Prestige Institute of Management And

Research

INFORMATION TECHNOLOGY
FOR MANAGERS

ASSIGNMENT-1

TOPIC:-MS-WORD

SUBMITTED TO- SUBMITTED BY-

Mr. Alok Bansal Radhika Mantri
Rohit Soni
Siddharth
Patni

MS-WORD
 • INTRODUCTION:-

Microsoft Word is a word processor designed by Microsoft. It was first

released in 1983 under the name Multi-Tool Word for Xenix systems.
Subsequent versions were later written for several other platforms
including IBM PCs running DOS (1983), the Apple Macintosh (1984),
Atari ST (1986), SCO UNIX, OS/2, and Microsoft Windows (1989). It is a
component of the Microsoft Office system; however, it is also sold as a
standalone product and included in Microsoft Works Suite. Beginning
with the 2003 version, the branding was revised to emphasize Word's
identity as a component within the Office suite; Microsoft began calling
it Microsoft Office Word instead of merely Microsoft Word. The
latest releases are Word 2007 for Windows and Word 2008 for Mac OS
X, while Word 2007 can also be run using the Wine compatibility layer
on Linux[4]. There are commercially available add-ins that expand the
functionality of Microsoft Word.

• HISTORY:-

Word 1981 to 1989

Concepts and ideas of Word were brought from Bravo, the original GUI
writing word processor developed at Xerox PARC. On February 1, 1983.
With this, development on what was originally named Multi-Tool Word
began.

Richard Brodie renamed it Microsoft Word, and Microsoft released the

program on October 25, 1983, for the IBM PC. Free demonstration
copies of the application were bundled with the November 1983 issue
of PC World, making it the first program to be distributed on-disk with a
magazine.[1][7] However, it was not well received, and sales lagged
behind those of rival products such as WordPerfect. Although MS-DOS
was a character-based system, Microsoft Word was the word processor
for the IBM PC that showed actual line breaks and typeface markups
such as bold and italics directly on the screen while editing, although
this was not a true WYSIWYG system because available displays did
not have the resolution to show actual typefaces. Other DOS word
processors, such as WordStar and WordPerfect, used simple text only
display with markup codes on the screen or sometimes, at the most,
alternative colors.[8]

As with most DOS software, each program had its own, often
complicated set of commands and nomenclature for performing
functions that had to be learned. For example, in Word for MS-DOS, a
file would be saved with the sequence Escape-T-S: pressing Escape
called up the menu box, T accessed the set of options for Transfer and
S was for Save (the only similar interface belonged to Microsoft's own
Multiplan spreadsheet). As most secretaries had learned how to use
WordPerfect, companies were reluctant to switch to a rival product that
offered few advantages. Desired features in Word such as indentation
before typing (emulating the F4 feature in WordPerfect), the ability to
block text to copy it before typing, instead of picking up mouse or
blocking after typing and a reliable way to have macros and other
functions that always replicate the same function time after time, were
just some of Word's problems for production typing.

Word for Macintosh, despite of the major differences in look and feel
from the DOS version, was ported by Ken Shapiro with only minor
changes from the DOS source code, which had been written with high-
resolution displays and laser printers in mind although none were yet
available to the general public. Following the precedents of LisaWrite
and MacWrite, Word for Macintosh attempted to add closer WYSIWYG
features into its package. After Word for Mac was released in 1985, it
gained wide acceptance.

There was no Word 2.0 for Macintosh. Instead, the second release of
Word for Macintosh, shipped in 1987, was named Word 3.0; this was
Microsoft's first attempt to synchronize version numbers across
platforms. Word 3.0 included numerous internal enhancements and
new features including the first implementation of the Rich Text
Format (RTF) specification, but was plagued with bugs. Within a few
months Word 3.0 was superseded by Word 3.01, which was much more
stable. All registered users of 3.0 were mailed free copies of 3.01,
making this one of Microsoft's most expensive mistakes up to that
time.

In 1986, an agreement between Atari and Microsoft brings Word to the

Atari ST.[9] The Atari ST version was a translation of Word 1.05 for the
Apple Macintosh, however it was released under the name Microsoft
Write (the name of the word processor included with Windows during
the 80s and early 90s).[10][11] Unlike other versions of Word, the Atari
version was a one time release with no future updates or revisions. The
release of Microsoft Write was one of two major PC applications that
were released for the Atari ST (the other application being
WordPerfect). Microsoft Write was released for the Atari ST in 1988.

Word 1990 to 1995

The first version of Word for Windows was released in 1989 at a price
of 500 US dollars. With the release of Windows 3.0 the following year,
sales began to pick up (Word for Windows 1.0 was designed for use
with Windows 3.0, and its performance was poorer with the versions of
Windows available when it was first released). The failure of
WordPerfect to produce a Windows version proved a fatal mistake. It
was version 2.0 of Word, however, that firmly established Microsoft
Word as the market leader.

After MacWrite, Word for Macintosh never had any serious rivals,
although programs such as Nisus Writer provided features such as non-
contiguous selection which were not added until Word 2002 in Office
XP. In addition, many users complained that major updates reliably
came more than two years apart, too long for most business users at
that time.

Word 5.1 for the Macintosh, released in 1992, was a very popular word
processor owing to its elegance, relative ease of use and feature set.
However, version 6.0 for the Macintosh, released in 1994, was widely
derided, unlike the Windows version. It was the first version of Word
based on a common codebase between the Windows and Mac
versions; many accused it of being slow, clumsy and memory
intensive. In response to user requests, Microsoft offered a free
"downgrade" to Word 5.1 for dissatisfied Word 6.0 purchasers.

With the release of Word 6.0 in 1993 Microsoft again attempted to

synchronize the version numbers and coordinate product naming
across platforms; this time across the three versions for DOS,
Macintosh, and Windows (where the previous version was Word for
Windows 2.0). There may have also been thought given to matching
the current version 6.0 of WordPerfect for DOS and Windows, Word's
major competitor. However, this wound up being the last version of
Word for DOS. In addition, subsequent versions of Word were no longer
referred to by version number, and were instead named after the year
of their release (e.g. Word 95 for Windows, synchronizing its name with
Windows 95, and Word 98 for Macintosh), once again breaking the
synchronization.

When Microsoft became aware of the Year 2000 problem, it released

the entire DOS port of Microsoft Word 5.5 instead of getting people to
pay for the update. As of November 2009, it is still available for
download from Microsoft's web site.

Word 6.0 was the second attempt to develop a common codebase

version of Word. The first, code-named Pyramid, had been an attempt
to completely rewrite the existing product. It was abandoned when it
was determined that it would take the development team too long to
rewrite and then catch up with all the new capabilities that could have
been added in the same time without a rewrite. Supporters of Pyramid
claimed that it would have been faster, smaller, and more stable than
the product that was eventually released for Macintosh, and which was
compiled using a beta version of Visual C++ 2.0 that targets the
Macintosh, so many optimizations have to be turned off (the version
4.2.1 of Office is compiled using the final version), and sometimes use
the Windows API simulation library included.[14] Pyramid would have
been truly cross-platform, with machine-independent application code
and a small mediation layer between the application and the operating
system.

More recent versions of Word for Macintosh are no longer ported

versions of Word for Windows, although some code is often
appropriated from the Windows version for the Macintosh version.

Later versions of Word have more capabilities than merely word

processing. The drawing tool allows simple desktop publishing
operations such as adding graphics to documents. Collaboration,
document comparison, multilingual support, translation and many
other capabilities have been added over the years.

Word 97

Word 97 had the same general operating performance as later

versions such as Word 2000. This was the first copy of Word featuring
the Office Assistant, "Clippy," which was an animated helper used in all
Office programs. This was a take over from the earlier launched
concept in Microsoft Bob.

Word 98

Word 98 for the Macintosh gained many features of Word 97, and was
bundled with the Macintosh Office 98 package. Document compatibility
reached parity with Office 97 and Word on the Mac became a viable
business alternative to its Windows counterpart. Unfortunately, Word
on the Mac in this and later releases also became vulnerable to future
macro viruses that could compromise Word (and Excel) documents,
leading to the only situation where viruses could be cross-platform. A
Windows version of this was only bundled with the Japanese/Korean
Microsoft Office 97 Powered By Word 98 and could not be purchased
separately.

Word 2001/Word X

Word 2001 was bundled with the Macintosh Office for that platform,
acquiring most, if not all, of the feature set of Word 2000. Released in
October 2000, Word 2001 was also sold as an individual product. The
Macintosh version, Word X, released in 2001, was the first version to
run natively on (and required) Mac OS X.

Word 2002/XP

Word 2002 was bundled with Office XP and was released in 2001. It
had many of the same features as Word 2000, but had a major new
feature called the 'Task Panes', which gave quicker information and
control to a lot of features that were before only available in modal
dialog boxes. One of the key advertising strategies for the software
was the removal of the Office Assistant in favor of a new help system,
although it was simply disabled by default.

Word 2003

For the 2003 version, the Office programs, including Word, were
rebranded to emphasize the unity of the Office suite, so that Microsoft
Word officially became Microsoft Office Word.

Word 2004

A new Macintosh version of Office was released in May 2004.

Substantial cleanup of the various applications (Word, Excel,
PowerPoint) and feature parity with Office 2003 (for Microsoft
Windows) created a very usable release. Microsoft released patches
through the years to eliminate most known macro vulnerabilities from
this version. While Apple released Pages and the open source
community created NeoOffice, Word remains the most widely used
word processor on the Macintosh.

Word 2007
The release includes numerous changes, including a new XML-based
file format, a redesigned interface, an integrated equation editor and
bibliographic management. Additionally, an XML data bag was
introduced, accessible via the object model and file format, called
Custom XML - this can be used in conjunction with a new feature called
Content Controls to implement structured documents. It also has
contextual tabs, which are functionality specific only to the object with
focus, and many other features like Live Preview (which enables you to
view the document without making any permanent changes), Mini
Toolbar, Super-tooltips, Quick Access toolbar, SmartArt, etc.

Word 2007 uses a new file format called docx. Word 2000-2003 users
on Windows systems can install a free add-on called the "Microsoft
Office Compatibility Pack" to be able to open, edit, and save the new
Word 2007 files. Alternatively, Word 2007 can save to the old doc
format of Word 97-2003.

It is also possible to run Word 2007 on Linux using Wine.

Word 2008

Word 2008 is the most recent version of Microsoft Word for the Mac,
released on January 15, 2008. It includes some new features from
Word 2007, such as a ribbon-like feature that can be used to select
page layouts and insert custom diagrams and images. Word 2008 also
features native support for the new Office Open XML format, although
the old doc format can be set as a default.

Word 2010

The next version of Word is scheduled to be released sometime in 2010. It will include
many new features common to other applications in Office 2010. Microsoft Word 2010
will have the new WordArt styles and effects replacing the old styles.
 FILE FORMATS:-

File extension

Microsoft Word's native file formats are denoted either by a .doc or .docx file extension.

Although the ".doc" extension has been used in many different versions of Word, it
actually encompasses four distinct file formats:

1. Word for DOS

2. Word for Windows 1 and 2; Word 4 and 5 for Mac
3. Word 6 and Word 95 for Windows; Word 6 for Mac
4. Word 97, 2000, 2002 and 2003 for Windows; Word 98, 2001, X, and 2004 for
Mac

The newer ".docx" extension signifies the Office Open XML international standard for
Office documents and is used by Word 2007 for Windows, Word 2008 for the Macintosh,
as well as by a growing number of applications from other vendors

Microsoft does not guarantee the correct display of the document on different
workstations, even if the two workstations use the same version of Microsoft Word. This
means it is possible the document the recipient sees might not be exactly the same as the
document the sender sees.

Binary formats (Word 97-2003)

As Word became the dominant word processor in the late 1990s and early 2000s, its
default Word document format (.DOC) became a de facto standard of document file
formats for Microsoft Office users. Though usually just referred to as "Word Document
Format", this term refers primarily to the range of formats used by default in Word
version 97-2003.

Word document files by using the Word 97-2003 Binary File Format implement OLE
(Object Linking and Embedding) structured storage to manage the structure of their file
format. OLE behaves rather like a conventional hard drive file system and is made up of
several key components. Each Word document is composed of so-called "big blocks"
which are almost always (but do not have to be) 512-byte chunks; hence a Word
document's file size will in most cases be a multiple of 512.

"Storages" are analogues of the directory on a disk drive, and point to other storages or
"streams" which are similar to files on a disk. The text in a Word document is always
contained in the "WordDocument" stream. The first big block in a Word document,
known as the "header" block, provides important information as to the location of the
major data structures in the document. "Property storages" provide metadata about the
storages and streams in a doc file, such as where it begins and its name and so forth. The
"File information block" contains information about where the text in a Word document
starts, ends, what version of Word created the document and other attributes.

Microsoft Office Open XML (Word 2007 and above)

Word 2007 uses Office Open XML (DOCX) as its default format, but retains the older
binary format for compatibility reasons. Office Open XML used in Word 2007 is not
identical to approved ISO/IEC 29500:2008 Office Open XML because of changes in
format specification during standardization process. Microsoft has declared that Office
Open XML is already partially supported in Office 2007, but the company plans to
update that support to full ISO standard in the next major version release of the Microsoft
Office system, named "Microsoft Office 2010".[

Microsoft has published specifications for the Word 97-2007 Binary File Format and the
Office Open XML format. Microsoft has moved towards an XML-based file format for
their Office applications with Office 2007: Office Open XML. This format does not
conform fully to standard XML.It is, however, publicly documented as Ecma
International standard 376. Public documentation of the default file format is a first for
Word, and makes it considerably easier, though not trivial, for competitors to
interoperate. During the standardization process of Office Open XML, the specification
of the format changed after following some of proposed changes submitted by ISO
members. It has been approved as an international standard by ISO (ISO/IEC
29500:2008), but the approval is under review following objections by ISO members
South Africa, Brazil, India and Venezuela.Another XML-based, public file format
supported by Word 2003 and upwards is the Microsoft Office Word 2003 XML Format.

In August 2009, Microsoft was sued by Canadian firm i4i for infringing on a software
patent involving custom XML in a document.

Attempts at cross-version compatibility

Opening a Word Document file in a version of Word other than the one with which it was
created can cause incorrect display of the document. The document formats of the various
versions change in subtle and not so subtle ways; formatting created in newer versions
does not always survive when viewed in older versions of the program, nearly always
because that capability does not exist in the previous version. Rich Text Format (RTF),
an early effort to create a format for interchanging formatted text between applications is
an optional format for Word, that retains most formatting and all content of the original
document. Later, after HTML appeared, Word supported an HTML derivative as an
additional full-fidelity roundtrip format similar to RTF, with the additional capability that
the file could be viewed in a web browser.

Third party formats-

It is possible to write plugins permitting Word to read and write formats it does not
natively support, such as international standard OpenDocument format (ODF) (ISO/IEC
26300:2006). Up until the release of Service Pack 2 (SP2) for Office 2007, Word did not
natively support reading or writing ODF documents without a plugin, namely the SUN
ODF Plugin or the OpenXML/ODF Translator. With SP2 installed, ODF format 1.1
documents can be read and saved like any other supported format in addition to those
already available in Word 2007. However, the implementation faces substantial criticism,
and the ODF Alliance and others have claimed that the third party plugins provide better
support.

In October 2005, one year before the Microsoft Office 2007 suite was released, Microsoft
declared that there was insufficient demand from Microsoft customers for the
international standard OpenDocument format support, and that therefore it would not be
included in Microsoft Office 2007. This statement was repeated in the following months.
[31][32][33][34]
As an answer, on October 20, 2005 an online petition was created to demand
ODF support from Microsoft. The petition was signed by approximately 12000 people.

In May 2006, the ODF plugin for Microsoft Office was released by the OpenDocument
Foundation. Microsoft declared that it had no relationship with the developers of the
plugin.

In July 2006, Microsoft announced the creation of the Open XML Translator project -
tools to build a technical bridge between the Microsoft Office Open XML Formats and
the OpenDocument Format (ODF). This work was started in response to government
requests for interoperability with ODF. The goal of project was not to add ODF support
to Microsoft Office, but only to create a plugin and an external toolset. In February 2007,
this project released a first version of the ODF plugin for Microsoft Word.

In February 2007, Sun released an initial version of its ODF plugin for Microsoft Office.]
Version 1.0 was released in July 2007.
Microsoft Word 2007 (Service Pack 1) supports (for output only) PDF and XPS formats,
but only after manual installation of the Microsoft 'Save as PDF or XPS' add-on.

Features and flaws-

Word has a built-in spell checker, thesaurus, dictionary, Office Assistant and utilities for
transferring, copy, pasting and editing text, such as PureText.

Normal.dot

Normal.dot is the master template from which all Word documents are created. It is one
of the most important files in Microsoft Word. It determines the margin defaults as well
as the layout of the text and font defaults. Although normal.dot is already set with certain
defaults, the user can change normal.dot to new defaults. This will change other
documents that were created using the template and saved with the option to
automatically update the formatting styles.

WordArt

WordArt enables drawing text in a Microsoft Word document such as a title, watermark,
or other text, with graphical effects such as skewing, shadowing, rotating, stretching in a
variety of shapes and colors and even including three-dimensional effects.

Macros

Like other Microsoft Office documents, Word files can include advanced macros and
even embedded programs. The language was originally WordBasic, but changed to
Visual Basic for Applications as of Word 97.

This extensive functionality can also be used to run and propagate viruses in documents.
The tendency for people to exchange Word documents via email, USB keys, and floppies
made this an especially attractive vector in 1999. A prominent example was the Melissa
worm, but countless others have existed in the wild. Nearly all anti-virus software can
detect and clean common macro viruses.

These macro viruses were the only known cross-platform threats between Windows and
Macintosh computers and they were the only infection vectors to affect any Mac OS X
system up until the advent of video codec trojans in 2007. Microsoft released patches for
Word X and Word 2004 that effectively eliminated the macro problem on the Mac by
2006.

Word's macro security setting, which regulates when macros may execute, can be
adjusted by the user, but in the most recent versions of Word, is set to HIGH by default,
generally reducing the risk from macro-based viruses, which have become uncommon.
Layout issues

As of Word 2007 for Windows (and Word 2004 for Macintosh), the program has been
unable to handle ligatures defined in TrueType fonts[citation needed]: those ligature glyphs with
Unicode codepoints may be inserted manually, but are not recognized by Word for what
they are, breaking spellchecking, while custom ligatures present in the font are not
accessible at all. Other layout deficiencies of Word include the inability to set crop marks
or thin spaces. Various third-party workaround utilities have been developed. Similarly,
combining diacritics are handled poorly: Word 2003 has "improved support", but many
diacritics are still misplaced, even if a precomposed glyph is present in the font. Word
2010 (Word 14) is the first version of MS Word that will have support for OpenType
ligatures.

Additionally, as of Word 2002, Word does automatic font substitution when it finds a
character in a document that does not exist in the font specified. It is impossible to
deactivate this, making it very difficult to spot when a glyph used is missing from the
font in use. If "Mirror margins" or "Different odd and even" are enabled, Word will not
allow you to freshly begin page numbering an even page after a section break (and vice
versa). Instead it inserts a mandatory blank page which can't be removed.[48]

In Word 2004 for Macintosh, support of complex scripts was inferior even to Word
97,and Word 2004 does not support Apple Advanced Typography features like ligatures
or glyph variants.

Bullets and numbering

Word has extensive list bullets and numbering feature used for tables, list, pages,
chapters, headers, footnotes, and tables of content. Bullets and numbering can be applied
directly or using a button or by applying a style or through use of a template Some
problems with numbering have been found in Word 97-2003. An example is Word's
system for restarting numbering. However, the Bullets and Numbering system has been
significantly overhauled for Office 2007, which is intended to reduce the severity of these
problems. For example, Office 2007 cannot align tabs for multi-leveled numbered
lists.Often, items in a list will be inexplicably separated from their list number by one to
three tabs, rendering outlines unreadable.. These problems cannot be resolved even by
expert users.Even basic dragging and dropping of words is usually impossible.Bullet and
numbering problems in Word include: bullet characters are often changed and altered,
indentation is changed within the same list, bullet point or number sequence can belong
to an entirely different nest within the same sequence.
Creating tables

Users can also create tables in MS Word. Depending on the version, Word can perform
simple calculations. Formulas are supported as well.

Using Formulas

As mentioned in Creating Tables, MS Word supports the use of formulas. To access

Word's formula function in Word 2007, click anywhere in a table, then choose Table
Tools>>Layout. To access Word's formula function in Word 2003, select
Table>>Formula. The formula function is on the ribbon in the Data section. Click on the
Formula icon to open the Formula Dialog box. At the top of the Formula box is a place to
enter a formula. Formulas use a similar convention as that used in Excel. Cell references
use the "A1" reference style. Formulas are written using cell references (for example
=A1+A2). Word tables don't display column and row ids, the address must be determined
by counting the number of columns and rows. For example, cell C4 appears three
columns from the left and four rows down. Once cell addresses are known the formula
can be written. Examples are: =C3+C4; =sum(C2:C10). An optional Microsoft Word
add-in program called Formula Builder provides cell references in a number of different
ways so the user doesn't have to determine it by counting columns and rows. For
example, cell references may be added to a formula by double-clicking the cell.

As an alternative to using actual cell references as the arguments in the formula, you can
use ABOVE, BELOW, LEFT, or RIGHT instead (i.e., =SUM(ABOVE)) which adds a
range of cells. There are limitations to this method. The cells in the range must not be
empty and they must contain numeric values otherwise the calculation will not include
the entire range expected.. Another problem is that ABOVE, BELOW, LEFT, or RIGHT
doesn't recognize negative numbers when the number is surrounded by parenthesis and as
a result does not calculate correctly. Word also adds the heading row if it contains a
numeric value provided the cells in the range are contiguous and all contain values.

AutoSummarize

AutoSummarize highlights passages or phrases that it considers valuable. The amount of

text to be retained can be specified by the user as a percentage of the current amount of
text.

According to Ron Fein of the Word 97 team, AutoSummarize cuts wordy copy to the
bone by counting words and ranking sentences. First, AutoSummarize identifies the most
common words in the document (barring "a" and "the" and the like) and assigns a "score"
to each word—the more frequently a word is used, the higher the score. Then, it
"averages" each sentence by adding the scores of its words and dividing the sum by the
number of words in the sentence—the higher the average, the higher the rank of the
sentence. "It's like the ratio of wheat to chaff," explains Fein.

AutoCorrect

In Microsoft Office 2003, AutoCorrect items added by the user cease working when text
from sources outside the document are pasted in.

Subscript and superscript issues

In any of the Microsoft word packages, it is impossible to display superscript exactly

lying above subscript. It can only be done using the equation editor.
• MENUS IN MS-WORD:-

 File menu

New - Opens a new document. If

you use the keyboard combination
indicated on the right a blank
document opens immediately.
Selecting the New menu item with
your cursor gives the opportunity
to open a large number of types of
documents.
Open - Opens a previously saved
document.
Close - Closes the active document
but does not quit the application.
Save - Saves the active document
with its current file name, location
and format.
Save As - Saves by opening a
window which gives the
opportunity to change the file
name, location or format.
Page Setup - Sets margins, paper
size, orientation and other layout
options.
Print Preview - Shows how the file
will look when you print it.
Print - Prints the active file, also
gives the opportunity to change
print options
Exit - Closes Microsoft Word.
 Edit menu
Undo ... - The actual entry of this
item will depend on what you did
last. In my example I had cut text,
so that was displayed. This selection
can be repeated several times.
Repeat ...- After an action has been
undone, it can be reinstated in the
document.
Cut - Removes the selection from
the active document and places it on
the clipboard.
Copy - Copies the selection to the
clipboard
Paste - Inserts the contents of the
clipboard at the insertion point
(cursor) or whatever is selected.
Clear - Deletes the selected object
or text, but does not place it on the
clipboard.
Select All - Selects all text and
graphics in the active window.
Find - Searches for specified text in
the active document
Replace - Searches for and replaces
specified text and formatting.
 View menu

Normal - The default document view

for most word processing tasks.
Page Layout - An editing view that
displays your document as it will look
when printed. This view takes more
system memory and scrolling may be
slow.
Toolbars - Displays or hides
toolbars. The right pointing arrow
indicates a list of toolbars. To add one
slide down to the name of the toolbar
and click to select.
Ruler - Displays or hides horizontal
 and vertical rulers at the top and left
side of the document.
Header and Footer - Adds or
changes the text that is displayed at
the top or bottom of every page of
the document
Full Screen - Hides most screen
elements so you can see more of
your document

Zoom - Controls how large, or small,

the current document appears on the
screen.

 Insert menu

Page Break - Use this command to

send your cursor to the top of the
next page even though the text does
not extend to the bottom of the
previous page
Date and Time - Choose from
seventeen formats for displaying
date, time, or date and time.
Auto Text - Insert any of several
pre-set text lines, or create your
own.
Symbol - Insert a symbol from each
of your symbol fonts, or any standard
font which includes symbols. There
are more than you might think!
Footnote - Place a footnote at the
bottom of the page or the end of the
document.
Picture - Insert pictures from clip art
or a file. You can also insert auto
shapes, word art, or a chart.
 Text Box (Frame) - Use this to
place captions near tables or
drawings, or to set off text at the
beginning of a page. Click and draw
the box after making this selection.
File - Insert a saved document into
the active document at the cursor.
Object - Insert an object such as clip
art, word art, an equation or much
more.
Hyperlink - An interesting use of
hyperlinks is to place a link to any
document stored on your computer.
You can later open that document by
clicking on the link. Neat?

 Format menu

Font - Change font style,

size, color and a large
number of other features.
You can also change the
spacing between letters
here.
Paragraph - Indent a
paragraph using either
margin or place some
chosen amount of space
before or after the
paragraph.
Bullets and Numbering
- As promised in the
Insert menu, if you wish
to change the bullet, it
can be done here. Your
bullets can be literally
any symbol you wish
them to be
Border - Create borders
around blocks of text, or
around the entire
document. On the Page
Border tab, under the Art
pull down menu you can
find a huge selection of
graphic borders; hearts,
stars, planets and much
more.
Drop Cap - Make the first
letter of a paragraph or
chapter large enough to
span several lines.
Style - If you prefer not
to use the Formatting
toolbar, document style
can be changed here.
Background - Another
task which can be
handled in the Formatting
toolbar, you can choose
the color to highlight
selected text in your
document.
Change Case - DO YOU
EVER FORGET THE CAPS
LOCK? If so, some to this
sub-menu and change the
case of the highlighted
text. This is a cool
feature!
Bold, Italic, Underline -
Format selected text;
Bold, Italic, or
Underlined.
Object - Make changes
to any selected object;
image, word art, auto
shape or any other object
inserted into the
document.
 Tools menu

Spelling and Grammar -

Choose either sub-menu and
the same window opens.
Questioned spelling is in red,
grammar in green.
Language/Thesaurus -
Have you used the word
"like" too many times?
Highlight the word, select
Thesaurus and get
suggestions like similar and
analogous.
Word Count - Need to
know how many words are in
your document? Select Word
Count and find out how
many pages, words,
characters, paragraphs, and
lines.
Auto Summarize - Exactly
what it sounds like, Word
summarizes the document,
reducing the length of the
document, keeping the
meaning.
Auto Correct - Word will
automatically correct some
things. If this feature is
irritating to you, come here
to change what is corrected.
Customize- Opens the
same window that you get
by going to the View menu
and selecting
Toolbar/Customize.
Options - Modify Word
settings here. Modify print,
 editing, spelling and other
options from this sub-menu.

 Window menu
New Window - This opens another
window with a copy of the active
document.
Arrange All - Displays all open files in
the window. This makes dragging and
dropping from one document to another
much easier.
Split - Splits the active window into
panes.
Open Document List - There is no need
to drag windows to the side so you can
see other documents open in Word. Come
to the bottom of this window for a listing
of all open documents. The active
document has a check mark beside it.
 Help menu

Microsoft Word Help - Open

Word's Assistant and get a search
box to type in. Word displays
possible matches for you to read
about.
Contents and Index - See an
index of all topics available in
Word's Help documentation.
Microsoft on the Web - That's
right! It is exactly what it sounds
like. Select a link and a Microsoft
help page is opened in your
browser. If you are not online,
Word will make the connection
and then display the page.
About Microsoft Word - Not
sure which version of Word you
working with. Check here for
version information and for the
 produce ID number.

• Commonly used keyboard combinations:-

To use one of these combinations Hold the Ctrl or Alt key down and
strike the letter key
Ctrl+N Ctrl+X Cut-
Removes the
selection
from the
Open a new word document
active
quickly.
document
and places it
on the
clipboard.
Ctrl+O Opens a previously saved Ctrl+C Copies the
selection to
document.
the clipboard
Ctrl+W Ctrl+V Paste -
Inserts the
contents of
the clipboard
Closes the active window,
at the
but does not Exit Word.
insertion
point (cursor)
or whatever
is selected.
Ctrl+S Ctrl+A Selects all
Saves the active document text and
with its current file name, graphics in
location and format. the active
window.
Ctrl+P Ctrl+F Find -
Prints the active file, also Searches for
gives the opportunity to specified text
change print options in the active
document
 Alt+F4 Ctrl+B Bold -
Formats
selected text;
Exit - Closes Microsoft Word. make text
bold, or
remove bold
formatting
Ctrl+Z Ctrl+I Italic -
Formats
Undo the last action. This
selected text;
selection can be repeated
make text
several times.
italic or
remove italic
Ctrl+Y Ctrl+U Underline -
Formats
selected
Redo - After an action has
text; make
been undone, it can be
text
reinstated in the document.
underlined
or remove
underline

• Less commonly used keyboard combinations :-

Apply
Increase selected text
superscript
two points
formatting
Apply
Decrease selected text
subscript
two points
formatting
Increase selected text Copy
one point formats
Decrease selected text Paste
one point formats
Change case of the Single
letters space lines
Underline words but Set 1.5 line
not spaces spacing
Double
Double underline text
space lines
Center a paragraph Delete one
 word to the
left
Delete one
Justify a paragraph word to the
right
Right align
Left align a paragraph a
paragraph
Indent a paragraph Insert a line
from the left break
Reduce a
Create a hanging
hanging
indent
indent
If text is already selected and you want to extend
the selection area
Extend
selection
Extend selection one
one
character to the left
character
to the right
Extend
selection to
Extend selection to the
the
end of a word
beginning
of a word
If you want to move the cursor
One
One character to the
character
right
to the left
One word
One word to the right
to the left
To the
To the end of a beginning
document of a
document
 The Standard toolbar

This entire toolbar could become a floating window by double-clicking

on the control bar at the far left end of this toolbar. That gives the
following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the

gray bar at the top and dragging it back to the top of the screen. Push
the top of the window up to the bottom of the menu bar.

Function of commonly used buttons

Creates a new blank
document based on the
default template
Saves the active file
with its current file
name, location and file
format
Print preview - Shows
how the document will
look when you print it.
Cut - Removes the
selection from the
document and places it
on the clipboard
Paste - Places the
content of the clipboard
at the insertion point
Undo - Reverses the
last command, use pull-
down menu to undo
Opens or finds a file
Prints the active file -
for more print options
go to the File menu and
select Print
Spelling, grammar and
writing style checker
Copy - Copies the
selected item(s) to the
clipboard
Format painter - Copies
the format from a
selected object or text
and applies to other
objects or text
Redo - Reverses the
action of the Undo
button, use the pull-
 down menu to redo
several steps
several steps
Insert a table into the
Displays the Tables and
document, or make a
Borders toolbar
table of selected text
Insert an Excel Columns - Changes the
spreadsheet into the number of columns in a
Word document document
Zoom - Enlarge or
Displays or hides the
reduce the display of
Drawing toolbar
the active document

The Formatting toolbar

This entire toolbar could become a floating window by double-clicking

on the control bar at the far left end of this toolbar. That gives the
following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the

gray bar at the top and dragging it back to the top of the screen. Push
the top of the window up to the bottom of the menu bar.

Function of commonly used buttons

Select the style to Changes the font of
apply to paragraphs the selected text
Changes the size of
Makes selected text
selected text and
and numbers bold
numbers
 Makes selected text
and numbers italic
Aligns to the left with
a ragged right margin
Aligns to the right
with a ragged left
margin
Makes a numbered
list or reverts back to
normal
Decreases the indent
to the previous tab
stop
Adds or removes a
border around
selected text or
objects
Formats the selected
text with the color
you click
Underlines selected
text and numbers
Centers the selected
text
Aligns the selected
text to both the left
and right margins
Add, or remove,
bullets in a selected
paragraph
Indents the selected
paragraph to the next
tab stop
Marks text so that it is
highlighted and
stands out

The Drawing toolbar

This entire toolbar could become a floating window by double-clicking

on the control bar at the far left end of this toolbar. That gives the
following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the

gray bar at the top and dragging it back to the top of the screen. Push
the top of the window up to the bottom of the menu bar.
 Function of commonly used buttons
A pull down menu
Changes the pointer
with several
to a selection arrow
drawing options
Rotates the A pull down menu
selected object to with several
any degree libraries of shapes
Draws a line
where you click
Inserts a line with
and drag. Hold
an arrowhead where
the Shift key
you click and drag
down to make the
line straight
Draws a rectangle
Draws an oval
where you click
where you click and
and drag. Hold
drag. Hold down
down Shift to
Shift to draw a circle
draw a square
Draws a text box
Create text effects
where you click
with Word Art
and drag
Add, modify, or
remove fill color Add, modify, or
from a selected remove line color
object
Formats the
Changes the
selected text with
thickness of lines
the color you click
Select arrow style;
Selects dash style
placement and
for dashed lines
shape of arrowhead