Chapter4.

1: MS-WORD

MS-WORD
Definition: MS-Word application is used to create and edits text & graphics in letters, reports, web
pages & e-mail massages. Extension of MS-Word is *.doc.
MS-Word window is:

Title bar: The top most portion of any window is called Title bar. This bar displays the file name &
name of the application on the left hand side. On the right hand side display three buttons. They are
as follows:
i. Minimize button
ii. Maximize button
iii. Close button.

i. Minimize button: Minimize button is used to reduce a window into a button.

ii. Maximize button: Maximize button is used to enlarge a window to fill the whole screen.
iii. Close button: Close button is used to close a window.

Menu bar: Every window displays the Menu bar just below the Title bar. Menu bar contains certain
menus such as: File, Edit, View, Insert, Format, Tool, Table, Window and Help.

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Chapter4.1: MS-WORD

Standard Toolbar: Toolbar is consists of various picture buttons which are shortcuts to the
frequently used options available on the Menu bar. It is located just below the Menu bar.

Formatting Toolbar: Format bar is consists of various picture buttons which are shortcuts to the
frequently used available on the Format menu. It is located just below the standard Tool bar.

Ruler: Ruler is used to measure length & breadth of the page & two set tabs setting. It is attached
with top & left side of the page. It is looked like scale.

Vertical Scrolling bar: A rectangular bar having two buttons used to move the work area up &
down is called Vertical Scrolling bar.

Horizontal Scrolling bar: A rectangular bar having two buttons used to move the work area right &
left is called Horizontal Scrolling bar.

Status bar: Status bar displays the information about the topics.

File Menu:
The options present in File Menu are as follows:
1. New…
2. Open…
3. Close
4. Save
5. Save As...
6. Versions…
7. Page Setup…
8. Print Preview
9. Print…
10. Send To
11. Properties
12. Exit.

1) New…: New… option is used to create a new file.

Shortcut for New option is: Ctrl+N.

2) Open…: Open… option is used to open a created file.

Shortcut for Open option is: Ctrl+O.

3) Close: Close option is used to close the current file.

Shortcut for Close option is: Alt+F then press C.

4) Save: Save option is used to save the file with new name.
Shortcut for Save option is: Ctrl+S.

5) Save As…: Save As… option is used to save current file with other name.
Shortcut for Save As… option is: Alt+F then press A.

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Chapter4.1: MS-WORD

6) Version…: It is used to create multiple version of document. File so after creating multiple
file versions of a document we can go back and review, open print delete earlier version.
Shortcut for Version option is: Alt+F then press R.

7) Page Setup: Page Setup option is used to set the page margins, to select paper size type and
to adjust page layout for printing purpose.
Shortcut for Page Setup option is: Alt+F then press U.

8) Print Preview: Print Preview option is used to see how our document will look after
printing. Shortcut for Print Preview option is: Alt+F then press V.

9) Print: Print option is used to print the whole file or selected items.
Shortcut for Print option is: Ctrl+P.

10) Send To: Send To option is used to send our documents to different location in the world
with the help of Internet. Shortcut for Send To option is: Alt+F then press D.

11) Properties: Properties option is used to set the properties to our file or document. It is also
used to give summary details to our file which can be easily understood after opening that
file latter.

12) Exit: Exit option is used to come out from the MS-WORD window.
Shortcut for Exit option is: Alt+F then press X.

Edit Menu:
The options present in Edit Menu are as follows:
1. Undo
2. Redo
3. Cut
4. Copy
5. Paste
6. Paste Special…
7. Paste as Hyperlink
8. Clear
9. Select All
10. Find…
11. Replace…
12. Go To…
13. Links…
1) Undo: Undo option is used to cancel the pervious action.
Shortcut for Undo option is: Ctrl+Z.
2) Redo: Redo option is used to cancel the undo action/repeat the action.
Shortcut for Redo option is: F4.
3) Cut: Cut option is used to cut the selected text.
Shortcut for Cut option is: Ctrl+X.

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Chapter4.1: MS-WORD

4) Copy: Copy option is used to copy the selected text.

Shortcut for Copy option is: Ctrl+C.

5) Paste: Paste option is used to insert the copy/cut text to other location.
Shortcut for Paste option is: Ctrl+V.

6) Paste Special: Paste Special option is used to paste the copied/cut item in a special ways.
Like: Picture, Rich Text (Formatted) & Unformatted.
Shortcut for Paste Special option is: Alt+E then press S.

7) Paste as Hyperlink: Paste as Hyperlink option is used to inserts the contents of the
Clipboard as a hyperlink at the insertion point, replacing any selection. This option is used to
be available only if you have cut/copied the contents of a cell/data from another program.
Shortcut for Paste as Hyperlink option is: Alt+E then press H.

8) Clear: Clear option is used to erase the selected text.

Shortcut for Clear Selection option is: Alt+E then press A.
i. Format (Alt+E then press A & F)
ii. Contents (Del key).

9) Select All: Select All option is used to select everything in the file.
Shortcut for Select All option is: Ctrl+A.

10) Find..: Find... option is used to find the particular word/alphabet from the current file.
Shortcut for Find... option is: Ctrl+ F.

11) Replace…: Replace option is used to replace the word which exit in the file with some other
name. Shortcut for Replace option is: Ctrl+H.

12) Go To…: Go To… option is used to go to a particular line, page, paragraph, comments etc.
It will enable us to move the cursor option is used to the specified location.
Shortcut for Go To… option is: Ctrl+G.

13) Links…: Links… option is used to displays/changes information for each link in the current
file, including the name and location of the source file, the item, he type and whether the link
is updated automatically or manually. This option is used to be unavailable if the current file
contains no links to other files. Shortcut for Links… option is: Alt+E then press K.

View Menu:
The options present in View Menu are as follows:
1. Normal
2. Online Layout
3. Print Layout
4. Outline
5. Master Document
6. Toolbars
7. Ruler

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Chapter4.1: MS-WORD

8. Document Maps
9. Header and Footer
10. Footnotes
11. Comments
12. Full Screen
13. Zoom.

1) Normal: Normal option is used to switches to normal view, which is the default document
view for most word-processing tasks, such as: typing, editing and information.
Shortcut for Normal option is: Alt+V then press N.

2) Online Layout: Online Layout option is used to

Shortcut for Normal option is: Alt+V then press N.

3) Print Layout: Print Layout option is used to active he document to print layout view, which
is an editing view that displays your document as it will print. Print layout view uses more
system memory, so scrolling may be slower, especially if your document contains many
pictures or complex formatting. Shortcut for Normal option is: Alt+V then press P.

4) Outline: Outline option is used to outline view in which you can examine work with the
structure of your file in classic outline form. Work in outline view when you used to organize
and develop the content of your file. Shortcut for Outline option is: Alt+V then press O.

5) Master Document: Master Document option is used to back and forth between online view
and master document and outlining toolbars.
Shortcut for Master Document option is: Alt+V then press M.

6) Toolbars: Toolbars option is used to add or remove toolbars.

Shortcut for Tools bars option is: Alt+V then press T.

7) Ruler: Ruler option is used to show/hide the horizontal ruler, which you can use to position
objects, change paragraph indents, page margins and other spacing settings.
Shortcut for Ruler option is: Alt+V then press R.

8) Document Maps: Document Maps option is used to the document map quickly browse a
long or online document and keep track of your location in it.
Shortcut for Document Maps option is: Alt+V then press D.

9) Header and Footer: Header and Footer option is used to adds or change the text that appears
at the top and bottom of every page or slide.
Shortcut for Header and Footer option is: Alt+V then press H.

10) Footnotes: Footnotes option is used to insert a footnote or endnote at the insertion point. We
can also specify the type of note reference mark and how word numbers, formats and
positions notes.

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Chapter4.1: MS-WORD

11) Comments: Comments option is used to display all comments made by all reviewers in the
comment pane. Shortcut for Comments option is: Alt+V then press M.

12) Full Screen: Full Screen option is used to hide most screen elements so that we can view
more of current document. To switch back your previous view click full screen or press Esc
key. Shortcut for Full Screen option is: Alt+V then press U.

13) Zoom: Zoom option is used to enter a magnification between 10 and 400 percent to reduce
or enlarge the display of the active document.
Shortcut for Normal option is: Alt+V then press Z.

Insert Menu:
The options present in Insert Menu are as follows:
1. Break
2. Page Number
3. Date and Time
4. Auto Text
5. Field
6. Symbols
7. Comments
8. Footnote
9. Caption
10. Cross Reference
11. Index and Table
12. Picture
13. Text Box
14. File
15. Object
16. Bookmark
17. Hyperlink.

1) Break: Break option is used to insert a page break, column break, or section break at the
insertion point. Shortcut for Break option is: Alt+I then press B.

2) Page Number: Page Number option is used to insert page number that automatically update
when we add or delete pages. Shortcut for Page Number option is: Alt+I then press U.

3) Date and Time: Date and Time option is used to insert date and time in different formats.
Shortcut for Date and Time option is: Alt+I then press T.

4) Auto Text: Auto Text option is used to create or insert auto text entry.
Shortcut for Auto Text option is: Alt+I then press A.

5) Field: Field option is used to insert a field at the insertion point. Field to insert a variety of
information automatically and to keep the information up-to-date.
Shortcut for Field option is: Alt+I then press F.

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Chapter4.1: MS-WORD

6) Symbols: Symbols option is used to insert symbols and special characters from the fonts that
are installed on your Computer. Shortcut for Symbols option is: Alt+I then press S.

7) Comment: Comment option is used to add comment to any item in the document and also
used to explain the particular object or thing in the document.
Shortcut for Comment option is: Alt+I then press M.

8) Footnote: Footnotes option is used to insert a footnote or endnote at the insertion point. We
can also specify the type of note reference mark and how word numbers, formats and
positions notes. Shortcut for Footnote option is: Alt+I then press N.

9) Caption: Caption option is used to insert caption for tables, figures, equations and other
items. Shortcut for Caption option is: Alt+I then press C.

10) Cross Reference: Cross Reference option is used to insert number that can be used to refer
the text across the document. Shortcut for Cross Reference option is: Alt+I then press R.

11) Index and Table: Index and Table option is used to insert an index of different objects such
as pictures, text boxes, tables etc. in the current document in certain format, which is very
useful to approach that object.
Shortcut for Index and Table option is: Alt+I then press N & D.

12) Picture: Picture option is used to insert objects. Like: Clipart, Shape, WordArt, text chart
and organization charts into document. Shortcut for Picture option is: Alt+I then press P.

13) Text Box: Text Box option is used to draw a text box with horizontal text direction where we
click or drag. Text box help you arrange text and add text to graphics.
Shortcut for Text Box option is: Alt+I then press X.

14) File: File option is used to insert extend file at the current location.
Shortcut for File option is: Alt+I then press L.

15) Object: Object option is used to insert an object.

Shortcut for Object option is: Alt+I then press O.

16) Bookmark: Bookmark option is used to create bookmark which we can use to mark selected
text graphics, table or other item. And also used to an items or location in a document that we
identified and use that name for future reference.
Shortcut for Bookmark option is: Alt+I then press K.

17) Hyperlink: Hyperlink option is used to link the current file with other external name. It will
allow us to shape the matter of the two files. Shortcut for Hyperlink option is: Ctrl+K.

Format Menu:
The options present in Format Menu are as follows:
1. Font
2. Paragraph

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Chapter4.1: MS-WORD

3. Bullets and Numbers

4. Boarder and Shading
5. Columns
6. Tabs
7. Drop Cap
8. Text Direction
9. Change Case
10. Auto Format
11. Style Gallery
12. Background
13. Themes
14. Frame
15. Object.

1) Font: Font option is used to change the size, color, and style of the text.
Shortcut for Font option is: Alt+O then press F.

2) Paragraph: Paragraph option is used to format the paragraph by increasing the spaces
between the lines. We can do different alignment with the help of this option.
Shortcut for Paragraph option is: Alt+O then press P.

3) Bullets and Numbers: Bullets and Numbers option is used to format the bullets and
numbers and we can add bullets of different symbol that are available in symbol option.
Shortcut for Bullets and Numbers option is: Alt+O then press N.

4) Boarder and Shading: Boarder and Shading option is used to add Boarders and Shadings to
selected text, paragraph, pages, table cells, pictures.
Shortcut for Boarder and Shading option is: Alt+O then press B.

5) Columns: Columns option is used to format the text into columns with choice of the number
of columns the space between columns presence of a line between the columns and so on.
Shortcut for Columns option is: Alt+O then press C.

6) Tabs: Tabs option is used to format the tab setting like the space for each tab.
Shortcut for Tabs option is: Alt+O then press T.

7) Drop Cap: Drop Cap option is used to drop the first letter into the continuing lines we can
set the space between this character and the other characters.
Shortcut for Drop Cap option is: Alt+O then press D.

8) Text Direction: Text Direction option is used to change he direction of text in object like out
box. Shortcut for Text Direction option is: Alt+O then press X.

9) Change Case: Change Case option is used to change the font into upper/lower cases or any
other type of case.

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Chapter4.1: MS-WORD

There are five types of cases. They are:

1. Sentence Case
2. lower case
3. UPPER CASE
4. Title Case
5. toGGle cASE.
Shortcut for Change Case option is: Alt+O then press E.

10) Auto Format: Auto Format option is used to forma the current document into certain
presents automatically we don’t have do any think in this.
Shortcut for Auto Format option is: Alt+O then press A.

11) Style Gallery: Style Gallery option is used to set he current paragraph into any chooses style,
we can also create our own style and store them for future use, it is something very similar to
template are used for full document, where as style are use for paragraph and character new
is to create new style. Shortcut for Style Gallery option is: Alt+O then press S.

12) Background: Background option is used to set the background to the current document. We
have solid patterns, color fills or color ha merge or fade into one another.
Shortcut for Background option is: Alt+O then press K.

13) Themes: Themes option is used to apply a new or different theme or remove a theme in a
Web page, document, e-mail massage or data access page. A theme is a set of unified design
elements and color schemes for background images, bullets, fonts, horizontal lines and other
document elements. Shortcut for Themes option is: Alt+O then press H.

14) Frame: Frame option is used to create separate frame in which we can design and give color
to it. We can also create new frames to the right/left to the current frame.
Shortcut for Frame option is: Alt+O then press R.

15) Object: Object option is used to insert objects in document.

Shortcut for Object option is: Alt+O then press O.

Tools Menu:
The options present in Tools Menu are as follows:
1. Spelling and Grammar
2. Language
3. Word Count
4. Auto Summarize
5. Auto Correct
6. Track Changes
7. Merge Documents
8. Protect Documents
9. Mail Merge
10. Envelopes and Labels
11. Letter Wizard

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Chapter4.1: MS-WORD

12. Macro
13. Templates and Add-Ins
14. Customize
15. Options.

1) Spelling and Grammar: Spelling and Grammar option is used to check the Spelling and
Grammar of the current document. Shortcut for Spelling and Grammar option is: F7.

2) Language: Language option is used to set the language that is used for checking the
spellings, to activate the thesaurus and to set the hyphenation.
Shortcut for Language option is: Alt+T then press L.

3) Word Count: Word Count option is used to count our document and shows he number of
words, sentences and pages in our document.
Shortcut for Word Count option is: Alt+T then press W.

4) Auto Summarize: Auto Summarize option is used to help us to prepare a summary of

document using only the key sentences and this summary can be store in another document
for future used or it can be distributed to other.
Shortcut for Auto Summarize option is: Alt+T then press U
.
5) Auto Correct: Auto Correct option is used to set the words correctly. It will correct any
errors that are habitual to the user. Shortcut for Auto Correct option is: Alt+T then press A.

6) Track Changes: Track Changes option is used to note the modifications made by us in
course of review and also see the changes that are really required or not.
Shortcut for Track Changes option is: Ctrl+Shift+E.

7) Merge Documents: Merge Documents option is used to merge two documents. This is a
useful feature where we have data in various documents and need to be printed in one
document. Shortcut for Merge Documents option is: Alt+T then press D.

8) Protect Documents: Protect Documents option is used to protect our document for tracked
changes and comments. Shortcut for Protect Documents option is: Alt+T then press P.

9) Mail Merge: Mail Merge option is used to merge two file where normally one is a document
that needs to import data from another data file for printing and also used to normally in
cases where there is a huge printing job.
Ex: Suppose we have to send 50 letters to our client first Anniversary of the Institute. Then
we must write letter in one document and write addresses of those client in data field. In this
way after creating both of this we can merge this two.
Shortcut for Mail Merge option is: Alt+T then press M.

10) Envelopes and Labels: Envelopes and Labels option is used to print Envelopes and Labels
normally along with the document.
Shortcut for Envelopes and Labels option is: Alt+T then press E

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Chapter4.1: MS-WORD

11) Letter Wizard: Letter Wizard option is used to activate a wizard or an assistance that helps
in formatting a letter with the help of this option we can also create our own letter style.
Shortcut for Letter Wizard option is: Alt+T then press Z.

12) Macro: Macro option is used to record some data and we can run in next page or anywhere
in the document. We can also run it in other documents.
Shortcut for Macro option is: Alt+T then press M.

13) Templates and Add-Ins: Templates and Add-Ins option is used to attach templates and style
to the current document. We can also load templates so that we can use different styles of
that template such as Macros, Auto text entries and custom settings.
Shortcut for Templates and Add-ins option is: Alt+T then press I.

14) Customize: Customize option is used to add/hide different toolbars which are available in
word, according to our wish. We can also make new menus using these option and insert
option in that menu. Shortcut for Customize option is: Alt+T then press C.

15) Options: Options option is used to set properties of all the options like: Spelling and
Grammar, we can change the default location of storing a file, editing, printing option and
save options etc. Shortcut for Options option is: Alt+T then press O.

Table Menu:
The options present in Table Menu are as follows:
1. Draw Table
2. Insert Table
3. Delete
4. Select
5. Merge Cells
6. Split Cells
7. Split Table
8. Cell Alignment
9. Table Auto Format
10. AutoFit
11. Heading Rows Repeat
12. Converts
13. Sort
14. Formula
15. Show/Hide Gridlines
16. Table Properties.
1) Draw Table: Draw Table option is used to draw tables.
Shortcut for Draw Table option is: Alt+A then press W.
2) Insert Table: Insert Table option is used to insert tables.
Shortcut for Insert Table option is: Alt+A then press I.
3) Delete: Delete option is used to delete table, row, column and cell.
Shortcut for Delete option is: Alt+A then press D.

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Chapter4.1: MS-WORD

4) Select: Select option is used to select table, row, column and cell for formatting or deleting
them. Shortcut for Select option is: Alt+A then press C.

5) Merge Cells: Merge Cells option is used to combines the selected cells into one cell. For this
we must select two or more cells. Shortcut for Merge Cells option is: Alt+A then press M.

6) Split Cells: Split Cells option is used to divide the cells into number of cells depend upon
user. Shortcut for Split Cells option is: Alt+A then press P.

7) Split Table: Split Table option is used to break the table into two parts. For using this option
cursor should be in table. Shortcut for Split Table option is: Alt+A then press T.

8) Cell Alignment: Cell Alignment option is used to set the text into different positions (Such
as: Align left top, align right top, align center etc.) of a cell in the table.

9) Table Auto Format: Table Auto Format option is used to automatically format the table and
also automatically color to the table.
Shortcut for Table Auto Format option is: Alt+A then press F.

10) AutoFit: AutoFit option is used to fit the content of the table into the table.
Shortcut for AutoFit option is: Alt+A then press A.

11) Heading Rows Repeat: Heading Rows Repeat option is used to copy the top row of the
table at every page. Shortcut for Heading Rows Repeat option is: Alt+A then press H.

12) Converts: Converts option is used to convert any text into a table form and table into text
separately. Shortcut for Converts option is: Alt+A then press V.

13) Sort: Sort option is used to sort the data in a table in ascending or descending order.
Shortcut for Sort option is: Alt+A then press S.

14) Formula: Formula option is used to calculate different functions.

Shortcut for Formula option is: Alt+A then press O.

15) Show/Hide Gridlines: Show/Hide Gridlines option is used to Show/Hide Gridlines from the
table (Hide or Show the gridlines of Excel).
Shortcut for Show/Hide Gridlines option is: Alt+A then press G.

16) Table Properties: Table Properties option is used to set the properties to the table which we
have inserted. Shortcut for Table Properties option is: Alt+A then press R.
Window Menu:
The options present in Window Menu are as follows:
1. New Window
2. Arrange All
3. Split
4. Remove Split.

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Chapter4.1: MS-WORD

1) New Window: New Window option is used to open another window of the current
document. Shortcut for New Window option is: Alt+W then press N.

2) Arrange All: Arrange All option is used to set all the windows on the screen to display.
Shortcut for Arrange All option is: Alt+W then press A.

3) Split: Split option is used to split the current window into two panes. And we can scroll both
the panes individually. Shortcut for Split option is: Alt+W then press S.

4) Remove Split: Remove Split option is used to remove the current split. This menu also
shows the name of the files currently opened.
Shortcut for Remove Split option is: Alt+W then press S.

Help Menu:
1. Microsoft Word Help
2. Show the Office Assistance
3. What’s this? and
4. About Microsoft Word.

1) Microsoft Word Help: Microsoft Word Help option is used to provide help topics and tips
of the MS-Word. Shortcut for About Microsoft Word Help option is: F1.

2) Show the Office Assistance: Show the Office Assistance option is used to show or remove
the office assistance from view.
Shortcut for Show the Office Assistance option is: Alt+H then press O.

3) What’s This?: What’s This? option is used to specify a topic, choose a option or click an
object. Shortcut for What’s This? option is: Shift+F1.

4) About Microsoft Word: About Microsoft Word option is used to display the version
number of this Microsoft program, copyright, information about operating system, etc.
Shortcut for About Microsoft Word option is: Alt+H then press A.

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