2. Click on the Table option.
3. Drag to select the required number of rows and columns, or click Insert Table
for custom size.
4. Type the data in each cell.
5. Use Table Design and Layout tabs to apply styles, borders, or shading.
Example:
Name Marks Grade
Asha 85 A
B+
Rahul 78
Inserting Images
Images are pictures or graphics inserted into a document to make it more
attractive, meaningful, and visually clear.
They help to explain ideas that words alone cannot describe effectively.
Images can be photographs, clip art, logos, or illustrations taken from your
device or the internet.
By adding images, a document becomes more engaging and professional in
appearance.
Images can also be resized, cropped, or formatted to fit perfectly within the text.
In reports or presentations, images support your content and make it more
understandable
Steps to Insert an Image:
1. Go to Insert → Pictures.
2. Choose This Device (for saved images) or Online Pictures.
3. Select the desired image and click Insert.
4. Use Picture Tools → Format to resize, crop, or position the image.
Example:
Inserting a company logo on the cover page of a project report.
Inserting Shapes
Shapes are drawing objects like circles, rectangles, arrows, lines, flowchart
symbols, and callouts that help to highlight or explain information.
They are used to create diagrams, organizational charts, or to decorate text in a
document.
Shapes can be filled with color, text, or effects to make them visually appealing.
They help to represent information visually rather than just in text form.
Shapes are often used in reports, posters, and teaching materials to improve clarity.
Using shapes also makes your document look well-organized and creative.
Steps to Insert Shapes:
1. Go to the Insert tab.
2. Click on Shapes.
3. Select the required shape from the list.
4. Click and drag on the document to draw it.
5. Use Shape Format tab to change color, outline, or add text inside the shape.
Example:
Drawing arrows to connect steps in a process chart.
Inserting Charts
Charts are graphical representations of data used to show comparisons, trends, or
relationships clearly.
Instead of reading long tables of numbers, charts make data easier to understand at
a glance.
Common chart types include Column, Bar, Pie, Line, and Area charts.
Each chart type serves a specific purpose — for example, Pie charts show
proportions, while Line charts show progress over time.
Charts are linked to data from Excel, so they update automatically when the data
changes.
Using charts helps in presenting data attractively in reports, research papers, or
presentations.
Steps to Insert a Chart:
1. Go to the Insert tab.
2. Click on Chart.
3. Select a chart type (e.g., Column, Pie, Line) and click OK.
4. An Excel sheet will open — enter your data.
5. Close the sheet; the chart will update automatically.
Example:
Creating a bar chart to show monthly sales performance .
Inserting Hyperlinks
A hyperlink is a clickable link that connects your document to another location —
such as a webpage, another file, an email address, or a specific section of the
same document.
It allows readers to directly access related information without searching for it
manually.
Hyperlinks are mostly used in online documents, project reports, and digital
resumes to add references or resources.
When inserted, a hyperlink usually appears blue and underlined.
They make documents more interactive and professional.
For example, you can add a hyperlink to a company’s website or your email ID in
a report.
Steps to Insert a Hyperlink:
1. Select the text or image you want to make clickable.
2. Go to Insert → Link (or press Ctrl + K).
3. Enter the URL (web address) or choose a file location.
4. Click OK.
5. The selected text will appear blue and underlined.
Example:
Adding a link like Visit our website – [Link] in a project report.
Creating Professional Documents
Creating professional documents means preparing official and well-formatted
materials used in offices, businesses, or academics.
These documents follow a specific structure, language, and layout to convey
information clearly and formally.
Common types include resumes, business letters, reports, and memos.
A professional document should always be neat, accurate, and visually balanced.
MS Word offers various formatting tools and templates that make creating such
documents easier and faster.
Resumes
Meaning:
A resume is a formal document that lists a person’s education, skills, experience,
and achievements.
It helps employers evaluate a candidate’s suitability for a job.
A well-designed resume should be clear, short, and visually appealing.
Steps to Create a Resume in MS Word:
1. Open MS Word → File → New.
2. In the search bar, type “Resume” and press Enter.
3. Choose a suitable resume template and click Create.
4. Replace the sample text with your personal details (Name, Contact, Education,
Skills, etc.).
5. Format headings using Styles (e.g., Heading 1, Bold).
6. Save the file using File → Save As.
Business Letters
A business letter is a formal written communication between two parties, such as
companies, customers, or employees.
It follows a proper structure — including sender’s address, date, recipient’s
address, salutation, body, closing, and signature.
It is used for official purposes like requests, complaints, job applications, or
enquiries.
Steps to Create a Business Letter:
1. Open MS Word → Blank Document.
2. Type your address, date, and recipient details at the top.
3. Add a subject line and salutation (e.g., Dear Sir/Madam).
4. Type the body of the letter clearly in short paragraphs.
5. Close with “Yours faithfully” or “Yours sincerely” and add your name and
signature.
6. Use Align Left and proper spacing for a neat appearance.
Reports
Meaning:
A report is a structured document that presents data, findings, or analysis on a
specific topic.
It is often used in education, business, and research.
Reports include parts like Title Page, Table of Contents, Introduction, Body,
Conclusion, and References.
The language should be factual, clear, and well-organized.
Steps to Create a Report:
1. Open a new document in MS Word.
2. Go to Insert → Cover Page to create a title page.
3. Use Headings and Subheadings for different sections.
4. Add charts, tables, or images to support your data.
5. Use Page Numbers and Table of Contents for navigation.
6. Proofread before saving or printing.
Memos
A memo (memorandum) is a short, written message used for internal
communication within an organization.
It is used to share information, give instructions, or make announcements.
Memos are brief, direct, and professional in tone.
Steps to Create a Memo:
1. Open a new Word document.
2. Type the heading MEMO at the top (center or left).
3. Include details like To, From, Date, and Subject.
4. Write the message body clearly in short paragraphs.
5. End with your name, designation, or signature.
6. Format the memo neatly using bold headings for clarity.
Using Templates and Styles
Templates and styles help you maintain consistency and save time while creating
professional documents.
A template is a pre-designed layout (for resumes, letters, reports, etc.) that
contains sample formatting and placeholders.
Styles are predefined text formats (like font type, size, and color) that can be
applied to headings and paragraphs for a uniform look.
Both templates and styles make documents look polished and professional without
manual formatting.
Steps to Use Templates:
1. Open MS Word → File → New.
2. Choose a ready-made template (e.g., Resume, Report, Letter).
3. Click Create.
4. Replace the sample text with your own content.
Steps to Use Styles:
1. Select the text you want to format.
2. Go to the Home tab → Styles group.
3. Choose from styles like Heading 1, Heading 2, Title, or Normal.
4. You can also modify or create new styles for a consistent look.
Printing and Exporting to PDF
Printing and exporting are the final steps in document preparation.
Printing means producing a physical copy of your document on paper using a
printer.
Exporting to PDF means saving the document in a Portable Document Format,
which preserves the layout, fonts, and formatting — making it easy to share or
upload online.
PDFs look the same on any device and are not easily editable, which adds security.
Steps to Print a Document:
1. Click on File → Print.
2. Choose the Printer name.
3. Select the number of copies and page range (e.g., All, 1–3).
4. Check the Preview on the right.
5. Click Print.
Steps to Export as PDF:
1. Click File → Save As.
2. Choose the location (e.g., Desktop).
3. In the Save as type dropdown, select PDF.
4. Click Save.
5. Your document is now saved in PDF format and ready to share or print