1

Learning MS Word L-1

Formatting Text
In Microsoft Word, you can change the properties of any text, including font type, size, and color, and make
it bold, italic, or underlined (font style). The following illustration shows an example of the formatting
bar and a description of the tools it contains.

Learning about Font

Changing the font and adding colour can make your document much more attractive.

The font options can be found in the Home tab on the left
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1. Font Size
The font size is a number that indicates how many points are in the height of the text. You can also increase
and decrease the font by clicking Increase Font Size and Decrease Font Size button

8-72 inch font size are available in MS Word.

Step1-To change the font size in word, go to the Home tab

Step2- Click on the dropdown menu for the number in the font ribbon

Step3- You can select the font size and start typing.

 Font-Style
The font changes the styling of letters in your text. The menu for changing the font is in the Home tab near
the top-left corner. Like the font size menu, hovering your mouse over each font option will change selected
text so you can see a preview of what each font looks like.
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Step1-To change the font Style in word, go to the Home tab

Step2- Click on the dropdown menu for the Style in the font ribbon

Step3- You can select the font Style and start typing.

 Font-Color
What’s life without a little color ? Select the text you want to change, then click the font color dropdown
menu, which will give you a wide array of colors to choose from.

If you want a different color, you can choose More Colours (below Standard Colors in the dropdown menu)
to bring up a dialog box with even more options.
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You can change the color of text in your Word document.

Step1- Select the text that you want to change.

Step2- On the Home tab, in the Font group, choose the arrow next to Font Color

Step3- You can select the Font Color.

 If you don’t see the color that you want, choose More Colors, and then select a color on
the Standard tab, or mix your own color on the Custom tab.

 Case change
Case controls how much of your text is capitalized, or whether your text is upperCASE or lowerCASE. This
is a useful feature if you want to change the case of your text without having to type it again.

CASE DEFINITIONS

 sentence case: text starts with a capital letter, like a sentence

 lowercase: text is all lowercase, with no capital letters
 uppercase: text is all uppercase, with all capital letters
 capitalize each word: each word is capitalized
 toggle case: reverses the case of whatever is selected (uppercase letters become lowercase and vice
versa)

Step 1- Select the text that you want to change.

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Step 2-To change Case in word, go to the Home tab

Step 3- Click on the dropdown menu for the Case in the font ribbon

Step 4- You select the Case and change your word.

 Changing font style

To change the font style, including bold, italic, and underline, follow the steps below in a Microsoft Word
document.

1. Highlight the text you want to change.

2. Click the B, I, or U option on the Ribbon to change the text to bold, italic, or underlined.

3. After clicking the B, I, or U option, the text changes to the selected font style.

Assignment of L1
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1. USE THE FONT SIZE 12. IN BODY OF PARAGRAPH MAIN CHAPTER

HEADINGS SHOULD BE IN THE FONT SIZE 24, WITH SUBHEADINGS
IN FONT SIZE 18.

2. USE THE FONT STYLE EDWARDIAN SCRIPT ITC IN BODY OF

PARAGRAPH ,MAIN CHAPTER HEADINGS SHOULD BE IN THE FONT
STYLE ALGERIAN , WITH SUBHEADINGS IN FONT STYLE
BAHNSCHRIFT.

3. USE THE FONT COLOR BLUE IN BODY OF PARAGRAPH,MAIN

CHAPTER HEADINGS SHOULD BE IN THE FONT COLOR DARK RED ,
WITH SUBHEADINGS IN FONT STYLE GREEN.

4. USE THE SENTENCE CASE , AND ITALIC IN BODY OF

PARAGRAPH,MAIN CHAPTER HEADINGS SHOULD BE IN THE
UPPERCASE, AND BOLD WITH SUBHEADINGS IN LOWERCASEAND
UNDERLINE

Swami Vivekananda
BIRTH AND CHILDHOOD
Vivekananda was born as Narendranath Datta (name shortened to Narendra or Naren) in
a Bengali family in his ancestral home at 3 Gourmohan Mukherjee Street in Calcutta, the
capital of British India, on 12 January 1863 during the Makar Sankranti festival. He
belonged to a traditional family and was one of nine siblings. His father, Vishwanath
Datta, was an attorney at the Calcutta High Court.Durgacharan Datta, Narendra's
grandfather was a Sanskrit and Persian scholar[25] who left his family and became a
monk at age twenty-five. His mother, Bhubaneswari Devi, was a devout housewife. The
progressive, rational attitude of Narendra's father and the religious temperament of his
mother helped shape his thinking and personality. Narendranath was interested in
spirituality from a young age and used to meditate before the images of deities such
as Shiva, Rama, Sita, and Mahavir Hanuman.He was fascinated by wandering ascetics
and monks. Narendra was mischievous and restless as a child, and his parents often had
difficulty controlling him. His mother said, "I prayed to Shiva for a son and he has sent
me one of his demons".

L-2
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Learning about Paragraph

FORMATTING PARAGRAPH

Alignment, Justification, and Indentation

 Alignment
To align or justify text, move your cursor into the paragraph you want to change, then click the left-align,
right-align, centered, or justify buttons.

Alignment is how text flows in relation to the rest of the page (or column, table cell, text box, etc.). There
are four main alignments: left, right, center, and justified.

 Left-aligned text is text that is aligned with a left edge. You can also left-align your text with the
shortcut Ctrl+L
 Right-aligned text is text that is aligned with a right edge. You can also right-align your text with the
shortcut Ctrl+R
 Centered text is text that is centered between two edges. You can also center-align your text with the
shortcut Ctrl+E
Justification controls the spacing between words. A justified text increases the space between words to fill
the entire line so that it is aligned with both the left and right edges. You can also center-align your text with
the shortcut Ctrl+J

You can also change the alignment and justification settings in the paragraph dialog box.

 Indentation
In many documents, indenting is a good way to distinguish the start of a new paragraph, especially when
there is no paragraph spacing.

To indent, hit the Tab key once on your keyboard at the start of a paragraph.
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The indentation section is toward the middle of the dialog box.

 Line spacing
Line spacing is the distance between lines of text. Loose line spacing can make text much more readable,
while tight line spacing can fit more text in a space.

To change the line spacing,

Step 1-Select the lines you want to change.

Step 2-Then go to the Home tab

Step 3- Find the line spacing button in the Paragraph section.

Step 4- The line spacing button triggers a dropdown menu from which you can select a line spacing.

Step 5- The numbers in the line spacing dropdown menu reflect how much the line spacing will increase
relative to the size of the line.
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 Find and Replace text

Find and Replace helps you to find words or formats in a document and can let you replace all instances of a
word or format. This is particularly handy in long documents.

To use Find and Replace, use the shortcut Ctrl+H or navigate to Editing in the Home tab of the ribbon, then
choose Replace. To just quickly find something, use the shortcut Ctrl+F (Cmnd+F) or navigate to
Home>Editing>Find.

 Replace
Use the shortcut Ctrl+H or navigate to Home>Editing>Replace to reach the Find and Replace dialog box.

Type what you want to find in the Find what field, and the replacement in the Replace with field. (Note that
you can move the Find and Replace dialog box by clicking the title bar and dragging it elsewhere so you can
see what was behind it.)

Find Next highlights the first occurrence of the Find word. Clicking Find Next again will highlight the
second occurrence, clicking Find Next again will highlight the next occurrence, and so on.

Clicking Replace replaces only the highlighted occurrence of the Find word.

Replace All replaces every instance of the Find word with the Replace word. A small dialog box will appear
to tell you how many replacements were made.
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Replace All. Notice that every instance of Ray has been replaced with Roy.

 Lists
There are two kinds of lists: bulleted and numbered lists. The buttons for both are found in the
Paragraph group, as seen in the screenshot below. (Bulleted to the left, numbered to the right)

To start, select the text you want to change, then click either the bulleted or numbered list button.
Alternatively, you can click the bulleted or numbered list button and then start typing.
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 Bulleted list

Numbered list
If you click and hold either of the list buttons, more options will appear.

 Bulleted Options


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In the bulleted options, you can select a new bullet from the bullet library. At the bottom, the Define
New Bullet… option will let you pick any symbol or even a picture from your computer to be the
bullets.

You can choose one of the different multilevel list styles available in the menu, or you can customize your
own by choosing Define New List Style… or Define New Multilevel List…

You can also change the list level of a line here by selecting Change List Level, then selecting a new level in
the menu as pictured above.

 How to Insert a Text Box in MS Word.

Text box allows you to control the position of a block of text in your document. You can also format them with borders
and shading. The two commonly used methods to insert Text Boxes are given below:

Method 1:

 Select the Insert tab

 Locate the Text group
 Click the Text Box button
 It displays Built-In text box menu and an option to draw table
 With a left click select the desired text box format from the menu

Method 2:

 Select 'Draw Text Box' option

 A cross shaped cursor appears
 Left click the mouse and holding it down drag it to draw the box of desired dimensions
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 Modify Page Layout

Page Orientation refers to the direction in which a document is displayed. It is of two types; portrait
(vertical) and landscape (horizontal). The default orientation is portrait; it can be changed to landscape by
following these steps;

 Select the Page Layout tab

 Locate the Page Setup group
 In Page Setup group click the Orientation command
 It displays two options, Portrait and Landscape
 Select the desired page orientation

See this images:

 How to Change Page Size in MS Word

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The default paper size in Word is 8.5 x 11 inches which easily fits in printers. This size is not fixed; you can
change it if you want a document with different paper size. The steps to change the paper size are given
below;

 Click the Page Layout tab

 In Page Setup group click the Size command
 Paper size menu will appear
 With a left click select the desired paper size
 To customize page size click the 'More Paper Sizes' option

See this images:

 How to Change Page Margins in MS Word

The margin is the space between the text and border of a document. By default, it is a one-inch space.
Depending on your needs, it can be changed by following the below-listed steps;

 Select the Page Layout tab

 In Page Setup group click the Margins command
 A list of Margins appears
 Select the desired Margin with a left click

See the image:

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 How to Insert Page Break in MS Word

Word inserts a page break at the end of each page. It also allows you to insert a page break at some other
place in the document. The steps to insert page break are given below;

 Place the cursor where you want to insert the break

 Select the Page Layout tab
 In Page Setup group click the 'Breaks' command
 A list of Page Breaks appears
 With a left click select the desired page break from the list

See the image:

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 How to insert a header and footer in Word document

In Microsoft Word, Headers and Footers are used to insert additional information such as title, file name,
date, page numbers, etc. The presence of both header and footer in the Word document makes your
document more professional and easier to read as well as understand.

Headers appear at the top margin of the Word document, while Footers appear at the bottom margin of
the Word document.

To insert a header and footer in Microsoft Word, follow the below given basic steps -

Step 1: Open the new or an existing Word document in which you want to insert header and footer.

Step 2: Go to the Insert tab at the top of the Ribbon.

Step 3: Click on either header or footer drop-down menu in the Header & Footer section.

Step 4: A Header or Footer drop-down menu will display on the screen with a list of built-in Header or
Footer options. Select your desired option from the Built-in list.

Step 5: A Design tab with Header & Footer option will appear at the top of the document (on the Ribbon),
as shown in the below screenshot.

Step 6: Type your desired information into the header or footer section.
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Step 7: Once you type your desired text in the Header section, click on Close Header and Footer
under the Design section on the Ribbon or press the Esc key from the keyboard to remove the
dotted underline. Now, you can see that the Header is inserted to the Word document.

 Insert the Date or Time in a Header or Footer

To insert the Date or Time in a Header or Footer, follow the below instructions -

1. Go to the Insert tab on the Ribbon and click on the Date & Time option in the Text section.

2. A Date and Time dialog box will appear on the screen in which do the following -

 Select Date format from the Available format.

 Select your desired language.

 Tick on the Update automatically checkbox.

 Click on the OK button at the bottom of the dialog box.

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Now, you can see that your selected format will appear on the Word document.

 Delete Header and Footer from Word document

To Delete Header and Footer from Word document, follow the below steps -

1. Go to the Insert tab on the Ribbon and click on the Header & Footer option.
2. A Header or Footer dialog will appear on the screen. Click on the Remove Header or Remove
Footer option.

 How to Insert Picture in Document

Pictures make our text more attractive and readable. You can insert relevant pictures in your text by
following these steps;
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 Place the cursor where you want to insert the picture

 Select the Insert tab on Ribbon
 In Illustrations group click the Picture command;

 It displays 'Insert Picture' dialog box

 Select the desired image
 Click Insert to insert the picture

See the image:

 How to Insert Clip Art

Clip art refers to a graphic or a picture that you can insert in your document. It comes in different formats
and styles. It is used to enhance the appearance of a document. The steps to insert a clip art are given below;

 Place the cursor where you want to insert the clip art
 Select the Insert tab
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 In Illustrations group click the Clip Art command;

 A task pane appears on the right side of document

 Enter the keyword in 'Search for' field and select the suitable option in 'Search in' and 'Results should
be' fields
 Click Go, clip art menu will appear
 Select the desired clip art with a left click

See the image:

 How to Format Picture or Clip Art

You can change the appearance of your picture or clip art to enhance its visual impact. The format tab offers
you various options for formatting pictures like contrast, changing color, line style, cropping, etc. The steps
to format picture or clip art are given below;

 Select the picture or clip art that you want to format

 Format tab appears in the Ribbon
 Click the Format tab
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 It displays four groups of related commands to modify or format picture or clip art

See the image:

HOW TO INSERT SUBSCRIPT AND

SUPERSCRIPT IN WORD
Subscript or Superscript is a number, symbol, figure, character, or an indicator that is smaller
than the usual (normal) font. It is typically used for footnotes, endnotes, and mathematical or
scientific formulas.

INSERT A SUBSCRIPT
There are the following steps to create a subscript in Word document -

Step 1: Open the Word document.

Step 2: Enter the text that you want to insert.

Play Video

Step 3: Place cursor in the document where you want to create a subscript.

Step 4: Go to the Home tab on the Ribbon and click on the subscript X2 icon in the Font group.
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Step 5: A blinked cursor will appear on the screen, as shown in the below screenshot.

The below screenshot shows that subscript is inserted in the Word document.

INSERT A SUPERSCRIPT
If you want to insert a superscript in the Word document, follow the below-mentioned steps -

Step 1: Open the Word document.

Step 2: Place cursor in the document where you want to insert a superscript.

Step 3: Go to the Home tab on the Ribbon and click on the Superscript (X2) icon in
the Font group.
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NOTE: YOU CAN ALSO PRESS CTRL + SHIFT + EQUAL KEYS FROM THE KEYBOARD
TO ENABLE THE SUPERSCRIPT BOX.

Step 4: A small sized cursor is blinked on the selected area, as shown in the below screenshot.
Insert the text that you want to add in the superscript.

The screenshot below shows that Superscript is added to the Word document.

INSERT SUBSCRIPT AND SUPERSCRIPT FROM

THE FONT DIALOG BOX
Step 1: Open the Word document.

Step 2: Select the text where you want to insert subscript and superscript.
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Step 3: Go to the Home tab on the Ribbon and click Font Dialog Box Launcher in
the Font section.

Step 4: A font dialog box will appear on the screen in which click either Superscript or Subscript
checkbox that you want to insert and click on the OK button at the bottom of the screen.

Once you did all the above-mentioned steps, you can see that Superscript or Subscript is inserted
in the Word document.

INSERT A SUBSCRIPT AND SUPERSCRIPT

SYMBOL
Follow the below-mentioned steps to insert a subscript and superscript symbol -

Step 1: Open the Word document.

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Step 2: Go to the Insert tab on the Ribbon and click on the Symbol option in the Symbols group.

Step 3: A Symbols dialog box will appear on the screen in click on the More Symbols button.

Step 4: The following dialog box will appear on the screen in which go to Subset option and click
on the Superscripts and Subscripts from the drop-down menu. Click on the Insert button at the
bottom of the screen.

REMOVE SUBSCRIPT OR SUPERSCRIPT FROM WORD

DOCUMENT
To remove subscript or superscript for Word document, press Ctrl + Space key from your
keyboard.

OR

Go to the Home tab on the Ribbon and click on the subscript or superscript box in
the font group.

DIFFERENCE BETWEEN SUBSCRIPT AND SUPERSCRIPT

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Although subscript and superscript are similar, but there are also major differences in it.

The below table shows the difference between the subscript and superscript -

Subscript Superscript

Subscript is the text or number which is placed below the main line of Superscript is the text or number which is placed a
text or number. text or number.

It is generally used to write the chemical compounds. It is generally used to write exponents in the mathem

Example: N2 Example: 25

Assignment of L2
1. Open our practice document. If you've already downloaded our practice
document in order to follow along with the lesson, be sure to download a
fresh copy by clicking the link in this step.
2. Open the header.
3. Choose Align Right on the Home tab and type your name.
4. Below your name, use the Date & Time command on the Design tab and
insert the date. You can use whichever format you like.
5. In the footer section, insert the preset footer Grid. If your version of Word
doesn't have a Grid preset, you can choose any available preset.
6. Close the header and footer.
7. When you're finished, your page should look something like this:
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L-3
Working with Tables

 How to Insert Table in MS Word

Table is a versatile tool of MS Word. It allows you to organize your information, i.e. you can align text,
present numerical data and create forms and calendar. The steps to insert table are given below;

 Place the cursor where you want to insert the table

 Select the Insert tab
 In Tables group click the Table command
 It displays different options to insert the table
 Select the desired option to insert the table

See the image:

 To Convert Text to Table

 Select the text
 Select the Insert tab
 In Tables group click the Table command
 Select the 'Convert Text to Table' option;
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 It displays a dialog box

 In 'Separate text at' section select the desired option
 Click OK, the text will convert to a table

See this image:

 How to Add Row in Table

If you want to increase or add a new row in your table, you can follow the steps given below;

 Place the cursor in a row above or below which you want to add row
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 Right click the mouse

 A menu appears
 Place the arrow over Insert option
 It will display a menu
 As required select 'Insert Rows Above' or 'Insert Rows Below'

See this images:

 How to Add Column in Table

If you want to increase or add a new column in your table, you can follow these steps;

 Place the cursor in the column adjacent to which you want to add the column
 Right click the mouse
 It displays a menu
 Place the arrow over Insert option
 It shows a list of commands
 As required select 'Insert Columns to the Right' or 'Insert Columns to the Left'

See the image:

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 How to Delete Column or Row in Table

The table command also allows you to delete a column or row in your table. You can delete the unwanted
columns or rows by following these steps;

 Select the column or row of the table

 Right click the mouse
 A menu appears
 As required select 'Delete Columns' or 'Delete Rows'

See the image:

How to Modify Table

Word allows you to customize tables as per your requirement. You can modify your table in different ways,
i.e. you can choose a table style, table design, draw borders. The steps to modify a table are given below;

 Select the table

 Two new tabs Design and Layout appear on the Ribbon
 On Design tab you will see three groups of commands to modify table; Table Style Options, Table
Styles and Draw Borders;

 Layout tab has six groups of commands to format table;

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 How to Split Text to Columns

You can split your text to columns as shown in the image given below. It helps you make your text more
readable and presentable. The steps involved in this process are given below;

 Open the document

 Select the Page Layout tab

 In Page Setup group click the Columns command

 It displays a list of options to split text into columns

 Select the desired option

See the image:

 How to Insert Smart Art Graphics

You can insert Smart Art Graphics in your document to effectively communicate your message. You can
insert a process flow, a relationship or an organization hierarchy. The steps to insert smart art graphics are
given below;

 Place the cursor in the document where you want to insert graphics
 Select the Insert tab
 In Illustrations group select the 'Smart Art' command;
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 On left side, a dialog box appears with list of categories

 In the center you will see the illustrations available in a category
 Select the desired illustration and click Ok

See the image:

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Assignment of L3

Create table as below and shading the

first row. Insert an Octagon and write
your name in the
center
Create table as below and shading the
first row. Insert an Octagon and write
your name in the
center
Create table as below and shading the
first row. Insert an Octagon and write
your name in the
center
Create table as below and shading the
first row. Insert an Octagon and write
your name in the
center
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Create table as below and shading the

first row. Insert an Octagon and write
your name in the
center
Qno-1 Create a table as below and insert image in Centre.

Name of Power Station Operator Location Image

Bakreshwar Thermal Power WBPDC Suri

L

Farakka Super Thermal NTPC Farakka

Power Station.

Durgapur Steel Thermal DVC Durgapu

Power r

Kolaghat Thermal Power WBPDC Mecheda

Station L

Budge Budge Thermal CESC Budge

Power Plant Budge

 Create margin at the top & bottom 1.1inch and right &left 1.5inch
 Create District column after Operator.
 Insert Row below and column right side.
 Delete the table.
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L-4
How to delete a page in Word
As we all know, Microsoft Word is the best platform for creating and editing documents. Sometimes there
may be a possibility that blank and unnecessary pages are added in the middle or the end of the document,
which distracts the reader's flow and takes unnecessary space, so it is compulsory for us to remove those
pages to make our document more attractive.

There are following two types of pages that we delete in the word document?

1. DOCUMENTED PAGE

Documented page is the well-designed page, including text, charts, images, tables, and graphics.

DELETE A DOCUMENTED PAGE

There are the following ways to delete the documented page in the Word ?

I. USING BACKSPACE

Backspace is the very easiest way to delete the page. To delete the page using backspace, First, select the
whole page (By pressing Ctrl+A) that you want to delete and then press the Backspace key.

II. USING CTRL+G KEY

The Ctrl+G key is the faster way to delete the documented page. It helps you to delete selected pages. For
example, if your document contains 6 pages and you want to delete page no 3, then you can easily delete this
page using the Ctrl+G key.

Step 1: Open the page that you want to delete and press Ctrl+G key for windows and CMD + G for Mac.

Step 2: A Find and Replace window appears on the screen in which type \page in the Enter page number
text box and press Enter key.
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Step 3: The document that you want to delete is selected, as shown in the below screenshot.

Step 4: Now, click on the Close then press Delete key from the keyboard.

2. BLANK PAGE

Blank pages commonly appear at the end of a Word document. It is important for us to delete the black
pages because it creates unprofessional thoughts to editor's minds, requires more pages to print, and takes
more memory to convert one file format to others.

DELETE A BLANK PAGE

There are the following different ways that we can use to delete the blank page in Word ?

I. USING THE BACKSPACE KEY

It is a very simple and easy way to delete a blank page.

Step 1: Go to the top of the blank page that you want to delete.

Step 2: Press backspace key from the keyboard over and over until a blank page finally deletes.

II. USING THE VIEW OPTION

Step 1: Click on the View tab at the top of the pane.

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Step 2: Tick on the Navigation Pane checkbox in the View section and select Browse the page in you
document icon, a list of pages available in your current document window appears at the left side pane.
Select the page that you want to delete then click on the backspace key.

HOW TO USE A THESAURUS IN WORD DOCUMENT

The Thesaurus is a software tool that is used in the Microsoft Word document to look up (find) synonyms
(words with the same meaning) and antonyms (words with the opposite meaning) for the selected word.

Generally, the Thesaurus is used in the Word documents when we write an email, letter, project report, or
research papers.

NOTE: THESAURUS IS ALSO USED IN MICROSOFT POWERPOINT AND OUTLOOK.

METHOD 1: USING SYNONYMS OPTION

This method is used for the desktop version of a Word document. This is the easiest and fastest way to use
the Thesaurus in Word.

To use a Thesaurus in a Word document, follow the below-mentioned steps -

Play Video

NOTE: USING THE BELOW STEPS, YOU CAN USE THE THESAURUS IN WORD 2003,
2010, 2013, AND 2019.

Step 1: Open a new Word document or an existing Word document.

Step 2: Type a new word or search a word from an existing document that you want for the Thesaurus.

Step 3: Highlight the typed or selected word. A blue background will appear behind the word.
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Step 4: Right-click on the selected or typed word. A drop-down menu will appear on the screen. Place
cursor on the Synonyms option.

Step 5: Once you place the cursor on the Synonyms option, a list of synonyms window pops out to the right
or left of the screen, as shown in the below screenshot.
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Step 5: Click on the Thesaurus at the bottom of the pop-up window.

Step 6: The following pane will appear in the right corner of the Word document.
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NOTE: YOUR SELECTED WORD WILL APPEAR IN THE SEARCH FOR: TEXTBOX
FIELD. IF IT NOT VISIBLE, THEN TYPES A WORD INTO THE SEARCH BOX THAT
YOU WANT TO THESAURUS AND PRESS ENTER KEY FROM THE KEYBOARD.

Step 7: Select the thesaurus word that you want to insert and click on the drop-down icon associated with
the selected word. The following options will appear on the screen. Click on the Insert button.

Now, you can see that the selected word is replaced with its synonym in the Word document.
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METHOD 2: USING THE REVIEW TAB ON THE RIBBON

You can also use Thesaurus using the Review tab.

There are the following steps to use Thesaurus using the Review tab -

Step 1: Open the new Word document or an existing Word document.

Step 2: Type the word in the document that you want to look up (Thesaurus)

Step 3: Go to the Review tab on the Ribbon and click on the Thesaurus option in the Proofing section or
you can simply press shortcut key Shift + F7.

Step 4: The following screen appears at the right corner of the Word document in which do the following:

o Select the word.

o Click on the drop-down icon associate with the selected word.
o A small drop-down menu appears, click on the Insert.
43

The screenshot below shows that a word important is replaced with its synonym vital.

Next Topic How to insert equations in Word document

HOW TO CHANGE LANGUAGE IN MICROSOFT WORD DOCUMENT

Microsoft Word has an in-built tool that allows you to change the language of the current Word documents
into different languages.

There are the following methods to change the language in Microsoft Word document -

METHOD 1: USING THE REVIEW TAB ON THE RIBBON

44

This is the simplest and fastest method to change the language of Microsoft Word document using a few
clicks of your mouse -

Step 1: Open the new or existing Word document.

Play Video

Step 2: Go to the Review tab on the Ribbon and click on the drop-down icon associated with
the Language in the Language group.

Step 3: A small Language drop-down menu will appear on the screen. Click on the Set Proofing
Language option.

Step 4: A Language dialog box will appear on the screen in which select your desired language and click
on the OK button.
45

Once you click the OK button, your desired language will apply to your Microsoft Word document.

HOW TO CONVERT WORD DOCUMENT TO A PDF

Converting a Word document to a PDF is the easiest task for us. We need to convert a Word document to a
PDF because word document is not portable with all software.

Before learning how to convert Word document to a PDF, let's understand the following:

WHAT IS WORD?

Microsoft Word is a powerful word processor tool that is used for creating documents, memos, brochures,
pamphlets, books, and more.

WHAT IS PDF?

PDF stands for Portable Document Format. It is one of the most commonly used file formats which allows
us to distribute read-only documents.

Play Video
46

The file extension for PDF file format is .pdf. PDF file is used for documents like eBooks, application
forms, scanned documents, etc.

There are the following methods to convert Word document to a PDF -

METHOD 1: USING WORD

Microsoft Word provides the easiest way to convert Word document to a PDF.

Step 1: Open the Word document that you want to covert in PDF file format.

Step 2: Click on the File tab at the top left corner of the word document.

Step 3: A list of File options appears on the screen. Click on Save As.

Step 3: Browse the location where you want to save the PDF file. Go to the Sava as type. Click on the
drop-down icon associate with Save as type. Select PDF (*.pdf) from the drop-down menu and click on
the Save button at the bottom of the screen.
47

The below screenshot shows that our Word document (Dco1.docx) is converted into a PDF file format.
48

METHOD 2: USING ONLINE WORD TO PDF CONVERTER TOOLS

Online Word to PDF converter websites helps you to convert Word document to a PDF file format without
installing any software on your computer.

There are various converter websites available on the internet, such as SodaPDF, Nitro, Smallpdf, Batch,
and many more.

NOTE: IN OUR CASE, WE ARE GOING TO USE THE SODAPDF CONVERTER TO

CONVERT WORD DOCUMENT TO PDF.

SodaPDF is used to open, view, create, convert, and share Portable Document Format (PDF) files. It is
available for both as a desktop application or directly in your web browser (Chrome, Mozilla, and more)

SodaPDF includes various features such as 3D view, split PDF into multiple files, support for TIFF file
format for PDF creation, easier to select the text, additional tools for annotating documents, and
password security features for document security.

Follow the below steps to convert Word document to a PDF -

Step 1: Click on the below link to convert a word document into a PDF using SodaPDF.
49

https://www.sodapdf.com/word-to-pdf/

Step 2: The below

screen appears on the screen. Click on the CHOOSE FILE.

Step 3: Browse the file that you want to convert in a PDF file format.

Step 4: Once your file uploaded successfully, the following screen appears with the two options: View and
Download in Browser or Send file by Email.

If you want to send this file via Email, then Enter an Email address in the send file by Email text box and
click on the Send to Email. Otherwise, click on the View and Download in Browser.

NOTE: IN OUR CASE, WE ARE USING VIEW AND DOWNLOAD IN BROWSER

OPTION.
50

The below screenshot shows that the Word document is converted into a PDF file format.

ADVANTAGES OF CONVERTING WORD DOCUMENT TO A PDF

51

There are the following advantages of converting Word document to a PDF -

o Maintain the document's formatting.

o PDF files are more mobile-friendly as compared to Word documents.
o PDF supports high-level data encryption.
o Remove problem relateds to spacing.

HOW TO CREATE A TABLE OF CONTENTS IN WORD

Table of content is used to find desirable content faster and easier from the long document.

METHOD 1: USING THE REFERENCES TAB

Follow the below steps to create Table of content in Word -

Step 1: Open the new Word Document.

Step 2: Write some content on it and Highlight the heading using Home -> Heading 1.

Play Video

Step 3: Once you make the Table heading, now go to References at the top of the screen and select Table
of Contents.
52

Step 4: A list of table content appears on the screen. Select Table of content according to your requirement.

The below screenshot shows that the Table of content is added on the page.
53

METHOD 2: USING THE DIALOG BOX 'TABS'

Follow the below steps to insert the Table of content using the dialog box tabs:

Step 1: Create a new word document.

Step 2: Click on the dialog-box launcher tool in the Paragraph group on the Home pane.

Step 3: Once you click on the dialog box, it pops up on the screen, in which click on the Tabs.

HOW TO PASSWORD PROTECT A WORD DOCUMENT

Password protection helps you to protect your document safe and secure from unauthorized access.
Password-protected documents can't be accessed or read by anyone without entering the password. In
Microsoft Word, passwords are case-sensitive and generally within the range of 15 characters.

NOTE 1: ALWAYS REMEMBER YOUR WORD DOCUMENT PASSWORD BECAUSE IF

YOU FORGET YOUR PASSWORD, MICROSOFT WORD CAN'T BE ABLE TO RECOVER
YOUR PASSWORD.

NOTE 2: DO NOT SHARE THE PASSWORD-PROTECTED WORD DOCUMENT IN THE

MAIL ALONG WITH THE PASSWORD-PROTECTED FILE.

If your data inside the Word document is sensitive, you can follow the below steps to make your Word
document password-protected -

NOTE: USING THE BELOW-MENTIONED STEPS, YOU CAN ENABLE PASSWORD

PROTECTION IN WORD 2007, 2010, 2013, 2016, 2019, AND OFFICE 365.
54

Step 1: Double-click on the Word document that you want to protect.

Step 2: Click on the File tab at the top left corner of the screen.

Play Video

Step 3: Go to the Info tab and click on the Protect Document option.

Step 4: The following window will appear on the screen in which click on the Encrypt with Password.
55

Step 5: A small Encrypt Document window will appear on the screen. Enter the password to protect your
document and then click on the OK button.

NOTE: TRY TO USE A MEMORABLE AND COMPLEX PASSWORD.

Step 6: A Confirm Password window will appear on the screen. Confirm your password by typing the
password again and click on the OK button.

Step 7: Save the Word document and close it.

56

Once you complete the above-mentioned steps, every time when you open the password-protected
document, you will always see a dialog box for entering the password to decrypt the protected document's
content, as shown in the below screenshot.

NOTE: ONCE YOU ARE SETTING THE PASSWORD FOR WORD DOCUMENT, IT IS
IMPOSSIBLE TO OPEN AND VIEW IT WITHOUT ENTERING THE PASSWORD, SO
ALWAYS MAKE SURE THAT YOU KEEP THE PASSWORD IN A SAFE PLACE.

NOTE: IN MICROSOFT OFFICE 2016, THE DEFAULT ENCRYPTION METHOD IS AES-

256.

NOTE: USING THE ABOVE STEPS, YOU CAN ALSO ENABLE PASSWORD
PROTECTION IN MICROSOFT EXCEL AS WELL AS MICROSOFT POWERPOINT.

HOW TO REMOVE A PASSWORD FROM THE WORD DOCUMENT

Microsoft Word also allows you to unlock the password-protected Word document.

There are the following easiest steps that you can use to remove password from your Word document -

Step 1: Open the password-protected Word document.

Step 2: Type the password and click on the OK button to access the Word document.

Step 3: Click on the File tab at the top left corner of the screen.

Step 4: Go to the Info and click on the protect document option.

57

Step 5: The following window will appear on the screen. Click on the Encrypt with Password option.

Step 6: An Encrypt Document window appears on the screen. Remove the previous password by pressing
the backspace key from the keyboard and click on the OK button at the bottom on the screen.

Step 7: Click on the Close tab. Once you click the close tab, a dialog box will appear on the screen in which
click on the save button to save the file and make changes in the password protection.
58

Now, when you open the document, you can see that document is open without showing the enter password
dialog box.

Next Topic How to use a Thesaurus in Word document

Step 4: The following window appears on the screen in which you can see that keyboard-cursor is
blinking in the Tap stop position. To insert the first column in the Table of content, type 0.5 in the tab stop
position, select the Right radio button and click on the Set.
59

NOTE: MAKE SURE THE LEADER IS SELECTED AS NONE.

Step 5: To insert the third column in the Table of content, Remove already entered text in the tab stop
position by pressing the Backspace key.

Step 6: Type 0.7 in the Tab stop position, select the Left radio button, select Leader as None, and click on
the Set.

Step 7: Repeat step number 5.

Step 8: Type 5.0 in Tab stop position, select the Right radio button, select 2…. Radio button from the
Leader, click on the Set, and then OK.
60

Step 9: Now, start writing the Table of content using the following syntax.

Strike Tab key (column 2) Strike Tab key (Column 2) Strike tab key (Column 3) Strike Enter key.

Example:

Strike Tab key 1. Strike Tab key Welcome to Microsoft Office Strike Tab Key 1 Strike Enter Key

Strike Tab key 2. Strike Tab key Welcome to Word Strike Tab Key 4 Strike Enter Key

Strike Tab key 3. Strike Tab key Our First Document Strike Tab Key 6 Strike Enter Key

Strike Tab key 4. Strike Tab key Saving a Document Strike Tab Key 8 Strike Enter Key

Strike Tab key 5. Strike Tab key Creating a new Document Strike Tab Key 10 Strike Enter Key

Strike Tab key 6. Strike Tab key Creating Templates Strike Tab Key 12 Strike Enter Key

The below screenshot shows the Table of content based on the above data.
61

HOW TO ADD AND REMOVE HYPERLINK IN WORD

Hyperlinks are also called as a link or web link. This is usually a blue or purple text that you can use on
your document to access a new document or a particular section of a document within the current document.

Hyperlinks allow you to access the document in the form of the following:

o Text
o document
o Image
o URLs
o Videos
o Controls (a button)

ADD A HYPERLINK IN WORD DOCUMENT

Adding a hyperlink helps users to easily access the related web pages.

To add a hyperlink in the Word document, you can follow the following methods -

Play Video

METHOD 1: USING KEYBOARD KEY

It is the simplest and fastest way to insert a hyperlink in the Word document.

1. Open the Word document, where you want to insert a hyperlink.

2. Type the address of the webpage.
3. Place cursor after the webpage address and press ENTER or SPACEBAR key.
4. Now, you can see that Word automatically converts the web address into a hyperlink.

www.javatpoint.com

Press Ctrl + Click to access the hyperlink.

METHOD 2: USING LINK OPTIONS

Follow the below steps to add a hyperlink using the link option.

Step 1: Open the Word document in which you want to add a hyperlink.
62

Step 2: Highlight or select the text that you want to create a hyperlink. Right-click on the selected text, a
list of options will appear on the screen. Click on the Hyperlink option, as shown in the screenshot below.

Step 3: An Insert Hyperlink dialog box will appear on the screen in which do the following:

o Click on the Existing File or Web Page option from the Link to: section.
o Click on the Current Folder option from the Look in: section.
o Select the document, or you can also type the web page address to link with the hyperlink.
o Click on the OK button at the bottom of the screen.
63

The screenshot below shows that a Hyperlink is added in the Word document.

EDIT A HYPERLINK

Once you create a hyperlink in Word document, you can also edit it based on your requirement.

Follow the below steps to edit a hyperlink in the Word document -

Step 1: Open the Word document.

Step 2: Right-click on the document that you want to edit.

Step 3: A list of options window will appear on the screen. Click on the Edit Hyperlink option.
64

Step 4: An Edit Hyperlink dialog box will appear on the screen. Edit the hyperlink based on your
requirement and click on the OK button at the bottom of the screen.

OR

Highlight the hyperlink that you want to edit and click on the Ctrl+K key from the keyboard.

REMOVE HYPERLINK
65

Remove hyperlink is not a difficult task for Microsoft Word users. You can follow the below easiest
methods to remove hyperlinks from the Word document.

METHOD 1: REMOVE A SINGLE HYPERLINK

To remove hyperlink from the Word document, select the hyperlink that you want to remove, and press
the Ctrl+Shift+F9 key from the keyboard.

METHOD 2: REMOVE ALL HYPERLINK

Microsoft Word allows to you remove all hyperlink using the below steps &-

1. Open the Word document.

2. Press Ctrl+A to select all text present in the Word document.
3. Press the Ctrl+Shitf+F9 key from the keyboard to remove all hyperlinks.

Once you do the above-mentioned steps, you can see that all hyperlinks are removed from your Word
document.

METHOD 3: REMOVE HYPERLINK USING A HYPERLINK DIALOG BOX

Follow the below-mentioned steps to remove hyperlink from the Word document:

Step 1: Open the Word document in which you want to remove the hyperlink.

Step 2: Highlight or select the hyperlink that you want to remove.

Step 3: Right-click on the selected text, a list of options will appears on the screen. Click on the Remove
Hyperlink option to remove the hyperlink.
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Now, you can see that hyperlink is removed from the Word document.

MAIL MERGE IN EXCEL

Mail merge is not an MS Excel feature, actually. It is a feature of MS Word, which is available inside
the Mailing tab in Microsoft Word. However, MS Excel also helps MS Word to perform mail merge. Mail
merge is an interesting feature that allows to incorporates the data from both Excel and Word and creates
multiple documents at once, such as - letter.

For example, you can write a letter and create a mail merge to print it with 10 different salutations like Dear
Krish, Dear Joe, Dear Mack, etc. These names are stored in an Excel sheet. This way, it saves the time of
users to retype and recreate the multiple documents with minimal difference.

In this chapter, we will discuss how mail merge works by pairing both Excel and Word applications to
create multiple documents.

WHAT IS MAIL MERGE?

Mail merge is the quickest way to customize the document, like email and newsletters. It allows the users to
create the personalized documents that will automatically vary recipient-by-recipient. It saves the effort to
create a personalized document for multiple recipients at once. For example, invitation letter.
67

Play Video

Mail merge works with Excel spreadsheet to create multiple personalized documents. This Excel
spreadsheet contains such information, names, email address, address, etc.

Placeholder

Mail merge has fields, which are known as placeholders. These placeholders are placed in Word files,
whose respective values are picked from the defined Excel spreadsheet. For example, <<first name>>,
<<email>>, etc. Thus, the column names in that Excel spreadsheet must be the same as the field names.

Placeholders are also called merge fields. These merge fields fetch the value of the respective fields from the
Excel spreadsheet linked with your current word file.

NEED OF MAIL MERGE

Here is an example -

You want to send the birthday invitation to your friends and relatives. However, the invitation message will
be the same, but you want each email to include a salutation with their names and a greeting line.

If you create it manually for each person individually, it will take a lot of time and effort to create separate
emails. Thus, the mail merge will help you to create an email or letter by paring Word and Excel
spreadsheet and make the task done.

MAIL MERGE WITH EXCEL

Although you can perform mail merging only with MS Word. But when it needs to create multiple
documents of the same type, we will suggest you to use an Excel spreadsheet.

o It will save time and reduce the hectic of users by creating multiple documents in one go.
o It reduces the effort of users to retype the data and create each document separately.
o Data for mail merge is stored inside the Excel spreadsheet, such as - names, addresses, etc.
o You can use the mail merge feature of Word to create any type of documents, such as - Invoices,
Inventories, letters, labels, catalogues, envelopes, etc.
o Mail merge seems complex, but it not that tough. We will make it easy for you by explaining it step
by step.
68

STEP TO MAIL MERGE

Mail merge requires the following important steps:

1. Create an Excel spreadsheet and prepare data

2. Start creating a mail merge in MS Word
3. Connect the Excel file to Word file
4. Insert merge fields to your document
5. Save your created mail merge

Essential point to know

You should know the following things while preparing mail merge:

1. Column names of your Excel spreadsheet must be the same as field names you want to insert in the
mail merge.
2. All the data you want to insert in a mail merge should be present in the first sheet of your Excel
spreadsheet.
3. Your Excel file must be saved on your local machine to incorporate the data from it.
4. Data with percentage, currency, and postal code should be formatted properly so that MS Word can
read them properly.
5. If you want to make any changes to your Excel sheet, it must be done before the mail merge.
6. If you have added a zip code column in Excel, you have to change it to postal code instead of pin
code or zip code.

Example

Using an example, we will show a detailed method to create a mail merge. In this example, we will create a
letter through mail merge. Follow the steps for it:

CREATE AND PREPARE AN EXCEL SHEET

Step 1: The first thing is to create an Excel spreadsheet along with the header. We have created this one.
69

Well organize the data into your Excel sheet and save the file at a particular location.

Also, remember the points we discussed above while performing a mail merge.

START CREATING MAIL MERGE

Step 2: Open MS Word and create a new file.

Step 3: Inside the Mailing tab, click on the Start Mail Merge dropdown list and choose the Step-by-step
merge wizard.
70

Step 4: On the right side of your panel, a small window will appear where choose a document. For
example, mark the Letter radio button and click Next Starting document.
71

It will provide step-by-step guidance for creating a mail merge for the selected document. However, we have
also defined the steps for it.

Step 5: The next step is to choose the starting document. Thus, select the Use the current document and
move to the next step by clicking the Next Recipient at the bottom.
72

Step 6: Now, leave the Use an Existing List option as selected and click on the Browse to use the name and
address from the Excel file.
73

CONNECT EXCEL FILE WITH WORD FILE

Step 7: Go to the location where you saved the Excel file (prepared for mail merge) and when you find your
file, select it and click the Open button.
74

NOTE: YOU CANNOT MAKE CHANGES TO YOUR EXCEL FILE THIS TIME (WHILE
CREATING MAIL MERGE).

Step 8: A new wizard will open that will ask you to select a table. If your Excel spreadsheet has only one
table, click OK.

INSERT MERGE FIELDS TO YOUR DOCUMENT

Step 9: A list of all Excel data will be opened here containing the recipient list. You can also leave off
certain names from here if you want to. Otherwise, click OK.
75

The table will be closed, and you will again off to the right panel of your Word file.

Step 10: Here, you see the title of your Excel spreadsheet is added here (in Currently, your recipients
selected from:).

Move to the next step by clicking the Step: Write your letter from the bottom of the panel and complete
the remaining steps.
76

WRITE LETTER AND ADD SALUTATIONS AND GREETING LINES

Now, it's time to write a letter and insert salutations and greeting lines to your invitation letter.

Step 11: In the right panel, you will see different options, using which you can insert formatted addresses,
salutations, electronic postage, and more items here. So, start adding the recipient information from your
spreadsheet to here in the letter.
77

Step 12: Firstly, click the Address block link; a wizard will open where choose the recipient name's format
how you want to display it on the invitation letter and click OK.
78

Step 13: As it is an invitation card, so if you do not want to add the address, unmark the Insert postal
address checkbox and click OK.

TIP: IF YOU HAVE DEFINED ANY FIELD NAME WITH ANOTHER NAME IN THE
EXCEL SPREADSHEET, WHICH IS NOT AVAILABLE HERE, CLICK THE MATCH
FIELDS BUTTON. FOR EXAMPLE, POSTAL CODE AS ZIP CODE.

Step 14: Now, take the cursor to the next line, click the Greeting Line to add salutation or greeting line to
invitation with name. For example, Dear XYZ.
79

Step 15: Define the salutation here and close the panel by clicking the OK button. You can also provide a
greeting line and given a proper salutation in your letter.
80

Step 16: See that address block and greeting line is added. Now, complete the letter.

Step 17: The letter will look something like as showing below:

Next, go to the next step Preview your letter.

81

Step 17: You can preview each letter and check details are correct and organized inside it, which is
populated from the Excel spreadsheet. It contains the Previous and Next buttons over here.

"Placeholders are automatically replaced with their respective data."

82

If everything is alright and all information is correct, click on the Complete the Merge to finish the merge
process.

Step 18: Now, click on the Print option here.

83

Step 19: It will ask you to the print current record or print all the letters from your database. Choose
accordingly and click OK in the end.

Step 20: It will create a pdf of all your invitations. Nothing to do here, just click OK.
84

Step 21: Now, save the copy of the output in default pdf format on your local device. Provide a name and
save them on a location.
85

A pdf copy of all invitations is saved to your selected location on your computer.

EMAIL INVITATIONS

Instead of printing and saving the document to your local device, you can directly mail it to the persons.

Step 22: For this, inside the Mailing tab, go to the Finish & Merge and click on the Send Email
Messages to email the invitations.

Step 23: Choose the Email field of your spreadsheet inside To field.

Provide a subject line for the email.

Keep the Send Record to All and then press OK.

86

It will redirect you to user Gmail id on the browser where send the prepared invitations to all.

TIP: IT IS GOOD TO LOOK OVER THE LETTER BY YOURSELF TO CHECK TYPOS,

FORMATTING, AND EVERYTHING IS FINE.

Now, this task has been completely done.

HOW TO INSERT MERGE FIELDS SEPARATELY

You can also insert the individual merge fields (placeholders) to your document separately. This can be
needed when you want to place only a single field somewhere in between the document. It will help you.

You can add the placeholder (merge fields) from the Insert merge field dropdown list options under the
Mailing tab. This list will contain the column headers of your Excel spreadsheet. Choose one and add a
placeholder here. For example, firstname.

STEPS TO INSERT MERGE FIELDS

We will show you this for the birthday invitation letter just the way we have done it above.

Step 1: Take control where you want to add your first placeholder. Then, inside the Mailing tab, click on
the Insert Merge Field dropdown list.
87

Step 2: A placeholder named First name will be added to your Word file like this one. This way, prepare
the invitation letter by putting placeholders at the right place.
88

Similarly, add the placeholder to this file wherever you want. For example, see the invitation letter at the end
created by us.