Microsoft Word is a powerful word processing tool that is used by millions of people around the world. While most people know the basics of Word, there are many features and functions that can help you save time and increase your productivity. In this blog, we will share some tips and tricks that will help you use Microsoft Word like a pro.
Use Styles and Headings
Using styles and headings can help you structure your document and make it easier to read. By applying styles and headings, you can create a table of contents, navigate your document easily, and even generate an automatic list of figures and tables. To apply a style, select the text you want to format, right-click and choose the appropriate style from the Styles gallery.
Use Keyboard Shortcuts
Keyboard shortcuts can save you a lot of time when working in Microsoft Word. Some of the most common shortcuts include Ctrl+C to copy, Ctrl+V to paste, and Ctrl+S to save. You can also use Alt+F4 to close the current document or Ctrl+Z to undo the last action.
Use Templates
Microsoft Word has a wide variety of templates that can help you create professional-looking documents quickly and easily. Whether you need to create a resume, a cover letter, a newsletter, or a brochure, there is a template available for you. To access the templates, click File > New and choose the template you want to use.
Use the Navigation Pane
The Navigation Pane is a useful tool that allows you to navigate your document easily. You can use it to jump to different sections of your document, search for specific text, or even rearrange the content of your document. To open the Navigation Pane, click View > Navigation Pane.
Use the Review Tab
The Review tab is where you can find all the tools you need to review and edit your document. You can use it to check your spelling and grammar, add comments, track changes, and even protect your document with a password. To access the Review tab, click Review on the Ribbon.
Use the Page Layout Tab
The Page Layout tab is where you can find all the tools you need to format your document. You can use it to adjust the margins, add page borders, and even change the orientation of your document. To access the Page Layout tab, click Page Layout on the Ribbon.
Use the Insert Tab
The Insert tab is where you can find all the tools you need to add content to your document. You can use it to insert tables, pictures, shapes, and even hyperlinks. To access the Insert tab, click Insert on the Ribbon.
Complete Tutorial of MS-WORD
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:-
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
Figure
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 –
- Print layout view
- Out line view
- Normal view
- 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.
2. OUTLINE LAWET VIEW
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
3. NORMAL VIEW
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
4. WEB LAWET VIEW
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.
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
Undo:
On the Standard tool bar, click the arrow next to Undo.
Microsoft Word displays a list of the most recent actions we can undo
Formatting
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.
NOTE:-
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
- On the Format menu, click AutoFormat.
- To choose which types of automatic changes Microsoft Word makes, click Options, select or clear the options we want, and then click OK.
- Click a document type to apply the most appropriate formatting.
- Do one of the following:
- To have Word automatically format the document, click AutoFormat now.
- 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
- in upper case we convert lower case text to upper case mean all text change in to capital letter
- In lower case we convert UPPER CASE text to lower case mean all text change in to small letter
- In Title Case first letter of every word will be in capital letter
- In Sentence case first letter of sentence will be in capital letter
- In toggle case first letter of sentence will be in small letter
Drop Cap:-
- Click the paragraph that we want to begin with a “drop cap,” a large dropped initial capital letter.
The paragraph must contain text.
- On the Format menu, click Drop Cap.
- 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
- FIRST LINE INDENT where first line start in document
- left indent line start from the right side
- hanging indent cursor comes one position again & again after enter
- 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.
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.
- Footnote and endnote reference marks
- Separator line
- Footnote text
- 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
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
Table:-
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.
- Select an item we want a bookmark assigned to, or click where we want to insert a bookmark.
- On the Insert menu, click Bookmark.
- 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.
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.
Conclusion
Microsoft Word is a powerful tool that can help you create professional-looking documents quickly and easily. By using the tips and tricks we’ve shared in this blog, you can become a pro at using Microsoft Word and increase your productivity. Remember to use styles and headings, keyboard shortcuts, templates, the Navigation Pane, the Review tab, the Page Layout tab, and the Insert tab to get the most out of Microsoft Word.