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Table of Contents

Introduction to Word Processor.......................................................................................................5

Features of Word Processor.............................................................................................................6

Elements of Word Window............................................................................................................. 7

Creating and Saving Documents..................................................................................................... 8

Copy Paste and Cut Paste................................................................................................................ 9

Format Painter............................................................................................................................... 10

Print Preview and Printing Documents......................................................................................... 11

Fonts.............................................................................................................................................. 12

Effect and Character Formatting................................................................................................... 13

Styles............................................................................................................................................. 14

Finding, Replacing and Selection..................................................................................................15

Select all text............................................................................................................................. 16

Select specific text.....................................................................................................................16

Other ways to select text............................................................................................................16

Cover Page, Blank Page and Page Break...................................................................................... 17

Inserting a Cover Page...............................................................................................................17

Removing a Cover Page from Your Document........................................................................ 17

How to Insert a Blank Page in Word.........................................................................................18

How to insert a break in your document................................................................................... 18

Working with Tables.....................................................................................................................19

To insert a blank table............................................................................................................... 19

To convert existing text to a table............................................................................................. 20

To delete a row or column:........................................................................................................22

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Graphics.............................................................................................................................................. 23

To insert a Picture........................................................................................................................... 23

To insert Smart Art......................................................................................................................... 23

To insert Shapes.............................................................................................................................. 24

Hyperlink............................................................................................................................................ 25

Insert current Date and Time............................................................................................................... 25

Bookmarks.......................................................................................................................................... 26

Bookmark the location.................................................................................................................... 26

Go to the bookmarked location....................................................................................................... 26

Jump to a bookmark........................................................................................................................ 26

Link to a bookmark......................................................................................................................... 27

Delete a bookmark.......................................................................................................................... 27

Page Formatting.................................................................................................................................. 28

Modify Page Margins..................................................................................................................... 28

Orientation, Size of the Page, or Columns...................................................................................... 28

Page Border and Color.................................................................................................................... 28

Insert Common Header and Footer Information.............................................................................28

Table of Contents................................................................................................................................ 29

Mail Merge.......................................................................................................................................... 30

Proofing a Document.......................................................................................................................... 38

Spelling and Grammar.................................................................................................................... 38

Thesaurus........................................................................................................................................ 39

Macros........................................................................................................................................... 40

Recording a Macro.......................................................................................................................... 40

Running a Macro............................................................................................................................ 42
 Introduction to Word Processor

A word processor is a device or computer program that provides for input, editing, formatting
and output of text, often with some additional features. Early word processors were stand-alone
devices dedicated to the function, but current word processors are word processor programs
running on general purpose computers. Examples of word processor are Microsoft word, Google
docs, Libre Office Writer, etc. But in this project we are using Microsoft office to learn and
explore the use of word processors.

Word processing is perhaps the most common and comparatively easier application to work on
any computer. A word processor lets you to change words or phrases, to move whole sections of
text from one place to another, store blocks of text and align margins all in few seconds. Use of
word processors has changed the look of official correspondence, reports, proposals, etc. to a
great extent.

MS Word is an advanced word processing product by Microsoft Company. The powerful

features of Word will allow you to create even graphic based multicolumn publications such as
Fliers, Newsletters and Internet web pages. It was first released on October 25, 1983 under the
name Multi-Tool Word for Xenix Systems. Subsequent versions were later written for several
other platforms including IBM PCs running DOS and Apple Macintosh.
 Features of Word Processor

Full-featured word processors provide several advanced features. These advanced features are
used for creating high quality professional documents. To create a document, text is entered by
typing on the keyboard. The word processor places a blinking cursor (insertion point) at the top
left comer of the screen. When text is typed, the cursor moves forward on the screen. On
reaching the end of the line, the word processor automatically moves it to the start of the next
line. The text in document can be changed and the document can be saved by using the Save
command. The features of a word process are:

• Insertion Cursor: The Insertion Cursor indicates the point where the text is to be
written in the document.
• File Management: These are the tools for searching files on the disks, copying,
pasting and deleting files.
• Footnotes & Cross-References: This feature allows users to automatically add
footnotes and automates the numbering in a document and add cross-reference.
• Graphics: This feature allows users to embed illustrations and add graphics in a
document. More advanced word processors also provide tools for creating and editing
graphics within a document.
• Headers, Footers & Page Numbering: The word processor automatically keeps track
of the page numbers. This feature allow users to add headers, footers and page numbers.
• Layout: This feature allows users to specify page sizes, margins, indents, paragraph
and line spacing, etc.
• Macros: A macro is a small piece of code. It is executed by pressing a single key. It
is written to execute a series of commands. It saves lot of time by executing
keystrokes.
• Merges: This feature allows users to merge text from file to another file. This feature
is helpful in generating mailing labels.
• Table of Contents & Indexes: This feature allows users to automatically generate
table of contents and index.
 Elements of Word Window

Ribbon tabs are composed of groups, which are a labeled set of closely related commands. In
addition to tabs and groups, ribbons consist of:

• An Application button, which presents a menu of commands that involve

doing something to or with a document or workspace, such as file-related
commands.
• A Quick Access Toolbar, which is a small, customizable toolbar that displays
frequently used commands.
• Core tabs are the tabs that are always displayed.
• Contextual tabs, which are displayed only when a particular object type is selected.
Tabs that are always displayed are called core tabs.
• A tab set is a collection of contextual tabs for a single object type. Because objects can
have multiple types (for example, a header in a table that has a picture is three types),
there can be multiple contextual tab sets displayed at a time.
• Modal tabs, which are core tabs displayed with a particular temporary mode, such as
print preview.
• Galleries, which are lists of commands or options presented graphically. A results-based
gallery illustrates the effect of the commands or options instead of the commands
themselves.
• Enhanced tooltips, which concisely explain their associated commands and give
the shortcut keys. They may also include graphics and references to help.
• Dialog box launchers, which are buttons at the bottom of some groups that open
dialog boxes containing features related to the group.
 Creating and Saving Documents

Following are the steps to create and save documents in MS Word:

1. To open Microsoft Word, click on the Word icon ("W") on the toolbar or desktop.

If there is no Word icon, click on "START"; follow the menu to "Programs"; follow to Microsoft
Office (or other Microsoft operating system used), and to "Microsoft Word."

2. An open (and blank) Word document will open on the screen.

3. Enter document data.
4. When document is finished, click on "File" on the standard toolbar at the top of screen.
5. Click on "Save As."
6. If you wish to have the file titled with the title that is listed in the "File name" box, omit
this step. As the file name is already highlighted, tap the delete key on the keyboard. The
file name will disappear. Type in the desired file name.
7. Click “Save” button.
 Copy Paste and Cut Paste

The "Cut" function removes the currently selected text and places it on the clipboard. The
clipboard on a computer functions as temporary storage for the last item you've cut or copied.
After you cut text, you won't see it on your screen, but you can place it anywhere in the
document using the "Paste" function. You can perform a cut on selected text by pressing
"Control-X" or clicking the "Cut" button on the Home tab in Microsoft Word.

When you press "Control-C" or click the "Copy" button on the Home tab, the computer copies
the selected text into the clipboard. The text also remains in its original location. By pasting
copied text, you duplicate it, making it faster to reuse the same word or sentence over and over.

The "Paste" button on the Home tab places the current contents of the clipboard into the
document at the flashing cursor's location. You can also paste by pressing "Control-V." When
you paste text, the computer does not remove it from the clipboard, so you can paste it multiple
times or in several places without needing to copy it again. Turning off your computer or
rebooting empties the clipboard.

Microsoft Word offers a number of options when pasting to customize how the pasted material looks.
After you paste, a small box labeled "(Ctrl)" pops up. Press "Control" or click the box if you want to
see the paste options. These include options such as "Keep Text Only," which removes all formatting
from the pasted text, and "Merge Formatting," which alters the text's format to match the area around
the paste. Hold your mouse over any icon in the paste options box to see its name and click one to
select it. Press "Escape" to hide the options box without changing the setting.
 Format Painter

Format Painter is used when you want to copy formatting from one item to another. For example
if you have written text in Word, and have it formatted using a specific font type, color, and font
size you could copy that formatting to another section of text by using the Format Painter tool.

Use the Format Painter on the Home tab to quickly apply the same formatting, such as color,
font style and size, and border style, to multiple pieces of text or graphics. The format painter
lets you copy all of the formatting from one object and apply it to another one – think of it as
copying and pasting for formatting.

1. Select the text or graphic that has the formatting that you want to copy.
2. On the Home tab, click Format Painter.

The pointer changes to a paintbrush icon.

3. Use the brush to paint over a selection of text or graphics to apply the formatting. This
only works once. To change the format of multiple selections in your document, you
must first double-click Format Painter.
4. To stop formatting, press ESC.
 Print Preview and Printing Documents

Print preview is a feature that displays on the screen what a hard copy would look like when
printed. By using print preview, you can find any errors that may exist or fix the layout before
printing, which can save ink or toner and paper by not having to print more than once.

Word combines Print and Preview in the same window.

Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see
the Print button and the configurable Settings.

To see each page, click the arrow at the bottom of the preview, and if the text is too small to
read, use the zoom slider to adjust it.

If you're ready to print your document,

1. Choose the number of copies you want.

2. Look under Settings to choose other print options such as printing only certain
pages, changing the page orientation, or printing two-sided.
3. When you are ready, click Print.
 Fonts

Fonts are the complete set of characters—that is, letters, numbers, and symbols/icons—within a
typeface, which is the design of the characters. For example, Arial is the typeface; Arial Bold,
Italic, Narrow, Extended (Wide), Black, etc., are the fonts, or font Family.

Each typeface or font falls within one of five classifications:

• Serif (Times Roman, Bookman Old Style, Cambria, Garamond, etc.)

• Sans Serif—which means without the short serif lines at the beginning and end of
a character (Arial, Helvetica, Humanistic, Calibri, etc.)
• Script (Calligraphy styles, Black Letter styles, Zapf Chancery, English Adagio, etc.)
• Decorative typeface (Cosmic, Kids, Keyboards, Palette, etc.)
• Symbol/Icon, which are images sized in points (1/72 of an inch), pixels, or
millimeters (such as Wing Dings, Bullets, Ornaments, Holiday-Fonts, etc.).
• A sixth classification (Handwriting) has emerged since the industry created font design
software. These typefaces can fall into any one of the previous classifications, as long as
they are “handwritten.”
 Effect and Character Formatting

Every character in your document is formatted. The formatting describes the typeface, the size of
the character, the color, and whether or not the character is underlined, bold, or capitalized. It’s
easy to change the formatting, and Word gives you quite a few different ways to do it. The
easiest and most visual way is with the ribbon (Home → Font). You can further fine-tune the
font formatting using the Font dialog box.

For quick formatting, you may not need to go any further than the mini-toolbar that pops up when
you select text for formatting. You can do most of your formatting with keyboard shortcuts.

Whichever method you use, formatting is a two-step process. First, tell Word which text you
want to format by selecting it. Then format away. Or, you can set up your formatting options
first, and then begin to type.
 Styles

Style is a collection of formatting instructions. You use styles to format the paragraphs in your
document. So you would use the "Title" style for your title, "Body Text" style for body text,
"Caption" style for the picture captions, and "Heading 1" for the major headings.

Word comes with dozens of built-in styles. By default, Word only shows you a few of them. To
use all the styles, you might need to see a full list.

In Word 2000 and earlier versions of Word, to display a list of all the styles:

1. On the Format menu, click Style. Word will display the Style dialog box.

2. Under Category, select All Styles.

In Word 2002 or Word 2003, to display a list of all the styles:

1. On the Format menu, click Styles and Formatting. Word will display the Styles and
Formatting task pane.

2. In the Show box, select Custom.

3. In the Format Settings dialog box, under Styles, click Show All and then click OK.
Now, in the Show box, choose All Styles.

In Word 2007 and Word 2010 you might not need to see the list of all the styles. The new Quick
Styles gallery on the Home tab gives you one-click access to most of the styles you need. And
you can decide what styles show on the gallery.
 Finding, Replacing and Selection

To help you find text, Word offers a handy Find feature. Not only can this Find feature search
for a word or phrase, but it also offers a Replace option so you can make Word find certain
words and replace them with other words automatically.

1. Go to Home > Replace or press Ctrl+H.

2. Enter the word or phrase you want to locate in the Find box.

3. Enter your new text in the Replace box.

4. Select Find Next until you come to the word you want to update.

5. Choose Replace. To update all instances at once, choose Replace All.

Select all text
1. Click anywhere within the document.

2. Press Ctrl+A on your keyboard to select all text in the document.

Select specific text

You can also select a specific word, line of text, or one or more paragraphs.

1. Place your cursor in front of the first letter of the word, sentence, or paragraphs you
want to select.

2. Click and hold while you drag your cursor to select the text you want.

Other ways to select text

• To select a single word, quickly double-click that word.

• To select a line of text, place your cursor at the start of the line, and press Shift +
down arrow.

• To select a paragraph, place your cursor at the start of the paragraph, and press Ctrl
+ Shift + down arrow.
 Cover Page, Blank Page and Page Break

A Word cover page introduces the document with a title, an image or both, providing relevant
information about the document. For example, a periodic report on business development may
open with a cover page that includes your company logo.

Inserting a Cover Page

To insert a cover page, follow these steps:

1. Click the Insert Tab.

2. In the Pages Section, click Cover Page.

3. In the Cover Page gallery, select a design that you like.

Removing a Cover Page from Your Document

1. Click the Insert Tab.

2. In the Pages Section, click Cover Page.

3. Click Remove the Current Cover Page.

How to Insert a Blank Page in Word
1. Click the Insert tab on the Ribbon.

2. Find the Pages group. The Pages group is the first group on the Ribbon, located next
to the Tables group.

3. Click the Blank Page button. This button inserts two hard page breaks into a
document, which creates a blank sheet of paper.

How to insert a break in your document

1. Position the insertion point at the position where you want to insert the break.

2. Display the Page Layout tab of the ribbon.

3. Click the Breaks tool, in the Page Setup group....

4. Click the type of break you want to insert.

 Working with Tables

A table is a grid of cells arranged in rows and columns. Tables are useful for various tasks such
as presenting text information and numerical data. In Word, you can create a blank table, convert
text to a table, and apply a variety of styles and formats to existing tables.

To insert a blank table

1. Place your insertion point where you want the table to appear, then select the Insert tab.

2. Click the Table command.

3. A drop-down menu containing a grid of squares will appear. Hover the mouse over
the grid to select the number of columns and rows in the table.
 4. Click the mouse, and the table will appear in the document.

5. You can now place the insertion point anywhere in the table to add text.

To convert existing text to a table

In this example, each row of information contains an item name and price, separated by tabs.
Word can convert this information into a table, and it will use the tabs to separate the data into
two columns.

1. Select the text you want to convert.

2. From the Insert tab, click the Table command.

3. Select Convert Text to Table from the drop-down menu.

4. A dialog box will appear. Choose one of the options in the Separate text at:
section. This is how Word knows what text to put in each column.

5. Click OK. The text appears in a table.

To delete a row or column:
1. Place the insertion point in the row or column you want to delete.

2. Right-click the mouse, then select Delete Cells... from the menu that appears.

3. A dialog box will appear. Select Delete entire row or Delete entire column, then click
OK.

4. The column or row will be deleted.

 Graphics

To insert a Picture:
1. Place your cursor in the document where you want the illustration/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

To 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.

1. Place your cursor in the document where you want the illustration/picture.
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

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 5. Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

To insert Shapes:
1. Place your cursor in the document where you want the shape.
2. Click the Insert Tab on the Ribbon
3. Click the Shapes button
4. Click the Shapes you wish to include in your document
5. Adjust the size of the shape according to your need.
 Hyperlink

A hyperlink is a word, phrase, or image that you can click on to jump to a new document or a new
section within the current document. Hyperlinks are found in nearly all Web pages, allowing users
to click their way from page to page. Following are the steps to create a hyperlink:

1. Select the text you wish to by a hyperlink.

2. Click the Insert tab.
3. Click on Hyperlink and OK.

Insert current Date and Time

1. Click the Insert tab.
2. Click on Date & Time.
3. Select the appropriate language and format.

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 Bookmarks

A bookmark in Word works like a bookmark you might place in a book: it marks a place that
you want to find again easily. You can enter as many bookmarks as you want in your document
or Outlook message, and you can give each one a unique name so they’re easy to identify.

Bookmark the location

1. Select text, a picture, or a place in your document where you want to insert a bookmark.

2. Click Insert > Bookmark.

3. Under Bookmark name, type a name and click Add.

Go to the bookmarked location

After creating your bookmarks, you can add links to them within your document or jump to them
at any time.

Jump to a bookmark
Type Ctrl+G to open the Go To tab in the Find and Replace box. Under Go to what, click
Bookmark. Enter or select the bookmark name, and then click Go To.
Link to a bookmark
You can also add hyperlinks that will take you to a bookmarked location in the same document.

1. Select the text or object you want to use as a hyperlink.

2. Right-click and then click Hyperlink.

3. Under Link to, click Place in This Document.

4. In the list, select the heading or bookmark that you want to link to.

5. Click OK.

Delete a bookmark
1. Click Insert > Bookmark.

2. Click either Name or Location to sort the list of bookmarks in the document.

3. Click the name of the bookmark you want to delete, and then click Delete.

4. If you have inserted a hyperlink to the deleted bookmark, right-click the linked text
and then click Remove Hyperlink.
 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

Insert Common Header and Footer Information

To insert Header and Footer information such as page numbers, date, or title, first, decide if you
want the information in the header (at the top of the page) or in the Footer (at the bottom of the
page), then:

1. Click the Insert Tab on the Ribbon

2. Click Header or Footer
3. Choose a style
 Table of Contents
Creating a table of contents in a Microsoft Word document is a two-step process. First, identify
the text that you want to appear in the Table of Contents. Second, tell Word to insert the Table of
Contents. Having created your Table of Contents, you can then customize it in several ways, to
suit your needs. Following is the steps to create table of contents:

1. Put your cursor where you want to add the table of contents.

2. Go to References > Table of Contents and choose an automatic style.

3. If you make changes to your document that affect the table of contents, update the
table of contents by right-clicking the table of contents and choosing Update Field.
 Mail Merge

Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail
Merge, you can easily customize form letters for individual recipients. Mail merge is also used to
create envelopes or labels in bulk.

In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge
group, click Start Mail Merge.

Click Step-by-Step Mail Merge Wizard.

Select your document type. In this demo we will select Letters. Click Next: Starting document.
Select the starting document. In this demo we will use the current (blank) document. Select Use
the current document and then click Next: Select recipients.
Select recipients. In this demo we will create a new list, so select Type a new list and then click
Create.

Create a list by adding data in the New Address List dialog box and clicking OK.

Save the list.

Note that now that a list has been created, the Mail Merge Wizard reverts to Use an existing list
and you have the option to edit the recipient list.

Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you
can edit the list and select or unselect records. Click OK to accept the list as is.
Click Next: Write your letter.

Write the letter and add custom fields.

Click Address block to add the recipients' addresses at the top of the document.
In the Insert Address Block dialog box, check or uncheck boxes and select options on the left
until the address appears the way you want it to.

Note that you can use Match Fields to correct any problems. Clicking Match Fields opens up
the Match Fields dialog box, in which you can associate the fields from your list with the fields
required by the wizard.
Press Enter on your keyboard and click Greeting line... to enter a greeting.

In the Insert Greeting Line dialog box, choose the greeting line format by clicking the
drop- down arrows and selecting the options of your choice, and then click OK.
Note that the address block and greeting line are surrounded by chevrons (« »). Write a short
letter and click Next: Preview your letters.

Preview your letter and click Next: Complete the merge.

Click Print to print your letters or Edit individual letters to further personalize some or all of
the letters.
 Proofing a Document
There are many features to help you proofread your document. These include: Spelling
and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

Spelling and Grammar

To check the spelling and grammar of a document

1. Place the cursor at the beginning of the document or the beginning of the section that
you want to check
2. Click the Review Tab on the Ribbon
3. Click Spelling & Grammar on the Proofing Group.
Thesaurus
The thesaurus allows you to view synonyms. To use the Thesaurus:

1. Click the Review Tab of the Ribbon

2. Click the Thesaurus Button on the Proofing Group.
 Macros
Macros are advanced features that can speed up editing or formatting you may perform often in a
Word document. They record sequences of menu selections that you choose so that a series of
actions can be completed in one-step.

Recording a Macro
To record a Macro:

Macros are advanced features that can speed up editing or formatting you may perform often in a
Word document. They record sequences of menu selections that you choose so that a series of actions
can be completed in one-step.

1. Click the View Tab on the Ribbon

2. Click Macros
3. Click Record Macro

4. Enter a name without spaces

5. Click whether you want it assigned to a button(on the Quick Access Toolbar) or the
keyboard (a sequence of keys)
6. To assign the macro a button on the Quick Access Toolbar:
i. Click Button
ii. Under the Customize Quick Access Toolbar, select the document for which
you want the Macro available
iii. Under Choose Commands: Click the Macro that you are recording
 iv. Click Add

v. Click OK to begin Recording the Macro

vi. Perform the actions you want recorded in the Macro
vii. Click on Macros
viii. Click on Stop Recording Macros
7. To assign a macro button to a keyboard shortcut:
i. Click Keyboard
ii. In the Press New Shortcut Key box, type the key sequence that you want and click
Assign
iii. Click Close to begin recording the macro
iv. Perform the actions you want recorded in the Macro
v. Click on Macros
vi. Click on Stop Recording Macros
Running a Macro
Running a macro depends whether it has been added to the Quick Access Toolbar or if it has
been given a Keyboard Shortcut.

• To run a Macro from the Quick Access toolbar, simply click the Macro Icon
• To run a Macro from the Keyboard shortcut, simply press the keys that you
have programmed to run the Macro.