Module 2 MS Word Notes

What is a word processor?

A word processor is a device or software program capable of creating, storing,
and printing text documents. It allows users to write and modify text, display it
on a screen, save it electronically, and print it out.
Word processing software is one of the most common technology tools in the
world, allowing users to create resumes and cover letters, business
correspondence, blog posts, novels, and more.
Create a new document in ms word
Create a new document
1. On the File tab, select New.
2. Select Blank document, or double-click a template image or type the
kind of document into the Search for online templates box and
press Enter.
Difference between save and save as

1. Save : Save allows us to update the last saved version so that it will match
with the current working version and that last saved work will be updated with
the new work. Short cut key for Save is Ctrl+S or Shift+F12 or Alt+Shift+F2. It
is frequently used to prevent losing changes because it goes on saving your
updated work. So we can say Save is used to apply changes to your current file.
So you can use Save when you do not want to change the name and location of
the document.
2. Save As : Save As allows us to save our work for the first time and also it will
ask for in what name it will be saved and where it will be saved. Short cut key
Save As is F12 or Alt+F+A. It is used to create a new file and/or preserve
original file (Backup file). So we can say Save As is used to apply changes on a
new file. So you can use Save As when you want to change the name, location,
and format of the document.
Difference between UNDO and redo
The command you select and all subsequent actions are undone. You can undo a
nearly-unlimited number of actions in Word, even after saving the document.
The undo history is cleared when the document is closed. Redo is the opposite
of undo: it redoes an action you have undone.
Cut, copy, and paste
Cutting, copying, and pasting are three of the most basic features available to a
computer user, but as you might expect Microsoft Word gives you more options
than just those. There's a built-in Office clipboard that's pretty powerful, the
ability to choose the format of content you paste, and more.
Copy and Paste are ones of the most used commands when using computers and
devices. With Copy and Paste, you transfer information from one place to
another. The Copy command creates a duplicate of a piece of data in a storage
area in Windows called clipboard. The Paste command inserts the data from the
clipboard in the place where you use this command.
The clipboard can hold different data like text, images, videos, files or folders.
The necessary condition is that the two places, where you Copy and where
you Paste, are compatible, and can work with the same data.

When you paste text using Ctrl+V, Word defaults to pasting both the text and
any formatting applied to that text. This means that the text will look like it did
in the original location.
The "Paste" drop-down menu shows a few options as icons across the top. From
left to right these are:
• Keep Source Formatting: This is the default option you get when
pressing Ctrl+V, as described above.
• Merge Formatting: This command pastes just the text you've copied but
changes the formatting to match the surrounding text into which you're
pasting.
• Picture: This command inserts the text as a picture.
• Keep Text Only: This command removes all formatting from the original
text. The text will take on the default formatting of the paragraph into
which you insert the text.

Difference between AutoText and Autocorrect in MS Word

AutoText is one of Word's most powerful timesavers. AutoText entries are
frequently used text, graphics, fields, and other items which can be recalled
quickly into any document. Because AutoText works with AutoComplete, you
need only type the first few letters of an AutoText Entry in order to insert it.
AutoCorrect differs from AutoText in that it really is automatic. In other words,
you don't choose to make a substitution as you do with AutoText -- Word goes
right ahead and makes it for you. AutoCorrect is used primarily to make
automatic corrections to what you type. Using AutoCorrect, you essentially
indicate one word (the misspelled word) to be replaced with another word (the
correct word).
Text box in ms word
A text box is an object you can add to your document that lets you put and type
text anywhere in your file. Text boxes can be useful for drawing attention to
specific text and can also be helpful when you need to move text around in your
document.
Templates in word
Microsoft Word templates are pre-made documents that provide a framework
for users to create their own documents.
Templates contain text, formatting, and images that can be customized to suit
the users needs.
Templates can help users save time, as they do not need to create a document
from scratch.
Templates can be found in Microsoft Word or online from various sources.
A template is a predesigned resource that serves as a structural guide for
creating various documents or digital content. It is a feature-rich framework,
often customizable, which users can adapt to their specific requirements without
the need to start from scratch.

The Ribbon in Microsoft Word

The Ribbon in Microsoft Word is the window’s uppermost bar. Additionally, it
is a part of the user interface that was added to Microsoft Office 2007 by
Microsoft. It is between the Title Bar and the Quick Access Toolbar. It provides
a number of tab-organized tools for editing and formatting documents.
The ribbon is a set of toolbars at the top of the window in Office programs
designed to help you quickly find the commands that you need to complete a
task.
It has ten tabs: Home, Insert, Draw, Layout, References, Mailing, Review,
View and Help. Each tab has a set of commands that work together. It makes it
easy to get to the commands you use most often and need to finish a task.
Parts of Ribbon in Microsoft Word
A MS Word Ribbon has five main parts: the Quick Access Toolbar, the tabs,
the command buttons, the groups of command buttons, and the dialog
launchers.
Page layout in word
Word offers a variety of page layout and formatting options that affect how
content appears on the page. You can customize the page orientation, paper size,
and page margins depending on how you want your document to appear.
Page layout is the term used to describe how each page of your document will
appear when it is printed. In Word, page layout includes elements such as the
margins, the number of columns, how headers and footers appear, and a host of
other considerations.
Margins
1. Select Layout > Margins.
2. Choose the margins you want or select Custom Margins to define your
own.
Page Orientation
1. To change orientation, select Layout > Orientation.
2. Select Portrait or Landscape.
Line Spacing
1. Select Home > More Paragraph Options > Line Spacing.
2. Choose the spacing you want.
Insert Shapes in MS Word
Microsoft Word has a special feature called shapes in which users can insert
many different types of shapes in the document. A shape highlights the
important item of the document. It attracts the attention of the readers for a
better understanding of the content of the document.
MS Word contains many different types of shapes such as boxes, rectangles,
callouts, circles, arrows, lines, triangles, curves, equations shapes, and many
more. Once the shape is added, you can modify it by changing features like
color, style format, size, outline, etc.

1. Select the Insert tab.

2. Select Shapes in the Illustrations group.
3. Select a shape from the drop-down menu.
There are total of 8 sections in shapes:
• Lines
• Rectangles
• Basic Shapes
• Block Arrows
• Equation Shapes
• Flowcharts
• Stars and Banners
• Callouts

4. Your cursor will become a pointer with two crossed lines. Click and hold
the pointer as you drag the shape onto the page.
5. Use the resizing handles to adjust the size as necessary.
Formatting in MS Word
In MS Word there are multiple types of formatting we can apply to a given text
such as Fonts, Font Styles, Font Colors, Font Sizes, Text Highlight
Colors, Clearing Formats, Change Cases, etc.
Font
Fonts are used to change the display of the text or Word Document, look more
appealing, and as per the requirement of the situation. There are multiple types
of fonts available in MS Word-like: Calibri, Times New Roman, Algerian, Arial,
Century, etc.
Font Style
Font Styles are used to change the Look ability of the text or give more
emphasis on some texts in the Word Document. There are three types of font
styles in MS Word: Bold, Italics, and Underline.
Font Color
Font Colors have wide use in real life when using the Word Document. Be it
highlighting the main points of the document or want to convey some important
information. There are multiple types of Font Colors available in MS Word-
like: Red, Blue, Yellow, Orange, Light blue, etc.
Font Size
Font Sizes are used to display the text in the Word Document larger or smaller
according to our needs. We generally display a heading with a Font Size of 15,
Subheadings with a Font Size of 14 or 13, and paragraphs with a Font Size of
12. Many Font Sizes are available in MS Word-like: 8, 9, 10, 11, 12, 14, 16, etc.
Text Highlight Color
As the name itself suggests, the Text Highlight Color is used to highlight text in
the Word Document. There are many Text Highlight Colors available in MS
Word-like: Yellow, Bright Green, Turquoise, Pink, Red, etc.
Clear Formats
MS Word provides a feature to clear the pre-formatted text. When we copy
some text or information from somewhere it has some formatting applied
already, so to remove it and use it according to our need in our Word Document
we have to clear the Formatting.
Change Case
Change Case is used to display the text in the way we want in our Word
Document. There are five types of Change Cases available in MS Word-
like: Sentence case, Lowercase, Uppercase, Capitalize each word, and toggle
case.

Changing Text Case

Microsoft Word provides the user with some hands-on option to convert any text
case to another text case.
Example: lowercase to UPPERCASE and UPPERCASE to lowercase
To change the text case, find the “Change Case” button on your Home bar as
shown below:
You will find some options termed as Sentence Case, Lower Case, Upper
Case, Toggle Case, Capitalize each word.

Steps to Apply:
Step 1: Select the text you want to change the Case.
Step 2: Now, select the case of your choice from the Change Case bar under
the Home menu bar.
For text to be converted into Sentence Case select the Sentence case option.
For text to be converted into Lower Case select the lowercase option.

The Quick and Effective methods to use the Change Case functionality is by
using the Keyboard Shortcut Keys:
Step 1: Select the text you want to change.
Step 2: By pressing SHIFT + F3 you will be able to alternatively switch
between other cases quickly.
Headers and footers in word
Adding Headers and Footers
Headers and footers will help keep long documents organized and make them
easier to read. Text entered within the header or footer will appear on each page
of the document. Let us see a demonstration.
Step 1. Click on the Insert menu.
Step 2. Go under the Header & Footer column.
Step 3. Click on the Header and choose any of the following options in the
drop-down menu.
The Design tab will appear on the Ribbon, and thus the header or footer will
appear within the document. Here you can place Date & Time, Picture Clip,
Page number Art and other desired information.
When you have finished editing, click Close Header and Footer within the
Design tab, or hit the Esc key. After you close the header or footer, it’ll still be
visible, but it’ll be locked. We can edit it again, you just have to double-click
anywhere on the header or footer margin, and it’ll become unlocked for editing
Find and replace text
• Find and Replace in Word is a tool that searches a document for a specific
word or phrase.
• You can use the tool to replace a word or phrase with another.
• You can review each instance of a word before replacing it, or replace all
instances at once.

• Find and Replace is a helpful tool in Microsoft Word that searches your
document for a specific word or phrase.
• You can use the tool to replace one word with another, which can be
helpful in situations where you need to go back to change the spelling of
a word or check a document for instances of a repeated word to avoid
redundancy. For example, if you're deep into writing a paper and realize
you've been misspelling someone's name (let's say Mark when it should
 have been Marc), you can use Find and Replace to easily find all
instances of Mark and replace it with Marc with a few clicks.

1. Go to Home > Replace.

2. Enter the word or phrase you want to replace in Find what.
3. Enter your new text in Replace with.
4. Choose Replace All to change all occurrences of the word or phrase. Or,
select Find Next until you find the one you want to update, and then
choose Replace.
5. To specify only upper or lowercase in your search, select More > Match
case. There are several other ways to search in this menu.

Delete one or more characters

To delete one or characters (letters, numbers, or symbols) in a document, try one
of the following methods.

• Open the document in Microsoft Word or another word processor.

• Move the mouse cursor to the last character you want to delete.
• Click the left mouse button to place the cursor after the last character.
• Press Backspace one or more times to delete the characters in front of the
cursor.
• OR

• Open the document.

• Move the mouse cursor to the first character you want to delete.
• Click the left mouse button to place the cursor before the first character.
• Press Delete one or more times to delete the characters after the cursor.
Delete entire word
To delete an entire word in a document, try one of the following methods.
 • Open the document in Microsoft Word or another word processor.
• Move the mouse cursor to the beginning of the word you want to delete.
• Press and hold the left mouse button, then drag the mouse to the right
until the entire word is highlighted.
• Press Backspace or Delete to delete the word.
Delete all text in a text file
To delete all text in a text file, you can use the keyboard shortcut to select all
text which is Ctrl+A. Once all text is highlighted, press the Del or Backspace
key to delete all highlighted text.
Design a multi column page in MS word
Do you want to split text into multiple columns in Microsoft Word? With the "Columns"
feature, you can easily do so in a few simple steps. With the desktop version of Word, you'll
be able to create columns with selected text.
On desktop, highlight the text you want to split. Click "Layout" → "Columns" → "Two."
• Select all the text you want to split into columns.
• Click the Columns button on the Layout toolbar. This looks like a rectangle with
horizontal lines divided in two sets.
• A drop-down menu will open.
• Select Two on the drop-down menu. This will split the selected text into two columns.

Insert a Chart in Microsoft Word

Sometimes, the size of a data is so large that it cannot be understood easily. To
overcome this problem, we use “Charts”. Chart is a form of representing
figures and values in the form of diagrams. These diagrams can be in the form
of a Column, line, pie, bar, area charts etc. Therefore, understanding the figures
becomes simple.
o create a simple chart from scratch in Word, click Insert > Chart, and pick the
chart you want.
1. Click Insert > Chart.

2. Click the chart type and then double-click the chart you want.
Tip: For help deciding which chart is best for your data, see Available chart
types.
3. In the spreadsheet that appears, replace the default data with your own
information.

Tip: When you insert a chart, small buttons appear next to its upper-right

corner. Use the Chart Elements button to show, hide, or format things
like axis titles or data labels. Or use the Chart Styles button to
quickly change the color or style of the chart. The Chart Filters button is a
more advanced option that shows or hides data in your chart.
4. When you’ve finished, close the spreadsheet.

5. If you want, use the Layout Options button to arrange the chart and
text in your document.

Advanced Features in MS Word

Mail Merge, Macros, Tables, Hyperlink,etc

Insert a table in MS word

You can insert a table in a Microsoft Word document to display data in a tabular
format. A table is a great way to represent multiple fields of associated data.
Adding a table
• In Microsoft Word, place the mouse cursor where you want to add the
new, blank table.
• Click the Insert tab in the Ribbon.
• Click the Table button and select how many cells, rows, and columns you
want the table to display.
• You can also click Insert Table and enter the number of columns and
rows for the inserted table.
Insert a table in Microsoft Word.
Inserting or deleting a row or column
In a Microsoft Word table, you can add or remove a row or column at any time.
Hyperlink in ms word
A hyperlink is a word, phrase, or image that you can click on to jump to a new
document, or a new section within the document, or to a webpage, etc.
Hyperlinks are found in nearly all Web pages, and these links allow the users to
click their way from the current page to a new page. Most of the time text
hyperlinks are often blue and underlined, but it is not all the time or a necessary
condition. When you move the cursor over a hyperlink(text or image), the arrow
should change to a small hand pointing at the link and when you click it, a new
page is opened or a new place in the current page will open.
MS-Word also provides this feature to add a hyperlink to the document. With
the help of this, you can connect your document to another document or also
can add webpages link as per your choice. This tool is very useful, and it is easy
to use.
Creating a Hyperlink with the help of text
As mentioned before hyperlinks can be created with MS Word, and we will
learn this through a step-by-step process with help of images and instructions.
Steps to follow:
Step 1: First open MS-Word on your PC.
Step 2: Now, Open the document or create a new one in which you want to
perform this operation.
Step 3: Select a text(a text or phrase) for creating a hyperlink.
Step 4: Now, go to the Insert tab.
Step 5: Now, In the insert tab go to the “Links” Section and in Link Section,
click on the “Hyperlink” option.
Step 6: As you click on the Hyperlink option a new tab will open named
“Insert hyperlink“.
Step 7: Now, In this tab, there is an address bar. In this address bar, you have to
add the link of webpage or address to new file anything you want.
Step 8: After entering the address click ok.
Step 9: Hyperlink is added to the selected text successfully.

Mail merge in word

Mail merge is a powerful tool in Word that allows you to create personalized
letters, envelopes, labels, and emails for multiple recipients all at once. Simply
put, you can customize a single document with unique information for each
recipient, saving you time and effort.
Many day-to-day applications require similar documents containing similar text
to be sent to a number of persons. These documents also have a typical common
layout. Invitation letters sent to guests have a more-or-less common content and
layout. Only the names of the recipients are different in these letters. One
obvious way to generate such letters is to type all of them individually, putting
the same amount of effort again and again. Another solution could be to copy
the same block of text again and again onto the new letters. The names and
addresses etc., which are different from each letter, can be entered separately in
the documents. Though this method saves a lot of effort, it still requires proper
caution. There should be a way where these kinds of documents can be prepared
automatically. This task can be easily automated if we use the mail merge
feature of a word processor. So, it is time we learnt the mail-merge feature of
the word.
Components of mail merge:
The three main components of the merging process are the main document, the
data source, and the merged document.
1. The main document contains the main body of your letter, field names,
and merges instructions. The basic information within the main document
remains equivalent.
2. The data source (or Recipients’ list) stores the knowledge that changes for
every document. This information is inserted in the main document one
by one. An example of the data source is a name and address list from
which the program gets what you want to include in the main document.
3. The merged document contains the main text from the main document
and data from a data source.
Steps for mail merger:
Step 1:
• Open MS Word and click on the command sequence: Mailings tab →
Start mail merge group → Select recipients button → Type new List.

• A dialog namely “New Address List” will pop up(as shown in the below
image). Type here the desired data under the given headings. To add a
new record, click on the “New Entry” button at the bottom of the dialog
and click OK when you are done.
Step 2: Prepare Master Letter
The second step is to prepare our master letter for use in the mail merge. Before
we enter all the letter text we’d like to link this Word file to our list of names.
• Create a blank word document.
• Click Mailings tab → Start Mail Merge group → Start Mail Merge →
Letters command.
• Then click the Mailings tab → Start Mail Merge group → Select
Recipients button → Use Existing List command.

• Now we can start typing the letter.

• Now we would like to add the name and address and other details for the
people on the list.
• Mailings tab→ Write & Insert Field group → Insert Merge Field button.
• A pop-down will appear showing all the table headings, so choose Title
and press the spacebar to create a space.
Then do this again and choose FirstName, followed by a space (i.e., press only
spacebar key and no other key); then choose LastName but this time press the
Enter key to create a new line. Then repeat the steps to choose the Address field,
and press enter key.

Step 3:
Before we actually carry out the merge, we must first preview what the merged
letters will look like.
• Mailings tab→ Preview Results group → Preview Results button

• Once we are happy with the preview, you can carry out the actual mail
merge.
• To do this you click the Mailings tab → Finish group → Finish & Merge
button and choose Edit Individual Documents.

• In the Merge to New Document panel, click All to create a separate letter
for each person on the Names list. Word then creates a fresh document
with as many pages as there are names on your list, and every page
contains a wonderfully merged letter with all the correct individuals’
details.
 • We can save this with an appropriate name, such as ABC.docx

Macros in Microsoft Word

• Macros in Microsoft Word are like secret shortcuts to perform repetitive
tasks with a single click and accelerate document management and
formatting processes.
To use macros effectively in Microsoft Word, you’ll need to understand how to
record, edit, and run macros using the built-in VBA editor. Then, you can
execute recurring tasks, simplify complex tasks, resolve mistakes, and increase
productivity
• If you work with Microsoft Word a lot and find yourself doing the same
things repeatedly, create a macro. Macro is a shortening of
the word macroinstruction, which means a series of instructions to
accomplish a task. The great thing about creating macros in Word is that
you don’t need to know how to program.

Types of macros in MS Word

• Depending on the availability, macros can be Global or Local. A
global macro is available in all Word documents, whereas a local
macro is usable in particular documents.
 How to Create Macros in Microsoft Word

• To create macros in Word, Go to View > Macros > Record

Macro. Provide a name for your macro during the recording
process. To ensure the macro is accessible in all your future
documents, save the macro in Normal.dotm. To execute your
macro using a shortcut, choose Keyboard.