Office Handling Course

Microsoft Office
Word 2016
 Microsoft Word Course Content

Module 1: Screen Layout of MS Word

Module 2: Introduction
Module 3: Basic & Advanced Editing
Module 4: Paragraph Formatting
Module 5: Page Layout
Module 6: Working with Tables
Module 7: Inserting Elements
Module 8: Styles and Themes
Module 9: Proofing and Reviewing
Module 10: Printing and Exporting
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Screen Layout of MS Word

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Introduction
Microsoft Word is a word processing software
developed by Microsoft. It's used to create, edit,
format, and print text-based documents like
reports, letters, resumes, essays, and more. MS
Word is part of the Microsoft Office suite, which
also includes other tools like Excel, PowerPoint, and
Outlook.
Application Name: winword Extension: .docx
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Features of MS Word:
Text Formatting: Change font style, size, color & alignment.
Spell Check & Grammar Check: Automatically detects and
suggests corrections.
Templates: Pre-designed layouts for resumes, letters,
reports, etc.
Inserting Elements: Add images, tables, charts, hyperlinks,
and more.
Review Tools: Add comments, and compare documents.
Page Layout Options: Adjust margins, orientation, headers /
footers, etc.
Saving & Exporting: Save in various formats (.docx, .pdf, etc.).
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 A To Z Shortcut key in MS Word
Ctrl+A = All Select Ctrl+N = New Document
Ctrl+B = Bold Text Ctrl+O = Open Saved Document
Ctrl+C = Copy Ctrl+P = Print
Ctrl+D = Font Setting Ctrl+Q = Default paragraph style
Ctrl+E = Center Align Ctrl+R = Right Align
Ctrl+F = Find Ctrl+S = Save
Ctrl+G = Go to Ctrl+T = Create a Hanging Indent
Ctrl+H = Replace Text Ctrl+U = Under Line
Ctrl+I = Italic Text Ctrl+V = Paste
Ctrl+J = Justify Text Ctrl+W = Close Document
Ctrl+K = Hyperlink Ctrl+X = Cut
Ctrl+L = Left Align Ctrl+Y = Repeat/Redo
Ctrl+M = Increase Indent Ctrl+Z = Undo 6
 FILE TAB (Alt + F)
New (Ctrl + N): Create a new blank document
or start from a template.
Open (Ctrl + O): Open an existing document
from your computer or OneDrive.
Save (Ctrl + S): Save changes to the current
document.
Save As (F12): Save the document with a new
name or format/location. 7
# Info: View document properties, permissions,
version history.
Protect Document: It is also used to apply password to the
current document.
STEPS:-
➢ File Tab – Info

➢ Protect Document

➢ Encrypt with Password

➢ Type the password -- OK

➢ Retype the same password -- OK

➢ Save
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Export: Export the document to PDF/XPS or
change file type.
Back to Document (Esc or click the left
arrow): Exit Backstage View
Options: Open Word Options to change
preferences.
Close (Ctrl + W or Ctrl + F4): Close the current
document without exiting Word.
Exit (Alt + F4): Exit MS Word Application. 9
 Print (Ctrl + P): Open print settings and print
preview.
All Pages : To print all pages in the document.
Current: To print the current document where the
cursor is situated.
Pages: To print pages as your choice. Ex. 1, 2, 3 or 1-
5 or 1 or 2 etc.
Copies: refers to the number of times a document is
printed. 10
Collate and Uncollated: These options refer to the way
multi-page documents are ordered when printed in multiple
copies.
Collated: Pages are printed in complete, sequential sets.
Uncollated: Pages are printed in batches by page number.

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 HOME TAB (Alt + H)
The Home tab is the default and most frequently
used tab in Microsoft Word. It includes essential
tools for editing, formatting text, organizing
paragraphs, and applying styles.

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1. Clipboard Group

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Cut (Ctrl + X): Removes selected text and stores it
on the clipboard.
Copy (Ctrl + C): Copies selected text or objects to
the clipboard.
Paste (Ctrl +V): Inserts the last item from the
clipboard into the document.
Format Painter: Copies formatting from one part of
the text to another.
Copy Format: Ctrl +Shift + C
Paste Format: Ctrl + Shift + V 14
2. Font Group

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Font (Ctrl + D or Ctrl + Shift + F): Choose the
text writing style.
Some Font: Calibri, Times New Roman, Arial,
Arial Black, Monotype Cursive, Algerian,
Rockwell, Lucida Sans, Lucida
Calligraphy, Ink Free, Script MT Bold, )

Font Size(Ctrl + Shift + P): Set the size of text.

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Increase /Grow Font Size (Ctrl + Shift + >):
Increase Font size to the selected text.
Decrease/Shrink Font Size (Ctrl + Shift +<):
Decrease font size to the selected text.
Bold (Ctrl +B): Make the selected text bold.
Italic (Ctrl +I) : Make the selected text italic.
Underline(Ctrl + U): Underline the selected text.
Double Underline (Ctrl + Shift + D)
Word Underline Only (Ctrl + Shift + W)
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Strikethrough – Draw a line through text.
Subscript (Ctrl + =): Place text below the line (E.g.
H2O, CO2, SO4).
Superscript (Ctrl + Shift + =)Place text above the
line (E.g. a2+b2).
Text Effects – Add shadows, outlines, glow, etc.
Text Highlight Color – Highlight text with color.
Font Color – Change text color.

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Change Case (Shift+F3): It is used to change
selected text to Sentence Case, lower case,
UPPER CASE, Capitalize Each Word and tOGGLE
cASE.
Clear Formatting (Ctrl + Space Bar):
Clear all the formatting to the selected text like
color, font size, font etc. But, Highlight Color and
Change Case are not cleared by Clear Formatting.

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3. Paragraph Group

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Align Left (Ctrl + L): Aligns text to the left.
Center (Ctrl + E): Centers the text.
Align Right (Ctrl + R): Aligns text to the right.
Justify (Ctrl + J): Aligns text evenly across the page
Line Spacing : Adjusts spacing between lines.
Single line spacing : Ctrl+1
Double line spacing : Ctrl+2
1.5 line spacing : Ctrl+5
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Bullets (Ctrl + Shift + L) : Create bulleted list.
➢ Book

➢ Copy

Numbering: Create a numbered list.

1. RAM
2. ROM
Multilevel List: Create multilevel list.
1. Primary Memory
i) RAM
2. Secondary Memory
i) SSD 22
Increase Indent (Ctrl + M): Moves text in.
Decrease Indent (Ctrl + Shift + M): Moves text out.
Sort: Arrange the current selection in alphabetical
or numerical order.
Show/Hide (Ctrl + Shift + *): Show paragraph marks
and other hidden formatting symbols.
Shading: Change the color behind the selected text,
paragraph or table cell.
Border: Add or Remove border from your selection.
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4. Styles Group

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It provides a quick way to apply consistent
formatting throughout your document.
Heading 1 Style: Ctrl + Alt + 1
Heading 2 Style: Ctrl + Alt + 2
Heading 3 Style: Ctrl + Alt + 3
Normal style: Ctrl + Shift + N
Ctrl + Q: Removes all paragraph formatting
and resets in to default paragraph style.
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5. Editing Group

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Find (Ctrl +F): Finds a word or phrase in
the document. Opens the Navigation
Pane to browse through matches.
Replace (Ctrl + H): Find specific text
and replace it with something else.
Useful for updating repeated content
quickly.
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Select: Selects text or object in your
document.
■ Select All (Ctrl + A)
■ Objects: Selects graphic objects.
■ Text with Similar Formatting

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Go To (Ctrl + G) or F5: It is used to quickly
navigate/ jump to specific elements within a
document, saving time especially in long or
complex files. You Can Jump To:
● Page: Type the page number you want.

● Section: Move between document sections.

● Line: Go to a specific line (helpful in long

documents or code).
● Bookmark: Navigate to saved bookmarks.

● Comment, Footnote, Table, Graphic, etc. 29

Nepali Font

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 INSERT TAB
The Insert tab allows users
to add various non-text
elements into a document.
These elements can include
Pages, Tables, Pictures,
Shapes, Charts, Links,
Headers and Footers,
Symbols, Equation & more.
 Pages Group
Cover Page: Inserts a professionally
formatted cover page.
Blank Page: Inserts a blank page at the
cursor position.
Page Break (Ctrl + Enter): Starts a new
page at the cursor position.
Table Group
Table: This is used to insert table in the
document. You can define the number of
rows and columns as your need.
Steps:
➢ Click on Insert Tab →Table
➢ Click on Insert Table.
➢ Now type the number of columns and
rows. And click on OK.
Column: Vertical group of cells.
Row: Horizontal group of cells.
Cell: A single box where a row and
column intersect. It holds text,
numbers, or other content.
DESIGN TAB
Pre-built style gallery: hover to preview,
Table
click to apply. Includes combinations of
Styles
borders, shading, and fonts.
Shading Fill cells with color or pattern.
Add or remove borders: choose preset
Borders border sets or draw your own. Control line
style, weight, and color.
Draw Pencil tool: draw individual cell borders by
Borders hand.
LAYOUT TAB
Rows & Columns Group
➢ Insert Above / Below: Add new row(s).
➢ Insert Left / Right: Add new column(s).
➢ Delete: Delete Cells / Columns / Rows
/ Table: remove selected elements.
Merge Group
Merge Cells: combine two or more
adjacent cells into one.
Split Cells: divide one cell into multiple
rows or columns.
Split Table: break a table into two at the
insertion point.
Cell Size Group
Height / Width: precisely set cell dimensions
with numeric fields.
AutoFit
AutoFit Contents: shrink or expand columns
to fit text.
AutoFit Window: make the table stretch to the
page margins.
Fixed Column Width: lock current widths.
Alignment Group
Text Direction: rotate text (horizontal ⇒
vertical).
Cell Margins: open a dialog to set
top/left/bottom/right margins inside cells.
Text Alignment (9 options):These control
both horizontal (left, center, right) and
vertical (top, middle, bottom) alignment
inside a table cell.
Data Group
Sort: sort rows by one or more columns
(A→Z, Z→A, numeric).
Convert to Text: turn table back into
paragraph(s), choosing a delimiter (tabs,
commas…).
Convert Text to Table: create a new
table from selected text.
Formula: insert simple formulas (SUM,
AVERAGE, etc.), E.g. =SUM(ABOVE)).
How to use formula in Table.
O Place cursor, where you want to calculate.
O Press: Ctrl + F9 to activate Formula brackets {}.
O Type value to calculate. E.g. {=10*150}
O And Press F9 to show calculated value.
Repeat Header Rows: toggle whether the top
row(s) repeat on each page if the table spans
pages.