Respected friends,
I am Syed Mansoor and I am sharing with you people Microsoft word
notes which have been prepared by me hope it will be use full to all
new learners.
Table of Contents
WORD PROCESSOR 1
Starting MS Word 2
Editing Text 4
Inserting Text 5
Formatting text 6
Formatting Paragraphs 7
Aligning Text 8
Creating bulleted and numbered lists 8
Adding Headers and Footers 9
Inserting Table 10
Adding Borders and Shading 12
Find and Replace option 13
Using Spell Check Tool 14
Auto correct 14
Book Marks 15
MICROSOFT WORD SHORTCUT KEYS 16
WORD PROCESSOR
Word Processor is a software package, which is used to create and edit documents
Creating – typing the document into the internal memory and saving by
writing it on to the disk.
Editing – Correcting the spelling mistakes, deleting or moving words,
sentences or paragraphs
Examples of Word processor
Word perfect
Word star
Microsoft Word
The list of tasks that a word processor allows to perform:
Typing a document and saving it
On to the disk
Correct, deleted and insert
Characters, words, lines and
Images anywhere in the
Document
Retrieve documents from the disk
Move or copy paragraphs or images
From one place to another
Increase / Decrease the left, right, top and bottom margins
Change the text font and style
Search for a particular word or phrase
Spell check tool
Print document in various formats
Print a document using a mail merge
Starting MS Word
Ctrl + Escape to activate start menu
Use down arrow and go to Programs submenu
Press enter and again use down
Arrow
Select MS word and press enter
The Document Window
The components of the Microsoft word window
Office Button to active office button press alt+f
Quick Access Toolbar
Title bar – Displays the title of the program and the active word
document. Use Insert + T to read the name of the title which is a JAWS
command
To the right corner there is the control menu icon with the following
Maximize button: To maximize the word screen
Minimize button: To minimize the word screen
Restore button : To restore
Close button : to close the program
(Use alt + space to activate the control menu)
Menu bar: Positioned below the Title bar. It contains menus like Home
option, Insert option and so on. To activate that use Alt key and the
hot key of that option. For eg. It is Alt + H for Home tab an Alt + N
for Insert tab
(There is a drop down menu for all these option. The moment you
activate these option the list will drop down)
Status bar: displays information about the active document. It tells
the currently working position of the user. This includes the page,
column and line number where the cursor is positioned. The status bar
is at the bottom of the window just above the task bar.
Scroll bar: Two types of Scroll bar
Vertical and Horizontal
Vertical scroll bar is used to move a document vertically
Horizontal scroll bar is used to move a document horizontally, page by
page. Page up and page down to move a page up or down.
Workspace: This is the area where the user can type the text of the document
Creating a Document
Steps to create a document
Select new option from Office Button
Select blank document icon
Select document radio button
Enter on Ok button
Opening Document
1. Select open option from Office Button
2. Choose the right drive and folder
3. Use tab and come to the list view
4. Use down arrow and select the document Or type the document name in
the file name colon edit
5. Enter on the ok button to open the document
Saving a Document
1. To retain a new document for future use, one should save the document
2. Steps to save with a new file name
3. Select the save as option from the Office Button
4. In the file name colon edit give the new name
5. Tab and go to ok button and press enter
Save option – This option is usually used to save the latest changes
of a document, which is already created
Editing Text
Corrections of mistakes are called editing. This is an essential
feature of word processing package.
An important thing one has to note is the placing the insertion point
in the right place where the changes have to be made. Some of the key
combinations used to move around in a document are as follows
Up arrow down arrow, Left arrow and Right arrow keys to move one
character up, down, left and right respectively.
Ctrl + Right arrow to go to the next word
Ctrl + Left arrow to go to the Previous word
Home to go to the beginning of the line
End to go to the end of the line
Ctrl + Home to go the beginning of the document
Ctrl + End to go to the end of the document
Steps to select a text
If the cursor at the beginning of the line then press Ctrl + end to
select the whole line
If the cursor is at the end of the line then press Ctrl + home to
select the whole line
If you want to select letter by letter then Hold Shift in one finger
and keep pressing the right arrow in the other finger simultaneously.
Deleting
Select the text
Press enter on delete button or
Select cut option from edit menu and press enter
Moving text
Select the text
Press alt + H to activate Home tab
Use Tab key and select cut option
Press enter
Take the cursor to the position where the text has to moved
Again go to Home tab
Select paste option and press enter
Copying Text
Select the text
Go to Home taband press enter on Copy option
Place the cursor where the text has to be pasted
Select paste option from Home tab and press enter
The steps are same for moving and preparing copies of text, the only
difference is to move, one has to select cut option and to prepare
copies, and one has to select copy option from Home tab.
Undoing Edits
This option is used to reverse the action. For eg if one has deleted a
part of text or changed the format of a text accidentally then he can
come back to the previous position by undoing edit immediately.
Steps to undo edit
Select undo option from Home tab
Press enter or press Ctrl + Z ( Short cut)
Inserting Text
Word is normally in insert mode. In this mode one can bring the cursor
to the place where a word has to be added and type the word.
When you press insert button the mode changes to over write. This is a
toggle key. First time you press it changes to over write mode and
second you press it changes to insert mode. In the over write mode the
word changes to the new typed word. The old text is overwritten by the
new text.
Converting Text
Select the text
Press alt + H and go to Home tab
Use Tab key and press enter on change case option
Use down arrow to change the position of radio buttons
And press enter
There are five types of Change case
Sentence Case - It capitalizes the first letter of the sentence
Lower Case _ it changes the selected text into small letters
Upper case – IT CAPITALIZES THE WHOLE SELECTED TEXT
Title case – It Capitalizes the First Letter of Each Word in a Sentence
Toggle case - it CHANGES LOWER CASE TO UPPER CASE AND UPPER CASE TO LOWER CASE
Formatting text
Formatting a text means changing the fonts, aligning text, changing
font styles, font sizes, setting margins, adjusting the line and
paragraph spacing.
Using font dialog box to change size, color etc.
Font is a style or manner of writing.
Select the text
Go to font option of Home tab and press enter or use ctrl +d
The font dialog appear
By default you are in the font option
Use down arrow the desired font
Then use tab and go to Font style
Use down arrow to change the style
Again tab and go to size
Use down arrow to select a size or retype the size
Use tab and come to underline
If you want to give an underline to text then use down arrow and
select the desired one
Tab and go to color combo box
Use down arrow and press enter on the desired color
If you want to give effects to the selected text
You have check the check boxes in the effects lists
To go the different effects press tab
To select or check them use space bar
To uncheck the unwanted effect once again press space bar on the same
option
Once the task is over press enter on Ok button to come out of the
font dialog box
Formatting Paragraphs
Line Spacing - Spacing is used to design a document and make it more
readable. It is measured by lines. The default is single line spacing.
Steps to change the line spacing:
Select paragraph option from Home Tab
Use tab and go to Line spacing combo box
Use down arrow to change the spacing and press enter on ok button
Paragraph spacing – An amount of white space can be placed before and
after paragraphs.
Steps to change the give paragraph spacing:
Select paragraph option from Home Tab
Select Intends and spacing tab
Enter the measurements in the before and after spacing spin box
Enter on ok button
Aligning Text
Aligning Text - Alignment is way of organizing the text. There are
four types of alignments. They are as follows.
1) Right alignment – Text can be right aligned to the right margin of
the page. To do this first the text which has to right aligned. Then
select paragraph option from the Home tab. In the alignment box use
down arrow and select right alignment. Press enter on ok button to
come out of it
2) Left alignment – Text can be left aligned to the left margin of the
page. This is the default mode. To do this first the text which has to
left aligns? Then select paragraph option from the Home Tab. In the
alignment box use down arrow and select left alignment. Press enter on
ok button to come out of it
3) Center alignment – Text can be center aligned to the center of the
page. This alignment is usually done to center the heading of the
text. To do this first the text which has to center aligned. Then
select paragraph option from the Home Tab. In the alignment box use
down arrow and select center alignment. Press enter on ok button to
come out of it
3) Justified alignment – This feature aligns with both the left and
right margins. Inter word spacing is adjusted such that each line of
text begins at the left margin and ends at the right margin. To do
this first the text which has to justify. Then select paragraph option
from the Home Tab. In the alignment box use down arrow and select
justify option. Press enter on ok button to come out of it
Creating bulleted and numbered lists
Bullets and numbers can be used to make lists in the document. This
makes the document look attractive
Steps to add bullets or numbers:
Select the existing list
Use alt + H to go to Home Tab
Select bullets option
Press tab and go to none
Then use arrow keys and select the desired bullets
Press enter on ok.
If you want to give numbers to the list
Steps to add bullets or numbers:
Select the existing list
Use alt + H to go to Home Tab
Select Numbering option
Tab and come to none
Use arrow keys the select the number type
Press enter on Ok button to come out of the dialog box
To remove the bullets and number, none option can be used.
Adding Headers and Footers
Headers are displayed at the top while footers are displayed at the
bottom of a document. The text that is entered in headers and footers
will be displayed in all the pages of the document. You need to type
only once the header and footer, and it will repeat in all the pages
of the document
Steps to enter header and footer
Press alt + N and select Header and footer using Tab Key
Press enter
In the header region type the text
Press down arrow to go to footer region
Type the text in the footer region
(to come out of header and footer)
Press alt + v, go to header and footer, then press enter
Usually title of the document will be given in header region where as
foot notes are some small important notes are given in footer region.
Numbering pages
The pages in the document can be numbered for easy reference.
Pages can be numbered using header and footer and also using page numbers option
Steps to insert page numbers using header and footer
Activate header and footer region
Go to insert Tab by using Alt + N
Use Tab key and go to page number option
Press enter
In the page number dialog box give the alignment
And press enter on Ok button to come out of it
Using page number option
Select page number option from insert Tab and press enter
In the dialog box enter the type of alignment you want
You can also go to format option in the dialog box to get different
types of formats and styles
Inserting Table
A table is a grid of columns and rows. The intersection of columns and
rows forms cells
Steps to insert table
Press Alt + N
Select table group box and enter
Select insert table and press enter
Use tab and go to rows colon edit
Enter the number of rows
Press tab and go to columns colon edit
Enter the number of columns
Auto fit radio button can be checked. This expands the cells as per
the data that is entered.
Press enter on ok button to close the dialog box
Position the cursor in the cell and enter data
Use tab to go from cell to cell
Tab can be used to insert rows. Place the cursor at the last cell of
the table and press tab, this will insert a row
Modifying a table
You can modify the table by inserting, deleting cells, columns and
rows. You can also merge and split cells as per the requirements
Steps to insert row
Select the row where you want a new row to added
Go to insert row option from the application key
Press enter
Steps to insert column
Go to the column where you want to insert a column
Select the column
Go to Layout Tab
Use Tab Key and go to insert column option
Press enter
To insert cells
Position the cursor where you want to add the cell
Go to insert menu
Select insert cell option and press enter
Merge cells
Select the cells that has to be merged
Go to Layout Tab
Use Tab Key and go to merge cells option
Press enter
Split cells
Position the cursor to cell that has to be split
Go to Layout tab and select split cells option
The split cells dialog box appears
Enter the number of rows and columns that you want the cell to be split
into
Press enter on ok button to finish
Adding Borders and Shading
Steps to add borders to the selected parts
Select the text
Press Alt + P
Use Tab Key and select Page borders
Press enter on it
The dialog box for borders and shading will be displayed
Press ctrl + tab to go to borders tab
Press tab and go to presets option
Use arrow keys to select the type of preset
(None can be selected to delete a given border)
Use tab and go to style option
Use down arrow to select style
Then again press tab and go to color
Select a color
Press tab and go to width
If necessary the width can be changed
Tab and go to ok button and press enter to come out of the dialog box
To give a page border
Activate the Borders and shading dialog box
Press ctrl + tab and go page border tab]
Use tab and go to Art list box. In the list box different types of
page border with attractive graphics can be seen.
Use down arrow to select a type of page border
The preview of the page border is displayed as you change the page
border type.
Enter on ok button to finish inserting page border
Steps to give shading
Select the text to which the shading has to be given
Activate the borders and shading dialog box
Use ctrl + tab and go to shadings tab
Use tab and go to patterns list box
Press down arrow and select the percentage. to get 100 percent color
select solid percent
Press tab and go to color list box
Use down arrow and select the shading color you want
Press enter on ok button to come out of dialog box
( To remove a shading select clear in the pattern list box)
Find and Replace option
Find option can be used to find a word and replace option can be use
to replace a word
Steps to find and replace
Go to Home Tab
Use Tab Key and select find and replace option
Press enter
In the find what colon edit type the word that has to be found
Use tab an go to replace with colon edit and type the word to which
it has to be re place
Use replace button to replace one replacement
Use replace all button if you want to change all the specified words
in document
Press enter on close button
Press escape to come out of the dialog box
Using Spell Check Tool
Word provides a facility to check for spelling mistakes
Steps to check for spelling mistakes
Bring the cursor to the beginning of the document
Press Alt + R to go to Review Tab
Select spelling and grammar option and press
enter
The spelling and grammar dialog box appears up
The word that is found in the dictionary will be marked red.
In the suggestion list box there will be a list of suggestion
Use down arrow to select the right one
Press enter on change button to correct the mistake
If this mistake is repeated all over the document then press enter on
replace all button. This will change all that words that is existing
as per the specification.
If you want to retain the word without change then press enter on
ignore button. You can press enter on ignore all button so that it
doesn't prompt when the same mistake arises in the remaining part of
the document
You can also retype the word in the text area if there are no proper
suggestions available
Once the spell check is over there will be a message stating spell
check is complete.
Press enter on to return back to the document
Auto correct
Auto correct option can be used to correct the accidental mistakes
For eg., Instead of typing "When" you may type when. Then auto correct
automatically corrects the word whn to when provided if this comment
is stored in the auto text list. Some times you may want to retain
without any change. For this press Ctrl + Z or undo as the change
has occurred.
You can also store the abbreviations and the long form in the auto
correct list. When abbreviations are typed in the document they
automatically get replaced by the long form that is available in auto
text.
In Word 2007, 2010 and 2013, there is no AutoCorrect Options showed in
the Ribbon. Without Classic Menu for Excel 2007/2010/2013 installed,
it is not so intuitive to get this function, so you have to customize
the Ribbon manually to get it
Click File Tab, and click “Options” item.
Click the Customize Ribbon in the Word Options window, and then, you
will see Customize the Ribbon in the right pane. Choose Commands Not
in the Ribbon by clicking the arrow, and then use the scroll bar to
search for the AutoCorrect Options.
When finally find out the Option, click Add to add it into the
Ribbon, and then click OK to finish the step.
Steps to give an entry in the auto correct
Activate Home tab
Select auto text and press enter
Again select auto text and press enter
The auto text dialog box is displayed on the screen
Press ctrl + tab and go to auto correct tab
Use tab and go to replace with colon edit. Here type the text that
has to be replaced
Again tab and go to the to edit area, type the text to which it has
to be replaced
Press alt a to accept the word
Enter on ok button to close the dialog box
An auto text entry can be deleted by going into the auto text list
selecting the entry and press alt + d. Press enter on ok button to
come out of the dialog box.
Book Marks
Book marks are used to identify the beginning of a chapter, tables or
the place in the document where you left off. You can mark a section a
character, a range of characters, graphics or any other word element.
Book marks can be used to jump to specific points in a document
without scrolling through the pages or searching
The steps to create a book mark are
Position the insertion point at the location where you want to create
a book mark
Select the book mark option from the insert tab.
The book mark dialog box is displayed
Type the name in the book mark name text box
Enter on Add button
Book mark names can contain 40 characters and also numbers letters,
underlines but not spaces, punctuation marks or other characters.
Steps to go to the book mark that is already created
Press Alt + H to go to Home Tab
Use Tab Key and select go to option
In the Co to what list box use down arrow an select bookmarks
Press tab and go to Enter book mark name edit box and type the name
of the book mark that you want to go or use down arrow to see the list
of book marks
Press tab and move on to Go To button
Press enter on this button
Again go to close button and press enter on this to come out of the
dialog box
Steps to delete bookmarks
Go to Book mark dialog box
In the Book mark name edit box type the name of the book mark you
want to delete
Or else use down arrow to activate the drop down menu and select
the book mark name you want to delete
Tab and go to delete button.
Press enter to delete the book mark.
MICROSOFT WORD SHORTCUT KEYS
SERIAL NO’S SHORTCUT KEY FUNCTION
01 CTRL+A Select whole file
02 CTRL +B Apply bold style to the selected text
03 CTRL+C Copy the selected text to the clip board
04 CTRL+D Open the Font dialog box
05 CTRL+E Align center to the selected text
06 CTRL+F Open the find dialog box
07 CTRL+G Open the go to dialog box
08 CTRL+H Open the replace dialog box
09 CTRL+I Apply italic style for the selected text
010 CTRL+J Justify the selected text
11 CTRL+K Open the Hyperlink dialog box
12 CTRL+L Is for left alignment
13 CTRL+M
14 CTRL+N Open the new document
15 CTRL+O Open the open dialog box
16 CTRL+P Open the print dialog box
17 CTRL+Q
18 CTRL+R Will align the selected text towards right side
19 CTRL+S Open the save dialog box
20 CTRL+T
21 CTRL+U Underline the selected text
22 CTRL+V Paste the text
23 CTRL+W Close the word window
24 CTRL+X Cut the selected text
25 CTRL+Y Redo the text
26 CTRL+Z Andu the text
27 CTRL+SHIFT+L Apply the bullet for the selected text
28 ALT+SHIFT+D Print the date on the current curser
29 ALT+SHIFT+T Print the time on the current curser
30 CTRL+ALT+1 TO CTRL+ALT+6 For heading 1 to heading 6
31 CTRL+] Increase the size of selected text
32 CTRL+[ Decrease the size of selected text
33 F7 Spelling and grammar check
34
--
Wishing you all green lights.
Syed Mansoor Shahab
contact: +919844235326
Skype: syed.perfectnist
facebook: syed.perfectn...@facebook.com
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