Introduction

Microsoft Word is a word-processing application that can be part of the Microsoft Office suite or
a stand-alone program installed on to your computer. The program can be used to write letters
and different types of documents that can include graphics and pictures. MS Word is the most
popular word processing software used today. A word processor is essentially a computerized
version of the standard typewriter. However, the computer adds features typewriters never
dreamed of having like spell check, the ability to save and store documents, copy and paste
functions, the ability to add images and shapes to documents, and many more. When attached to
an email, electronic documents, created by MS Word can be delivered in seconds. Another
benefit is that it helps the user to type faster and more accurate.

Step-by-Step Instructions to start a document in Microsoft Word

A computer with Microsoft Word installed
Step 1: From the desktop or from your Start menu, open Microsoft Word.

16421102
1

Step 2 : Open up Microsoft Word : It automatically opens a blank document, but if you want to
open another one, then click the FILE tab.
Step 3 : Create a new document :In Word, on the main menu choose File > New.

Step 4: Type where you see the cursor or Insertion Point

16421102
2

Step 5: Save

your

document :

On the main

menu,

choose File >

Save. The Save

As box will open, where you can give

your document

a name. So type a name in the "File

Name" box,

and click Save.

MS-WORD And Its Components

16421102
3

Title Bar : The title bar shows the name of the document on screen.
Quick Access Toolbar: The Quick Access Toolbar contains some of the most frequently used
commands like Save, Undo, Redo. You can add more commands to the Quick Access Toolbar as
per your need. This toolbar helps you to perform Word tasks speedily by providing one-click
access to oft used commands.
Window Controls: These are a set of three buttons in the top right corner of the program
window.

The right button,displaying X is the Close button .

The left button is the Minimize button which minimizes the program window to the
taskbar.
The middle button, sporting a rectangle, is the Maximize button, which, on clicking,
maximizes the Word window

Ribbon : The Ribbon as a collection of seven horizontal tabbed toolbars arranged on top of each
other. These toolbars are accessed through their tabs. The toolbars have command buttons,
16421102
4

menus and input boxes arranged in groups. Some groups have dialog launchers which, when
clicked, display a dialog box related to that group.
Office Button: Clicking 'Office' button reveals a drop-down menu showing commands for file
operations. These commands are :

New
Open
Save As
Print
Send
Publish
Close
Word Options
Exit Word

Rulers : The horizontal ruler is used to set tabs and indent text. You may use the vertical ruler to
set vertical location of text in the document.
Tab Selector: Repeated clicking of the Tab Selector shows five tab markers and two indent
markers. By choosing the desired tab or indent marker and clicking on the horizontal ruler, you
can set tabs or indent text.
Status Bar : On the left hand side, the status bar displays document information such as the
current page number and total number of pages, word count, language, proofing error
notification, etc.
View Buttons : These buttons allow you to use five different document views:

Print Layout Views

Full Screen Reading View
Web Layout View
Outline View
Draft View

Working with fonts

16421102
5

Step 1: Click the Home tab on Ribbon.

Step 2: To change the font, click the down pointing arrow-head in the Font box. A drop down
menu of fonts will open.

16421102
6

Use

the scroll bar of this menu

to

scroll down to Cooper

Black

font. You will notice that

as the mouse pointer passes over a font name, MS Word provides a live preview of what the
selected text will look like in that font. Click the Cooper Black font to select it. The first line will
appear in Cooper Black font.

16421102
7

Step 3 : To change the font colour, click the down arrow next to the Font Colour button. MS
Word will open a drop down colour pallette which offers several options for changing font
colour.

You can choose one of the theme colours or standard colours. If you are still not satisfied, click
More Colours option and you will see the Colours dialog which offers practically endless
choice of font colours. You will see a live preview as in case of changing font and font
size.Choose the desired Dark Red colour from the Standarad Colours display.

16421102
8

Step 4: To change the font size, click the down arrow-head next to the Font Size field in the
Latin Text section and select size 20 from the drop down menu of font sizes.You will see live
preview in the preview section of the dialog.

HEADNOTES AND FOOTNOTES

Headers : A header is text that appears within the top margin on each page of a
document or section.
Footers : A footer appears in the bottom margin of each page.
Headers and footers normally include descriptive text such as chapter titles, volume or
page numbers, and dates. Each section in a document can have its own header and
footer .
Adding a Header in Microsoft Word.
Step 1 : Click the "Insert" toolbar at the top of the screen

16421102
9

Step 2: Select "Header" or "Footer." From the drop-down menu, choose the format of the area
that you want to insert into the document and double-click on the template.

Step 3: Enter text into the appropriate header .

Enter the text into appropriate footer

16421102
10

Step 4 : Close the Header.

INSERT TABLE
Table consists of rows and columns that intersect to form cells. The cells can then be filled with
text, numbers, graphics or formulas. After you create the table, you can modify it in a variety of
ways:

by adding or deleting rows and columns

adjusting column width, sorting text, and

adding borders and shading

STEPS:
1.

Position the cursor on the area where you want the table to be inserted.

16421102
11

2.

Click the Table button that is located under the Insert tab. In Word 2003, click the

3.

Insert menu and then select Table.

Open the Insert Table menu. This menu allows you to specify the number of rows
and columns that you want your table to have, as well as the width of the columns.
You can set the width to AutoFit to your cells contents or have a fixed width. Click
OK to insert the table.

CONVERT TEXT TO A TABLE IN WORD

To convert text to a table or a table to text, start by clicking the paragraph mark on the Home tab
so you can see how text is separated in your document.

16421102
12

Convert text to a table

1.

Insert separator characterssuch as commas or tabsto indicate where you want to

divide the text into table columns.

2.

Use paragraph marks to indicate where you want to begin a new table row.
In this example, the tabs and paragraph marks will result in a table that has 3 columns and 2
rows:

3.

Select the text you want to convert to a table.

4.

On the Insert tab, click Table > Convert Text to Table.

5.

In the Convert Text to Table box, choose the options you want:

Under Table Size, make sure the numbers match the numbers of columns and rows you want.
Under Auto Fit Behavior, choose how you want your table to look. Word automatically chooses a
width for the table columns. If you want another column width, choose one of these options:
Under Separate text at, choose the separator character you used in the text.
16421102
13

6.

Click OK.
After converting the text from the example above, the table looks like this:

How To Insert Images In A Word Document

MS office word is generally used for writing text. However, you may like to insert picture as
well because it can help in making the document illustrative as well as interesting. This is the
reason we shall provide you with the right steps that can help in inserting pictures in your word
file.

Open the MS office word file in which you want to insert picture.

16421102
14

Move over to the cursor to the part where you want to stick the picture.

Click the Insert tab present in the top row.

Move to the picture option to insert pictures which are located on the disk.

If you want to insert clip art, select the Clip Art option from the insert tab.

After you click the Picture, a dialog box opens.

After you have found the right picture, click the picture and then click insert which is
present at the bottom right corner.

After you click Insert, the picture is inserted in the MS office word file.

The image can then be formatted as the picture is provided with tools for rotating and
resizing.

16421102
15

PAGE NUMBER

Word

can

automatically
number

and

label each page with a page

place it in

a header, footer,
or side margin.
When you need
number
pages

to

some
differently,

Word allows you

to restart

page

numbering.
STEPS:1. Double-click anywhere on the header or footer to unlock it. If you don't already have a
header or footer, you can double-click near the top or bottom of the page. The Design tab
will appear on the right side of the Ribbon. Click the page number.

2. In the menu that appears, hover the mouse over Current Position and select the
desired page numbering style.
16421102
16

3. Page numbering will appear.

4. To edit the font, font size, and alignment of page numbers, select a page number and
click the Home tab. Word's text formatting options will appear.

5. A dialog box will appear. Click the Start at: button. By default, it will start at 1. If you
want, you can change the number.
16421102
17

6. Click OK.

FIND AND REPLACE

'Find and replace' is a tool in Microsoft Word that can quickly search for text in a document and
if required replace this text with a specified alternative. This is a useful tool for the qualitative
researchers to:

Find where a particular word/phrase appears in the text

Formatting a transcript or anonymising a transcript (replace all references to the

informants real name with an alias).

STEPS FOR FIND WORD

1. You can quickly search for every occurrence of a specific word or phrase.
2. On the Home tab, in the Editing group, choose Find. Or press Ctrl+F on your keyboard.

16421102
18

3. In the search box, type the text that you want to find. Any instances of the found text are
highlighted in the document and listed in the Navigation pane.

STEPS FOR REPLACE WORD

1. On the Home tab, in the Editing group, choose Replace. Or press Ctrl+H on your
keyboard.

16421102
19

2. In the Replace with box, type the replacement text.

TABLE MERGE
Microsoft Word allows merging two or more cells to create one large cell. You would frequently
need to merge columns of the top row to create title of the table. You can merge cells either rowwise or column-wise, rather you cannot merge cells diagonally.
Merging Cells:
Following are the simple steps to merge table cells in a word document.

16421102
20

Step (1): Bring your mouse pointer position inside the first cell you want to merge. Now
press Shift key and click the cells around the cell which you want to merge into the first cell.
This will highlight the cells which you click and they will be ready to be merged.

Step (2): Now click the Layout tab and then click Merge Cells Button which will merge all the
selected cells.

16421102
21

After merging the cells, all the content of the cells will be scrambled which you can fix later as
you like. For example, you can convert the merged cells text into title or some other description.
For example, let us have center aligned and bigger font text as follows on top of the table.

16421102
22

SPELLING AND GRAMMER

To make your document appear professional, you'll want to make sure it is free from spelling and
grammar errors. Word has several options for checking your spelling. You can run a spelling and
grammar check, or you can allow Word to check your spelling automatically as you type.
To run a spelling and grammar check:
1. Go to the Review tab.
2. Click on the Spelling & Grammar command.

16421102
23

3.

The Spelling and

Grammar dialog box will open. For each error in your document, Word will try to offer
one or more suggestions. You can select a suggestion and click Change to correct the
error.

4.

If
no

suggestions are given, you can manually type the correct spelling.

16421102
24

Automatic spelling and grammar checking

By default, Word automatically checks your document for spelling and grammar errors, so you
may not even need to run a separate spelling and grammar check. These errors are indicated
by colored wavy lines.

The red line indicates a misspelled word.

The green line indicates a grammatical error.
The blue line indicates a contextual spelling error. This feature is turned off by default.

ADD AND DELETE ROW AND COLUMN

16421102
25

Adding Rows and Columns : You can easily add Rows/Columns onto an existing table.
First select the number of rows or columns, then from the Menu bar select Table, Insert and
choose Columns to the Left, Right or Rows above or Below.

Steps :
1. Select the representative rows for 5, 6, and 7. You select three rows, because you want to
insert three rows. If you wanted to insert four rows, you'd select four rows, and so on.
2. Click the contextual Layout tab, if necessary.
3. Click Insert Above in the Rows & Columns group. As you can see, Word adds three new
rows with just one insert action!

16421102
26

To delete a Row/Column Place: Your cursor on the Row/Column to be deleted. You can
highlight and delete more than one at a time. Click on Table/Delete then choose Columns, Rows
or Cells.
To delete a column in a table

Move your mouse pointer to the top of the table column that you wish to delete until you
see a small arrow pointing downward and click once. The entire column is highlighted.
Right-click on the highlighted column and click on Delete Columns.

16421102
27

To delete a row in a table

Move your mouse pointer to the left of the table row that you wish to delete until you see
an arrow pointing inward and click once. The entire row is highlighted.

Right-click on the highlighted row and click on Delete Rows.

To delete the entire

Highlight
delete.

table

the

entire table that you wish to

On the Table Tools Layout tab, in the Rows & Columns group, click on Delete icon and
click the Delete Table option.

16421102
28

16421102
29