MS – Word in Detail

Microsoft Corporation founded by Bill Gates and co-founder Paul Allen

Microsoft partner with IBM (international Business Machine) to provide operating system

Launched MS-DOS Operating system 

First version of Microsoft launched

First version of Microsoft Windows released  

Launched Windows 95 (very popular)

Launch of Xbox gaming console

Office 2007 introduced Ribbon interface

Microsoft Azure officially launched

Satya Nadella became CEO

Microsoft acquired LinkedIn

Microsoft Teams became widely used worldwide

Major AI investment and partnership with Open AI

• The Title Bar topmost horizontal bar of the MS Word window. It shows the name of the currently open document and the application.
• In Microsoft Word, the title Bar appears at the very top of the screen.
• It locates above the Ribbon Bar and below the system Bar.

 Functions of Title Bar: –

• It shows document identity
• Helps switch between multiple open files
• Allows moving the windows (drag and drop)
• Contains window control buttons.
• It displays documents (if saved or not) (asterisk *may appear in some versions)

What does the Title Bar contain: –

1.     Document Name

Shows the current file name.

Example Document 1 (By default) or Project.docx (given)

2.     Application Name

Displays Microsoft Word.

Example: – Project.docx-Microsoft Word

3.     Quick Access Toolbar (Top left side)

Contains small icons like Autosave(on/off), Save, Undo, Redo

4.     Windows Control Buttons (Top right side)  

Minimize (-) – Sends windows to taskbar

Maximize /Restore (□) – Full screen or normal screen

Close (X) – Closes the documents

•     Ribbon bar in MS Word is the wide horizontal strips below the Title Bar. It contains all the tools and commands used to create and format documents.
•    Ribbon Bar divided into Tabs, Groups and Commands (Button). It organizes tools in a structured and easy way.
•    Shortcut to activate Ribbon Bar – Alt + key

Functions of Ribbon Bar: –

• Replaced old Menu Bar and Toolbars.
• Easy to use.
• Organised into Tabs and Groups.
• Keyboard accessible, Customizable.

 What does the Ribbon Bar contains: –

1.File Tab (Tab as well as Menu)

First tab in MS word. Located at the top left corner of the window. When click on the File tab, it opens the Backstage view. Backstage view is used to manage documents.  

New (shortcut key Ctrl +N) – Used to create a new document. Choosing options are Blank document and different templates (like resumes, letter, reports etc.)

Open (shortcut key Ctrl +O) – Used to open an existing document. It can open files from computer, USB drive, OneDrive.

Info – It shows document information. Choosing options are Protect document, inspect document, manage versions, check compatibility.   

Save as (shortcut key Alt + F2/ Alt + F + A / F12) – Save the document with different: File name, File location and File format (.docx, .pdf, .txt) when file saving for first time

Save (shortcut key Alt + F + S / Ctrl + S / Shift + F 12) – Save the current document (already saved document). If saving for first time it asks the file name, location.

Print (shortcut key Ctrl + P/ Alt + F + P) – Print preview of document. Select Printer, Number of copies, Page orientation, paper size.

Share – Share document via Email, Link, One Drive.

Export – Converts document into PDF and XPS

Close – Closed the current document.

Account – Shows Microsoft account details and manage product information and updates

Options – Opens Word Option dialog box. We can change Language, proofing setting, save setting and customize Ribbon.

2.Home Tab (shortcut key Alt + H/ Default Tab) –

Home tab contains 5 different groups: –  

Clipboard Group (shortcut key Windows key +v)

Copy (Ctrl+ C / Ctrl + Insert)

Cut (Ctrl + X)

Paste (Ctrl + v / Shift +Insert)

Format Painter (Alt + H+ + FP)

Font Group (shortcut key Ctrl +D)

It is used to format text (change the appearance of letters and tools)  

Font name – Change the style of text examples Calibri, Arial, Times New Roman, Verdana etc. Till 2003 by default font name was Times New Roman, from 2007 by default font name Calibri (Body)

Font size- Change the size of the text. Example 12, 14, 16, 18 20 etc. you can also increase /decrease size using Grow Font (A↑) Shrink font (A↓).

By default, font size 11, minimum font size 8, maximum font size 72. From keyboard minimum font size 1 maximum font size 1627.

(2^nd largest font 48)

Unit of font (in point)

1 point = 1/72 inch

72 point = 1 inches

36 points = 0.5 inch/ ½ inch

Font increase/ font decrease: –

To increase font (Ctrl + Shift + ˃)

To decrease font (Ctrl + Shift + ˂)

Bold (shortcut key Ctrl + B) – Mark text dark and thick

Italic (shortcut key Ctrl + L) – (I) Marks text slanted

Underline (shortcut key Ctrl + U)- draw a line under text, and for Double underline (ctrl +shift +D)

Strike through (shortcut key Ctrl + Shift + F) / Ctrl + 5) – Draws a line through middle of text

Sub script (below base line) (shortcut key Ctrl + =)- Makes text small and lower (used in chemical formulas). For example: – H₂O

Super script (above base line) (shortcut key Ctrl + Shift + Plus sign) – Makes a text small and upper (used in math powers). For example: – x² +y³+z⁴

Change case (shortcut key Shift + F3)

Sentence case

lower case

UPPER CASE

Capitalize Each Word

tOGGLE cASE 

Text highlight colour – Highlights text with colour (like marker).

Font colour – Change text colour.

Clear all Formatting – Removes all formatting from selected text.

Paragraph Group

Bullets (shortcut key Ctrl + Shift + l) – Creates an unordered list and used for points without numbering.

Numbering – Creates an ordered list and used to steps or sequence.

Multilevel list – Creates list with levels 1, 1.1, 1.a etc and used in projects and reports.

Decrease indent – Moves paragraph closer to left margin

Increase indent – Used to align text in Paragraph 

Left Align (shortcut key Ctrl +L) (By default alignment)

Center (shortcut key Ctrl +E)

Right Align (shortcut key Ctrl + R)

Justify (shortcut key Ctrl +J) – Align text evenly on both sides

Line and paragraph Spacing (shortcut key Ctrl +1/2/3) – By default line space 1.5. Adjust space between lines. Examples 1.0, 1.5, 2.0 spacing

Sort (A→Z) – Sorts text alphabetically or numerically and used in lists and tables.

Shows and Hide (shortcut key Ctrl +*) – Shows paragraph marks and formatting symbols

Shading Group – Adds background colour to paragraph and used in heading or important sections.

Style Group – Used different styles Normal, heading: Heading 2, create styles and formatting.

Editing Group –Used to

Find (Ctrl +F)

Goto (Ctrl +G)

Replace (Ctrl +H)

Select editing (Ctrl +A)

3.Insert Tab (shortcut key Alt + N)  

Pages group used to insert new page and page breaks

Cover page – (shortcut key Ctrl +enter) Insert a ready- made cover page.

Blank page – (shortcut key Ctrl + Enter) Insert a new blank page

Page break – Starts content on a new page

Tables group (Shortcut key Alt + N + N) used to create tables 

Table – Insert table by selecting rows and columns

Draw table – Manually draw table

Quick tables – pre-designed table

Illustration group used to insert pictures and graphics

Pictures – Insert images from computer

Online pictures – Insert images from internet

Shapes – Insert images like circle, arrow. Rectangle etc

Icons – Insert built in icons

3D models – Insert 3D objects

Smart Art – Insert diagram

Chart – Insert graphs, pie and bar line graphs

Screenshot – Insert screen shots

Add-ins group/media

Get Add-ins – download extra tools

My Add-ins – used installed add ins

Link group/ media group used to insert links

Link(hyperlink) (shortcut key Ctrl + K) – Insert website or file link

Bookmark – Mark a specific place

Cross reference – Refer to heading/ figure

Comments used to Comment

Header and Footer Group used to add content at the top or bottom of a page Header – Insert top page text

Footer- Insert bottom page text

Page number- Insert page numbers

Text Group used to insert text elements.

Text box- Insert movable text box

Quick Parts- Insert reuseable text

Word Art – Decorative text

Drop Cap – Large first letter other small (By default size 3line, minimum 1 line and maximum 10 line)

Signature Line- Insert digital signature

Date and Time- Insert current date

Objects – Insert another file like Excel

Symbol Group used to insert special symbols

Equation- Insert math formula

Symbols- Insert special characters $, @, &, “etc

4.Draw Tab (shortcut key Alt + D) Used to create freehand drawings, write with digital ink, highlight text, convert ink into shapes or text. It is mainly useful when using stylus/ pen or touchscreen.

Drawing Tool Group

Pen – Used to write or draw freely by using different colours and thickness available.

Pencil – Looks like real pencil shading, sketch-style writing

Highlighter – Highlights texts, drawing and for marking important points.

Eraser – used to remove ink drawings. It can erase partially or fully  

Add pen options – by clicking add pens option we can choose highlighter, ballpoint pen, fountain pen, brush pen and pencil.

Stencils – ruler for measurement

Lasso(freehand) Select used to select drawn objects. You can move, resize, or delete selected ink.

Convert Group

Ink to Shape converts hand -drawn shapes into proper shapes.

Ink to math converts hand written math equations into typed format

Ink Editor edit text using pen gesture

Example

Scratch word – delete

Draw circle – Select word

5.Design Tab (shortcut key Alt + G) used to change the overall appearance (look and style) of your document. It helps you to apply themes, colours, fonts, page, background, borders and watermark.

Documenting Formatting Group controls the overall formatting of the document.

Themes – change complete design like colour, fonts, effects. And applies professional styles to entire document.

Colours – change colour combination of heading, text and shapes and effects entire document.

Fonts – changes heading font and body font together example Calibri, Arial Roman combination etc.

Paragraph spacing – Changes space between paragraphs by selecting options compact, Open and Relaxed.

Effects – change visual effects for shapes and graphics.

Set as default – Saves current formatting as default for new document.

Page Background used to customize page background

Watermark – added faded text behind content

Page colour- useful for designing pages or invitations.it changes background colour of page.

Page Borders – Adds border around page. We can customize style, colour, width and art of borders.

6.Layout Tab (shortcut key Alt + P) – Used to control the page set up, margins, orientation, spacing and arrangement of objects in a document. It helps to manage how your document looks on the page before printing.

Layout tab is divided into the following main groups.

Page Setup Group this group controls page structure and printing layout.

Margins- sets space between text and page edges in different types Normal, Narrow, Wide, Custom margins.

Orientation- changes page direction Portrait (vertical) and Landscape (Horizontal).

Size – changes paper size. Like A6, A4, Letter, Legal etc

Columns- Divided page into multiple columns used in newspaper and magazines.

Breaks- Inserts Page break (shortcut key Ctrl + Enter), Section break, column break.

Line number- adds number beside each line.

Hyphenation – Automatically divides long words at line end

Paragraph Group controls paragraph spacing indentation.

Indent- left indent and right indent

Spacing – Space before paragraph and space after paragraph.

Arrange group used to manage pictures, shapes ad objects.

Position- places object on page

Wrap text- control how text flows around object: – in line, in square, in tight, behind text, in front of text.

Bring forward- Moves object in front.

Send Backward – Moves object behind.

Selection pane- Shows list of all objects.

Align- Align object properly.

Group- Combine multiple objects.

Rotate- Rotate objects.

7.References Tab (shortcut key Alt + S) à used to add citations, tables of contents, footnotes, captions, index and bibliography. It is mainly used for research paper books, reports, projects, thesis writing.

Main groups in reference tab

Table of content group

Table of contents- automatically creates TOC from headings and updates when content changes.

Add text- add selected text to TOC level (level 1, 2, 3, 4)

Update table – Refresh TOC after editing

Footnotes group

Insert footnote (shortcut key Alt + Ctrl + F) à adds note at bottom of page and used to explanations or references.

Next footnote – move to next footnote.

Show notes – view footnotes/endnotes.

Citation and Bibliography group

Insert citation – add sources 9book, website, journal)

Manage sources – Edit or delete sources

Style- Choose citation style APA, MLA, Chicago etc

Bibliography – Automatically create reference list.

Citation group

Insert Caption – add label to pictures, tables, charts.

Insert Table of figures – create all list of all figures.

Cross reference – Refer to headings, figures, tables.

Index group

Mark Entry (shortcut key Alt + Shift + O)- Select word to include in index

Insert index- Create alphabetical list of terms

Table of authorities used in legal documents

Mark Citation- mark legal reference

Insert Table of Authorities – Create list of legal references

8.Mailing Tab (shortcut key Alt +M) à mailing tab is used to create Mail merge document such as letters, Envelops, Labels and email messages. It helps to send you the same letter to many people but with different names, addresses or details automatically.

Mail merge combines main document (letter format) and data sources (names, addresses list- usually from Excel)

Mailing main groups are

Create group

Envelops- create and print envelopes 

Labels – Creates and print address labels

Start Mail Merge Group

Start Mail Merge – choose options: – letters, Email envelops, Labels, Directory.

Select Recipients – Choose data sources like Type new List, using existing (from Excel list) Choose from Outlook contacts.

Edit Recipients – Sort, filter, remove, recipients

Write and insert filed Group

Highlight Merge Field – Highlight fields like ˂˃

Address block – Insert full address automatically

Greeting Line – Insert greeting like “Dear Suman”

Insert Merge Field – Insert custom fields (name, city, phone country etc)

 Rules – Add conditions (if, then, else)

Match Fields – Match column names correctly

Update Labels – Update all labels at once

Preview Result Group

Finish and Merge – choose options print documents, edit individual Documents and send Email Messages.

9.Review Tab (shortcut key Alt +R) – Review tab is used to check, correct, protect, translate and track changes in a document. It is mainly useful for teachers, students, editors and office work.

Groups in Review tab are

Proofing Group

Spelling ad Grammer (shortcut key F7) – Check spellings mistakes. Underline errors: – Red line, spelling mistake and blue line – Grammer mistake.

Thesaurus (Shift + F7) – shows synonyms of a word.

Word count – Shows number of words, characters, paragraphs and pages.

Read Aloud – Reads document aloud

Check Accessibility – Checks if document is accessible for disabled users.

Language group

Translate – Translates selected text into another language

Language- Set proofing language like English, Hindi, Japanese etc.

Comment Group

New comment – Add comment to select text

Delete – Remove comment

Previous or next – move between comments

Tracking group

Track changes (shortcut key Ctrl + Shift + E) – Record all editing changes. It shows inserted text, deleted text and formatting changes.

Simple Markup/All Markup – Choose how changes are displayed

Show Mark-up – Show or hide comments and changes.

Changes Group

Accept- Accept change

Reject – Reject changes

Previous and Next – Move between changes

Comapre Group

Comapre – Compare two documents

Combine – Combine revision from multiple documents

Protect Group

Restrict Editing – Protect document from editing and set password for protection.

10.View Tab (shortcut key Alt +W) – View tab is used to change the way of your document appears on the screen. It does not change the content. It only changes how you see and manage the document view.

View Group view Group used to change view style.

Read Mode- best for reading, hide editing tools and shows document in book format.

Print layout – Default view and shows document as it will print

Web layout – shows document as webpage.

Outline shows headings in structured format and it is useful for long document.

Draft – Simple view for fast editing and hides headers and footers.

Show Group used to show or hide tools

Ruler – shows horizontal and vertical ruler. And it is used for setting margins and tabs

Gridlines – shows grid for alignment

Navigation Pane (shortcut key Ctrl + F)- Shows headings, pages and search results. It helps quickly move through document.

Zoom Group (shortcut key Ctrl + Mouse Wheel to zoom in /out) used to change zoom level

Zoom – open zoom dialogue box.

100 % – set zoom to normal size.

One page – Fit one page on screen.

Multiple page – view two or more pages on screen.

Page width- Fir page with to screen.

Window Group used to manage multiple document

New window-open same document in new window

Arrange all – View multiple documents side by side

Split- Divide window into two parts.

View side by side- Comapre two document.

Switch windows – Switch between open files.

Macros Group

Macros – Record repetitive tasks and run or edit macros.

11.  Help Tab used to get assistance, support, training and information about MS Word. If you face any problem while working you can use help tab

Main features: –

Help and Scratch Box (TELL ME) (shortcut key Alt + Q)

Help Option – open the help pane. It provides articles, step by step instructions and trouble-shooting tips.

Contact Support – Allows you to contact Microsoft Support Tam and used when serious technical problem occurs.

Feedback – Send feedback to Microsoft. Report problems and suggest improvements.

Training- Provide tutorials and learning guides. It is helpful for beginners

What’s new – shows new features added in the latest versions  

To open help (shortcut key Alt + H + E)

To open search box (shortcut key Alt + Q)

•     Status Bar is the horizontal bar located at the bottom of the MS Word window.
•     It displays information about the current document.

Information shown on Status Bar

Page Number

Word Count

Language

Proofing Errors

Zoom Level by default 100% (Minimum 10% and maximum 500%)

View buttons (Read mode, Print Layout, Web Layout)

Zoom Slider – on the right side of the status Bar

                           You can zoom in (+)

                           You can Zoom out (-)

                          Adjust document view size

Customizing Status Bar – Right click on Status Bar

Select or Deselect options like Word count, Line number, Track change, Caps Lock Status

•  A scroll Bar is a vertical or Horizontal bar that helps to move the document up, down, left or right to hidden content. It appears when the document content is larger than the screen.

Types of Scroll Bar

Vertical Scroll Bar – Located on the right side of the window.it is used to move the document up and down.

Horizontal Scroll Bar – Locate at the bottom of the window. It is used to move the document left and right. It appears when content is wider than the screen (like large tables and charts)

Parts of Scroll bar

Scroll Box (Thumb) – the moveable part you drag

Scroll Arrows – Small arrows to move slowly

Scroll Track – The bar area where thumb moves

                                      In Older version (Word 2003) Times New Roman

                                     Older Version: 12 Pt (Time New Roman)

                                           Older version: 1.0 single