MICROSOFT OFFICE

Microsoft office – Microsoft office is a software package developed by Microsoft Corporation for office automation.

Microsoft Word – Microsoft word is a processor available under MS Office package that allows a user to create documents such as official documents, reports, resumes, letters graphics, web pages etc. It is a complete word processor. It has office button, quick access, toolbar, Tab Ribbons and a lot of feature. In MS Word different types of document views are available. It has Print preview, page border, shape, picture, clipart, column, bullets, objects, symbol, header and footer, hyperlink, hyphenation, Word count, mail merge features.

Features of MS Word

· Shapes and pictures can be inserted in word document very easily.

· Border, page border, table, smart art can be inserted in a word document.

· Word art, text box, bullets, numbering, change case; language features are available in MS-Word.

· Header and footer, endnote, footnote, caption, word count, auto correct, draw table features are available in MS-Word.

· Hyphenation, set language, summary, ruler, document, map, document, page setup, print preview and text editing features and formatting features are available in MS- Word.

Starting MS-Word

Start All Programs Microsoft Office Microsoft Office Word 2007

Microsoft Office Button:

New	Creates a new, blank file.
Open	You can use Office Word to open files in any of several formats.
Close	Closes the active file without exiting the application. If the file contains any unsaved changes; you will be prompted to save the file before closing. To close all open files, hold down SHIFT and click Close All on the File Menu.
Save	You can save Office Word documents to any of several file formats.
Save As	Saves the active file with a different file name, location, or file format. In Microsoft Access, Microsoft Excel, and Word, you can also use this command to save a file with a password or to protect a file so that others cannot change its contents.
Print Preview	Shows how a file will look when you print it.
Print	Prints the active file or selected items. To select print options, on the File Menu, click Print.
Send To	Sends the current file as an attachment to a mail message. Sends the active file to reviewers to change and add comments.

Home Menu:

Cut	Removes the selection from the active document and places ii on the Clipboard.
Copy	Copy the selection from the document and out it on the clipboard
Paste	Inserts the contents of the Clipboard at the insertion point, and replace any selection. This command is available only if you have cut or copied an object, text, or contents of a cell.
Format Painter	Copies the format from one place and applies to the another
Font	Changes the font type, font Color, font size, animation effects and appearance of the selected text. From Font type option select the font type required for the text. From the Font Style option select options required for the text like Bold, Italic etc. From Font Size option select the text. Choose the color for the text with the option Font Color.
Paragraph	Changes paragraph indents, text alignment, line spacing. Pagination, and other paragraph formats in the selected paragraph.
Bullet & Numbering	Adds bullets or numbers to selected paragraphs and modifies the bullets and numbering format. You can add bullets to existing lines of text or you can create a bulleted list automatically as you type. Word automatically converts the paragraph to a bulleted item when you press ENTER to end the paragraph.
Indent	Indentation determines the distance of the paragraph from either the left or the right margin.
Alignment	You can change the vertical alignment of, the text within a section or of selected text only. You can align the text at the top of the page, center the text, justify the text, or align the text at the bottom of the page.
Styles	Defines or applies to the selection a combination of formats, called a style. Customizes the look of your document by using styles from other templates.
Find/Replace	Searches for specified text, formatting, symbols, comments, footnotes, or endnotes in the active document. You can automatically replace a word or phrase with another – for example, you can replace ECIL with ECT
Go To	You can move to a page number, comment; footnote, bookmark, or other location.

Insert Menu:

Cover Page	Inserts a fully formatted page where you can insert author, company name. Date etc.
Blank Page	Inserts a new blank page at the current position
Page Break	Starts a next page at the current position
Table	Creates tables of contents, tables of figures, tables of authorities, and other similar tables.
Picture	Opens the Clip Gallery where you can select the clip art image you to insert in your file or update your clip art collection. Inserts an existing picture in the active file at the insertion point. Displays the AutoShape categories you can insert. Creates a chart by inserting s Microsoft Graph object.
Hyperlink	Link to any Microsoft Office document, Web page, or other file server.
Bookmark	A bookmark identifies a location or a selection of text that you name and identify for future reference.
Cross reference	Inserts a cross-reference to an item in document. For example after you insert a bookmark in a document, you can refer to that bookmark from other places in the text by creating cross-references to the bookmark.
Header/Footer	You can insert pre-designed headers or footers in your document and easily change the header and footer designs. Or you can create your own header or footer with a company logo and custom look, and save the new header or footer to the gallery.
Page Number	Inserts page numbers that automatically update when you add or delete pages.
Text Box	Draws a text box where you click or drag in the active window. Use a text box to add text – such as captions or callouts – to your pictures or graphics.
Word Art	Word Art is a gallery of text styles that you can add to your documents to create decorative effects, such as shadowed or mirrored (reflected) text.
Drop cap	Formats a letter, word, or selected text with a large initial – or “dropped” – capital letter. A “drop cap” is traditionally the first litter in a paragraph, and it can appear either in the left margin or dropped from the base line of the first line in the paragraph. E.g. : W^ord
Signature Line	You can create a signature line by underlining blank spaces. The best way to do this depends in whether you want to print document or distribute it online.
Date Time	Adds the date and time to an individual slide using tie format you choose. If you want to add the date and time to every slide, use Header and Footer command.
Symbols	You can use the Symbols dialog box to insert symbols, such as ⅓ and ©, or special characters, such as an em dash (—) or ellipse (…) that are not on your keyboard, as well as Unicode.

Page Layout Menu:

Themes	A theme is a set of unified design elements and color schemes for background images, bullets, fonts, horizontal lines, and other document elements. A them helps you easily create professional and well-designed documents for viewing in Word, in e-mail, or on the Web.
Margins	Page margins are the blank space around the edges of the page. In general, you insert text and graphics in the printable area between the margins.
Orientation	You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your document. When you change the orientation, the galleries of pre-designed page and cover page options also change to offer pages that have the orientation that you choose.
Columns	To quickly place text in a column format, click the Columns button on the standard toolbar and select the number of columns.
Line Numbers	Adds the line numbers in the margin of each line of the document.
Hyphenation	You can use the Hyphenation feature to automatically or manual hyphenate the text, insert optional or non-breaking hyphens, and set the maximum amount of space allowed between a word and the right margin without hyphenating the word.
Watermark	Watermarks are text or pictures that appear behind document text. They often add interest or identify the document status, such as merging a document as a Draft.
Page Color	Adds the background color to the page
Page Border	Adds borders to selected text, paragraphs, pages, table cells, or pictures.
Align	Displays or hides dotted gridlines to help you see which cell you’re working in. Table gridlines are not printed. If you want to add printable gridlines to our table, use the Borders and Shading command.
Text Wrapping	You can modify the way the document text wraps around the graphic.

References Menu:

Footnotes	Footnotes contain text that appears at the bottom of the page on which its corresponding footnote reference appears.
Bibliography and citations	A bibliography is a list of sources. Usually placed at the end of document that you consulted or cited in creating the document. I Microsoft Office Word you can automatically generate a bibliography based on the source information that you provide for the document.
Captions	Inserts captions for tables, figures, equations, and other items.
Cross-reference	Inserts a cross-reference to an item in a document.

Mailings Menu:

Envelopes and Labels	Creates an envelope or a single mailing label, or inserts the same name and address on an entire sheet of mailing labels.
Mail merge	Produces form letters, mailing labels, envelopes, catalogs, and other types of merged documents.
Select recipient	To merge information into your main document, you must connect the document to a data source, or a data file.

Review Menu:

Spelling & Grammar	Checks the active document for possible spelling, grammar, and writing style errors, and displays suggestions for correcting them. To set spelling and grammar checking options. Click Options on the Tools Menu, and then click the Spelling and Grammar tab.
Thesaurus	You can look up synonyms (different words with same meaning) and antonyms (words with the opposite meaning) in the thesaurus.
Comment	Inserts a comment at the insertion point.

View Menu:

Print Layout	Switches to normal view, which is the default document view for most word processing tasks, such as typing, editing and formatting.
Web layout	Switches to online layout view, which is the best for displaying and reading documents on the screen. When you switch to online layout view, word also turns on the document map, which makes it easy to move from one location to another in your document.
Outline	Switches to outline view, where you can examine and work with the structure of your file in classic outline form. Work in outline view when you need to organize and develop the content of your file.
Ruler	Displays or hides the horizontal ruler, which you can use to position objects, change paragraph indents, page margins, and other spacing settings.
Document Map	Turns on or off the Document map a vertical pane along the left edge of the document window that outlines the document structure. Use the Document map to quickly browse a ling or online document and to keep track of your location in it.
Thumbnails	You can use to navigate the document through small pictures of each page.
Zoom	You can zoom in to get a close-up view of your document or zoom out to see more of the page at a reduced size. You can also save a particular zoom setting \with a document or template.
Macro	Opens the Macros dialog box, where you can run, edit or delete a macro. Use Record New Macro to record a series of actions as a macro.
Gridlines	Displays or hides dotted gridlines to help you see which cell you’re working in. Table gridlines neither are nor printed. If you want to add printable gridlines to your table, use the Borders and Shading command.

Open a document on your hard disk

· Click Open

· If you want to open a document that was saved in a different folder locate and open the folder

· Double click the document you want to open

Save a new document

· Click Save in MS Office button

· If you want to save the document in a different folder locate and open the folder

· In the name box, type a name for the document

· Click Save

My documents folder

The first time you open the Open and Save As dialog boxes after starting word, the My Documents folder is displayed as the working or active folder, by default. The My Documents folder is a food place to save documents, worksheets, presentations, databases and other files you are currently working on. To quickly view a list of files of files in the default working folder when you open or save document, click My Documents on the places bar.

Undo Mistakes

· On the quick access tool bar click the arrow next to undo. Word displays a list of the most recent action you can undo.

· Click the actions you7 want to undo. If you don’t see the actions, scroll through the list. When you undo an action, you also undo all actions above it in the list.

· If you later decides you didn’t want to undo an actions, click Redo on the quick access tool bar Shortcut key to redo mistakes is Ctrl + X

Why use headers and footers?

Headers and footers are typically used in printed documents. You can create headers and footers that include text or graphics-for example, page numbers, the date, a company logo, the document’s title or file name or author’s name that are usually printed at the top or bottom of each page in a document. A header is printed in the top margin and footer is printed in the bottom margin.

You can use the same header and footer throughout a document or change the header and footer for part of the document. For example, use a unique header or footer on the first page, or leave the header or footer of the first page. You can also use different headers and footers on odd or even pages or for part of a document.

Insert a symbol

1. Click where you want to insert the symbol.

2. On the Insert Menu, click Symbol, and then click the Symbols tab.

3. In the Font box, click the font that you want.

4. Double click the symbol that you want to insert.

Type a comment

1. Select the text item you want to comment on.

2. Select Comment from Review Menu.

3. Type the comment text in the comment pane at the right side of the document.

Why use footnotes and endnotes?

Typically footnotes and endnotes are used in printed documents to explain, comment on, or provide reference for text in a document. You can include both footnote and endnotes in the same document. Footnotes appear at the end page in a document. Endnotes typically appear at the end of a document.

Insert a footnote or an endnote

1. Click where you want to insert the footnote or endnote.

2. On the References Menu, click Footnote.

3. Write the note you want to give about.

What is caption?

A caption is numbered label, such as “Figure 1”, that you can add to table, figure, equation or other item. You can vary the caption label and number format for different types of item - for example “Table II” and “Equation I-A”. If you later add, delete or move captions, you can easily update the caption numbers all at once.

Join Photographic Expert Group (JPEG)

JPEG is an image format that’s supported by most Web browsers. Graphic files in JPEG format typically have the extension jpg in the Microsoft Windows environment. This format is best suited for photographic images because it can display an unlimited number of colors, and its compression routine is optimized for photographs.

Graphics interchange format

GIF is a graphics format that is frequently used on the Web. GIF works best for logos, icons and line art. Because the format is limited to 256 colors, it may not be ideal for detailed photographs.

Make text or number superscript

1. Select the text you want to format as Superscript.

2. On the Home Menu, click Superscript (X²)

Make text or number subscript

1. Select the text you want to format as Subscript.

2. On the Home Menu, click subscript (X₂)

3. In the Underline Style list, click the style you want.

4. In the Underline Color list, click the color you want.

Line spacing

It is the amount of space from the bottom of one line to text to the bottom of the next line. Microsoft Word bases the line spacing on the font size of the text. For example, in single spaced lines that contain 10-point text the line spacing is approximately 10 points plus a small amount of extra space. Word adjusts the line spacing to accommodate the largest font or the tallest graphics in that line.

Vary the case of text

1. Select the text you want to change.

2. On the Home Menu, click Change Case. (Aa)

Options available under change case

1. Sentence case

2. UPPER CASE

3. Lower case

4. Title Case

5. toggle cASE

Backgrounds

Backgrounds are used in web layout view or in a Web Browser to create a more interesting background for your web page.

Watermark

Watermark may be any text or graphic that when printed appears either on top of or behind existing document text. For example, in a catalogue of items for sale, you might want “sold” to appear on top of the sold out items. You would also use a watermark when you want a graphic such as a company logo, or text, such as “Confidential,” to appear lightly in the background of each printed page.

Password

A set of unique characters use to prevent access to the protected item or document from unauthorized users. A Password can contain any combination of letters, numbers, spaces and symbols, and it can be up to 15 characters long. As you type a password, Microsoft Word masks each character you type by displaying an asterisk (*) instead of the actual character. Passwords are case sensitive, so if you vary the capitalization when you assign the password, users must type the same capitalization when they enter the password.

About using passport

In Microsoft Word, passwords have a number of uses. When you create a password, write it down and keep it in a secure place. If you lose the password, you cannot open or gain access to the password-protected documents.

Required a password to open a document

1. Open the document.

2. On the MS Office Menu, click Save As.

3. On the Tools Menu, in the Save As dialog box, click General Options.

4. In the Password to open box, type a password and then click OK.

5. In the Re-enter password to open box, type the password again, and then click OK.

6. Click Save.

Mail merge

You can use the Mail Merge Helper to create form letters, mailing labels, envelopes or catalogues. The Mail Merge Helper guides you through organize the address data, merging it into a generic document and printing the resulting personalizes documents.

Step.

1. Open or create a main document, which contains the generic information that the to repeat in each form letter, mailing label, envelop or catalogue.

2. Open or create a data source, which contains the data that varies in the merged document – for example, the name and address of each recipient of a form letter.

3. In the main document, insert merge fields, which are placeholders that tell Microsoft Word where to insert data from the data source.

4. Merge data from the data source into the main document. Each row (or record) in the data source produces an individual form letter, mailing label, and envelope or catalogue item. You can collect the merged documents into a new document so you can review and print them later.

What is Macro?

If you perform a task repeatedly in Word, you can automate the task by using a macro. A macro is a series of Word commands and instructions that you group together as a single command to accomplish a task automatically.

Record a macro in Word

1. On the View Menu, point to Macro and then click Record New Macro.

2. In the Macro name box, type a name for the macro.

a) To move the item, click cut on the standard toolbar.

b) To assign the macro to shortcut keys, click Keyboard. In the commands box, click the macro you are recording. In the Press new shortcut key box, type the key sequence and then click Assign. Click close to begin recording the macro.

3. Perform the actions you want to include in your macro.

4. To stop recording your macro, click Stop Recording.

Run a macro

1. On the view men, point to Macro and then click Macros.

2. In the Macro name box, click the name of the macro you want to run.

3. Click Run.

Note: You can simply press the Shortcut Key to run a specified Macro.

Keyboard Shortcuts:

Action	Keystroke	Action	Keystroke
Open a file	Ctrl+O	Font face	Ctrl+Shift+F
New file	Ctrl+N	Font size	Ctrl+Shift+P
Close a file	Ctrl+W	Bold	Ctrl+B
Save As	F12	Italics	Ctrl+I
Save	Ctrl+S	Underline	Ctrl+U
Print Preview	Ctrl+F2	Double Underline	Ctrl+Shift+D
Print	Ctrl+P	Word Underline	Ctrl+Shift+W
Show/Hide Paragraph	Ctrl+*	All Caps	Ctrl+Shift+A
Spelling & Grammar	F7	Change Case	Shift+F3
Help	F1	Subscript	Ctrl+=
Find	Ctrl+F	Superscript	Ctrl+Shift+=
Goto	Ctrl+G	Make Web Hyperlink	Ctrl+K
Select Entire Document	Ctrl+A	Goto Previous cell	Shift+Tab
Select from cursor to beginning of the line select	Shift+Home	Goto beginning of the line	Home
Goto end of the line	End	Highlight to beginning of Column	Alt+Shift+Pageup
Goto beginning of document	Ctrl+Home	Highlight to end of Column	Alt+Shift+Pagedown
Cut	Ctrl+X	Highlight to beginning of row	Alt+Shift+Home
Copy	Ctrl+C	Goto end of row	Alt+End
Paste	Ctrl+V	Highlight to end of row	Alt+Shift+End
Undo	Ctrl+Z	Column Break	Ctrl+Shift+Enter
Redo	Ctrl+Y	Copyright©	Alt+ Ctrl+C
Format Painter	Ctrl+shift+C	Data Field	Alt+Shift+D
Left Alignment	Ctrl+L	Goto Footnotes	Alt+ Ctrl+F
Centre Alignment	Ctrl+E	Show/hide¶	Ctrl+Shift+F8
Right Alignment	Ctrl+R	Thesaurus	Shift+F7
Justified	Ctrl+J	Delete Previous word	Ctrl+Backspace
Apply Bulleted List	Ctrl+Shift+L	Indent	Ctrl+M
Page Break	Ctrl+Enter

Revision:-

1. Write on page ABCD…. In different styles and colors.

2. Create your Resume using tab.

3. Write an application to your principal for leave.

4. Use character and paragraph formatting.

5. Protect your document with password.

Santosh Kumar Singh

Mob.-9835631611 / 9334233749