introduction to MS Word

introduction to MS Word

introduction to MS Word

introduction to MS Word

introduction to MS Word
introduction to MS Word


What is word processor?

The application program that is enabling the process of text is called “word processing program” or simply “word processor”. It allows the user to enter, view, edit, manipulate, store and print text material

Microsoft word

Microsoft word is word processor software which allows you to write letters edit them and print them after formatting it according to your needs. It has all the possible option in the form of font style and size, indents, line spacing margins spell checking and grammar checkers etc.

Starting ms-word

    •    Click on start button and select all programs option.

    •    Select Microsoft office and then Microsoft word


    •    Click on start button >> Run >> type "winword" and press enter button.

 Structure of ms- word window

1.    Title bar: The title bar displays the name if the currently active word document. It also holds same control buttons- minimize, restore/maximize and close.

2.    Menu bar: Directly below the title bar is the menu bar. It contains pulldown menu.

3.    Toolbar: It has buttons to issue commands when clicked.

        •    Standard tool bar: Contains buttons that you can use for standard file management, text editing and proofing command.

Name Function Menu Location
New Creates a new, blank document FILE | NEW
Open Displays the Open dialog box so that you can retrieve an existing document FILE | OPEN
Save Saves the active document to a specified location FILE | SAVE
Print Prints active document FILE | PRINT
Print Preview Displays what the document will look like when you print it FILE | PRINT PREVIEW
Spell Checker Checks active document for spelling and grammatical errors TOOLS | SPELLING
Cut Cuts the selected text and places it on the clipboard EDIT | CUT
Copy Copies the selected text and places it on the clipboard EDIT | COPY
Paste Pastes the contents of the clipboard to a new location EDIT | PASTE
Format Painter Copies the formatting of the selected text to a new text selection  
Undo Undoes the last document change EDIT | UNDO
Redo Redoes the last action that was undone EDIT | REDO
Insert Hyperlink Creates a hyperlink from the selected text INSERT | HYPERLINK
Web Toolbar Shows web toolbar VIEW | TOOLBARS | WEB
Tables Toolbar Shows tables toolbar VIEW | TOOLBARS | TABLES
Insert Table Inserts a table TABLE | INSERT TABLE
Insert Excel Worksheet Inserts an Excel Worksheet  
Text Columns Changes the number of text columns per page FORMAT | COLUMNS
Drawing Shows drawing toolbar VIEW | TOOLBARS | DRAWING
Document Map Changes the view of the document VIEW | DOCUMENT MAP
Show/Hide Non-Print Characters Shows and hides non-print characters (for example the symbol for new paragraph)  
View Magnifies or reduces the document contents by the specified zoom percentage VIEW | ZOOM
Office Assistant Help function HELP

        •    Formatting toolbar: Contains buttons that you can use for formatting characters and paragraph.

Name Function Menu Location
Style Changes the style of the selected text FORMAT | FONT
Font Changes the font for the selected text FORMAT | FONT
Font Size Changes the point size of the selected text FORMAT | FONT
Bold Makes the selected text bold FORMAT | FONT
Italic Makes the selected text italic FORMAT | FONT
Underline Underlines the selected text FORMAT | FONT
Align Left Aligns the selected text/paragraph(s) left FORMAT | PARAGRAPH
Center Centers the selected text/paragraph(s) FORMAT | PARAGRAPH
Align Right Aligns the selected text/paragraph(s) right FORMAT | PARAGRAPH
Justify Justifies the selected text/paragraph(s) FORMAT | PARAGRAPH
Numbers Creates a numbered list or numbers the selected paragraph(s) FORMAT | BULLETS AND NUMBERING
Bullets Creates a bulleted list or adds bullets the selected paragraph(s) FORMAT | BULLETS AND NUMBERING
Decrease Indent Decreases the indentation of the selected paragraph(s) FORMAT | PARAGRAPH
Increase Indent Increases the indentation of the selected paragraph(s) FORMAT | PARAGRAPH
Borders Creates a border around the selected text/paragraph(s) FORMAT | BORDERS AND SHADING
Highlight Allows you to highlight specified text  
Font Color Allows you to change the color of the text FORMAT | FONT

4.    Scroll bar: The scroll bar helps you scroll the content or body of document.

5.    Workspace: The workspace is the area in the document window where you type the text of your document.

6.    Ruler: Showing page width and position of tab, indents columns and margins.

7.    Status bar: The status bar displays information about the currently active document. This includes the page number that you are working, the column and line of the cursor position and so on.



Advantage of word processing

•    On e of the main advantage of a word processor over a conventional typewriter is that a word processor enables you to make change to a document without retyping the entire document.

•    Words and sentences can be inserted or deleted.

•    Paragraph or text can be copied/moved throughout the document.

•    Margins and page length can be adjusted as desired.

•    Spelling can be checked and modified through the spell check facility.

•    Multiple document/files can be merged.

•    Multiple copies of letters can generated with different addresses through the mail—merge facility.

•    Font size and type of font also be change. Page number and header and footer can be included

•    Text can formatted in column style as we see in the newspaper text boxes can be made.

•    Tables can be made and included in the text.

•    It provides online help of any option.

•    Word allows the user to mix the graphical picture with the text. Graphical picture can either be created in word itself or can import from outside like from Clip Art Gallery.