Ms Word stand for micro soft word processing mean that is the way of producing document in effective and efficient manner which includes preparing and formatting documents. Ms Word extension is.DOC

  • Aligning
  • Pagination
  • Header footer
  • Mail merge etc

Initially this work was done manually with the help of type writer which was time consuming and can’t be modified or used again.

                        Now this work can be done with the help of computer which is more efficient can be done with the help of computer which is more efficient can be reused and modified according and can produce multiple copies.

Feature of MS-WORD

  • Text editing
  • Facility of cut ,copy & paste
  • Search and Replace text
  • Pagination
  • Spelling & grammar checking
  • Mail Merge
  • Hyperlink
  • Endnote footnote
  • Formatting
  • Import & export of text /document

Many more other function are present in this package  ms word very use full to create the document like resume, cv, file, etc

Clip art:-

clip art pic
clip art pic

                 This is very use full option if we want to insert any picture/ any cartoon type image which are present in office document then we click on insert from menu bar and insert clip art there are many type clips are present we can choose from one of them  



The contents of Word Window

  • Title bar
  • Menu bar
  • Tool bar
  • Ruler bar
  • Document window
  • Scrollbar
  • Status bar
  • Office assistance & view button

Word has four views to see the document –

  1. Print layout view
  2. Out line view
  3. Normal view
  4. Web layout view

1. PRINT lawet VIEW

This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. If we’d like to type and edit text in this view, we can save screen space by hiding white space at the top and bottom of the page. To switch to print layout view, click Print layout on the View menu.

Print layout  view is very sufficient view for creating document file in MS-word in all of above  views.


                                    Work in outline view to look at the structure of a document and to move, copy, and reorganize text by dragging headings. In outline view, we can collapse a document to see only the main headings, or we can expand it to see all headings and even body text. Outline view also makes it easy to work with master document. A master document makes it easier to organize and maintain a long document, such as a multipart report or a book with chapters. In outline view, page boundaries, headers and footers, graphics, and backgrounds do not appear.

To switch to outline view, click Outline on the View menu


                                    Typing, editing, and formatting text. Normal view shows text formatting but simplifies the layout of the page so that we can type and edit quickly. In normal view, page boundaries, backgrounds, , and  that do not have the In line with text wrapping style do not appear.

To switch to normal view, click Normal on the View menu


                                    In Web  layout  view, we can see backgrounds, text is wrapped to fit the window, and graphics are positioned just as they are in a Web browser.

To switch to Web  layout  view, click Web  layout  on the View menu

Document Map:

                                    Document map is used to see the headings or meter of topic heading wise in file/documents .when we create any heading then we first select word go to format click on style & formatting select heading according to our choice if we need individual heading then click on heading 1 when we want sub heading of heading 1 then we click heading 2.

DC view

When we click a heading in the Document Map, Word jumps to the corresponding heading in the document, displays it at the top of the window, and highlights the heading in the Document Map. We can show or hide the Document Map at any time.

To switch to the Document Map, click Document Map on the View menu


        On the Standard tool bar, click the arrow next to Undo.

Microsoft Word displays a list of the most recent actions we can undo


A style is a set of formatting characteristics that we can apply to text, tables, and lists in our document to quickly change their appearance. When we apply a style, we apply a whole group of formats in one simple task. For example, instead of taking three separate steps to format our title as 16 pt, Arial, and center-aligned, we can achieve the same result in one step by applying the Title style.

The following are the types of styles we can create and apply:

  • A paragraph style controls all aspects of a paragraph’s appearance, such as text alignment, tab stops, line spacing, and borders, and can include character formatting.
  • A character style affects selected text within a paragraph, such as the font and size of text, and bold and italic formats.
  • A table style provides a consistent look to borders, shading, alignment and fonts in tables.
  • A list style applies similar alignment, numbering or bullet characters, and fonts to lists.

We can create, view, and reapply styles from the Styles and Formatting task pane. Direct formatting that we apply is also stored in this pane, so that we can quickly reapply it.


When we want the formatting auto then we will like that

On the Tools menu, click AutoCorrect Options, and then click the AutoFormat As We Type tab

  1. On the Format menu, click AutoFormat.
  2. To choose which types of automatic changes Microsoft Word makes, click Options, select or clear the options we want, and then click OK.
  3. Click a document type to apply the most appropriate formatting.
  4. Do one of the following:
    1. To have Word automatically format the document, click AutoFormat now.
    1. To review and accept or reject each change, click AutoFormat and review each change.

Note   After our document has been automatically formatted, we can use the Style Gallery to select a professional document design

Character Formatting:

                                                when we need to format one word  then  we will click on view after  that click on font now we will get the one new window  here we can choose some different option like

  • color,bold,italic,underline,superscript,subscript,ingrave,emboss,hidden,small cap ,all cap strike through double strike through etc
  • in character spacing we can give  according to our choice space between character in words
  • we can give some special effect to our text like blinking, fragment. Etc

Changing Case:

                                    We can change some different case to our text like-

  • Upper Case
  • lower case
  • Title Case
  • Sentence case
  • toggle case
  1. in upper case we convert lower case text to upper  case mean all text change in to capital letter
  2. In lower case we convert UPPER CASE text to lower  case mean all text change in to small letter
  3. In Title Case first letter of every word will be in capital letter
  4. In Sentence case first letter of sentence will be in capital letter
  5. In toggle case first letter of sentence will be in small letter

Key Board Shortcut
Key Board Shortcut

Drop Cap:-

  1. Click the paragraph that we want to begin with a “drop cap,” a large dropped initial capital letter.

The paragraph must contain text.

  1. On the Format menu, click Drop Cap.
  2. Click Dropped or In Margin.

Paragraph Formatting

                                                         Paragraph formatting is divided in to

  • Alignment
  • Tab
  • Indents
  • Line spacing

  • Alignment

Alignment is used to give direction to text in document window.

Center Alignment (ctrl + E)

Right Alignment (ctrl + R)

Left Alignment (ctrl + L)

Justify Alignment (ctrl + J)

  • Tab

Tab is used to cursor setting

  • Indent

There are four type of indent are present in word

  1. FIRST LINE INDENT       where first line start in document
    1. left indent                   line start from the right side
    1. hanging indent          cursor comes one position  again & again after enter    
    1. right indent                where line  will be end
  • Line Spacing

We can give space between lines

Header & Footer

                                    Headers and footers are areas in the top and bottom margin of each page in a document. we can insert text or graphics in headers and footers — for example, page numbers, the date, a company logo, the document’s title or file name, or the author’s name — that are printed at the top or bottom of each page in a document.

header footer

 This is used to put information at the top and bottom of the document.  Header consists of text or graphics and it appear at the top of every page. Footer appears at the bottom of every page.


Endnote & Footnote:-

                                         Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. We might use footnotes for detailed comments and endnotes for citation of sources.

  1. Footnote and endnote reference marks
  2.   Separator line
  3.   Footnote text
  4.   Endnote text

A footnote or an endnote consists of two linked parts — the note reference mark and the corresponding note text. We can add note text of any length and format note text just as we would any other text. We can customize note separators, the lines that separate the document text from the note text.

            This is mainly used to create typical word meaning of page because of that when we create any endnote are foot note then we will have to  know the meaning of particular word by the way endnote comes after just end document mean it show where our last line of doc. Will end and foot note will appear in the bottom of document to create the end note and foot note

Endnote & Footnote

Bullet & Numbering:-

                                                Bullet & numbering this option is used to crate list in document when we want numbered list then we click on  numbering when we want bullet  list then we click on bullet  .we can make new bullet for e.g.   first we create e any draw in paint window and save it  now come in doc window and click on bullet and numbering click on bullet  after that click on customize   we can browse the drawing which we have already create in paint window  our new bullet will create  nor  we can  use in doc window

Bullet Numbering
Bullet Numbering


              A table is made up of rows and columns of cells that we can fill with text and graphics. Tables are often used to organize and present information we can also use tables to create interesting page layouts, or to create text, graphics and nested tables on a Web page


It’s helpful to know what the various parts of a table are called.

  •   Column
  •   Row
  •   Cell

Some parts of a table can only be seen if we display all formatting marks by clicking  Show/Hide  on the Standard toolbar.

  •   Table move handle
  •   End-of-row mark
  •   Table resize handle
  •   End-of-cell mark

Click on table from menu bar

Border & Shading:-

                                    Borders, shading, and graphic fills can add interest and emphasis to various parts of we document. We can add borders to pages, text, table and table cells, graphic objects, pictures, and Web frames. We can shade paragraphs and text. We can apply colored or textured fills to we graphic objects we can add a border to any or all sides of each page in a document, to pages in a section, to the first page only, or to all pages except the first. We can add page borders in many line styles and colors, as well as a variety of graphical borders. We can set apart text from the rest of a document by adding borders. We can also highlight text by applying shading. When we draw an object, it appears with a border around it we can also add borders to text boxes, pictures, and imported art. We can change or format a border in the same way we change or format a line. We can fill objects with a solid color, a gradient, a pattern, a texture, or a picture. If we want a color or fill effect to appear behind all the text on the page, we may want to use a watermark, background, or theme.


Word Art Gallery:-

                                     This is very attractive option and yes this option is used to write special type of text  like when we want to write out name very effective type then this option is very use full in this condition

Word Art Gallery Picture Type

Book Mark:-

                      This option is used to jump one location to another location in one document file in the MS-Word. Bookmark identifies a location or selection of text that we name and identify for future reference. For example, we might use a bookmark to identify text that we want to revise at a later time. Instead of scrolling through the document to locate the text, we can go to it by using the Bookmark dialog box.

  1. Select an item we want a bookmark assigned to, or click where we want to insert a bookmark.
  2. On the Insert menu, click Bookmark.
  3. Under Bookmark name, type or select a name.

Bookmark names must begin with a letter and can contain numbers. We can’t include spaces in a bookmark name. However, we can use the underscore character to separate words — for example, “First heading.”


Spelling & grammar:-

                                                By default, Microsoft Word checks spelling and grammar automatically as you type, using wavy red underlines to indicate possible spelling problems and wavy green underlines to indicate possible grammatical problems. If we mistype a word but the result is not a misspelling (for example, typing “from” instead of “form” or “there” instead of “their”), the spelling checker will not flag the word. To catch those types of problems, use the grammar checker

Type word in the document.

Right-click a word with a wavy red or green underline, and then select the command or the spelling alternative you want.

Spelling & grammar
Spelling & grammar

Mail Merge

Use the Mail Merge Wizard to create form letters, mailing labels, envelopes, directories, and mass e-mail and fax distributions. To complete the basic process, we:

  • Open or create a main document.
  • Open or create a data source with individual recipient information.
  • Add or customize merge fields in the main document.
  • Merge data from the data source into the main document to create a new, merged document.

  Data source with recipient information, such as names and addresses  Main document with merge fields that are placeholders for recipient information  Resulting merged document

The wizard guides we through all of these steps. If we prefer to work outside the wizard, we can use the Mail Merge toolbar. Either way, the end result is that each row (or record) in the data source produces an individual form letter, mailing label, envelope, or directory item.

Sending circulars information etc. to more than one person or company at a time is a very tedious task and can

Consume a full day. To overcome this problem mail merge utility can be used, where after drafting a single letter

Copies of that letter can be created with different addresses supplied through a stored data source in mail merge

Main letter document is created  first after that a data source is introduce to the mail merge utility Heading from data source are inserted in main document at the appropriate place.  After this required criteria of merging can be

Given to merge these data in document or printer with new copy of letter with each record supplied from the data

Source. Other than merging of letter with data, envelopes and labels can also be created using the data source supplied.                 

 Mail Merge
Mail Merge

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