Module 2 Microsoft Word Detailed Notes Part 3
Introduction
Microsoft Word is a powerful word processing application developed by Microsoft. It is part of the
Microsoft Office suite and is widely used for creating, editing, and formatting documents.
Basic Features
1. Creating and Formatting Documents:
o New Document: Open Word and select “New” to start a new document.
o Formatting Text: Use the toolbar to change font, size, color, and style (bold, italic,
underline).
o Paragraph Formatting: Adjust alignment, line spacing, and indentation.
2. Inserting Elements:
o Images: Go to “Insert” > “Pictures” to add images from your computer.
o Tables: Use “Insert” > “Table” to create tables for organizing data.
o Footnotes and Endnotes: Add references by selecting “References” > “Insert
Footnote” or “Insert Endnote”.
3. Reviewing and Editing:
o Track Changes: Enable “Track Changes” under the “Review” tab to monitor edits.
o Comments: Add comments by selecting text and clicking “New Comment” under the
“Review” tab.
Features
1. Styles and Templates:
o Styles: Use predefined styles for headings, titles, and subtitles to maintain
consistency.
o Templates: Start with a template for resumes, reports, or newsletters by selecting
“File” > “New” and choosing a template.
2. Collaboration:
o Sharing: Share documents with others by clicking “Share” in the top-right corner and
entering their email addresses.
o Real-time Collaboration: Work on documents simultaneously with others using
OneDrive or SharePoint.
3. Customization:
o Macros: Automate repetitive tasks by recording macros (View > Macros > Record
Macro).
o Add-ins: Enhance functionality with add-ins available from the Office Store.
Detailed Features
1. Home Tab:
o Clipboard: Cut, copy, and paste text.
o Font: Change font type, size, color, and apply text effects.
o Paragraph: Adjust alignment, indentation, and spacing.
o Styles: Apply predefined styles to text for consistent formatting.
2. Insert Tab:
o Pages: Insert cover pages, blank pages, or page breaks.
o Tables: Create and format tables.
o Illustrations: Add pictures, shapes, icons, and SmartArt.
o Links: Insert hyperlinks, bookmarks, and cross-references.
o Header & Footer: Add and edit headers, footers, and page numbers.
o Text: Insert text boxes, WordArt, and drop caps.
o Symbols: Insert equations and special characters.
3. Design Tab:
o Document Formatting: Apply themes, colors, fonts, and effects.
o Page Background: Add watermarks, page colors, and borders.
4. Layout Tab:
o Page Setup: Adjust margins, orientation, size, and columns.
o Paragraph: Control indentation and spacing.
o Arrange: Position objects, wrap text, and align objects.
5. References Tab:
o Table of Contents: Create and update a table of contents.
o Footnotes: Insert and manage footnotes and endnotes.
o Citations & Bibliography: Add citations, manage sources, and create bibliographies.
o Captions: Insert captions for figures and tables.
o Index: Create and update an index.
o Table of Authorities: Compile a list of references in legal documents.
6. Mailings Tab:
o Create: Start mail merge for letters, envelopes, labels, and emails.
o Write & Insert Fields: Insert merge fields and rules.
o Preview Results: Preview and finish the mail merge.
7. Review Tab:
o Proofing: Check spelling, grammar, and word count.
o Language: Set language preferences and translate text.
o Comments: Add, delete, and navigate comments.
o Tracking: Track changes and manage revisions.
o Compare: Compare and combine documents.
o Protect: Restrict editing and add digital signatures.
8. View Tab:
o Views: Switch between read mode, print layout, and web layout.
o Show: Display rulers, gridlines, and navigation pane.
o Zoom: Adjust zoom level and view multiple pages.
o Window: Manage multiple document windows.
o Macros: Record, run, and manage macros.
Tips for Efficient Use
Keyboard Shortcuts: Learn shortcuts like Ctrl+C (copy), Ctrl+V (paste), and Ctrl+Z (undo) to
speed up your workflow.
AutoSave: Enable AutoSave to automatically save your work to OneDrive or SharePoint.
Navigation Pane: Use the Navigation Pane (View > Navigation Pane) to quickly jump between
sections of your document.
some advanced formatting options in Microsoft Word that can
help you create professional and polished documents:
1. Styles and Themes
Styles: Apply consistent formatting to headings, paragraphs, and other text elements. You
can customize and create new styles to fit your document’s needs.
Themes: Change the overall look of your document by applying a theme that includes
coordinated colors, fonts, and effects.
2. Section Breaks
Section Breaks: Divide your document into sections to apply different formatting to each
section. For example, you can have different headers, footers, or page orientations within the
same document.
3. Columns
Columns: Format text into multiple columns, which is useful for newsletters, brochures, and
articles. You can adjust the width and spacing of columns to suit your layout.
4. Text Effects and Typography
Text Effects: Add visual effects like shadows, reflections, and glow to your text.
Typography: Use advanced typography features such as ligatures, stylistic sets, and number
forms to enhance the appearance of your text.
5. Tables and Charts
Tables: Create and format tables with advanced options like cell shading, borders, and styles.
You can also sort data and perform calculations within tables.
Charts: Insert and customize charts to visually represent data. You can choose from various
chart types and styles.
6. Headers and Footers
Headers and Footers: Customize headers and footers with different content for odd and
even pages or different sections. You can also add elements like page numbers, dates, and
document titles.
7. Footnotes and Endnotes
Footnotes and Endnotes: Add footnotes and endnotes to provide additional information or
citations. You can customize their numbering and placement.
8. Advanced Page Layout
Margins and Indents: Adjust margins and indents for precise control over text placement.
Orientation and Size: Change the page orientation (portrait or landscape) and size to fit your
document’s requirements.
9. Watermarks and Backgrounds
Watermarks: Add watermarks to your document for branding or confidentiality purposes.
Backgrounds: Customize the page background with colors, gradients, or images.
10. Macros
Macros: Automate repetitive tasks by recording macros. This can save time and ensure
consistency in your document formatting.
11. Advanced Find and Replace
Find and Replace: Use advanced options to search for specific formatting, styles, or special
characters and replace them as needed.
12. Customizing the Ribbon and Quick Access Toolbar
Ribbon: Customize the Ribbon to add or remove commands and create new tabs or groups.
Quick Access Toolbar: Add frequently used commands to the Quick Access Toolbar for easy
access.
These advanced formatting options can help you create more sophisticated and professional
documents.
Here are some useful keyboard shortcuts for formatting in Microsoft Word:
Text Formatting
Bold: Ctrl + B
Italic: Ctrl + I
Underline: Ctrl + U
Strikethrough: Ctrl + D (opens Font dialog, then select Strikethrough)
Subscript: Ctrl + =
Superscript: Ctrl + Shift + =
Clear Formatting: Ctrl + Spacebar
Font and Size
Increase Font Size: Ctrl + Shift + >
Decrease Font Size: Ctrl + Shift + <
Increase Font Size by 1 Point: Ctrl + ]
Decrease Font Size by 1 Point: Ctrl + [
Paragraph Formatting
Align Left: Ctrl + L
Align Center: Ctrl + E
Align Right: Ctrl + R
Justify: Ctrl + J
Increase Indent: Ctrl + M
Decrease Indent: Ctrl + Shift + M
Single Line Spacing: Ctrl + 1
Double Line Spacing: Ctrl + 2
1.5 Line Spacing: Ctrl + 5
Miscellaneous
Apply Bullets: Ctrl + Shift + L
Copy Formatting: Ctrl + Shift + C
Paste Formatting: Ctrl + Shift + V
Open Font Dialog Box: Ctrl + D
Reveal Formatting Pane: Shift + F1
These shortcuts can help you format your documents more efficiently.
Microsoft Word
Microsoft Word is the most suitable software utilized for building text files. These text files can
be altered and transferred from the creator to others and edited by them as well.
MS Word developed by Microsoft is one of the most widely used programs of Microsoft Office
suite. This article gives an introduction to MS Word, its various features, and its uses in detail.
It is one of the office productivity applications involved in the Microsoft Office suite. Formerly
developed by Charles Simonyi and Richard Brodie, software engineers. It was first released in
1983. Any word file is by default saved with the extension “.doc”.
Introduction to MS Word
What is ms word? Microsoft Word enables us to create professional-quality reports, documents,
resumes, and letters. Unlike a plain text editor, Microsoft Word has highlights including grammar
check, spell check, image support, text and font formatting, advanced page layout, HTML
support, and more.
Follow these simple steps to open MS Word on your individual computer:
Click on Start →Go to All Programs → Select MS Office → Then select MS Word.
One can create MS Word doc by these simple steps:
Step 1: Open Microsoft Word with the above step.
Step 2: Once the program is open, click on->Microsoft office button(For Windows 7) or File(For
Windows 10) succeeded by->” New” and this will open a new doc.
MS Word is utilized by people of every age group, in schools, in colleges, and for official purposes
as well, therefore having proper knowledge of Microsoft Word is a necessity.
Features of Microsoft Word
This is how MS Word window looks like (version 2007):
As a word processing application, there are the following functions available:
To process any instructions on the existing text in Word, first, the user requires to choose the
text. To select any text, the user needs to put the cursor before the word and press the Shift +
Right arrow. Alternatively, the user can place the cursor after the word ends and press Shift + Left
Arrow.
Home
From the Home menu, the user can copy/cut the existing text & paste it to some other place in
the same document or the other document.
The other processes that can be operated from the ‘Home’ menu are changing fonts, colour, size,
case, alignment, spacing, etc.
Bullets, numbers, and paragraphs can also be introduced from the same menu. Users can look
for a particular word in the document by clicking on “Find” from the Home menu or simply
Pressing “Ctrl + F”. There is an option of replacing that word too.
Insert
From the ‘Insert’ menu, files apart from the text can be embedded in the document. E.g.
screenshots, links & hyperlinks, images, tables, charts, equations, special symbols, shapes,
headers, footers & page numbers.
Design
From the Design menu, users can obtain pre-decided templates of fonts & font sizes for heading,
subheading & other text of the document.
That helps improve the readability of the file quickly.
Page layout option provides the user with a chance to change the spacing before the paragraphs,
indents, and general margin spacing of the page.
References
From the References option, the user can include a footnote, table of contents, caption,
Bibliography & Citation of the texts in different formats like MLA, APA but for that, the user
requires to insert a list of books the user has referred to.
Review
The review option helps users check spelling & grammar errors in the document & protect the
document from being edited by non-trusted users.
MS Word Terminologies
1. Word Wrap- A feature of the word that moves or advances text to the next line when typing
exceeds the right margin without pressing the Enter key.
2. Drag and Drop- A smart approach to copy or transfer text a short distance.
3. Word Art- Text designed as a graphic image.
4. Thesaurus- A feature that provides synonyms or alternative words for chosen words.
5. Footer- A feature that allows the text/graphics that are marked on every page or segment,
regularly at the bottom yet can be anywhere on a page.
6. Header- A feature that allows text/graphics that are imprinted on every page/section, usually
at the top yet can be anywhere on a page.
7. Paragraph Styles- A feature that allows text styles for complete paragraphs, including their
fonts, alignments, tabs, etc.
8. Endnotes- Notes or references that resemble at the end of the document.
9. Footnotes- Comments or references that appear at the bottom of each page.
10. Indent- A feature that allows setting a temporary left or right margin for paragraph lines.
11. The margin- The gap between the edge of the text in the record and top, base, or side edges
of the page.
12. Page Break– The spot in a document where one page ends and the other starts.
13. Bullets & Numbering- A feature that enables the user to generate bulleted or numbered
paragraphs.
14. Landscape- A terminology used to specify page orientation, where the page is wider than it
is tall.
15. Page Orientation- How pages are laid out in a written document.
16. Portrait- A page orientation where the page is longer than it is wide.
17. Formatting Toolbar- A feature that enables changing character and paragraph formattings,
such as alignment and type styles.
18. Font Style- Certain regular changes in the appearance of a font.
19. Charts– Graphs that employ columns, lines and pie shapes to denote numbers and data.
