I B.

Com (CA) 2020-2021 AB I Semester Unit – II : MS-WORD

About Microsoft Office 2010

Microsoft Office is a collection of different application programs that were originally designed to be used
to perform many of the tasks that are completed every day in an office but they can also be useful in personal
life as well.

1. Microsoft Word is a word processing program that can be used to type documents,
from simple letters to illustrated newsletters.

2. Microsoft Excel is a spreadsheet program that can be used to track of lists, numbers
and statistics, such as might be used in accounting.

3. Microsoft PowerPoint is presentation software that can be used for making fully
animated computer presentations.

4. Microsoft Access is a database program that can be used to track of different but
related information, such as customer orders, customer billing information, customer
shipping information, and product inventories.

What is Word Processing?

A word processor is a type of computer program that is used to create a variety of documents, from
simple letters to fully illustrated newsletters and fliers. Word Processing applications display text on a
computer screen and allow users to easily add, remove, and change the style, size, and placement of text
in a document without having to retype the entire document as they would with a typewriter. Microsoft
Word is one of the most popular word-processing software applications in use today.

Features of a word processors:

1. Typing easy: In MS WORD typing is so easy because we need not click the enter button after end
of the line. The word processor itself takes matter to the next line of the document. This facility is
called word wrapping
2. Saving: The document type can be stored for future use. We can preserve the document for any
number of years in word processing
3. Spell check of words: The spelling of the words in the document can be rectified automatically
we can also find alternative words to our typed words. The grammatical errors can also be
rectified in word processor.
4. Bullets and Numbering: Bullets are special symbols which can be put for different points,
paragraphs and documents where as numbers are ascending figure while 1,2,3 etc.
5. Headers and footers : A header is the text appearing above the documents and footer is the text
appearing below the documents
6. Inserting pictures and objects: In the word processor we can insert the pictures in the
document to make it more attractive. These pictures can be obtain from clip art which is available
in word processor

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7. Preview facility : Before getting a print out of our document we can get a preview of document if
mistakes are there we can change the document
8. Mail merge facility : If you want to send information to different persons there is a facility in
word processor known as mail merge the main body of the letters can be typed once and we can
send the same to different addresses
9. Macros: With the help of macros we can avoid certain type of repetitive works. This saves our
time and efforts.
Advantages:
1. Quality: Word produces error free documents. The spell and grammar check in word processing
makes the document to be error free.
2. Storage of text: We can take any number of copies with word processor. If we need this same
document with slight changes we need not type the same letter again just by making some slight
changes we can obtain a modified copy easily.
3. Time saving : We can get any number of copies of documents in future without re typing
4. Securities: We can protect the documents of word by giving pass word.
5. Dynamic exchange of data: We can have dynamic exchange of objects and pictures from other
documents into word processing document. The documents can be linked each other.

Examples or Applications of Word Processing Software:

1. WordPad
2. Microsoft Word
3. Lotus word pro
4. Notepad
5. WordPerfect (Windows only),
6. AppleWorks (Mac only),
7. Work pages
8. Open Office Writer

Microsoft Word Basics

Opening Microsoft Word:
1. Select the Start button on the taskbar. The Start menu appears
2. Point to All Programs. The All Programs submenu appears.
3. Select Microsoft Office. The Microsoft Office submenu appears
4. Select Microsoft Office Word 2010. Microsoft Word opens with a new, blank document.

Explain the different Parts of Word Window:

After opening the MS Word 2010 a blank document will appear on the screen. It looks as shown below.

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Parts of Word Window:

1. The Microsoft Office Button:

In the upper-left corner of the Word 2010 window is the Microsoft Office button. When
you click the button, a menu appears. You can use the menu to create a new file, open an
existing file, save a file, and perform many other tasks.

2. The Quick Access Toolbar:

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you
with access to commands you frequently use. By default Save, Undo, and Redo appear on the Quick
Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken, and Redo to
reapply an action you have rolled back.

3. The Title Bar:

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which
you are currently working. Word names the first new document you open Document1.

4. The Ribbon:

In Microsoft
Word 2010, we use the Ribbon to issue commands. The Ribbon is located near the top of the screen,
below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several
related command groups. Within each group are related command buttons. You click buttons to issue

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commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-
right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a
dialog box.

5. The Ruler:

The ruler is found below the Ribbon. You can use the ruler to change the format of your document
quickly.

6. The Text Area:

Just below the ruler is a large area called the text area. You type your document in the text area. The
blinking vertical line in the upper-left of the text area is the cursor. It marks the insertion point. As you
type, your text displays at the cursor location. The horizontal line next to the cursor marks the end of the
document.

7. The Vertical and Horizontal and Vertical Scroll Bars:

The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by
dragging the icon located on the scroll bar. The vertical scroll bar is located along the right side of the
screen. The horizontal scroll bar is located just above the status bar.

8. The Status Bar:

The Status bar appears at the very bottom of window and provides information such as the current page
and the number of words in your document.

Creating a New Word Document:

To Create a New Word Document

Step-1: Click the Microsoft Office Button

Step-2: Click New. New document window is opened
Step-3: Select Blank Document
Step-4: Click on Create

Saving a New Document:

To Save a New Document

Step-1: Click the Microsoft Office Button

Step-2: Click Save As, the Save As dialog box will appear
Step-3: In the File Name field, type the name of the document
Step-4: Click Save

Closing Document:
Step-1: Click the Microsoft Office Button

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Step-2: click Close
If a Microsoft Office Word dialogue box appears displaying a “Do you want to save…?” message: Click Yes
to save, No to discard, or Cancel to close the dialogue box.

Opening an Existing Document:

1. Click the Microsoft Office Button
2. Click Open, open dialogue box is opened
3. Select the name of the document to be opened.
4. Click on the Open button.

Editing of a Document
1. Open the file that you want to edit.
2. Choose from the following tasks:
3. Click the Edit tab.
4. Select the text that you want to edit.
5. Using the tools in the edit toolbar, change the required formatting including font style, paragraph
alignment, list formatting, and indentation options.

Moving and Coping a Text:

Cut and Paste Text (Moving Text):
1. Select the text you want to copy.
2. Click the Cut command on the Home tab.
3. Place the insertion point where you want text to appear.
4. Click the Paste command on the Home tab. The text will appear.
Copy and Paste Text (Coping Text):
1. Select the text you want to copy.
2. Click the Copy command on the Home tab.
3. Place the insertion point where you want text to appear.
4. Click the Paste command on the Home tab. The text will appear.

Text Formatting (or) Character Formatting (or) Font Formatting

Word’s Formatting tool contains a number of text formatting buttons. Character formatting
enhances the appearance of text. Examples of character formatting include font typeface, size, and style.

1. Format font face :

1) Select the text for which you want to change the font.
2) Click the arrow on the Font box on the Font group on
the Home tab.
3) Select the desired font name.
2. Format font size:
1) Select the text for which you want to modify the font size.
2) Click the arrow on the Font Size box in the Font group on the Home tab.
3) Select the desired font size.

3. Format font style:

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1) Select the text for which you want to change the font format
2) Click the Bold button in the Format group on the Home tab
3) Click the Italic button in the Format group on the Home tab.
4) Click the Underline button in the Format group on the Home tab.
4. Format font Color:
1) Select the text for which you want to change the font color
2) Click the arrow on the Font Color box in the Font group on the Home tab.
3) Select the desired color to the font.
5. Highlight Selected text:
1) Click the Highlight button in the Font group on the Home tab.
2) Select the text you want to highlight.
3) Select additional text you want to highlight.
4) To remove highlighting from text, select the highlighted text.
5) To disable highlighting, click the Highlight button.
6. Change Case:
1) Select the text for which you want to change the case.
2) Select the Change Case button in the Font group on the Home tab.
 Sentence Case
 Lower Case
 Upper Case
 Title Case
 Toggle Case
3) Select the desired option.

Paragraph Formatting:

A Paragraph is a unit of text or other content that starts

at the beginning of a document. Paragraph formatting refers to
the layout of the paragraph on the page and involves
alignment, spacing, and indentation options. Alignment refers
to the relative location of text to the margins. Spacing refers to
the distance between lines above, below, or within a
paragraph.

1. Alignment: Paragraph alignment refers to the position of

each line of text in a paragraph between the left and right
margins. The Paragraph group on the Home tab contains
four alignment buttons.
a) Left alignment aligns text to the left margin and
produces a ragged right margin.
b) Right alignment aligns text to the right margin and produces a ragged left margin.
c) Center alignment centers text between the left and the right margins and produces a ragged
left and right margin.

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d) Justified alignment aligns text to both the left and right margins so that neither margin is
ragged. When a paragraph is justified, Word adds extra space between words to justify the
text.

2. Paragraph Spacing: Paragraph spacing refers to the space above and below a paragraph. You can
vary paragraph spacing based upon your individual needs. You can adjust paragraph spacing on the
Indents and Spacing page in the Paragraph dialog box. Any changes you make are previewed in the
Paragraph dialog box.

3. Line Spacing: Line Spacing refers to the vertical distance between the lines within a paragraph and
determines the location of the line relative to the above it. Line spacing can be specified by name
(Single, 1.5 lines, and double), by a number that indicates a multiple of single spacing.

4. Indents: The Indent before text refers to the width of the additional empty space that is inserted
between the margin and the text on the left-hand side of a paragraph of left-to-right text, and the
indent after text refers to the width of the additional empty space that is inserted.
Position the insertion point in the paragraph for which you want to change the spacing
a) Select the Home tab.
b) Select the Paragraph dialog box launcher.

c) Click the Indents and Spacing tab.

d) Under Spacing, enter the desired spacing above the paragraph in the Before spin box.
e) Under Spacing, enter the desired spacing below the paragraph in the After spin box.
f) Select OK.

Bullets and Numbering To Text:

Word can generate a numbered or bulleted list from existing
text. When you use the Numbering button in the Paragraph
group, Word numbers each paragraph of the selected text
sequentially, beginning with the number 1. When you use the
Bullets button, Word adds a bullet to each paragraph of the selected text. These buttons are a great time-
saver.
1) Select the text to which you want to add numbers or bullets.
2) Select the left-hand part of the Numbering button in the Paragraph group to add numbers to the
selected text.
3) Select the left-hand part of the Bullets button to add bullets to the selected text.

Find and Replace: Word 2010 enables you to find specific text and replace that text. For example If
you want to replace the word email with e-mail, you do not need to manually find and replace that
word.
1. Open the MS-Word document.
2. Click on Home tab, from the Editing group click the Find button.
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3. The Find and Replace dialogue box is opened.

4. In
the
Find
what
box,
enter
the
word
that you want to find in the document.
5. In the Replace box, enter the word that you want to replace with the existing word.
6. Click on Replace button.

Click on Close button to close the window.

Insertion of objects ( Or) Working with graphic objects:

Word 2010 allows you to insert pictures/Clip Art/ Smart Art/ etc into a document.

1. Insert Picture:
1) Place your cursor in the document where you want to insert the
Picture
2) Click the Insert Tab on the Ribbon
3) Click the Picture Button
4) Browse to the picture you wish to include
5) Click the Picture
6) Click Insert

2. Insert Clip Art

1) Place your cursor in the document where you want to insert the
Clip Art
2) Click the Insert Tab on the Ribbon
3) Click the Clip Art Button
4) The dialog box will open on the screen and you can search for
clip art.
5) Choose the illustration you wish to include

3. Insert Smart Art: Smart Art is a collection of graphics you can utilize to organize information within
your document. It includes timelines, processes, or workflow. To insert Smart Art.

1) Place your cursor in the document where you want to insert Smart Art
2) Click the Insert Tab on the Ribbon
3) Click the Smart Art button
4) Click the Smart Art you wish to include in your document
5) Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

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4. Resize Graphics:
All graphics can be resized by clicking the image and clicking one corner of
the image and dragging the cursor to the size you want the picture.

5. Watermarks:
A watermark is a translucent image that appears behind the primary text in a
document. To insert a watermark:

1) Click the Page Layout Tab in the Ribbon

2) Click the Watermark Button in the Page Background Group
3) Click the Watermark you want for the document or click Custom Watermark and create your
own watermark
4) To remove a watermark, follow the steps above, but click Remove Watermark

Headers and Footers:

Headers and Footers are text (and/or graphics) which appear at the top (for a header) or bottom (for
footer) of every page of your document. They are used for a variety of purposes, such as page numbering,
document titles, copyright notices, company names and so on.

Insert the header and footer throughout a document.

1. On the Insert tab, in the Header & Footer group, click Header or Footer
2. Click the header or footer design that you want. The header or footer is
inserted on every page of the document.
If necessary, you can format text in the header or footer by selecting the text and
using the formatting options on the Mini toolbar.

Page Formatting:

Modify Page Margins:

1. Click the Page Layout Tab on the Ribbon
2. On the Page Setup Group, Click Margins
3. Click a Default Margin, or
4. Click Custom Margins and complete the dialog
box.
Orientation, Size of the Page, or Columns:
1. Click the Page Layout Tab on the Ribbon
2. On the Page Setup Group, Click the Orientation,
Size, or Columns drop down menus
3. Click the appropriate choice
Page Border and Color
1. Click the Page Layout Tab on the Ribbon
2. On the Page Background Group, click the Page Colors or Page Borders drop down menus

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Auto Correct- Checking Spelling and Grammar:

Word displays a red line under each spelling error and a

green line for each grammatical error that it finds in
document.
To use the spelling check feature:
1. Right-click the underlined word. A menu will
appear.
2. Select the correct spelling of the word from
the listed suggestions.
3. Left-click your mouse on the word. It will appear in the document.
4. You can choose to ignore an underlined word, add it to the dictionary, or go to
the Spelling dialog box.
To use the grammar check feature:
1. Right-click the underlined word. A menu will appear.
2. Select the correct word from the listed suggestions.
3. Left-click your mouse on the word. It will appear in the document.
4. You can also choose to ignore an underlined word, go to the Grammar dialog box, or find
out more information about the word and its usage.

Mail merge:

Mail Merge is a useful tool that allows you to easily produce multiple letters, labels, envelopes, and more
using information stored in a list, database, or spreadsheet.

Create a mail merge:

1. Select the Mailings on the Ribbon.

2. Select the Start Mail
Merge command.
3. Select Step by Step Mail Merge
Wizard.
Steps 1-3

1. Choose the type of document you want to create. In this example,

select Letters.
2. Click Next: Starting document to move to Step 2.
3. Select Use the current document.
4. Click Next: Select recipients to move to Step 3.
5. Select the Type a new list button.
6. Click Create to create a data source. The New Address List dialog box appears.
 Click Customize in the dialog box. The Customize Address List dialog box appears.

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 Select any field you do not need, and click Delete.
 Click Yes to confirm that you want to delete the field.
 Continue to delete any unnecessary fields.
 Click OK to close the Customize Address List dialog box.
To customize the new address list:
 Enter the necessary data in the New Address List dialog box.
 Click New Entry to enter another record.
 Click Close when you have entered all of your data records.
 Enter the file name you want to save the data list as.
 Choose the location where you want to save the file.
 Click Save.
 Click Next: Write your letter to move to Step 4.
Steps 4-6
 Write a letter in the current Word document, or use an open existing document.

To insert recipient data from the list:

 Place the insertion point in the document where you want the information to appear.
 Select More Items. The Insert Merge Field dialog box will appear.
 Select the field you want to insert in the document.
 Click Insert. Repeat these steps each time you need to enter information from your
data record.
 Click Next: Preview your letters
 Click Next: Complete the merge.
 Click Print to print the letters.
 Click All.
 Click OK in the Merge to Printer dialog box.
 Click OK to send the letters to the printer.

What is a Macro: Macro is a series of commands and instructions that you combine together as a single
command to complete a task automatically.

Record a macro using keyboard option: The following steps are used to record a macro.

Step 1: Open the new or an existing Word

document.

Step 2: Go to the View tab -> Macros and

select Record Macro from the drop-down
menu.

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Step 3: A Record Macro dialog box will appear on the screen in which do the following:
1. Enter the Name for the macro in the Macro name text
field.
2. To use the same macro for the further document, click
on the All Documents (Normal.dotm) option from
the Store macro in drop-down menu.
3. Click on the Button icon in the Assign macro to section
to run your macro.

Step 4: A Customize Keyboard dialog box will appear on the screen. Press any combination of shortcut
keys in the Press new shortcut key dialog box. Click on the Assign button.

Step 5: Once you click on the Assign button, Pressed combination of keys will appear in the current key
text box. Click on the Close button, as shown in the below screenshot.

Step 6: Perform the action that you want to record.

Step 7: Click on the View tab on the Ribbon and select on the Stop Recording from the Macros drop-
down menu.

Run a macro:

1. Go to View -> Macros and select View Macros from the

drop-down menu.

2. A Macros dialog box will appear on the screen. Select a

Macro list that you want to run from the Macro name:.

3. Click on the Run button, as shown in the screenshot

below.

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