Microsoft Word

MICROSOFT WORD TUTORIAL

This chapter will teach you how to start a word 2010 application in simple steps. Assuming you have Microsoft Office 2010 installed in your PC, to start word application, follow the following steps at your PC:

Step (1): Click Start button.

Step (2): Click All Programs option from the menu.

Step (3): Search for Microsoft Office from the sub menu and click it.

Step (4): Search for Microsoft Word 2010 from the submenu and click it.

This will launch Microsoft Word 2010 application.

Following is the basic window which you get when you start word application. Let us understand various important parts of this window.

File Tab:

The File tab replaces the Office button from Word 2007. You can click it to check backstage view, which is the place to come when you need to open or save files, create new documents, print a document, and do other file-related operations.

Quick Access Toolbar:

This you will find just above the File tab and its purpose is to provide a convenient resting place for the Word most frequently used commands. You can customize this toolbar based on your comfort.

Ribbon:

Tabs: They appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are example of ribbon tabs.

Groups: They organize related commands; each group name appears below the group on the Ribbon. For example group of commands related to fonts or group of commands related to alignment etc.

Commands: Commands appear within each group as mentioned above.

Title bar:

This lies in the middle and at the top or the window. Title bar shows the program and document titles.

Rulers:

Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical position of elements on the page.

Help:

The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on various subjects related to word.

Zoom Control:

Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out, and + buttons you can click to increase or decrease the zoom factor.

View Buttons:

The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch among Word's various document views.

Print Layout view: This displays pages exactly as they will appear when printed.

Full Screen Reading view: This gives a full screen look of the document.

Web Layout view: This shows how a document appears when viewed by a Web browser, such as Internet Explorer.

Outline view: This lets you work with outlines established using Word. standard heading styles.

Draft view: This formats text as it appears on the printed page with a few exceptions. For example, headers and footers aren't shown. Most people prefer this mode.

Document Area:

The area where you type. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type.

Status Bar:

This displays document information as well as the insertion point location. From left to right, this bar contains the total number of pages and words in the document, language etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the provided list.

Dialog Box Launcher:

This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group.

The Backstage view has been introduced in Word 2010 and acts as the central place for managing your documents. The backstage view helps in creating new documents, saving and opening documents, printing and sharing documents, and so on.

Getting to the Backstage View is easy: Just click the File tab, located in the upper-left corner of the Word Ribbon. If you already do not have any opened document then you will see a window listing down all the recently opened documents as follows:

If you already have an opened document then it will display a window showing detail about the opened document as shown below. Backstage view shows three columns when you select most of the available options in the first column.

First column of the backstage view will have following options:

Document Properties:

When you click Info option available in the first column, it displays various properties in the third column of the backstage view. These properties include document size, number of pages in the document, total number of words in the document author etc.

You can also edit various properties. Just try to click on the property value and if property is editable then it will display a text box where you can add your text like title, tags, comments, Author.

Moving with Mouse:

You can easily move the insertion point by clicking in your text anywhere on the screen. Sometime if document is big then you can not see a place where you want to move. In such situation you would have to use the scroll bars, as shown in the following screen shot:

You can scroll your document by rolling your mouse wheel, which is equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars:

As shown in the above screen capture, there are two scroll bars: one for moving vertically within the document, and one for moving horizontally. Using the vertical scroll bar, you may:

Move upward by one line by clicking the upward-pointing scroll arrow.

Move downward by one line by clicking the downward-pointing scroll arrow.

Move one next page, using next page button (footnote).

Move one previous page, using previous page button (footnote).

Use Browse Object button to move through the document, going from one chosen object to the next.

Key Combination Where the Insertion Point Moves    

Ctrl +   To the next word    

Ctrl +   To the previous word    

Ctrl +   To the start of the previous paragraph    

Ctrl +   To the start of the next paragraph    

Ctrl + PageUp To the previous browse object    

Ctrl + PageDown To the next browse object    

Ctrl + Home To the beginning of the document    

Ctrl + End To the end of the document    

Shift + F5 To the last place you changed in your document.  

Moving with Go To Command:

Press F5 key to use Go To command, which will display a dialogue box where you will have various options to reach to a particular page.

Normally we use page number or line number or section number to go directly on a particular page and finally press Go To button.

Saving New Document:

Once you are done with typing in your new word document, it is time to save your document to avoid losing work you have done on a Word document. Following are the steps to save an edited word document:

Step (1): Click the File tab and select Save As option.

Step (2): Select a folder where you would like to save the document, Enter file name which you want to give to your document and Select a Save as type, by default it is .docx format.

Step (3): Finally, click on Save button and your document will be saved with the entered name in the selected folder.

Saving New Changes:

There may be a situation when you open an existing document and edit it partially or completely, or even you would like to save the changes in between editing of the document. If you want to save this document with the same name then you can use either of the following simple options:

Just press Ctrl + S keys to save the changes.

Optionally you can click on the floppy icon available at the top left corner and just above the File tab. This option will also save the changes.

You can also use third method to save the changes, which is Save option available just above the Save As option as shown in the above screen capture.

If your document is new and it was never saved so far, then with either of the three options, word would display you a dialogue box to let you select a folder, and enter document name as explained in case of saving new document.

Opening New Document:

A new, blank document always opens when you start Microsoft Word. But suppose that you want start another new document while you are working on another document, or you closed already opened document and want to start a new document. Here are the steps to open a new document:

Step (1): Click the File tab and select New option.

Step (2): When you select New option from the first column, it will display a list of templates in second column. Just double click on Blank document, which is very first option in the template list. We will discuss about rest of the templates available in the list in coming chapters.

Now you should have your blank document as shown below ready to start typing your text.

You can use a short cut to open a blank document anytime. Try using Ctrl + N keys and you will see a new blank document similar to above window is opened.

Opening Existing Document:

There may be a situation when you open an existing document and edit it partially or completely. If you want to open an existing document then follw the following simple options:

Step (1): Click the File tab and select Open option.

Step (2): This will display following file Open dialog box, which lets you navigate through different file folders and also lets you select a file which you want to open.

Step (3): Finally locate and select a file which you want to open and click small triangle available onOpen button to open the file. You will have different options to open the file, but simply use Open option.

This will open your selected file. You can use Open Read-Only option if you are willing just to read the file and you have no intention to modify i.e. edit the file. Other options can be used for advanced usage.

When you finish working with a document, you would like to close it. Closing a document removes it from your computer screen and if you had other documents open, Word displays the last document you used otherwise, you see a blank Word window. Here are simple steps to close an opened document:

Step (1): Click the File tab and select Close option.

Step (2): When you select Close option and if document is not saved before closing, it will display following Warning box asking whether the document should be saved of not.

Step (3): Now its upto you if you want to save the changes, then click Save, otherwise click Don't Savebutton. To go back to the document click Cancel button.

This will close the document and if you had other documents open, Word displays the last document you used, otherwise, you see a blank Word window as shown below:

Microsoft Office provides more than one methods for calling up help when you need it. Few easiest methods are given in our tutorial:

Context Sensitive Help:

This is the easiest way of getting help about any of the options available at word screen. You just need to bring your mouse pointer over an option and wait for 2 seconds, MS Word will pop-up a small balloon help giving you detail about the operation. If word has additional help for that option then it gives option Press F1 for more help as shown below when you bring your mouse pointer over colour fill option. You can press F1 key to get further help on this option.

Using F1 Button:

You can press F1 when you are in the midst of doing something and office will display you various categories of help as shown below. You can either search a keyword using search option or you can browse listed categories to go through a topic in detail:

Using Help Icon:

You can also have similar help window as shown above, by clicking the Help icon located just above the right edge of the ribbon which is shown below:

Using Help Option

You can communicate with Microsoft using Help option available under the File tab.

As shown above, you can use Microsoft Office Help to launch help window, or Getting Started link to go to Microsoft official website, otherwise use Contact us option to contact Microsoft via email or phone.

Many times it is required to go back and insert an additional text in an existing line. Microsoft word provides two ways to insert text in existing text and we will show how to use both the methods of inserting text:

Insert and Add Text:

First we will see how inserted text will be added into the existing content without replacing any existing content.

Step (1): Click the location where you want to insert text or you can use keyboard arrows to locate the place where you would like to insert the text.

Step (2): Start typing your text you want to insert. Word inserts the text to the left of the insertion point, moving existing text to the right.

Insert and Replace Text:

In this insertion mode, text will be added into the existing content but same time it will over write all the content which comes in its way.

Step (1): Right-click the status bar and select Overtype option from the displayed menu.

When you select over type option, status bar will show insert mode as shown below:

Step (2): Click on the Insert text available at the status bar and it will switch to Overtype mode as shown below:

Step (3): Now click the location where you want to insert text or you can use keyboard arrows to locate the place where you would like to insert the text.

Step (4): Start typing your text you want to insert. Word would replace the existing text with the newly typed text without moving position of the exiting test.

SELECTING A TEXT 

The most common method of selecting a text is to click and drag the mouse over the text you want to select. Following table lists down few other simple method which will help you in selecting text in different scenarios:

SN                 Component & Selection Method    

1              Selecting text between two points 

                     Click at the start of the block of text, hold down Shift, and click at the end of the block.    

2              Selecting a single word

                     Simply double click anywhere on the word you want to select.    

3              Selecting a paragraph

                     Simply triple click anywhere on the paragraph you want to select.    

4              Selecting a sentence

                     Hold down Ctrl key and click anywhere in the sentence you want to select.    

5              Selecting a column of text

                     Hold down Alt, click and hold the mouse button, and drag over the column you want to select.  

Note that only one part of the document can be in selected state. If you have one portion of the document in selected state and as soon as you try to select any other part of the document, previous part will automatically be de-selected.

Using the Selection Bar:

The black shaded area in the following screen shot is called selection bar. When you bring your cursor in this area, it turns into a rightward-pointing arrow.

You can use selection bar to select various components of a document as described in the following table:

SN             Component & Selection Method    

1             Selecting a line 

                    Bring your mouse in selection bar area and click in front of the line you want to select.    

2            Selecting a paragraph

                   Bring your mouse in selection bar area and double click in front of the paragraph you want to                        select.    

3            Selecting the document

                   Bring your mouse in selection bar area and triple click.  

Using the keyboard:

Keyboard provides very good support when you want to select various components of the document as described in the following table:

SN            Key & Selection Method Selecting Text    

1            Ctrl + A 

                   Press Ctrl + A keys to select the entire document.    

2            Shift

                   Keep pressing Sift key and use any of the arrow keys to select the text.    

3            F8

                   Press F8 and then use any of the arrows keys to select the text.    

4           Ctrl + Shift + F8

                  Press Ctrl + Shift + F8 and then use any of the arrows keys to select column of the text.  

It is very common to delete text and retype the content in your word document. You might type something you did not want to type or there is something extra which is not required in the document. Regardless of the reason, Word offers you various ways of deleting the text in partial or complete content of the document.

Using Backspace & Delete Keys:

The most basic deletion technique is to delete characters one at a time by pressing either backspace or delete keys. Following table describes how you can delete single character or whole word by using either of these two keys:

SN       Keys & Deletion Methods    

1       Backspace 

              Keep the insertion point just after the character you want to delete and press backspace key.                      Word deletes the character immediately to the left of the insertion point.    

2      Ctrl + Backspace

             Keep the insertion point just after the word you want to delete and press Ctrl + Backspace key.                    Word deletes the whole word immediately to the left of the insertion point.    

3      Delete

             Keep the insertion point just before the character you want to delete and press delete key. Word                  deletes the character immediately to the right of the insertion point.    

4      Ctrl + Delete

              Keep the insertion point just before the word you want to delete and press Ctrl + Delete key.                       Word deletes the word immediately to the right of the insertion point.  

Using Selection Method:

You have learnt how to select various parts of a word document. You can make use of that learning to delete those selected parts as described in the following table:

SN Component Selection & Delete Methods    

1 Deleting text between two points 

        Click at the start of the block of text, hold down Shift, and click at the end of the block to select the               text and finally press either backspace or delete key.    

2 Deleting a single word

        Simply double click anywhere on the word you want to delete and finally press either backspace or               delete key.    

3 Deleting a paragraph

        Simply triple click anywhere on the paragraph you want to delete and finally press either backspace or           delete key.    

4 Deleting a sentence

        Hold down Ctrl key and click anywhere in the sentence you want to delete and finally press either                  backspace or delete key.    

5 Deleting a column of text

        Hold down Alt, click and hold the mouse button, and drag over the column you want to delete and               finally press either backspace or delete key.    

6 Deleting a line 

        Bring your mouse in selection bar area and click in front of the line you want to delete and finally press           either backspace or delete key.    

7 Deleting entire document content

        Press Ctrl + A keys to delete the entire document and finally press either backspace or delete key.    

   

Note: The black shaded area in the following screen shot is called selection bar. When you bring your cursor in this area, it turns into a rightward-pointing arrow.

Sometime it is required to move a text from one location to another location in the same document or in any another document. You can move text from one location in a document to another by using drag-and-drop technique with the help of mouse. This tutorial will teach you how to use drag and drop technique to move a text.

Move with-in same document:

Step (1): Select a portion of the text using any of the text selection methods.

Step (2): Now take your mouse pointer over the selected text and hold mouse left button and keep holding it while moving around the document.

Step (3): Take your mouse pointer at the place where you want to move selected text and release the mouse button. You will see that selected text is moved to the desired location.

Move with-in different documents:

You can move selected text from one document to another document. You are comfortable in moving text with-in the same document then here are simple steps which will help you in moving text from document to another document.

Step (1): Keep both the documents opened and to ensure that both documents are visible, click the Arrange All button on the View tab on the Ribbon.

This will display both the documents as shown below:

Step (2): Now, select a portion of the text using any of the text selection methods.

Step (3): Take your mouse pointer over the selected text and hold mouse left button and keep holding it while moving around the document.

Step (4): Take your mouse pointer at the place in second document where you want to move selected text and release the mouse button. You will see that selected text is moved to the desired location in second document.

Note: In case you have more than two documents, you can use Alt + Tab keys to switch through the different documents and select the desired destination document.

Previous tutorial explained how we can select desired text and move it to any other location in the same document or in any other document. This tutorial will teach you how to use copy, cut and paste techniques to duplicate a text leaving original text intact or removing original text completely.

To use copy and paste or cut and paste operations, word makes use of a temporary memory which is called clipboard. When you copy or cut a text then temporarily it stayed in clipboard and in second step you can paste this content at desired location.

Copy & Paste Operation:

Copy operation will just copy the content from its original place and create a duplicate copy of the content at the desired location without deleting the text from it's the original location. Following is the procedure to copy the content in word:

Step (1): Select a portion of the text using any of the text selection methods.

Step (2): At second step, you have various options available to copy the selected text in clipboard. Just use any one of them which you like most:

Using Mouse Right Click: If right click on the selected text, it will display copy option, just click this option to copy the selected content in clipboard.

Using Ribbon Copy Button: After selecting a text, you can use copy button available at the ribbon to copy the selected content in clipboard.

Using Ctrl + c Keys: After selecting a text, just press Ctrl + c keys to copy the selected content in clipboard.

Step (3): Finally click at the place where you want to copy selected text and use either of these two simple options:

Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the copied content at the desired location.

Using Ctrl + v Keys: This is simplest way of pasting the content. Just press Ctrl + v keys to paste the content at the new location.

Note: You can repeat paste operation as many times as you like to paste the same content.

Cut & Paste Operation:

Cut operation will cut the content from its original place and move the content from its original location to a new desired location. Following is the procedure to move the content in word:

Step (1): Select a portion of the text using any of the text selection methods.

Step (2): At second step, you have various options available to cut the selected text and put it in clipboard. Just use any one of them which you like most:

Using Mouse Right Click: If right click on the selected text, it will display cut option, just click this option to cut the selected content and keep it in clipboard.

Using Ribbon Cut Button: After selecting a text, you can use cut button available at the ribbon to cut the selected content and keep it in clipboard.

Using Ctrl + x Keys: After selecting a text, just press Ctrl + x keys to cut the selected content and keep it in clipboard.

Step (3): Finally click at the place where you want to move the selected text and use either of these two simple options:

Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the content at the new location.

Using Ctrl + v Keys: This is simplest way of pasting the content. Just press Ctrl + v keys to paste the content at the new location.

Note: You can repeat paste operation as many times as you like to paste the same content.

Copy, Cut & Paste in different documents:

You can use the same procedure what we have discussed above to copy and paste or cut and paste content form one document to another document. Procedure is very simple, just copy or cut the desired content from one document and go into another document where you want to paste the content and use mentioned step to paste the content.

You can use Alt + Tab keys to switch through the different documents and select the desired destination document.

Microsoft word allows you to use different fonts with different size. You can change your document's appearance by changing the fonts and their size. Usually you use different fonts for paragraphs and headings. So it is important to learn how to use different fonts. This chapter will teach you how to change a font and its size using simple steps.

Change the Font Type & Size:

Let me give a brief idea about font buttons which we are going to use in this tutorial. Here is a screen capture to show you few font related buttons.

Step (1): Select the text that you want to change to a different font and click Home tab. Now click Font Type button to list down all the fonts available as shown below.

Step (2): Try to move mouse pointer over different fonts listed. You will see that text font changes when you move mouse pointer over different fonts. You can use Font Scroll Bar to display more fonts available. Finally select a desired font by clicking over the font name in the list. I selected MV Boli for my sample text.

Step (3): Similar way, to change the font size, click over the Font Size button which will display a font size list. You will use same procedure to select a desired font size what you have used while selecting a font type.

Use Shrink and Grow Buttons:

You can use a quick way to reduce or enlarge the font size. As shown in first screen capture, Shrink Font button can be used to reduce the font size whereas Grow Font button can be used to enlarge font size.

Try to click either of these two buttons and you will see the effect. You can click a single button multiple times to apply the effect. Each time you click either of the buttons, it will enlarge or reduce the font size by 1 point.

Clear Formatting Options:

All of the setting can be reset to the plain text, or the default formatting. To reset text to default settings:

Step (1): Select the text that you want to reset.

Step (2): Click Clear Formatting button in the Home tab Font group, or simply use Ctrl + SPACE BAR.

Making text bold:

A bold text appears with heavy weight and dark ink and we use bold text to give more emphasis on the sentence. This is very simple to change selected text into bold font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl + B keys to make selected text bold.

Making text Italic:

An italic text appears with a small inclination and we use italicized text to differentiate to differentiate it from other text. This is very simple to change selected text into italic font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Italic [ I ] button in the Home tab Font group, or simply use Ctrl + I keys to convert text in italic font.

Underline the Text:

An underlined text appears with an underline and we use underlined text to make it more distinguished from other text. This is very simple to change selected text into underlined font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Underline [ U ] button in the Home tab Font group, or simply use Ctrl + U keys to put an underline under the text.

Strikethrough the Text:

Strikethrough text will look like a line has been drawn through its middle. A strikethrough text indicates that it has been deleted and not any more required. This is very simple to change selected text into strikethrough font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Strikethrough [ abc ] button in the Home tab Font group to put a line in the middle of the text which is called strikethrough the text.

Change Text to Sentence Case:

A sentence case is the case where first character of every sentence is capitalized. This is very simple to change selected text into sentence case by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select Sentence Case option to capitalize the first character of every selected sentence.

Change Text to Lowercase:

A lowercase: is the case where every word of a sentence is in lowercase. This is very simple to change selected text into lowercase by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select Lowercase option to display all selected words in lowercase.

Change Text to Uppercase:

An uppercase is the case where every word of a sentence is in uppercase. This is very simple to change selected text into uppercase by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select UPPERCASE option to display all selected words in all caps. All characters of every selected word will be capitalized.

Change Text to Capitalize:

A capitalize case is the case where every first character of every selected word is in capital. This is very simple to change selected text into capitalize by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select Capitalize Each Word option to put a leading cap on each selected word.

Toggle the Text:

Toggle operation will change the case of every character in reverse way. A capital character will become lower case and lower case characteter will become upper case. This is very simple to toggle case of the text by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select tOGGLE cASE option to change all lowercase words into uppercase and uppercase words into lowercase.

This chapter will teach you how to change text colors and how to mark text which should look like it was marked with a highlighter pen. Finally we will learn how to apply different effects on a text.

Change Font Colors:

By default any typed text comes in black color, but you can change your font color to any of the color which can imagine. This is very simple to change text color by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Font Color button triangle to display a list of colors. Try to move your mouse pointer over different colors and you will see text color will change automatically. You can select any of the colors available by simply clicking over it.

If you click at the left portion of the Font Color button, then already selected color will be applied to the text, so you would have to click over small triangle to display a list of colors.

If you do not find a color of your choice, you can use More Colors option to display color pallet box which allows you to select a color from range of millions of colors.

Highlight Text with Colors:

You can highlight a selected text using any color and it will look like it was marked with a highlighter pen. Usually we highlight a text using yellow color. This is very simple to highlight a text with a color by following two simple steps

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Text Highlight Color button triangle to display a list of colors. Try to move your mouse pointer over different colors and you will see text color will change automatically. You can select any of the colors available by simply clicking over it.

If you click at the left portion of the Text Highlight Color button, then already selected color will be applied to the text, so you would have to click over small triangle to display a list of colors.

Apply Text Effects:

Microsoft word provides a list of text effect which will beautify the document, specially cover page or headings of the document. This is very simple to apply various text effects by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Text Effect button to display a list of effects including shadow, outline, glow, reflection etc. Try to move your mouse pointer over different effects and you will see text effect will change automatically. You can select any of the text effect available by simply clicking over it.

There are four types of paragraph alignment are available in Microsoft Word left-aligned, centered, right-aligned, and justified.

Left Aligned Text:

A paragraph's text will be said left aligned if it is aligned with left margin. Here is a simple procedure to make a paragraph text left aligned.

Step (1): Click anywhere on the paragraph you want to align and click Align Text Left button available on Home tab or simply press Ctrl + L keys.

Center Aligned Text:

A paragraph's text will be said center aligned if it is in the center of the left and right margins. Here is a simple procedure to make a paragraph text center aligned.

Step (1): Click anywhere on the paragraph you want to align and click Center button available on Home tab or simply press Ctrl + E keys.

Right Aligned Text:

A paragraph's text will be said right aligned if it is aligned with right margin. Here is a simple procedure to make a paragraph text right aligned.

Step (1): Click anywhere on the paragraph you want to align and click Align Text Right button available on Home tab or simply press Ctrl + R keys.

Justify Aligned Text:

A paragraph's text will be said justify aligned if it is aligned with both left and right margins. Here is a simple procedure to make a paragraph text justify aligned.

Step (1): Click anywhere on the paragraph you want to align and click Justify button available on Home tab or simply press Ctrl + J keys.

When you click Justify button, it displays four options, justify, justify low, justify high and justify medium. You need to select only justify option. Difference between these options is that low justify creates little space between two words, medium creates a bit more space and high creates maximum space between two words to justify the text.

Create a List from Existing Text:

This is very simple to convert a list of lines into a bulleted or numbered list. Following are the simple steps to create either bulleted list or numbered list.

Step (1): Select a list of text to which you want to assign bullets or numbers. You can use any of the text selection method to select the text.

Step (2): Click the Bullet Button triangle to display a list of bullets you want to assign to the list. You can select any of the bullet style available by simply clicking over it.

Step (3): If you are willing to create a list with numbers then click the Numbering Button triangle instead of bullet button to display a list of numbers you want to assign to the list. You can select any of the numbering style available by simply clicking over it.

Create a List as You Type:

You can create a bulleted list as you type. Word will automatically format it according to your text. Following are the simple steps to create bulleted list as you type.

Step (1): Type *, and then either press the SPACEBAR or press TAB key, and then type the rest of what you want in the first item of the bulleted list.

Step (2): When you are done with typing, press Enter to add the item in the list automatically and go to add next item in the list.

Step (3): Repeat Step 2 for each list item.

You can create a numbered list as you type. Word will automatically format it according to your text. Following are the simple steps to create numbered list as you type.

Step (1): Type 1, and then either press the SPACEBAR or press TAB key, and then type the rest of what you want in the first item of the numbered list.

Step (2): When you are done with typing, press Enter to add the item in the list automatically and go to add next item in the list.

Step (3): Repeat Step 2 for each list item.

Spacing between Lines:

Following are the simple steps to adjust spacing between two lines of the document.

Step (1): Select the paragraph or paragraphs for which you want to define spacing. You can use any of the text selection method to select the paragraph(s).

Step (2): Click the Line and Paragraph Spacing Button triangle to display a list of options to adjust space between the lines. You can select any of the option available by simply clicking over it.

Spacing between Paragraphs:

You can also set distance between two paragraphs. Following are the simple steps to set this distance.

Step (1): Select the paragraph or paragraphs for which you want to define spacing and click the Paragraph Dialog Box Launcher available on Home tab.

Step (2): Click Before spinner to increase or decrease the space before the selected paragraph. Similar way click After spinner to increase or decrease the space after the selected paragraph. Finally click OK button to apply the changes.

You can use Line Spacing option available at the dialog box to set line spacing as we have seen in previous example. You can try it yourself.

Microsoft Word allows you to place a border on any or all of the four sides of selected text, paragraphs, and pages. You can also add many type of shading to the space occupied by selected text, paragraphs, and pages. This chapter will teach you how to add any of the borders ( left, right, top or bottom) around a text or paragraph or a page and how to add different shadows to them.

Add Borders To Text:

Following are the simple steps to add border to any text or paragraph.

Step (1): Select the text or paragraph to which you want to add border. You can use any of the text selection method to select the paragraph(s).

Step (2): Click the Border Button to display a list of options to put a border around the selected text or paragraph. You can select any of the option available by simply clicking over it.

Step (3): Try to add different borders like left, right top or bottom by selecting different options from the border options.

Step (4): To delete the existing border, simply select No Border option from the border options.

Note: You can add a horizontal line by selecting Horizontal Line option from the border options. Otherwise type --- (three hyphens) and press ENTER. A single, light horizontal line will be created between the left and right margins.

Add Borders To Page:

You can add borders of your choice to word pages by following the simple steps given below.

Step (1): Click the Border Button to display a list of options to put a border. Select Border and Shading option available at the bottom of list of the options as shown in above screen capture. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected text or page borders.

Step (2): Click Page Border tab which will display a list of border settings, styles and options whether this border should be applied to the whole document or just one page or first page.

Step (3): You can use Preview section to disable or enable left, right , top or bottom borders of the page. Follow the given instruction in preview section itself.

Step (4): You can customize your border by setting its color, width by using different art available under style section.

Add Shades To Text:

Following are the similar steps to add shades on a selected text or a paragraph(s).

Step (1): Click the Border Button to display a list of options to put a border. Select Border and Shading option available at the bottom of list of the options as shown in above screen capture. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected text or page borders.

Step (2): Click Shading tab which will display options to select fill, color and style and whether this border should be applied to Paragraph or Text.

Step (3): You can use Preview section to have an idea about the expected result. Once you are done, click OK button to apply the result.

If you already have a well formatted text and you want to apply similar formatting to another text then Microsoft Word provides a feature to copy and apply a format from one text to another text. This is very useful and time saving operation.

Copy and Apply of text formatting works for various text attributes for example text fonts, text colors, margins, headings etc.

Copy and Apply Text Formatting:

Following are the simple steps to copy and apply text formatting from one portion of your document to another portion of your document in a word document.

Step (1): Select the text containing the formatting that you want to copy. I have selected a text which has bold and underlined font as shown below.

Step (2): click the Home tab and click the Format Painter button to copy the format of the selected text. As soon as you click the format painter button, the mouse pointer changes to a paint brush when you move the mouse over your document.

Step (3): Now you are ready to apply the copied text format to any of the selected text. So select a text using mouse where you want to apply the copied text format. While selecting a text, you have to make sure that your mouse pointer is still in paint brush shape. After selecting the text, just release right click button of the mouse and you will see that newly selected text is changed to the format used for the original selection. You can click anywhere outside the selection to continue working on your document for further editing.

Copy and Apply Text Formatting multiple times:

Step (1): If you are intended to apply formatting at multiple places, then you would have to double click Format Painter button while copying text format. Later on you just keep selecting text where you want to apply the text formatting.

Step (2): When you are done with applying formatting at all the places, again click once at Format Painter to come out of format applying operation.

Microsoft Word allows you to place a border on any or all of the four sides of selected text, paragraphs, and pages. You can also add many type of shading to the space occupied by selected text, paragraphs, and pages. This chapter will teach you how to add any of the borders ( left, right, top or bottom) around a text or paragraph or a page and how to add different shadows to them.

Margins are the space between the edge of the paper and the text. You can adjust the right, left, top, and bottom margins of your document. By default, Word sets all margins left, right, top, and bottom to 1 inch.

Below, I have shown top, left and right margins, if you will type complete page, word will leave 1 inch bottom margin as well.

Adjust Margins:

Following are the simple steps which will be used to set margins for an opened document.

Step (1): Open the document whose margins you want to set. If you want the margins to apply only to a selected part of a document, select that part now.

Step (2): Click the Page Layout tab, and click Margins button in the Page Setup group. This will display a list of options to be selected but you have to click Custom Margins option available at the bottom.

You can also select any of the predefined margins from the list, but using custom margins option you will have more control on all the settings.

Step (3): You will have to display a Page Dialog Box as shown below where you can set top, left, right and bottom margins under the Margins tab. Select Apply to: option to apply the margin on selected text or complete document.

Step (4): If you are going to bind the document and want to add an extra amount of space on one edge for the binding, enter that amount in the Gutter text box, and select the side the gutter is on with the Gutter Position drop-down list. After setting all the desired values for all the margins, click OK button to apply the margins.

Headers and footers are parts of a document that contain special information such as page numbers and the total number of pages, the document title, company logo, any photo etc. The header appears at the top of every page, and the footer appears at the bottom of every page.

Add Header and Footer:

Following are the simple steps to add header and footer in a word document.

Step (1): Click the Insert tab, and click either Header button or Footer button whatever you want to add first. Assume you are going to add Header, so when you click Header button it will display a list of built-in Headers from where you can choose any of the headers by simply clicking on it.

Step (2): Once you select any of the headers, it will be applied to the document in editable mode and the text in your document will appear dimmed, Header and Footer buttons appear on the Ribbon and a Close Header and Footer button will also appear at the top-right corner.

Step (3): Finally you can type your information whatever you want to have in your document header and once you are done, click Close Header and Footer to come out of header insertion mode. You will see final result as follows.

You can follow a similar procedure to add footer in your document.

Edit Header and Footer:

Follow the following simple steps in case you want to edit existing header or footer of your document.

Step (1): Click the Insert tab, and click either Header button or Footer button whatever you want to edit. Assume you are going to edit Header, so when you click Header button it will display a list of options including Edit Header option.

Step (2): Just click on it and word will display editable header for you as shown below.

Step (3): Now you can edit your document header and once you are done, click Close Header and Footer to come out of header edit mode.

You can follow a similar procedure to edit footer in your document.

Microsoft Word automatically assign page numbers on the pages of your document. Typically, page numbers are printed either in header or footer but you have option also can display the page number in the left or right margins at the top or the bottom of a page.

Add Page Numbers:

Following are the simple steps to add page numbers in a word document.

Step (1): Click the Insert tab, and click Page Number button available in header and footer section. This will display a list of options to display page number at the top, bottom, current position etc.

Step (2): When you move your mouse pointer over the available options, it displays further styles of page numbers to be displayed. For example when I take mouse pointer at Bottom of Page option it displays following list of styles.

Step (3): Finally select of the page number styles which you like most. I selected Accent Bar 1 style by clicking over it. After this step you will enter in Page Footer modification mode, so you would have to click Close Header and Footer button to come out of footer edit mode.

You can format your page numbers using Format Page Numbers option available under the listed options.

Remove Page Numbers:

Following are the simple steps to remove page numbering from a word document.

Step (1): Click the Insert tab, and click Page Number button available in header and footer section. This will display a list of options to display page number at the top, bottom, current position etc and at the bottom you will have Remove Page Numbers option. Just click this option and it will delete your all the page numbers set in your document.

Insert Page Breaks:

Following are the simple steps to insert page breaks in a word document.

Step (1): Bring your insertion point immediately before the text that you want to appear on a new page.

Step (2): Click the Insert tab, and click Page Break button available in the Pages group.

Word inserts a page break and moves all text after the page break onto a new page. You can also use Ctrl + Enter keys to create a page break at the pointed location.

Delete a Page Break

Just put insertion point on previous page of the page break you want to delete. Press Delete key multiple times until both the pages get merged.

Page Orientation is useful when you print your pages. By default Microsoft Word shows a page in portrait orientation and in this case page width is less than page height and page will be 8.5 inches x 11 inches. You can change page orientation from portrait to landscape orientation in which case page width will be more than page height and page will be 11 inches x 8.5 inches.

Change Page Orientation:

Following are the simple steps to change the page orientation of a word document.

Step (1): Open a word document for which you want to change the orientation. By default, orientation will be Portrait Orientation as shown below.

Step (2): Click the Page Layout tab, and click Orientation button available in the Page Setup group. This will display an Option Menu having both the options (Portrait & Landscape) to be selected.

Step (3): Click any of the options you want to set to orientation. Because my page is already in portrait orientation, so I will click Landscape option to change my orientation to landscape orientation.

A table is a structure of vertical columns and horizontal rows with a cell at every intersection. Each cell can contain text or graphics, and you can format the table in any way you want. Usually top row in the table is kept as a table header and can be used to put some informative instruction.

Create a Table:

Following are the simple steps to create a table in a word document.

Step (1): Click the Insert tab, and click Table button. This will display a simple grid shown below. When you move your mouse over the grid cells, it makes a table in the table which appears in the document. You can make your table having desired number of rows and columns.

Step (2): Click the square representing the lower-right corner of your table, which will create a actual table in your document and word goes in table design mode giving lots of options to work with table as shown below.

Step (3): This is the optional step if you want to have fancy table. Click Table Styles button to display a gallery of table styles. When you move your mouse over any of the styles, it shows real time preview of your actual table.

Step (4): To select any of the styles, just click over the built-in table style and you will see that selected style has been applied on your table.

Delete a Table:

Following are the simple steps to delete an existing table from a word document.

Step (1): Click anywhere in the table you want to delete.

Step (2): Click the Layout tab, and click Delete Table option under the Delete Table Button to delete complete table from the document along with its content.

As discussed in previous chapter, a table is a structure of vertical columns and horizontal rows with a cell at every intersection. A Word table can contain as many as 63 columns but the number of rows is unlimited. This chapter will teach you how to add and delete rows and columns in a table.

Add a Row:

Following are the simple steps to add rows in a table of a word document.

Step (1): Click a row where you want to add an additional row and then click Layout tab to have following screen.

Step (2): Now use Row & Column group of buttons to add any row below or above to the selected row. If you click Insert Below button, it will add a row just below the selected row as follows.

If you click Insert Above button, it will add a row just above the selected row.

Delete a Row:

Following are the simple steps to delete rows from a table of a word document.

Step (1): Click a row which you want to delete from the table and then click Layout tab to have following screen.

Step (2): Click the Layout tab, and click Delete Rows option under the Delete Table Button to delete the selected row.

Add a Column:

Following are the simple steps to add columns in a table of a word document.

Step (1): Click a column where you want to add an additional column and then click Layout tab to have following screen.

Step (2): Now use Row & Column group of buttons to add any column left or right to the selected column. If you click Insert Left button, it will add a column just left to the selected column as follows.

If you click Insert Right button, it will add a column just right to the selected column.

Delete a Column:

Following are the simple steps to delete columns from a table of a word document.

Step (1): Click a column which you want to delete from the table and then click Layout tab to have following screen.

Step (2): Click the Layout tab, and click Delete Column option under the Delete Table Button to delete the selected column.

Microsoft Word allows moving a table from one location to another location along with its content. This chapter will give you simple steps to move a table within the same document, though you can move a table from one document to another document using cut and paste operation.

Move a Table:

Following are the simple steps to move a table with-in the same word document.

Step (1): Bring your mouse pointer over the table which you want to move from location to another location. As soon as you bring your mouse pointer inside the table, a small Cross Icon will appear at the top-left corner of the table as shown below.

Step (2): Click over the small Cross Icon which will select the whole table. Once table is selected, use Cut button or simply press Ctrl + X keys to cut the table from its original location.

Step (3): Bring your insertion point at the location where you want to move the table and use Paste button or simply press Ctrl + C keys to paste the table at the new location.

Microsoft Word allows to resize a table to make it smaller and bigger as per your requirement. This chapter will give you simple steps to resize a table.

Resize a Table:

Following are the simple steps to resize a table available in a word document.

Step (1): Bring your mouse pointer over the table which you want to resize. As soon as you bring your mouse pointer inside the table, a small Cross Icon will appear at the top-left corner and a small Resize Icon will appear at the bottom-right corner of the table as shown below.

Step (2): Bring mouse cursor over the Resize Icon till it changes to diagonal double sided arrow and this is the time when you need to press left mouse button and keep holding the button while resizing the table. Drag the table up to make it shorter or down to make it larger. You can drag the table diagonally to simultaneously change both the width and height of the table.

Microsoft Word allows merging two or more cells to create one large cell. You would frequently need to merge columns of the top row to create title of the table. You can merge cells either row-wise or column-wise, rather you cannot merge cells diagonally. This chapter will teach you how to merge multiple rows or columns.

Merging Cells:

Following are the simple steps to merge table cells in a word document.

Step (1): Bring your mouse pointer position inside the first cell you want to merge. Now press Shift key and click the cells around the cell which you want to merge into the first cell. This will highlight the cells which you click and they will be ready to be merged.

Step (2): Now click the Layout tab and then click Merge Cells Button which will merge all the selected cells.

After merging the cells, all the content of the cells will be scrambled which you can fix later as you like. For example, you can convert the merged cells text into title or some other description. For example, let us have center aligned and bigger font text as follows on top of the table.

Split a Table:

Following are the simple steps to split a table into two tables in a word document.

Step (1): Bring your mouse pointer position anywhere in the row that should appear as the first row of the new table.

Step (2): Now click the Layout tab and then click Split Table Button which will split the table into two tables and selected row will become the first row of the lower table.

After splitting the table into two tables, you can further divide it into two parts and you can continue dividing word tables as long as a table has more than one number of rows.

Microsoft Word allows you to use mathematical formula in table cells which can be used to add numbers, to find average of numbers, or find the largest or smallest number in table cells you specify. There is a long list of formulas from which, a formula can be used based on the requirement. This chapter will teach you how to use formula in word tables.

Add a Formula:

Following are the simple steps to add formula in a table cell available in word document.

Step (1): Consider the following table where we will have total of the rows. Click in a cell that should contain the sum of a rows.

Step (2): Now click the Layout tab and then click Formula button which will display a Formula Dialog Box which will suggest a default formula, which is =SUM(LEFT) in our case. You can select a number format using Number Format List Box to display the result or you can change the formula using Formula List Box.

Step (3): Now click OK to apply the formula and you will see that left cells have been added and its sum has been put in the total cell where we wanted to have it. You can repeat the procedure to have sum of other two rows as well.

Cell Formulas:

The Formula dialog box provides following important functions to be used as formula in a cell.

Formula               Description    

AVERAGE( ) The average of a list of cells.    

COUNT( ) The number of items in a list of cells    

MAX( )         The largest value in a list of cells    

MIN( )          The smallest value in a list of cells    

PRODUCT( ) The multiplication of a list of cells    

SUM( )          The sum of a list of cells

If you are bit familiar with spreadsheet program, you can construct your word cell formula. Word formulas use a reference system to refer to individual table cells. Each column is identified by a letter, starting with A for the first column, B for the second column, and so on. After the letter comes the row number. Thus, the first cell in the first row is A1, the third cell in the fourth row is C4, and so on.

Following are useful points to help you in constructing word cell formula.

SN Cell References and Description    

1 A single cell reference, such as B3 or F7    

2 A range of cells, such as A4:A9 or C5:C13    

3 A series of individual cells, such as A3,B4,C5    

4 ABOVE, referring to all cells in the column above the current cell.    

5 BELOW, referring to all cells in the column below the current cell.    

6 LEFT, referring to all cells in the row to the left of the current cell    

7 RIGHT, referring to all cells in the row to the right of the current cell  

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