INTRODUCTION TO WORD PROCESSING

Word Processing refers to the creation, editing, formatting, and printing of

text-based documents using computer software. It is one of the most commonly
used applications in office, academic, and personal settings, as it allows users to
produce professional-quality documents efficiently.

Key Features of Word Processing

1. Text Creation:

o Users can enter and manipulate text (letters, numbers, symbols) to

create documents like reports, letters, resumes, and articles. More
advanced capabilities may include word wrapping, where the program
automatically moves to the next line once you’ve filled the current
one with text.

2. Editing:

o Word processors allow you to edit text easily by adding, deleting, or

rearranging content without needing to rewrite entire sections
manually.

o Common editing functions include copy, cut, paste, undo, and redo.

3. Formatting:

o Word processing software enables users to change the appearance of

the text, such as font type, size, color, and style (bold, italic,
underline).

o It also allows for paragraph formatting, like adjusting alignment (left,

center, right), indentation, line spacing, and margins.

4. Spell Check and Grammar Check:

o Most word processors include spell-checking and grammar-

checking features, which help users correct mistakes automatically or
with suggestions.
 5. Tables and Lists:

o Word processors support the insertion of tables and lists (bulleted or

numbered) to organize information.

6. Images and Graphics:

o You can insert images, shapes, charts, and diagrams to make the
document more visually appealing.

7. Page Layout:

o Control over the page layout, including headers and footers, page
numbers, columns, and orientation (portrait or landscape).

8. Find and Replace:

o This feature allows users to search for specific words or phrases in

the document and replace them quickly with other text.

9. Collaboration:

o Modern word processors support collaboration by allowing multiple

users to work on the same document simultaneously.

o Tools like track changes and comments are helpful for reviewing
and editing.

10.Saving and Printing:

o Documents can be saved in various formats, including

.docx, .pdf, .txt, .rtf, etc.

o Users can print documents directly from the software.

Common Word Processing Software

1. Microsoft Word: One of the most popular and feature-rich word processors,
part of the Microsoft Office suite.

2. Google Docs: A cloud-based word processor that allows for real-time

collaboration and document sharing.
 3. Apple Pages: The word processing software for macOS and iOS users.

4. LibreOffice Writer: A free, open-source alternative to Microsoft Word with

similar features.

5. WPS Office Writer: Another free word processor with a familiar interface
to Microsoft Word.

Basic Functions of Word Processing

1. Creating Documents:

o Start with a blank document or choose from pre-made templates like

resumes, reports, or letters.

2. Formatting Text:

o Apply font styles (bold, italic, underline), change font types, and
adjust paragraph alignment.

3. Inserting Elements:

o Add images, tables, hyperlinks, and symbols to enhance the

document.

4. Saving and Exporting:

o Save the document in various formats such as .docx, .pdf, or .txt.

5. Printing:

o Customize page layout settings and print the document on paper or as

a PDF.

Advanced Word Processing Features

1. Mail Merge:

o Automates the creation of personalized documents like form letters,

labels, or emails by combining a template with data from a database
or spreadsheet.
 2. Macros:

o Automate repetitive tasks by recording a sequence of actions and

playing them back when needed.

3. Track Changes:

o This feature is useful in collaborative writing, where edits and

changes made by different users are tracked and can be reviewed and
accepted/rejected.

4. Tables of Contents and Indexing:

o Automatically generate a Table of Contents (ToC) and index based

on headings and keywords in the document.

5. Footnotes and Endnotes:

o Add references, citations, or explanatory notes at the bottom of the

page or at the end of the document.

Importance of Word Processing

1. Efficiency:

o Word processors allow you to create, edit, and format documents

quickly and easily, which improves productivity.

2. Flexibility:

o The ability to edit and update documents without needing to rewrite

them from scratch makes word processing a convenient tool for users.

3. Professional Appearance:

o Advanced formatting features help produce high-quality, professional-

looking documents.

4. Collaboration:
 o The ability to share documents and collaborate in real time is essential
in modern work environments, making word processing
indispensable.

5. Accessibility:

o Word processing software is available across multiple platforms

(desktop, web, mobile), making it accessible from anywhere, at any
time.

TOOLBARS

Toolbars in word processing software (and other applications) are a set of icons or
buttons displayed on the screen that provide quick access to various functions and
features of the software. These toolbars help users perform tasks efficiently without
navigating through menus. Each button or icon typically represents a specific
command or action, such as formatting text, saving files, or inserting objects like
tables and images.

Types of Toolbars in Word Processing

1. Standard Toolbar:

o Provides access to basic file operations such as New, Open, Save,

Print, and Undo/Redo.

o Common features include:

 New Document: Create a new document.

 Open: Open an existing document.

 Save: Save the current document.

 Print: Send the document to a printer.

 Undo/Redo: Reverse or repeat the last action.

2. Formatting Toolbar:

o Offers tools to change the appearance of text and paragraphs.

o Common buttons include:

 Font Type: Choose a font (e.g., Arial, Times New Roman).

 Font Size: Increase or decrease text size.

 Bold, Italic, Underline: Apply these text styles.

 Text Alignment: Align text left, right, center, or justify.

 Text Color: Change the color of selected text.

 Bullets and Numbering: Create bullet or numbered lists.

 Line Spacing: Adjust the spacing between lines or paragraphs.

3. Drawing Toolbar:

o Used for inserting and manipulating graphical elements like shapes,

lines, and images.

o Common tools include:

 Shapes: Draw basic shapes (circles, squares, arrows).

 Lines: Add lines to the document.

 Text Box: Insert a box to type text anywhere in the document.

 Picture: Insert and position images in the document.

 WordArt: Create stylized text.

4. Review Toolbar:

o Primarily used for proofreading, reviewing, and collaboration.

o Common features include:

 Spell Check: Check for spelling and grammar errors.

 Track Changes: Monitor changes made to the document by

different users.

 Comments: Insert comments or notes for other collaborators.

 Accept/Reject Changes: Review and accept or reject tracked

changes.

5. Insert Toolbar:

o Provides shortcuts for inserting different elements into the document.

o Common tools include:

 Tables: Insert tables to organize data.

 Hyperlink: Add clickable links to websites or documents.

 Charts: Insert graphical representations of data.

  Page Break: Insert a new page at a specific location in the
document.

6. Page Layout Toolbar:

o Controls the layout and design of the page.

o Features include:

 Margins: Adjust page margins.

 Orientation: Set page orientation to portrait or landscape.

 Columns: Divide text into multiple columns.

 Page Borders: Add borders to the page.

Customizing Toolbars

Most word processing software allows users to customize toolbars according to

their needs. This customization can involve:

1. Adding or Removing Icons:

o Users can add frequently used tools to the toolbar or remove less
frequently used ones to keep the interface uncluttered.

2. Repositioning Toolbars:

o Toolbars can often be moved to different areas of the screen (e.g.,

docked at the top, bottom, or sides) or floated freely.

3. Creating Custom Toolbars:

o Some applications allow users to create entirely new toolbars with

selected tools for specialized tasks.

Ribbon Interface

In modern word processing software like Microsoft Word, the traditional toolbar
has been replaced by a Ribbon interface. The Ribbon is a large, tabbed toolbar that
organizes commands into groups under various tabs (e.g., Home, Insert, Layout,
References). Each tab offers tools related to specific tasks:

1. Home: Commonly used commands such as text formatting, clipboard

functions, and styles.

2. Insert: Tools for inserting elements like pictures, tables, charts,

hyperlinks, headers, and footers.

3. Layout: Page layout and formatting options such as margins, orientation,

and page size.

4. Review: Tools for spell check, track changes, and comments.

5. View: Options to control how the document is displayed (e.g., zoom, split
view).

Importance of Toolbars

1. Efficiency:

o Toolbars provide quick and easy access to commonly used functions,

reducing the need to navigate through complex menus.

2. User-Friendly:

o Visual icons and buttons help users quickly recognize and use features
without extensive training.

3. Customization:

o Toolbars can be tailored to suit the specific needs of users, making

their workflow smoother and more productive.

4. Visual Guidance:

o Toolbars often include tooltips (hover text) that explain the function of
each button, providing guidance for new users.

CREATING AND EDITING A DOCUMENT

STEPS TO CREATING A DOCUMENT

 1. Opening the Word Processor:

o Launch the word processing application (e.g., Microsoft Word or

Google Docs) on your computer.

2. Creating a New Document:

o In Microsoft Word: Click on File → New → Select Blank Document.

o In Google Docs: Click on the + Blank button on the main screen, or

go to File → New → Document.

3. Choosing a Template (Optional):

o Instead of a blank document, you can select a template to start with.

Templates provide pre-designed layouts for resumes, letters, reports,
etc.

4. Saving the Document:

o Microsoft Word: Click File → Save As and choose a location and file
name. Save your document as .docx (the default Word format) or .pdf,
depending on your preference.

o Google Docs: The document is automatically saved in real-time, but

you can download it in different formats like .docx, .pdf, or .txt via
File → Download.

STEPS TO EDITING A DOCUMENT

Typing and Inserting Text:

 Begin typing directly into the document to add text. You can insert
paragraphs, sentences, and other content.

Selecting Text:

 Select text by clicking and dragging over it with the mouse, or using the
Shift key and arrow keys on the keyboard.

Editing Text:
 Cut, Copy, and Paste:

o Cut (Ctrl+X or Cmd+X) removes selected text and saves it to the

clipboard.

o Copy (Ctrl+C or Cmd+C) duplicates selected text to the clipboard.

o Paste (Ctrl+V or Cmd+V) inserts the copied or cut text at the cursor’s
location.

 Deleting Text: Use the Backspace or Delete key to remove unwanted text.

 Undo/Redo: Undo the last action using Ctrl+Z (Windows) or Cmd+Z

(Mac). Redo an action using Ctrl+Y or Cmd+Y.

FORMATTING AND PRINTING A DOCUMENT

FORMATTING A DOCUMENT

Text Formatting:

 Font Style and Size: Use the toolbar to change the font type (e.g., Arial,
Times New Roman) and size.

 Bold, Italic, Underline: Apply these formatting styles using Ctrl+B for
bold, Ctrl+I for italic, and Ctrl+U for underline (on Windows), or
Cmd+B/I/U on Mac.

 Font Color: Change the text color using the font color icon in the toolbar.

Paragraph Formatting:

 Alignment: Align text left, center, right, or justify using the alignment
options on the toolbar.

 Line Spacing: Adjust the space between lines using the line spacing option
(e.g., single, 1.5, or double spacing).

 Indentation: Increase or decrease paragraph indentation using the

Increase/Decrease Indent buttons.
 Lists:

 Bulleted List: Click the bullet icon to create a bulleted list.

 Numbered List: Click the number icon to create a numbered list.

Styles:

 Apply predefined styles (e.g., Heading 1, Heading 2) to text for a consistent

appearance throughout the document.

Finalizing and Printing the Document

1. Saving the Edited Document:

o Always save your changes. In Microsoft Word, go to File → Save or

press Ctrl+S (Cmd+S on Mac). In Google Docs, changes are saved
automatically.

2. Previewing the Document:

o Use Print Preview to see how the document will look when printed.
In Word, go to File → Print and view the preview pane. In Google
Docs, go to File → Print.

3. Printing:

o Print the document by going to File → Print, select your printer, and
adjust settings such as the number of copies and page range.

FINDING AND REPLACING TEXT

To find and replace text in Microsoft Word, follow these steps:

On Windows:

o Open Microsoft Word.

o Press Ctrl + H on your keyboard to open the "Find and Replace"

dialog box.

o In the "Find what" field, type the text you want to find.
 o In the "Replace with" field, type the text you want to replace it with.

o Click on "Replace" to replace the first instance of the text, or click

"Replace All" to replace all occurrences of the text.

o You can click More >> to refine your search (e.g., match case, find
whole words only).

FORMAT PAINTER

The Format Painter in Microsoft Word allows you to copy the formatting of one
section of text (such as font style, size, color, and paragraph formatting) and apply
it to another section of text. Here's how to use it:

Steps to Use Format Painter:

1. Select the text (or object, such as a shape or table) that has the formatting
you want to copy.

2. Click on the "Format Painter" icon in the Home tab of the Ribbon.

o The icon looks like a small paintbrush.

3. After clicking the Format Painter, your cursor will change into a paintbrush
icon.

4. Select the text or object to which you want to apply the copied formatting.
The formatting will be applied instantly.

5. If you want to apply the formatting to multiple sections, double-click the

Format Painter. This will keep it active until you manually turn it off by
pressing the Esc key.

HEADER AND FOOTER

In Microsoft Word, Headers and Footers are sections at the top and bottom of
each page, where you can insert text, page numbers, dates, or other information
that will appear on all pages.

Adding a Header or Footer:

1. Open Microsoft Word.

2. Go to the "Insert" tab in the Ribbon.

3. Select Header or Footer from the respective sections.

o A dropdown menu will appear with various preset styles you can
choose from.

4. Click on the style you prefer. This will open the header or footer editing
mode, allowing you to type in your custom content (such as text, page
numbers, or date).

Editing Headers and Footers:

 Once the header or footer is active, you can type your content directly inside.

 Use the Header & Footer Tools Design tab (which appears when you’re
editing the header or footer) to:

o Insert page numbers.

o Insert dates.

o Apply different headers/footers to odd and even pages or the first page
of the document.

o Set the position of the header/footer.

Exiting Header/Footer Editing Mode:

 To exit the header or footer, click on the "Close Header and Footer" button
in the Design tab, or simply double-click outside the header or footer area in
the body of the document.

Customizing Headers and Footers:

 You can insert custom elements such as:

o Page numbers: Go to Insert > Page Number and choose where to

position them.

o Images or logos.
 o Use different headers/footers for sections in your document by using
section breaks.

Removing a Header or Footer:

1. Go to the Insert tab.

2. Click on Header or Footer and select Remove Header or Remove Footer

from the dropdown menu.

SPELLING AND GRAMMAR TOOL

The Spelling and Grammar tool in Microsoft Word helps you identify and
correct spelling mistakes, grammar issues, and sometimes style suggestions in
your document. Here's how to use it:

Automatic Spell Check:

 Word automatically underlines spelling mistakes with a red squiggly line

and grammar mistakes with a blue or green squiggly line as you type.

To manually review and correct these:

Checking Spelling and Grammar Manually:

1. Open Microsoft Word.

2. Go to the "Review" tab in the Ribbon.

3. Click on Spelling & Grammar (this opens a side pane or dialog box where
issues are shown one by one).

4. Word will start checking the document and highlight the first mistake it
finds:

o For Spelling: Word will offer suggested corrections. You can:

 Click Change to correct the mistake.

 Click Change All to correct all instances of that mistake.

 Click Ignore Once to leave it as it is for now.

  Click Ignore All to skip all instances of that word.

 Click Add to Dictionary if the word is correct but not

recognized (e.g., names, special terms).

o For Grammar: Word will suggest changes to grammar errors. You can:

 Click Change to correct the error.

 Click Ignore if the sentence is fine as it is.

5. Continue through the document by addressing each mistake, or click Finish

when done.

Adjusting Spelling and Grammar Settings:

1. Go to File > Options.

2. Click on Proofing.

3. Here, you can:

o Enable/disable automatic spelling and grammar checking.

o Customize grammar rules (e.g., checking for style, sentence

fragments, etc.).

o Choose what types of errors you want Word to flag.

Shortcut:

 F7: Pressing this key runs the Spelling and Grammar check quickly.

PAGE FORMATTING

Page formatting in Microsoft Word involves adjusting the layout, margins,

orientation, and other elements that affect how your document looks when
printed or viewed. Here's a guide to key page formatting features:

1. Setting Page Margins

Margins control the amount of space between the content and the edges of the
page.
 Go to the "Layout" tab in the Ribbon.

 Click Margins in the Page Setup group.

 Choose from preset margin options (Normal, Narrow, Wide, etc.), or select
Custom Margins to specify your own.

o A dialog box will appear where you can adjust the top, bottom, left,
and right margins.

2. Changing Page Orientation

Orientation refers to whether the page is in Portrait (vertical) or Landscape

(horizontal) mode.

 Go to the "Layout" tab.

 Click Orientation in the Page Setup group.

 Select either Portrait or Landscape.

3. Adjusting Page Size

 Go to the "Layout" tab.

 Click Size in the Page Setup group.

 Choose the desired paper size, such as Letter, A4, or Legal. You can also
choose More Paper Sizes to set a custom page size.

4. Adding Page Breaks

To control where pages start, you can insert manual page breaks.

 Go to the "Insert" tab.

 Click Page Break in the Pages group, or press Ctrl + Enter on your
keyboard.

5. Changing Columns

For newsletters or similar documents, you may want to use multiple columns.
 Go to the "Layout" tab.

 Click Columns in the Page Setup group.

 Choose between One, Two, Three, or select More Columns for custom
settings.

6. Inserting Line Numbers

 Go to the "Layout" tab.

 Click Line Numbers in the Page Setup group.

 Choose whether you want line numbers to appear on each line, restart on
each page, or section, or customize further.

7. Using Section Breaks

If you want different parts of your document to have different formats (such as
one section being landscape and another portrait), use section breaks.

 Go to the "Layout" tab.

 Click Breaks in the Page Setup group.

 Under Section Breaks, select options like Next Page, Continuous, or

Even/Odd Page to control how sections are formatted.

8. Setting Up Headers and Footers

 Go to the Insert tab, then select Header or Footer to add content like text,
page numbers, or the date across the top or bottom of your document pages.

9. Page Numbering

 Go to the "Insert" tab.

 Click Page Number in the Header & Footer group.

 Choose where to place your page numbers: top of the page, bottom, or
custom location.

10. Paragraph and Line Spacing

 Go to the "Home" tab.

 In the Paragraph group, click the Line and Paragraph Spacing button.

 You can adjust spacing before/after paragraphs or between lines of text.

11. Customizing Page Borders

 Go to the "Design" tab.

 Click Page Borders in the Page Background group.

 You can add borders to the entire page or sections and customize the style,
width, and color.

BOOKMARK

In Microsoft Word, Bookmarks are used to mark specific locations or sections

in your document so that you can quickly navigate to them later. They work like
a physical bookmark in a book, allowing you to return to a spot without
scrolling through the entire document.

How to Add a Bookmark:

1. Select the text or place the cursor where you want to insert the bookmark.

2. Go to the "Insert" tab in the Ribbon.

3. In the Links group, click on Bookmark.

4. In the Bookmark dialog box that appears:

o Type a name for your bookmark (it must begin with a letter and can’t
have spaces, but can include numbers and underscores).

5. Click Add to insert the bookmark.

How to Use a Bookmark:

Jump to a Bookmark:

1. Go to the "Insert" tab.

2. Click on Bookmark in the Links group.

3. In the Bookmark dialog box, select the bookmark name from the list.

4. Click Go To, and Word will take you directly to the bookmarked location.

How to Delete a Bookmark:

1. Go to the "Insert" tab.

2. Click on Bookmark.

3. In the Bookmark dialog box, select the bookmark you want to delete.

4. Click Delete.

Using Bookmarks with Cross-references:

You can use bookmarks to create cross-references that link different parts of
your document.

1. Go to the "Insert" tab.

2. Click on Cross-reference in the Links group.

3. In the dialog box, under Reference type, choose Bookmark.

4. Select the bookmark you want to link to and click Insert.

MAIL MERGE

Mail Merge in Microsoft Word allows you to create personalized documents,

such as letters, labels, or emails, by merging a main document with a data
source (like an Excel spreadsheet or Outlook contacts). It’s a powerful tool for
sending bulk communications with customized details (like names, addresses,
etc.).

Steps for Performing a Mail Merge in Word:

1. Prepare Your Document (Main Document)

Decide what type of document you want to create:

 Letters

 Email messages

 Envelopes

 Labels

 Directory (a list of items)

2. Set Up the Data Source (Recipient List)

The data source is typically an Excel spreadsheet, Word table, Access database,
or an Outlook contacts list. It should have:

 Column headers for fields (like First Name, Last Name, Address, etc.).

 Data for each row, corresponding to each recipient.

3. Start the Mail Merge

1. Go to the "Mailings" tab in the Ribbon.

2. Click Start Mail Merge and select the document type (e.g., Letters).

4. Select Recipients (Data Source)

1. In the Mailings tab, click Select Recipients.

2. Choose how to select your recipients:

o Use an Existing List: Browse and select an Excel file, Word file, or
other data source.

o Select from Outlook Contacts: Use your Outlook contact list.

o Type a New List: Manually create a recipient list.

If you're using an existing list (such as an Excel file):

o Open the file.

o In Excel, make sure the first row contains column headers (like "First
Name", "Last Name", etc.).
 o Select the specific worksheet containing the recipient data.

5. Insert Merge Fields

Merge fields are placeholders for the personalized data. For example, you can
insert a merge field for a recipient’s first name, last name, address, etc.

1. Click where you want to insert the personalized information (e.g., after
"Dear").

2. In the Mailings tab, click Insert Merge Field.

3. Select the field (e.g., First Name, Last Name, etc.) from your data source.

6. Preview the Mail Merge

1. In the Mailings tab, click Preview Results to see how the final document
will look for each recipient.

2. You can scroll through each record using the arrows in the Mailings tab.

7. Complete the Merge

Once you’ve previewed the results and are satisfied, you can complete the
merge.

 Print the documents:

1. Click Finish & Merge.

2. Select Print Documents to print the personalized letters.

 Send email messages:

1. Click Finish & Merge.

2. Select Send Email Messages.

3. Choose the email field from your data source (e.g., "Email Address")
and customize the subject line.

4. Word will send the personalized emails via Outlook.

 Save the merged documents:

1. Click Finish & Merge.

2. Select Edit Individual Documents to create a new document with all

the personalized letters, which you can review and save.

MACROS

Macros in Microsoft Word are sequences of commands and actions that you
can automate to perform repetitive tasks. Macros save time and effort by
recording your actions (like formatting text, inserting elements, etc.) and
replaying them as needed.

How to Create a Macro in Microsoft Word:

1. Enable the Developer Tab

To access the Macro tools, first, you may need to enable the Developer tab in
Word.

1. Go to the "File" tab and select Options.

2. In the Word Options window, click on Customize Ribbon.

3. On the right-hand side, check the box next to Developer and click OK.

2. Record a Macro

1. Go to the Developer tab in the Ribbon.

2. Click on Record Macro in the Code group.

3. In the Record Macro dialog box:

o Name your macro (without spaces, e.g., FormatText).

o Assign a shortcut key (optional): If you want to use a keyboard

shortcut to run the macro, click Keyboard and assign the macro to a
key combination like Ctrl + Alt + M.
 o Store Macro In: Choose whether the macro will be saved in the
current document or in All Documents (to make it available globally).

4. Click OK to start recording.

5. Perform the actions you want to automate (e.g., formatting text, inserting a
table, etc.).

6. When done, go back to the Developer tab and click Stop Recording.

3. Run a Macro

To run the macro, do one of the following:

1. Using the keyboard shortcut (if you assigned one during creation).

2. Go to the Developer tab, click Macros, select your macro from the list, and
click Run.

3. You can also assign the macro to a button in the Quick Access Toolbar for
easier access:

o Go to File > Options > Quick Access Toolbar.

o Choose Macros from the drop-down and add your macro to the
toolbar.

Editing or Viewing a Macro:

If you need to view or edit a macro, you can do so in VBA (Visual Basic for
Applications):

1. Go to the Developer tab.

2. Click Macros and select the macro you want to edit.

3. Click Edit, which will open the macro in the Visual Basic Editor where you
can modify the code.

Example of a Simple Macro:

Here’s an example of what a macro could do:

 Apply bold, italic, and center alignment to selected text:

1. Record a macro.

2. Select the text.

3. Apply bold (Ctrl + B), italic (Ctrl + I), and center alignment (Ctrl +
E).

4. Stop recording. Now, whenever you run this macro, it will

automatically apply those formatting options.

Managing Macros:

1. Go to the Developer tab.

2. Click Macros to see a list of all saved macros.

o From here, you can Run, Edit, or Delete macros.

Tables and File Management

Tables in Microsoft Word

Tables in Microsoft Word help organize and present data in rows and columns,
useful for reports, lists, or any document where structured information is
needed.

Creating a Table

1. Go to the "Insert" tab in the Ribbon.

2. Click Table in the Tables group.

3. You can choose from several methods to insert a table:

o Grid Method: Use the grid to select the number of rows and columns
you need. For example, drag the mouse over a 3x4 grid to insert a
table with 3 columns and 4 rows.

o Insert Table: Click this to manually input the number of columns and
rows.
 o Draw Table: Click this to draw a custom table with different-sized
rows and columns.

o Excel Spreadsheet: Inserts an Excel-like table directly into Word,

allowing you to use Excel’s functions inside Word.

Modifying a Table

1. Adding or Deleting Rows/Columns:

o To add a row, right-click on a cell, select Insert, and choose Insert

Rows Above or Insert Rows Below.

o To add a column, right-click on a cell, select Insert, and choose

Insert Columns to the Left or Insert Columns to the Right.

o To delete a row or column, right-click the row/column and choose

Delete Rows or Delete Columns.

2. Merging or Splitting Cells:

o To merge cells: Select the cells you want to merge, right-click, and
choose Merge Cells.

o To split a cell: Right-click on the cell, select Split Cells, and define
how many rows/columns you want within that cell.

3. Resizing Rows/Columns:

o Hover over a column or row boundary, and drag to resize. You can
also go to the Layout tab (under Table Tools) to set precise widths
and heights.

4. Formatting Tables:

o Use the Table Design tab to apply pre-made styles, change borders,
and apply shading.

o Borders: In the Design tab, click Borders to add or remove lines.

o Shading: In the Design tab, click Shading to change the background

color of cells.
Sorting Table Data

1. Select the table or column you want to sort.

2. Go to the Layout tab (under Table Tools).

3. Click Sort and choose to sort by text, number, or date, either in ascending or
descending order.

File Management in Microsoft Word

Saving Files

1. Go to the "File" tab.

2. Select Save or Save As (if saving for the first time or renaming a file).

3. Choose the location to save the file (on your computer, OneDrive, etc.).

4. Select the file format (Word Document .docx, PDF .pdf, etc.).

5. Click Save.

Opening a File

1. Go to the File tab.

2. Click Open.

3. Browse to the file’s location and select the file to open it.

Renaming a File

1. Go to the File tab.

2. Click Save As.

3. In the dialog box, type the new name in the File Name field.

4. Choose the location and click Save.

Managing File Versions

1. AutoSave: Word automatically saves your document to OneDrive or
SharePoint if AutoSave is turned on. This ensures real-time saving.

2. Version History:

o Go to the File tab.

o Click Info > Version History to view and restore earlier versions of
your document (if saved to OneDrive or SharePoint).

Recovering Unsaved Documents

1. If Word crashes or you close without saving, you can recover unsaved
documents.

2. Go to File > Info > Manage Document > Recover Unsaved Documents.

Exporting a Document

1. Go to the "File" tab.

2. Click Export.

3. Choose to create a PDF, change the file type, or create an HTML file.

File Formats in Word

1. .docx: Default Word document format.

2. .pdf: To share documents without allowing edits.

3. .rtf: Rich Text Format for compatibility across programs.

4. .txt: Plain text file without formatting.

5. .dotx: Word Template file to save document layouts and styles.

Printing Documents

1. Go to the "File" tab.

2. Click Print.

3. Set options like printer, page range, orientation, and number of copies.
4. Click Print.