Embedded Files
VIMALA GURUKUL
Microsoft Word is a word processing program that allows for the creation of both simple and complex documents.
The first ever version of Microsoft Word – Word 1.0 - was launched in October 1983 and developed by Charles Simonyi and Richard Brodie.
MS word enables users to do write-ups, create documents, resumes, FrontPage, etc.
(Important Notes in Home Menu)
By default file name – Document1
o Extension name - .docx
Clipboard group/block -
o Cut – Ctrl + X
o Copy – Ctrl + C
o Paste – Ctrl + V
o Format Painter (Ctrl + Shift + C) – Copy Formatting from one place to another.
§ Copy formatting – Ctrl + Shift + C
§ Paste formatting – Ctrl + Shift + V
§ Clear formatting – Ctrl + Spacebar
Font group -
o By default font name – Calibri(Body) – (Ctrl + Shift + F)
o By default font size – 11 (Ctrl + Shift + P)
§ Minimum font size – 8
§ Maximum font size – 72
§ Customize minimum font size – 1
§ Customize maximum font size – 999
o Bold – Ctrl + B
o Italic – Ctrl + I
o Underline – Ctrl + U
o Double Underline – Ctrl + Shift + D
o Strikethrough (abc) – Draw a line through the middle of the selected text.
o Subscript (x2) – Create small letter below the text (Ctrl + =)
o Superscript (x2) – Create small letter above the text (Ctrl + Shift + +)
o Grow font (Increase font) – Ctrl + Shift + >
o Shrink font (Decrease font) – Ctrl + Shift + <
o There are five types of change cases –
§ Sentence case.
§ lower case
§ UPPER CASE
§ Capitalize Each Word
§ tOGGAL cASE
o Clear formatting – Ctrl + Spacebar
o Text Effects – Apply a visual effect to the selected text, such as a shadow, glow or reflection.
o By default Highlight color – Yellow
o Font Color – Change the text color.
Paragraph group –
o Bullets – Start a bulleted list.
o Numbering – Start a numbered list.
o Multilevel List – Start a multilevel list.
o Decrease Indent – Decreases the indent level of the paragraph.
o Increase Indent – Increase the indent level of the paragraph.
o Sort – Arrange in sequence wise
o Show/Hide Paragraph or Formatting marks – Ctrl + Shift + *
o There are four types of alignment:-
§ Left – Ctrl + L
§ Center – Ctrl + E
§ Right – Ctrl + R
§ Justify – Ctrl + J
o By default line spacing – 1.15
o Shading – Color the background behind the selected text or paragraph.
o Border – Apply all side of border.
Styles – A style is a predefined combination of font style, color, and size of text that can be applied to selected text.
o There are three types of Heading in MS word:-
§ Heading1 – Ctrl + Alt + 1
§ Heading2 – Ctrl + Alt + 2
§ Heading3 – Ctrl + Alt + 3
Editing –
o Find – Ctrl + F
o Replace – Ctrl + H
o Select All – Ctrl + A
(Important Notes in Insert Menu)
Pages -
o Cover Page – Insert a fully formatted cover page.
o Blank Page – Insert a new blank page at the cursor position.
o Page Break (Ctrl + Enter) - start the next page at the current position.
Table – Insert or draw a table into your document.
Illustrations -
o Picture – Insert a picture from a file.
o Clip Art – Insert Clip Art into the document, including drawings, movies, sounds, or stock photography to illustrate a specific concept.
o Shapes – Insert ready-made shapes, such as rectangles and circles, arrows, lines, flowchart symbols, and callouts.
o SmartArt –Insert a SmartArt graphic to visually communicate information.
o Chart – Insert a chart to illustrate and compare data.
o Screenshot – Click screen clipping to insert a picture of any part of the screen.
Links -
o Hyperlink (Ctrl + K) – Create a link to a web page, a picture or a program.
o Bookmark – Create a bookmark to assign a name to a specific point in a document.
o Cross-reference – Cross references is a way to refer to a particular place/paragraph in a document.
Header & Footer -
o Header – The content in the Header will appear at the top of each printed page.
o Footer – The content in the Footer will appear at the bottom of each printed page.
o Page Number – Insert page numbers into the document.
Text -
o Text box – Insert preformatted text boxes.
o Quick Parts – Create, store, and insert reusable pieces of content, including Auto Text and custom text you create.
o WordArt – Insert decorative text in your document.
o Drop Cap – Create a large capital letter at the beginning of a paragraph.
§ Position –
· Three types –
o None
o Dropped
o In margin
§ Lines –
· By default – 3
· Minimum – 1
· Maximum – 10
o Signature Line – Insert a signature line that specifies the individual who must sign.
o Date & Time – Insert the current date or time into the current document.
o Object – Insert an embedded object.
Symbol -
o Equation (Alt + =) – Insert common mathematical equation or build up your own equations using a library of math symbol.
o Symbol – Insert symbols that are not keyboard, such as copyright symbols, trademark, perish marks and Unicode characters.
(Important Notes in Page Layout Menu)
Themes -
o Themes – Change the overall design of the entire document, including colors, fonts, and effects.
Page Setup -
o Margins – Select the margin sizes for the entire document or the current section.
o Page Orientation – Switch the pages between portrait and landscape layouts.
o Size – To apply a specific paper size to all sections in the document, click more paper sizes.
o Columns – Split text into two or more columns.
o Breaks – Add page, section, or column breaks to the document.
o Line Numbers – Add line numbers in the margin alongside of each line of the document.
o Hyphenation – Hyphenating will break long words across lines in order to smooth out the side margins of a document.
Page Background -
o Watermark – Insert ghosted text behind the content on the page.
o Page Color – Choose a color for the background of the page.
o Page Borders – Add or change the border around the page.
Paragraph -
o Indent –
§ Indent Left – Move in the left side of the paragraph by a certain amount.
§ Indent Right – Move in the right side of the paragraph by a certain amount.
o Spacing –
§ Before Spacing - Change the spacing between paragraphs by adding space above the selected paragraphs.
§ After Spacing – Change the spacing between paragraphs by adding space below the selected paragraphs.
Arrange -
o Position – Position the selected object on the page.
o Bring to Front – Bring the selected object in front of all other objects so that no part of it is hidden behind another object.
o Send to Back – Send the selected object behind all other object.
o Text Wrapping – Change the way text wraps around the selected object.
o Align – You can also center them or distribute them evenly across the page.
o Group – Group objects together so that they can be treated like a single object.
o Rotate – Rotate or flip the selected object.
(Important Notes in References Menu)
Table of Contents –
o Table of Contents – Add a Table of Contents to the document.
o Add Text – Add the current paragraph as an entry in the Table of Contents.
o Update Table – Update the Table of Contents so that all the entries refer to the correct page number.
Footnotes -
o Insert Footnote (Alt + Ctrl + F) – Footnotes are automatically renumbered as you move text around the document.
o Insert Endnote (Alt + Ctrl + D) – Endnotes are placed at the end of the document.
o Next Footnote – Click the arrow to navigate to the previous footnote in the document, or to navigate to the next or previous endnote.
o Show Notes – Scroll the document to show where the footnote or endnotes are located.
Citations & Bibliography -
o Insert Citation – Choose form the list of sources you have created or enter information for a new source.
o Manage Sources – View the list of all the sources cited in the document.
o Style – Choose the style of citation to use in the document.
o Bibliography – Add a bibliography, which lists all the sources cited in the document.
Captions -
o Insert Caption – A caption is a line of text that appears below an object to describe it.
o Insert Table of Figures – A Table of Figures includes a list of all of the figures, equations in the document.
o Update Table – Update the table of figures to include all of the entries in the document.
o Cross-references – Cross references are automatically updated if the content is moved to another location.
Index -
o Mark Entry (Alt + Shift + X) – Include the selected text in the index of the document.
o Insert Index – An index is list of keywords found in the document along with the page numbers the words appear on.
o Update Index – Update the index so that all the entries refer to the correct page number.
Table of Authorities -
o Mark Citation (Alt+Shift+I) – Add the selected text as an entry in the Table of Authorities.
o Insert Table of Authorities – A Table of Authorities lists the cases, statutes, and other authorities cited in the document.
o Update Table – Update the Table of Authorities to include all of the citations in the document.
(Important Notes in Mailing Menu)
Create -
o Envelopes – Create and Print Envelopes.
o Labels – You can select from a number of popular paper label styles shapes.
Start Mail Merge -
o Start Mail Merge – Start a mail merge to create a form letter which you intend to print or e-mail multiple times, sending each copy to a different recipient.
o Select Recipients – Choose the list of people you intend to send the letter to. You can type your own list, use your outlook contacts, or connect to a database.
(Important Notes in Review Menu)
Proofing -
o Spelling & Grammar (F7) – Check the spelling and grammar of text in the document.
o Research (Alt + Click) – Open the Research Task Pane to search through reference materials, such as dictionaries, encyclopedias, and translation services.
o Thesaurus (Shift + F7) – Suggests other words with a similar meaning to the word you have selected.
o Word Count – Find out the number of words, characters, paragraphs, and lines in the document.
Language -
o Translate – Translate words or paragraphs into a different language.
o Language – Select language options.
Comments -
o New Comment – Add a comment about the selection.
§ Delete
§ Previous
§ Next
Tracking -
o Track Changes (Ctrl + Shift + E) – Track all changes made to the document, including insertions, deletions, and formatting changes.
§ Display for Review (Final) – Choose how to view the proposed changes to the document.
§ Show Markup – Choose what kind of markup to show in the document. You can hide or show comments, insertions and deletions, formatting changes, and other kinds of markup.
§ Reviewing Pane – Show revisions in a separate window.
· Reviewing Pane Vertical
· Reviewing Pane Horizontal
Changes –
o Accept – Click here to access other options such as accepting all changes in the document.
o Reject – Click the arrow to access other options such as rejecting all changes in the document.
o Previous – Navigate to the previous revision in the document so that you accept or reject it.
o Next – Navigate to the next revision in the document so that you can accept or reject it.
Compare -
o Compare – Compare or combine multiple versions of a document.
Protect -
o Restrict Editing – Restrict how people edit or format specific parts of the document.
(Important Notes in View Menu)
Documents View -
o There are five types of Document views –
§ Print Layout – View the document as it will appear on the printed page.
§ Full Screen Reading – View the document in full screen Reading View in order to maximize the space available for reading on the document.
§ Web Layout – View the document as it would look as a Web page.
§ Outline – View the document as an outline and show the outlining tools.
§ Draft – View the document as a draft to quickly edit the text. Certain elements of the document such as headers and footers will not be visible in this view.
Show -
o Ruler – View the rulers, used to measure and line up objects in the document.
o Gridlines – Turn on gridlines to which you can align objects in the document.
o Navigation Pane – Open the Navigation Pane, which allows you to navigate through the document by heading, by page, or by searching for text or objects.
Zoom -
o Zoom – Show the Zoom dialog box to specify the zoom level of the document.
o 100% - Zoom the document to 100% of the normal size.
o One Page – Zoom the document so that an entire page fits in the window.
o Two Pages – Zoom the document so that two pages fit in the window.
o Page Width – Zoom the document so that the width of the page matches the width of the window.
Window -
o New Window – Open a new window containing a view of the current document.
o Arrange All – Tile all open program windows side-by-side on the screen.
o Split – Split the current window into two parts so that you can view different sections of the document at the same time.
o View Side by Side – View two documents side-by-side so that you can compare their contents.
o Synchronous Scrolling – Synchronize the scrolling of two documents so that they scroll together.
o Reset Window Position – Reset the window position of the documents being compared side-by-side so that they share the screen equality.
o Switch Windows – Switch to a different currently open window.
Macros -
o Macros (Alt + F8) – View the list of macros, from which you can run, create, or delete a macro.
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