Word processing software

Microsoft Word, often referred to as MS Word, is word processing software developed by Microsoft.
It is part of the Microsoft Office suite and is widely used for creating, editing, and formatting text-
based documents. The file extension of MS-word is .docx.

File

New (Ctrl + N) - To create new blank document.

Open (Ctrl + O)-To open the existing (already saved) document.

Save (Ctrl + S) - To updates the existing file with your current changes.

Save as - Creates a copy of the file, allowing you to save it under a new name or in a different
location, without altering the original file.

Paste (Ctrl+ V) - Pick a past option, such as keeping formatting or pasting only content.

Cut (ctrl+ X) - Remove the selection and put it on the clipboard so you can past it somewhere else.

Copy (ctrl+ C) - Put a copy of the selection on the Clipboard so you can past it somewhere else.

Font

Font (Ctrl+ Shift+ F) - Pick a new font for your text.

Font Size (Ctrl+ Shift+ P) - Change the size of your font.

Bold (Ctrl+ B)-Make your text bold.

Italic (Ctrl+ I) - Italicize your text.

Underline (Ctrl+ U) - Underline your text.

Strikethrough- Cross something out by drawing a line through it.

Subscript (Ctrl+ Shift+ -) - Type very small letters just below the line of text.

Superscript (Ctrl+ Shift+ +) - Type very small letters just above the line of text.

Increase Font Size (Ctrl+ Shift+ >) - Make your text a bit bigger.

Decrease Font Size (Ctrl+ Shift+ <) - Make your text a bit smaller.

Change Case- Change the selected text to uppercase, lowercase or other common capitalizations.

Text Effects and Typography- Add some flair to you text by applying a text effect, such as a shadow
or glow.

You can also change the typography settings to enable ligatures or choose a stylistic set.
Text Highlight Color- Make your text pop by highlighting it in a bright color.

Font color- change the color of your text.

Clear All Formatting- Remove all formatting from the selection, leaving only the normal,
unformatted text.

Clipboard

Format Painter (Alt+ Ctrl+ C, Alt+ Ctrl+ V) - Like the look of a particular selection? You can apply that
look together content in the document.

To get started:

1. Selected content with the formatting you like

2. Click format painter.

3. Select something else to automatically apply the formatting.

FYI: To apply the formatting in multiple places, double- click Format Painter

Paragraph

Bullets- Create a bullet list.

Click the arrow to change the look of the bullet.

Numbering- Create a numbered list. Click the arrow for more numbering formats.

Multilevel List- Create a multilevel list to organize items or create an outline.

You can also chang the look of individual levels in your list or add numbering to heading to headings
in your document.

Align Left (Ctrl + L) - Align your content with the left margin. Lift alignment is commonly used for
body text and makes the document easier to read.

Center (Ctrl + E)- Center your content on the page. Center alignment gives documents a formal
appearance and is often used for cover pages, quotes, and sometime headings.

Align Right (Ctrl + R)- Align content with the right margin. Right alignment is used for small sections
of content, such as text in a header or footer.

Decrease Indent- Move your paragraph closer to the margin.

Increase Indent- Move your paragraph farther away from the margin.

Line and Paragraph Spacing- Choose how much space appears between paragraphs. To apply the
same spacing to your whole document, use the Paragraph Spacing options on the Design tab.

Shading- Change the color behind the selected text, paragraph or table cell. This is especially useful
when you want information to jump off the page.
Borders- Add or remove borders from your selection. To change the look of the borders, check out
the options on the Table Tools Design tab or use the Borders and Shading dialog box.

Editing

Page Layout/ Layout Tab

Margins

Margins in MS Word are the blank spaces between the edge of the paper and the text/content of
your document. They define how close text can appear to the edge of the page — at the top,
bottom, left, and right.

Steps
1. Go to the "Layout" tab (in some versions, it may be called "Page Layout").
2. Click on "Margins" in the Page Setup group.
3. Choose a predefined margin setting:
 Normal – 1 inch on all sides
 Narrow – 0.5 inch on all sides
 Moderate, Wide, Mirrored, etc.
4. To set custom margins:
 Click on "Custom Margins…" at the bottom of the list.
 A dialog box will appear.
 Enter your desired values for Top, Bottom, Left, and Right margins.
5. Click OK to apply.

Page Orientation –

Page Orientation in MS Word refers to the direction in which a document is displayed or

printed on the page. There are two types:

1. Portrait (vertical) — taller than wide (default).

2. Landscape (horizontal) — wider than tall.

Steps

1. Click on the "Layout" tab

2. In the Page Setup group, click on "Orientation".
3. Choose one of the two options:
Portrait – vertical layout (default)
Landscape – horizontal layout
4. Word will apply the selected orientation to the whole document.

Page size
Page Size in MS Word refers to the dimensions (width and height) of the paper you are
working on. Choosing the right page size is important for printing and formatting your
document properly.

Common page sizes include:

 A4 (210 × 297 mm)

 Letter (8.5 × 11 inches)
 Legal (8.5 × 14 inches)

Steps

1. Go to the "Layout" tab

2. Click on "Size" in the Page Setup group.
3. Choose a predefined size (like A4, Letter, Legal, etc.)
➤ OR
Click “More Paper Sizes” at the bottom to enter custom dimensions.
4. In the Paper tab (in the dialog box that appears):
5. Set Width and Height for a custom size.
6. Choose to apply it to the Whole Document or This Section.
7. Click OK to apply.

Columns

Columns in MS Word are used to divide text into two or more vertical sections on a page.
Similar to how text appears in newspapers, magazines, or newsletters.

Steps

1. Go to the "Layout" tab (or "Page Layout" in older versions).

2. Click on "Columns" in the Page Setup group.
3. Choose one of the options:
o One (default)
o Two
o Three
o Left (narrow left column, wide right column)
o Right (wide left column, narrow right column)
o More Columns (for custom settings)
4. If you choose More Columns, you can:
o Set the number of columns
o Adjust spacing and width
o Add a line between columns (optional)
o Apply to the whole document or just a section
5. Click OK to apply.
Watermark

A watermark is a faint, background text or image that appears behind the main content on
each page of a document. It's often used to indicate:

 Confidentiality (e.g., Confidential, Draft)

 Branding (company logo)
 Document Status (e.g., Sample, Do Not Copy)

Steps

1. Click Design > Watermark > Custom Watermark.

2. Choose one of the following:
3. Text watermark: Type your custom text (e.g., Urgent, Internal Only), choose font,
size, color, and layout.
4. Picture watermark: Upload an image or logo (e.g., company branding).
5. Adjust layout (diagonal or horizontal).
6. Click OK.

Page Color
Page Color in MS Word refers to the background color of the page in your document.
Steps

1. Go to the “Design” tab on the ribbon.

2. Click on “Page Color” in the Page Background group.
3. Do one of the following:
4. Select a Theme Color or Standard Color.
5. Click “More Colors…” to choose a custom color.
6. Click “Fill Effects…” for gradients, textures, patterns, or pictures as background.
7. The background color will change immediately.

Insert Tab

How to insert a picture in MS-word?

Steps

1. Open your Word document

 Open the document where you want to add the picture.

2. Place the cursor

 Click where you want the picture to appear.

3. Go to the Insert tab

  On the ribbon at the top, click Insert.

4. Choose the picture source

 Click Pictures.
 You’ll see options such as:
o This Device – to insert a picture from your computer.
o Stock Images – to insert from Microsoft’s collection.
o Online Pictures – to search and insert from the web.

5. Select the picture

 Browse to the picture location, select the file, and click Insert.

6. Adjust the picture

 Use the Picture Tools Format tab to resize, crop, apply effects, or wrap text around
the picture.

How to insert a Clip Art in MS-word?

Steps

 Open your Word document.

 Place the cursor where you want the Clip Art.

 Click the Insert tab on the ribbon.

 Click Clip Art (in the Illustrations group).

 In the Clip Art pane (usually on the right side):

 Type a keyword in the Search for box.

 Select the desired media types (Illustrations, Photographs, etc.).

 Click Go to search.

 Click on a Clip Art image to insert it into your document.

How to insert shapes in MS-word?

Steps

 Open your Word document.

 Place the cursor where you want the shape to appear.

 Go to the Insert tab on the ribbon.

 Click shapes (in the Illustrations group).

 A drop-down menu will appear with different categories:

 Lines
 Rectangles
 Basic Shapes
 Block Arrows
 Flowchart
 Callouts
 Stars and Banners

 Select the shape you want.

 Your cursor will change to a crosshair.

 Click and drag on the page to draw the shape.

How to insert a smart art in MS-word?

Steps

 Open your Word document.

 Place the cursor where you want the SmartArt to appear.

 Go to the Insert tab on the ribbon.

 Click SmartArt (in the Illustrations group).

 The Choose a SmartArt Graphic dialog box will open.

 From the left panel, choose a category:

 List
 Process
 Cycle
 Hierarchy
 Relationship
 Matrix
 Pyramid
 Picture

 Select the SmartArt layout you like, then click OK.

 A placeholder diagram will appear in your document.

 Enter your text in the [Text] boxes directly, or use the Text Pane on the left to type.
WordArt

Insert decorative text in your document.

Steps

 Open your Word document.

 Place the cursor where you want the WordArt to appear.

 Go to the Insert tab on the ribbon.

 In the Text group, click WordArt (it has a tilted “A” icon).

 A gallery of WordArt styles will appear.

 Click on a style you like.

 A text box will appear — type your text inside it.

 Use the WordArt Tools → Format tab to:

 Change the text fill and outline colors.

 Apply text effects like shadow, glow, and 3D.
 Resize or rotate the WordArt.

How to insert a text box in MS-word?

A text box is a movable, resizable container that holds text, and sometimes images or
graphics.

Steps

 Open your Word document.

 Place the cursor where you want the text box to appear.

 Go to the Insert tab on the ribbon.

 In the Text group, click Text Box.

 you’ll see two options:

 Built-in styles – choose a ready-made text box design.

 Draw Text Box – click and drag anywhere on the page to create your own.

 Type your text inside the box.

Header

A header is the section at the top margin of each page in your document where you can place
content that repeats automatically on every page.

Uses of a Header

 Document title or chapter name

 Page numbers
 Author name
 Date
 Company logo
 Confidentiality notices

Steps

 Open your Word document.

 Go to the Insert tab on the ribbon.
 In the Header & Footer group, click Header.
 A drop-down menu will appear with built-in header designs.
 Choose a style you like, or select Edit Header to create your own.
 Type your desired text (e.g., document title, author name, date).
 To exit the header area, press Esc or double-click anywhere in the main document.

Footer

Footer is the section that appears at the bottom margin of every page in a document.

You can use a footer to display information such as:

 Page numbers
 Date and time
 Document title
 Author’s name
 Copyright notices or disclaimers

Steps

 Open your Word document.

 Go to the Insert tab on the Ribbon.

 In the Header & Footer group, click Footer.

 Select a built-in footer style from the list, or choose Edit Footer to create your own.

 Type the text or insert elements you want in the footer (e.g., page number, date).

 When done, click Close Header and Footer (or press Esc).
Page Number

A page number is a number that appears on each page of a document to indicate its order in
the sequence (Page 1, Page 2, Page 3, etc.).

Steps

 Open your Word document.

 Go to the Insert tab on the Ribbon.

 In the Header & Footer group, click Page Number.

 Choose where you want the page number to appear:

 Top of Page (header)

 Bottom of Page (footer)
 Page Margins (side of the page)
 Current Position (where your cursor is)

 Select a numbering style from the list.

 If you want to remove them later, click Page Number → Remove Page Numbers.

Drop Cap

Create a large capital letter at the beginning of a paragraph.

Steps

 Open your Word document and place the cursor in the paragraph where you want a drop
cap.

 Go to the Insert tab on the Ribbon.

 In the Text group, click Drop Cap.

 Choose one of the options:

 Dropped – Enlarges the first letter and drops it into the text.
 In Margin – Enlarges the first letter and places it in the left margin.

 To customize, click Drop Cap Options and adjust font, size, or lines to drop.
Cover Page

A cover page is the first page of a document that appears before the main content.

It usually contains key details such as:

 Title of the document

 Subtitle or tagline
 Author’s name
 Date
 Organization or company name
 Logo or image (optional)

Steps

1. Open your Word document.

2. Go to the Insert tab on the Ribbon.
3. In the Pages group, click Cover Page.
4. A gallery of built-in cover page designs will appear.
5. Click the design you like.
6. Replace the sample text with your own title, subtitle, author name, date, etc.

If you want to remove it later, go to Insert → Cover Page → Remove Current Cover Page.

Blank Page

A blank page is an empty page with no text, images, or formatting.

Steps

1. Open your Word document and place the cursor where you want the new blank
page.
2. Go to the Insert tab on the Ribbon.
3. In the Pages group, click Blank Page.
4. A new empty page will be inserted at the cursor position.

This is useful when you want to start a new section or chapter on a fresh page.

Page Break

A page break is a marker that tells Word to start the next content on a new page, even if the
current page isn’t full.

Steps

1. Open your Word document and place the cursor where you want the new page to
begin.
2. Go to the Insert tab on the Ribbon.
3. In the Pages group, click Page Break.
o Alternatively, press Ctrl + Enter on your keyboard.
 4. The text after the break will move to the top of the next page.

This is especially useful for starting a new chapter, section, or heading on a fresh page
without adding multiple blank lines.

Table

A table is a structured arrangement of data made up of rows (horizontal) and columns

(vertical).The point where a row and a column meet is called a cell, which can contain text,
numbers, or other objects. Tables are used to organize information neatly, making it easier to
read and compare.

Table Formatting Options & Their Definitions in MS Word

Here are the main formatting features you’ll find when working with tables in Word:

Option Definition
Insert Table Creates a table with a specific number of rows and columns.
Predefined designs that apply colors, borders, and shading to the
Table Styles
entire table for a professional look.
Lines that separate and outline cells, rows, or the whole table. You
Borders
can set style, thickness, and color.
Fills a cell, row, column, or the whole table with color or patterns to
Shading
highlight information.
Combines two or more cells into a single cell. Useful for headings
Merge Cells
that span multiple columns.
Split Cells Divides one cell into multiple rows or columns.
Distribute Adjusts rows or columns so they are evenly spaced.
Option Definition
Rows/Columns
Cell Margins Controls the spacing between the cell border and its contents.
Text Alignment Positions text within a cell (left, center, right, top, middle, bottom).
Text Direction Rotates text vertically or diagonally inside a cell.
Automatically adjusts column width or row height to fit the content or
AutoFit
window size.
Arranges table data in ascending or descending order (alphabetically
Sort
or numerically).
Keeps the top row as a header on every page when the table spans
Repeat Header Rows
multiple pages.
Changes the table back into regular text, separating data with tabs or
Convert to Text
commas.
Opens a dialog box to set exact size, alignment, and text wrapping
Table Properties
around the table.

What is Section Break?

A section break divides a document into separate sections so that you can apply different
formatting (like different headers/footers, page numbering styles or page orientation) to each
section.

How to Insert a Section Break

1. Place the cursor where you want to create a new section

2. Go to Layout (or Page Layout in some versions).
3. Click on Breaks.
4. Choose one of the following Under Section Breaks:
o Next Page – Starts the new section on the next page.
o Continuous – Starts the new section on the same page.
o Even Page – Starts the new section on the next even-numbered page.
o Odd Page – Starts the new section on the next odd-numbered page.

What is TOC?

In MS Word, TOC stands for Table of Contents.

A Table of Contents is a list that shows the headings and subheadings in your document
along with their page numbers. It helps readers quickly find specific sections of a long
document.

Example:

If your document has these headings:

 Chapter 1: Introduction
  Chapter 2: Methods
 Chapter 3: Results

The TOC will look like:

Steps

1. First, make sure you have applied Heading styles to your titles:
o Select the text you want as a heading.
o Go to the Home tab → In the Styles group, choose Heading 1, Heading 2,
etc.
2. Place the cursor where you want to insert the Table of Contents (usually at the beginning
of the document).
3. Go to the References tab on the ribbon.
4. In the Table of Contents group, click Table of Contents.
5. Choose a built-in style (like Automatic Table 1 or 2) or select Custom Table of
Contents to adjust settings.
6. Word will automatically create the TOC with page numbers.
7. If you later edit the document (add or remove headings/pages), click anywhere inside the
TOC → then click Update Table to refresh it.

What is an Index?

In MS Word, an Index is a list of important keywords, topics, or subjects in a document

along with the page numbers where they appear.

It works like the index you see at the back of a book, helping readers quickly find specific
information.

Example of an Index:
Steps to Create an Index

Step 1: Mark Index Entries

1. Select the word or phrase in your document that you want to include in the index.
2. Go to the References tab on the Ribbon.
3. In the Index group, click Mark Entry.
4. In the dialog box:
o The Main entry will show your selected text.
o (Optional) Add a Subentry if you want to create a sub-topic.
o Choose page number format (current page or cross-reference).
5. Click Mark (to mark one entry) or Mark All (to mark every occurrence of the word
in the document).

Step 2: Insert the Index

1. Place the cursor where you want the index to appear (usually at the end of the
document).
2. Go to References → Insert Index.
3. In the dialog box, choose the format and style of the index.
4. Click OK.

Step 3: Update the Index

 If you add new entries or change page numbers, click inside the index → press F9 or
choose Update Index from the References tab.

What is Footnote?

A footnote is a note placed at the bottom of the page that provides extra information,
explanation, or a reference about something mentioned in the main text.

Steps to Insert a Footnote

1. Place your cursor where you want the footnote reference number to appear in the
text.
2. Go to the References tab on the Ribbon.
3. In the Footnotes group, click Insert Footnote.
o Word will insert a small superscript number in your text.
o The same number will appear at the bottom of the page.
4. Type your footnote text at the bottom of the page.
What is Endnote?

An Endnote is a note that provides explanations, references, or citations—similar to a

footnote—but instead of appearing at the bottom of the page, it appears at the end of the
document (or at the end of a section).

Steps to Insert an Endnote

1. Place your cursor where you want the endnote reference number to appear in the text.
2. Go to the References tab on the Ribbon.
3. In the Footnotes group, click Insert Endnote.
o A small superscript number will appear in your text.
o Word will jump to the end of the document (or section) and insert the same
number there.
4. Type your endnote text at the end of the document/section.

What is Mail Merge?

Mail Merge is a feature in MS Word (and other word processors) that allows you to create
multiple personalized documents such as letters, envelopes, labels, or emails by combining a
main document with a data source.

Parts of Mail Merge:

1. Main Document – The template (e.g., invitation letter, certificate, email).

2. Data Source – The list of details (e.g., names, addresses, roll numbers) usually stored
in Excel, Access, or created inside Word.
3. Merged Document – The final output where each recipient gets a personalized copy.

Steps to Print Multiple Letters Using Mail Merge:

1. Open Microsoft Word

Open a new or existing Word document that you want to use as your main letter.
2. Go to Mailings Tab
Click Mailings → Start Mail Merge → choose Letters.
3. Select Recipients (Data Source)
o Click Select Recipients.
o Choose one option:
 Use an Existing List → e.g., Excel file with names & addresses.
 Type a New List → creates a new recipient list manually.
4. Insert Merge Fields
o Place the cursor where you want personalized details (like Name, Address).
o Click Insert Merge Field and choose the field (e.g., <<Name>>,
<<Address>>).
o Your letter might look like this:
 5. Preview the Letters
o Click Preview Results (in Mailings tab) to see how each letter will look for
every person.
o Use the arrow buttons to move through each recipient.
6. Finish & Print
o Click Finish & Merge → Print Documents.
o Choose:
 All (prints letters for everyone).
 Current Record (prints only the one showing).
 From – To (prints a range of records).
o Finally, select your printer and print.

Steps to Print Multiple Envelopes Using Mail Merge in MS Word

1. Open Word and Start Mail Merge

 Open Microsoft Word.

 Go to Mailings tab → Start Mail Merge → select Envelopes.
 A dialog box will appear to choose the envelope size. Select the correct size (like DL,
C5, etc.) → click OK.

2. Select Recipients (Address List)

 In the Mailings tab, click Select Recipients.

 Choose one option:
o Use an Existing List → e.g., Excel file with addresses.
o Type a New List → creates a new address list in Word.

3. Insert Address Fields

 Place your cursor in the Return Address (From) area of the envelope.
 Write the address
 Place your cursor in the Delivery Address area of the envelope.
 Click Insert Merge Field and insert fields like:
 <<Name>>
 <<Street>>
 <<City>>, <<State>> <<PostalCode>>

4. Preview the Envelopes

 Click Preview Results to see how each envelope will look.

 Use the arrows to scroll through each recipient’s envelope.

5. Finish & Print

  Go to Finish & Merge → Print Documents.
 Choose:
o All (print envelopes for all recipients).
o Current Record (print only the one showing).
o From – To (print a specific range).
 Load your envelopes into the printer tray correctly (check your printer guide).
 Click OK to start printing.

Steps to Print Labels Using Mail Merge in MS Word

1. Open Word and Start Mail Merge

 Open Microsoft Word.

 Go to the Mailings tab → Start Mail Merge → select Labels.
 The Label Options dialog box will appear.
o Select the correct Product Number (printed on the label packet).
o Click OK.

2. Select Recipients (Address/Data Source)

 In the Mailings tab, click Select Recipients.

 Choose:
o Use an Existing List (Excel sheet with addresses).
o Type a New List (enter addresses manually).

3. Insert Merge Fields

 Place your cursor in the first label cell.

 Click Insert Merge Field and add fields like:
 <<Name>>
 <<Street>>
 <<City>>, <<State>> <<PostalCode>>

 Format the text (font, size, alignment) as needed.

4. Update All Labels

 In the Mailings tab, click Update Labels.

👉 This copies your merge fields into all label cells automatically.

5. Preview the Labels

 Click Preview Results to see how the labels will look.

 Use the navigation arrows to check each label.

6. Finish & Print

 Go to Finish & Merge → Print Documents.
 Choose whether to print All, Current Record, or a Range.
 Load your label sheets into the printer tray (make sure the orientation is correct).
 Click OK to print.