MICROSOFT WORD

Sometimes called Win word, MS Word, or Word, Microsoft Word is a word processor published
by Microsoft. It is one of the office productivity applications included in the Microsoft Office suite.
Originally developed by Charles Simonyi and Richard Brodie in 1983.

Microsoft Word is available for Microsoft Windows, Apple macOS, Android, and Apple iOS.

What is Microsoft Word used for?

Microsoft Word lets you create professional-quality documents, reports, letters, and résumés. Unlike a plain
text editor, Microsoft Word has features including spell check, grammar check, text
and font formatting, HTML (HyperText Markup Language) support, image support, advanced page layout,
and more.

What does the Microsoft Word editor look like?

How many lines are there on a page in Microsoft Word?
By default, there are 29 lines on one page in Microsoft Word.
What type of files can Microsoft Word create and use?

Early versions of Microsoft Word primarily created and used the .doc file extension, while newer versions
of Word create and use the .docx file extension.

More recent versions of Microsoft Word support the creation and opening of these types of files:

• .doc, .docm, .docx

• .dot, .dotm, .dotx
• .htm, .html
• .mht, .mhtml
• .odt
• .pdf
• .rtf
• .txt
• .wps
• .xps
• .xml

What are the different versions of Microsoft Word?

• Word 2019, released in 2018

• Office 365 and Word 2016, released in 2016
• Word 2013, released in 2013
• Word 2010, released in 2010
• Word 2007, released in 2006
• Word 2003, released in 2003
• Word 2002, released in 2001
• Word 2000, released in 1999
• Word 98, released in 1998
• Word 97, released in 1997
• Word 95, released in 1995
• Word 6.0, released in 1993
• Word 2.0, released in 1991
• Word 1.1, released in 1990
• Word 1.0, originally invented for MS-DOS and Xenix in 1983 by Charles
Simonyi and Richard Brodie, working for Bill Gates and Paul Allen. Word was released
in the Windows OS (Operating System) in 1989
Overview of the Microsoft Office Ribbon
In Microsoft Office applications, the Ribbon is the menu bar at the top of the window. It
contains various tools, organized by tabs, that help you edit and format a document.

HOME TAB

CLIPBOARD

• Paste - Pastes information from the clipboard.

• Cut - Removes information from the document and puts it in
the clipboard.
• Copy - Copies information from the document for the
clipboard.
• Format Painter - Applies formatting from another section of a document.

FONT

• Font - Changes the font.

• Font Size - Selects the desired font size.
• Increase Font Size - Makes the font size one
size larger.
• Decrease Font Size - Makes the font size one size smaller.
• Clear all formatting - Clears all formatting, leaving plain text.
• Bold - Makes the text bold.
• Italicize - Makes the text italicized.
• Underline - Underlines the text.
• Strikethrough - Crosses out the text.
• Subscript - Types small letters below the text. e.g., H20
• Superscript - Types small letters above the text. e.g., X2
• Text Effects and Typography - Adds effects like outline or shadow to the text.
• Text Highlight Color - Highlights text. e.g., welcome
• Font Color - Changes the color of the font
PARAGRAPH

• Bullets - Creates a bulleted list.

• Numbering - Creates a numbered list.
• Multilevel List - Creates an outline.
• Decrease Indent - Moves the indentation of the paragraph closer to the left margin.
• Increase Indent - Moves the indentation of the paragraph closer to the right margin.
• Sort - Arranges information in alphabetical order.
• Show/Hide Paragraph Marks - Shows marks where the paragraphs begin and end.
• Align Left - Aligns text with the left margin.
• Center - Centers text in the document.
• Align Right- Aligns text with the right margin.
• Line and Paragraph Spacing - Changes the spacing between lines and paragraphs.
• Shading - Changes the color behind the text.
• Borders - Creates lines around the text.

STYLES

• Page Formatting Styles - Creates

different styles and previews the styles in
your text.

EDITING

• Find - Finds words in the document.

• Replace - Searches for text in the document and replaces it.
• Select - Selects all or some text in the document.
INSERT TAB

PAGES

• Cover Page - Creates a cover page for a document.

• Blank Page - Inserts a blank page anywhere specified in the
document.
• Page Break - Ends the current page where specified, moving the
rest of the text to the next page.

TABLES

• Table - Creates a new table, or inserts a previously-created table in your

document.

ILLUSTRATIONS

•
• Pictures - Inserts pictures in your
document.
• Shapes - Insert shapes in your
document.
• Icons - Inserts icons in your
document.
• 3D Models - Inserts a 3d model in your document.
• SmartArt - Inserts a SmartArt graph or list in your document.
• Chart - Creates a chart to display your data.
• Screenshot - Inserts a screenshot in your document.

ADD-INS

• Get Add-ins - Add additional functionality to Word.

• My Add-ins - Inserts add-ins obtained from Get Add-ins.

MEDIA

• Online Video - Adds a video in your document.

LINKS

• Link - Inserts a link for web pages in your document.

• Bookmark - Creates a specific spot in your document that can
be jumped to without having to scroll.
• Cross-reference - Refers to a specific place in the document,
such as a heading or tables.

COMMENTS

• Comments - Adds notes in specific places in the document.

HEADER & FOOTER

• Header - Adds repeat content to the top of every page in the

document.
• Footer - Adds repeat content to the bottom of every page in the
document.
• Page Number - Adds page numbers to each page of your
document.

TEXT

•
• Text Box - Adds a custom box for text,
bringing attention to it.
• Quick Parts - Inserts pre-saved text or
formatting to a document.
• WordArt - Adds artistic touches to the text
in this box.
• Drop Cap - Creates a large letter at the beginning of each paragraph.
• Signature Line - Adds a custom signature line to the document.
• Date & Time - Adds the date and time to the document with different options.
• Object - Adds another document or chart to the existing document.

SYMBOLS

• Equation - Adds mathematical equations to the document.

• Symbol - Adds symbols to the document, such as currency and
trademark.
MEDIA

• Insert Media - Inserts Flash media in your document. Flash must be installed
for this to work.
DESIGN TAB

DOCUMENT FORMATTING

• Themes - Adds custom formatting to the document.

• Colors - Changes the entire color palette of the document to a color scheme of your
choice.
• Fonts - Changes the font of the document.
• Paragraph Spacing - Changes the line and paragraph spacing of the document.
• Effects - Changes the overall look of objects with shading and other options.
• Set as Default - Sets the current formatting as the default for new documents.

PAGE BACKGROUND

• Watermark - Adds a faint image behind the text of your

document.
• Page Color - Changes the background color of the
document.
• Page Borders - Adds a border around the document.
LAYOUT TAB

PAGE SETUP

• Margins - Sets the margin sizes for the document.

• Orientation - Changes the orientation of the document to portrait or landscape mode.
• Size - Selects the size of paper for printing.
• Columns - Splits the page into up to 13 columns.
• Breaks - Ends the current page at your
desired location, and starts the remainder of
the information on the next page.
• Line Numbers - Adds numbers to each
line for easy reference to a specific
location.
• Hyphenation - Automatically hyphenates words that extend beyond the end of a line.
Hyphenation is placed at syllable boundaries.

PARAGRAPH

•
• Indent Left - Moves the paragraph away from
the left margin.
• Indent Right - Moves the paragraph away from
the right margin.
• Spacing Before - Changes how much spacing is
before the selected paragraph.
• Spacing After - Changes how much spacing is after the selected paragraph.

ARRANGE

• Position - Moves the placement of the selected item to the desired location on the page.
• Wrap Text - Selects how the text on the page wraps around the object.
• Bring Forward - Moves the selected object forward in front of other objects.
• Send backward - Moves the selected object behind other objects.
• Selection pane - Displays a listing of all objects on the page.
• Align - Sets the alignment of the object on the page.
• Group - Joins objects together, making them appear as one object.
• Rotate - Rotates the selected image.
REFERENCES TAB

TABLE OF CONTENTS

• Table of Contents - Provides an overview of the document's

contents.
• Add Text - Includes an editable heading in the table of
contents.
• Update Table - If changes are made to the document, this
refreshes the table of contents to reflect the correct page numbers.

FOOTNOTES

•
• Insert Footnote - Adds a note to the bottom of the current
page.
• Insert Endnote - Adds a comment or citation to the end of
the page. Used with superscript numbers placed in the text.
• Next Footnote - Moves to the next footnote.
• Show Notes - Moves to the footnotes or endnotes of the
page.

RESEARCH

• Smart Lookup - Selects text in the document to search for a

definition or more information online.
• Researcher - Assists in finding information and pictures that you
can cite in your document.

CITATIONS & BIBLIOGRAPHY

•
• Insert Citation - Credits a source of information.
• Manage Sources - Organizes the sources of the information
cited.
• Style - Choose the citation style from APA, Chicago, or
MLA.
• Bibliography - Displays a list of all cited sources.
CAPTIONS

•
• Insert Caption - Labels your object or picture.
• Insert Table of Figures - Adds a listing of captions for
easy reference.
• Update Table - If changes are made to the table of figures,
this updates the changes.
• Cross-reference - Refers to a source of information
elsewhere in your document, such as a table of figures. If the source information changes,
the reference is updated automatically.

INDEX

• Mark Entry - Adds selected text to the index.

• Insert Index - Adds a list of keywords and the page number
where they appear.
• Update Index - If any changes are made to the document, this updates it if necessary.

TABLE OF AUTHORITIES

•
• Mark Citation - Adds selected text to the Table of
Authorities.
• Insert Table of Authorities - Adds a list of authorities,
cases, or statutes noted in the document.
• Update Table - If any changes are made to the
document, this updates the Table of Authorities if
necessary.
Mailings tab

CREATE

• Start Mail Merge - Create one document, and send it to multiple

recipients, personalizing it for each person.
• Select Recipients - Choose the list of people to receive the document.
• Edit Recipient List - Enables changes to be made to the recipient
list.

WRITE & INSERT FIELDS

• Highlight Merge Fields - Highlights

specific fields in the document.
• Address Block - Adds an address
block to your document.
• Greeting Line - Adds a greeting line to your document.
• Insert Merge Field - Adds a field from the recipient list, such as last name or phone
number.
• Rules - Specifies rules for the merge.
• Match Fields - Defines the different fields in the recipient list.
• Update Labels - Uses information from the recipient list to update the label fields.

PREVIEW RESULTS

• Preview Results - Verify the mail merge information is

entered correctly before finalizing the document.
• First Record - Jumps to the first recipient.
• Previous Record - Jumps to the previous recipient.
• Next Record - Jumps to the next recipient.
• Last Record - Jumps to the last recipient.
• Find Recipient - Searches for a specific recipient.
• Check for Errors - Checks the mail merge for errors before it is applied.

FINISH

• Finish & Merge - Choose how to complete the mail merge.

REVIEW TAB

PROOFING

• Editor - Checks for spelling, grammar, and writing suggestions.

• Thesaurus - Suggests another word to use for the selected word.
• Word Count - Tells you the words, lines, and characters in the
document.

SPEECH

• Read Aloud - Uses text-to-speech software to read the text out loud.

ACCESSIBILITY

• Check Accessibility - Checks your document to make sure it is easily

legible.

LANGUAGE

• Translate - Translates your text into another language.

• Language - Chooses the language for proofing tools like spellcheck.

COMMENTS

•
• New Comment - Adds a note to the document.
• Delete - Deletes a note from the document.
• Previous - Skips to the previous note.
• Next - Skips to the next note.
• Show Comments - Makes all comments in the document visible.

TRACKING

• Track Changes - Keeps track of all changes made to the

document.
• Simple Markup - Select how you want to see changes.
• Show Markup - Choose which types of markup you want to see.
 • Reviewing Pane - Lists all document changes.

CHANGES

• Accept - Keeps the current change, and advances to the next.

• Reject - Undoes current change, and advances to the next.
• Previous - Jumps to the previous tracked change.
• Next - Jumps to the next tracked change.

COMPARE

• Compare - Compares two documents for differences.

PROTECT

• Block Authors - Keeps others from making changes to selected text.

• Restrict Editing - Limits the changes that others can make to the
document.

INK

• Hide Ink - On touch-enabled computers, lets you hide any drawings made
with Draw or Ink.

RESUME

• Resume Assistant - Shows hints from LinkedIn to update your resume.

VIEW TAB

VIEWS

• Read Mode - Displays the pages in book format for

easier reading.
• Print Layout - Previews how the page looks if printed.
• Web Layout - Previews how the page would look if it
were a website.
• Outline - Previews your document in an outline form.
• Draft - Previews your document without any formatting marks, headers, or footers.

IMMERSIVE

• Focus - Hides buttons and UI (User Interface) elements so you can

focus on the document.
• Immersive Reader - Helps with reading skills.

PAGE MOVEMENT

• Vertical - Scrolls up and down to move between pages.

• Side to Side - Scrolls from side-to-side to move between pages.

SHOW

• Ruler - Shows a ruler on the side of the document.

• Gridlines - Shows gridlines over the document.
• Navigation Pane - Shows a side pane with a search function.

ZOOM

• Zoom - Increases the viewing size of the document.

•
• 100% - Displays the document at actual size.
• One Page - Zooms the document so you can see the entire
page.
• Multiple Pages - Zooms the document so you can see
multiple pages at once.
• Page Width - Zooms the page, so the width matches the window.
WINDOW

• New Window - Opens a window

of your document so you can work
in multiple places.
• Arrange All - Stacks your
documents so you can see them all
at once.
• Split - Displays two sections of your document at one time.
• View Side by Side - Displays different documents side-by-side for comparison.
• Synchronous Scrolling - Displays two documents at the same time.
• Reset Window Position - Displays two documents side-by-side so they are equally sized
on the screen.
• Switch Windows - Quickly switches to another open document window.

MACROS

• Macros - Create custom macros, or choose from predefined macros, to

perform a sequence of actions all at once. To run a macro, click the button
on the Quick Access Toolbar, press the keyboard shortcut, or run it from
the Macros list.

SHAREPOINT

• Properties - View and edit SharePoint documents.

HELP TAB

HELP

• Help - Gets help with Microsoft Word.

• Contact Support - Gets help from a Microsoft
support agent.
• Feedback - Provides feedback to Microsoft.
• Show Training - Shows online training and learning content.
• What's New - Showcases the latest upgrades from Microsoft.
FORMAT
(IN PICTURES)

(IN SHAPES)
 MS WORD SHORTCUT KEYS
Shortcuts Work of shortcuts
Ctrl + B Bold highlighted selection
Ctrl + C Copy selected text
Ctrl + X Cut selected text
Ctrl + N Open new/blank document
Ctrl + O Open options
Ctrl + P Open the print window
Ctrl + F Open find box
Ctrl + I Italicize highlighted selection
Ctrl + K Insert link
Ctrl + U Underline highlighted selection
Ctrl + V Paste
Ctrl + G Find and replace options
Ctrl + H Find and replace options
Ctrl + J Justify paragraph alignment
Ctrl + L Align selected text or line to the left
Ctrl + Q Align selected paragraph to the left
Ctrl + E Align selected text or line to the centre
Ctrl + R Align selected text or line to the right
Ctrl + M Indent the paragraph
Ctrl + T Hanging indent
Ctrl + D Font options
Ctrl + Shift + F Change the font
Ctrl + Shift + > Increase selected font +1
Ctrl + ] Increase selected font +1
Ctrl + [ Decrease selected font -1
Ctrl + Shift + * View or hide non printing characters
Ctrl + (Left arrow) Move one word to the left
Ctrl + (Right arrow) Move one word to the right
Ctrl + (Up arrow) Move to the beginning of the line or paragraph
Ctrl + (Down arrow) Move to the end of the paragraph
Ctrl + Del Delete the word to the right of the cursor
Ctrl + Backspace Delete the word to the left of the cursor
Ctrl + End Move the cursor to the end of the document
Ctrl + Home Move the cursor to the beginning of the document
Ctrl + Space Reset highlighted text to the default font
Ctrl + 1 Single-space lines
Ctrl + 2 Double-space lines
Ctrl + 5 1.5-line spacing
Ctrl + Alt + 1 Change text to heading 1
Ctrl + Alt + 2 Change text to heading 2
Ctrl + Alt + 3 Change text to heading 3
Shift + F3 Change case of selected text
Shift + Insert Paste
F4 Repeat the last action performed (Word 2000+)
F7 Spell check selected text and/or document
Shift + F7 Activate the thesaurus
F12 Save as
Ctrl + S Save
Shift + F12 Save
Alt + Shift + D Insert the current date
Alt + Shift + T Insert the current time
Ctrl + W Close document
Ctrl+= Set chosen text as a subscript.
Ctrl+Shift+= Set chosen text as superscript.