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MS Word Notes
Table of Contents
Home Menu ................................................................. 2
Insert Menu.................................................................. 4
Insert Picture................................................................ 7
Insert Shapes.............................................................. 20
Insert TextBox ............................................................ 30
Other Insert Options .................................................. 39
Page layout ................................................................ 45
References ................................................................. 51
Mailings ...................................................................... 54
Review ........................................................................ 61
View ........................................................................... 63
 Home Menu

What is Ms Word ?
Microsoft word is a word processing software.
There Are 3 Methods To Open Microsoft Word 2010
1. Start ➔ Microsoft Office ➔ Microsoft Word 2010 .
2. Start + R = Run ➔ Then Type [Winword]
3. Go To Start And Type In Search Box [Word,Winword]
Extension Name of Ms Word 2010 is ➔ .docx
Extension Name of Ms Word 2007 is ➔ .doc

How to write paragraph in ms word ?

Ans ➔ =rand(write no of paragraph) ➔ then enter.

Format painter ➔ Copy formatting from other place and

apply it to another.
Short key ➔ ctrl + shift + c / ctrl + shift + v

Change case ➔ change all the selected text to

uppercase , lowercase , and capitalise each word.
Short key ➔ Shift + F3

Clear formatting ➔ clear all format from selected text.

There are 4 types of alignment..

1. Left = Ctrl + L
2. Center = Ctrl + E
3. Right = Ctrl + R
4. Justify = Ctrl + J

Line Spacing ➔ Change the Space between

Line of text.
Short Key ➔ Ctrl +1 , Ctrl + 2 , Ctrl + 5.

Sort ➔ arranging the words in ascending or

descending order.

Find ➔ Find a Word in a Document.

Short key ➔ Ctrl + F

Replace ➔ Replace a text in a document.

Short key ➔ Ctrl + H
 Insert Menu
Cover page ➔ Insert a fully formatted Cover page for your
document.

Blank Page ➔ Insert a blank page in your document.

Page Break ➔ Start the next page at the current position.

Short key ➔ Ctrl + Enter

Table ➔ Draw a table into the document.

The total no of column in table is ➔ 63.

The total no. of rows in table is ➔ 32767.

Table tasks :-

Task 1
Task 2

Task 3
 Insert Picture

Picture ➔ Insert a Picture from file.

When a Picture is inserted in document so you can see this type

of menu in your menu bar. This is a picture tools.

Remove Background ➔ Automatically remove

unwanted portions of the picture.

Use marks to indicate areas to keep or remove from the

picture
Corrections ➔ Improve the brightness , contrast or
sharpness of the picture.

Before

After

Color ➔ Change the colour of the picture to improve

quality or match document content.

Before After
 Artistic Effects ➔ Add artistic effects to the picture to
make it look more like a sketch or painting.

Before After
Change picture ➔ Change to a different picture
preserving the formatting and size of the current
picture.

Before After
 Reset picture ➔ Discard all of the formatting changes
you made to this picture.

Before After

Picture Border Style

Before After
 Picture border ➔ Specify the color , width , and line
style for the outline of the selected picture.

Without border image Apply border & border colour

Apply border dashes Apply border weight

Picture Effects ➔ Apply a visual effects to the picture ,
such as a shadow , glow , reflection , or 3-D rotation.

Use of Preset

Use of Shadow
Use of Reflection

Use of Glow

Use of Soft Edges

 Use of Bevel

Use of 3D Rotation
Position ➔ Position the selected object on the page.
Text is automatically set to wrap around the object.

Wrap text ➔ Change the way text wraps around the

selected objects.

Bring forward ➔ Bring the selected object forward so

that it is hidden by fewer objects that are in front of it.

Send backward ➔ Send the selected object backward

so that it is hidden by the objects that are in front of it.
Selection pane ➔ Show the selection pane to help select
individual objects and to change their order and visibility.

Align ➔ Align the edges of multiple selected objects.

Left Center Right

Top Middle Bottom

Group ➔ Group objects together so that they can be

treated like a single object.

Rotate ➔ Rotate or flip the selected object.

Crop ➔ Crop the picture to remove any unwanted parts.

Shape height ➔ Change the height of the shape

or picture.

Shape Width ➔ Change the Width of the shape

or picture.
Picture Task
 Insert Shapes

Clip Art ➔ Insert Clip art in to the document.

Shapes ➔Insert ready – made shapes , such as

rectangles and circles , arrows , lines, flowchart symbols,
and callouts .

When a Shape is inserted in document so you can see this type of

menu in your menu bar. This is a picture tools.

Edit Shape ➔ Change the shape of this drawings,

Convert it to a freeform shape , or edit the wrap points to
determine how text wraps around the drawing.

Before After
Shape Fill Style
 Shape fill ➔ Fill the selected shape with a solid color
gradient , picture , or texture.

Texture Gradient Picture Color

Shape outline ➔ Specify the color , width , and line

style for the outline of the selected shape.
Shape Effects ➔ Apply a visual effects to the picture ,
such as a shadow , glow , reflection , or 3-D rotation.
 Use of Preset

Use of Shadow

Use of Reflection
 Use of Glow

Use of Soft Edges

Use of Bevel
 Use of 3D Rotation

Position ➔ Position the selected object on the page.

Text is automatically set to wrap around the object.
Wrap text ➔ Change the way text wraps around the
selected objects.

Bring forward ➔ Bring the selected object forward so

that it is hidden by fewer objects that are in front of it.

Send backward ➔ Send the selected object backward

so that it is hidden by the objects that are in front of it.

Selection pane ➔ Show the selection pane to help

select individual objects and to change their order and
visibility.
 Align ➔ Align the edges of multiple selected objects.

Left Center Right

Top Middle Bottom

Group ➔ Group objects together so that they can be

treated like a single object.

Rotate ➔ Rotate or flip the selected object.

Shape height ➔ Change the height of the shape
or picture.

Shape Width ➔ Change the Width of the shape

or picture.
 Insert TextBox

Microsoft Word (Insert Text box)

Text box ➔ Insert a text box in to the document.

Click on draw text box and make your own customize text box.

On the Insert tab, the galleries include

items that are designed to coordinate
with the overall look of your document.
You can use these galleries to insert
tables, headers, footers, lists, cover
pages, and other document building
blocks. When you create pictures, charts,
or diagrams, they also coordinate with
your current document look.

You can easily change the formatting of

selected text in the document text by
choosing a look for the selected text from
the Quick Styles gallery on the Home tab.
You can also format text directly by using
the other controls on the Home tab. Most
Then you will customize your text box like shape.

Text Shape Fill Style

 Shape fill ➔ Fill the selected shape with a solid color
gradient , picture , or texture.

Texture Gradient Picture Color

Shape outline ➔ Specify the color , width , and line

style for the outline of the selected shape.
Shape Effects ➔ Apply a visual effects to the picture ,
such as a shadow , glow , reflection , or 3-D rotation.
 Use of Preset

Use of Shadow

Use of Reflection
 Use of Glow

Use of Soft Edges

Use of Bevel
 Use of 3D Rotation

Text Fill ➔Fill the color in selected text in text box.

On the
Insert

Text outline ➔ Change the outline color and

remove outline from the text box.

On the
Insert
 Text effects ➔ Apply a visual effects to the text ,
such as a shadow , glow , reflection , or 3-D
rotation & transform.

All the text effects is same as shape effects but a one text effects is
different that is a transform.

Transform ➔ this tool is transforming your text.

This is my first webpage

 Text direction ➔ Change the orientation of text
to vertical , stacked, or rotate it to the desire
direction.

This is my first webpage

This is my first
webpage
Align text ➔ Change the alignment of text in the
text box.

This is my first webpage

This is my first webpage
 Other Insert Options

Microsoft Word (Insert Options)

Smart Art ➔ Insert a smart art graphic to visually
communicate information.

HYDROGEN OXYGEN Water

Chart ➔ Insert a chart to illustrate and compare data. Bar
, Pie , Line , Area and surface are some of the available
types.
Screen shot ➔ Insert a picture of any program that is not
minimized to the task bar.

Hyperlink ➔ Create a link to a webpage , a picture or a

Program. Short key ➔ Ctrl + k

Bookmark ➔ Create a bookmark to assign a name to a

specific point in a document.

Header ➔ The content in the Header will appear at the

top of each printed page.
Footer ➔ The content in the Footer will appear at the
bottom of each printed page.

Page number ➔ Insert page number in to the document.

 Word Art ➔ Insert decorative text in your document.

Drop cap ➔ Create a large capital letter at the beginning

of a paragraph.

There are two types of drop cap

1. Dropped
2. In margin

For Example : -
The drop cap contains maximum 10 lines and minimum 1 .

Date & Time ➔ Insert the current date & time in to the
current document.

Object ➔ insert an embedded object.

Equation ➔ Insert common mathematical equations

or build up your own equations using a library of
math symbols.

Symbol ➔ Insert symbols that are not on your

keyboard , such as copyright , trademark symbols ,
paragraph marks , and Unicode characters.
 Page layout

Microsoft Word (Page Layout)

Themes ➔ Change the overall design of the entire
document, including colours , fonts, and effects.

Colors ➔ Change the colors for the current theme.

Fonts ➔ Change the fonts for the current theme.

Margins ➔ Select the margins sizes for the entire

document or the current section.

Example :-
 Orientation ➔ Switch the pages between portrait &
landscape layouts.

Portrait Landscape

Size ➔ Choose paper size for the current section.

Columns ➔ Split text into two or more columns.

Line Numbers ➔ Add line number in the margin
alongside of each line of the document
Hyphenation ➔ Turn on hyphenation, Which allows
word to break lines between the syllables of word.

Watermark ➔ Insert lightly text And picture behind the

content on the page.
Page Color ➔Choose a Color for the background of the
page .

Page Borders ➔ Add or change the border around the

page .
 References

Microsoft Word (References)

Table of Contents ( INDEX ) ➔ Add a table of content to

the document.

STEPS OF CREATING TABLE OF CONTENT

1) Take three separate pages and write a chapters in them.
2) Convert all chapter name in to heading 1

3) Go to first page in document & select option.

4) Then insert table of content in your document.

Update Table ➔ update table of content when you add

more chapters after inserting a table of content.
Insert Footnote ➔ write meaning of difficult words in
footer of the document.

Insert Endnote ➔ write meaning of difficult

words in bottom of the document.

Show Notes ➔ Scroll the document to show

where the footnotes & endnotes are located.

Insert Citation ➔ If you want to add Author name of

the document so click on insert citation and select “add
new source”

then fill all the information & click ok.

Bibliography ➔ Add a bibliography, Which list all the

sources cited in the document.
Style ➔ Choose the style of citation to use in the
document.

Manage Sources ➔ View the list of all the source

cited in the document.

Insert Caption ➔ Add a caption to a picture or other

image.
Example:-

Figure 1

Insert Table of Figures ➔ A table of figures

includes a list of all the figures in the document.

Cross reference ➔ Refer to item such as headings ,

figures , and tables by inserting a cross reference.
 Mailings

Microsoft Word (Mailings)

Envelopes ➔ Create and print envelopes.

Address : New Delhi 110008

Phone : 8882880965
Email Id : [email protected]

Labels ➔ Create and print Labels.

 Start Mail Merge ➔ Start a mail merge to create a form letter
which you intend to print ore-mail multiple times, sending each copy to a
different recipient. You can insert fields, such as Name or Address, which
Word will replace automatically with information from a database or
contact list for each copy of the form letter.

How to Use Start Mail Merge

1) Write down your letter. Leave the “NAME” , “ADDRESS” and “MOBILE NO.” in the
letter blank.
2) Click on Start Mail Merge and select Step by Step mail merge wizard

Click here

3) Click on Starting Document.

4) Click on Select Recipients
5) Click on Type a new list

6) Click on Write your letter

7) Then New address list dialog box appear on your screen. Click on Customize
columns.

8) Delete all field names & click on Add button to add some columns. Like:- name ,
address , phone no. then click ok

9) Fill all the details in New address list & click ok.
10) Save your New address list.

11) Check your Address list And Click on Ok .

12) Place the cursor in the name space & click on Insert Merge Field and insert
name , address , phone no. field.

13) Then Click on Auto Check for errors. Your all letters is created with different
names and address.
 Review

Microsoft Word (Review)

Spelling & Grammar ➔ Check the spelling and grammar
of text in the document. [shortcut key = F7]

Research ➔ Open the Research task pane to search

through reference material , such as dictionaries ,
encyclopedias, and translation services.
[shortcut key = Alt + Click]

Thesaurus ➔ Suggests other word with a similar

meaning to the word you have selected.

Word Count ➔ Find out the no. of words , character ,

paragraphs , and line in the document.

New Comment ➔ Add a comment about the selection.

Delete ➔ Delete a selected comment .

Previous ➔ Navigate to the previous comment in the
document.

Next ➔ Navigate to the next comment in the

document.

Track changes ➔ Track all the changes made to the

document , including insertions ,deletions and
formatting changes. [shortcut key = Ctrl + Shift + E]

Choose how to view the proposed changes to the

document.

Choose what kind of mark up to show in the document.

Accept ➔ Click here to accepting all the changes in the

document.

Reject ➔ click here to rejecting all the changes in the

document.

Restrict Editing ➔ Restrict how people edit or format

specific parts of the document.
 View

Microsoft Word (View)

There are 5 types of View in Ms word

Print Layout ➔ View the document as it will appear on the

printed page .
Full Screen Reading ➔ View the document in full screen
reading.

Web layout ➔ View the document as it would looks 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.
➢ View the Ruler , used to measure and line up objects in the
document.
➢ Turn on gridlines to which you can align object in the
documents.
➢ Open the navigation page , Which allow you to navigate
through the document by heading ,by page , or by
searching for text and object.
Zoom ➔ show the zoom dialog box to specify the
zoom level of the document.

One page ➔ Zoom the document so that an entire

page fits in the Window.
Two pages➔ Zoom the document so that two pages
fit in the window.

Page width ➔ Zoom the document so that the width

of the page matches the width of the window.
New window ➔ Open a New window containing a
view of the current document.

Arrange all ➔ Tile all open program windows side –by

– side on the screen.

Split ➔ split the current window into two parts so

that you can view different selection of the document
at the same time.

Switch Windows ➔ switch to a different currently

open window.
Macros ➔ Record text with macros.
[shortcut key = Alt +F8]