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 Ms word

       A word processing software which allows you to write letters, edit them and print them after formatting it according to your needs. It has all the possible option of a word processor in the form of font style and size; indents; line spacing; margins; spell checking and grammar checkers to name a few.


                     New      if a new document (blank or template) has to be created then you have to use this option.

Open                  If an existing document is to be opened then you have to use this option.

Close                  Close the open document

Save                   this option is used to save the opened  document.          CTRL+S

Save as…            the save as option is used to save the document with another name.         F12

Save as web page…  in this document can be save as web page.                                  ALT+ F9

Page set up        to set the margins of page, ex-top, bottom, left, right.                   ALT+ F, U

Print preview             this would show you the preview of your page, which you would you like to take a printout.                            CTRL+ F2

Print                    this option is used to take a printout of your document created.                                                   CTRL+ p

Send to        this option is used to transfer or send any document created to different devices like the fax machine etc.                       CTRL+F, D

Properties:          It gives you information regarding the word 2000 & also the statistical information & the details regarding the author etc.   CTRL+ f, I

Exit                 this option is allows you to quit word.                  CTRL+ f4


UNDO:          This option is used to remove the previous action. You have done.                                                         CTRL+ z

REDO:          To redo the previous action of undo, select EDIT: -REDO.                                                                 CTRL+Y

CUT:                   If you want to cut any text than the select text go to edit click on the cut option than the cursor at that place where you want to paste it.                                            CTRL+ x

COPY:          If you want to copy any text than the select text go to edit click on the copy option than the cursor at that place where you want to paste it.                                            CTRL+ c

PASTE:         After cut or copy option than the cursor at that place where you want to paste it.                                                CTRL+ v

PASTE SPECIAL: If you want to paste any different form, than this option used.                                                       ALT + e, s

CLEAR:        this option is used to remove the selected work. DEL

SELECT ALL:      this option is used to select all work.           CTRL+ a

FIND…                To find out the method logics for finding text. CTRL+ f

REPLACE…         With the replace command, you can find and replace text or formatting you can automatically replace all occurrences of the found text, or selectivity replace only certain instances. For information on replacing formatting.                                                      CTRL+ h

GO TO:         Moves the insertion point to a specified location in the document, for example, you can move to a box number, an-annotation, a footnote or a book-mark.                                                      CTRL+ g

View options:

NORMAL VIEW:         Normal view is a different view in ms-word normal view shows text formatting but simplifies the layout of the page so that typing & editing can be done faster, to select view           normal.   ALT+CTRL+N

WEBS LAYOUT VIEW:    The web layout view helps to know the object code of html, which is to be hosted at any size.                     ALT+ V, W

PAGE LAYOUT VIEW:    Page (print) layout view display the text and graphics object as will appear when printed.                       ALT+ CTRL+ P

OUT LINE VIEW:        Makes it easy to look at the structure of a document & to move, copy, recognize text.                                 ALT+CTRL+ O

RULER:               Ruler can be used to quickly change the paragraph indents. To show or to hide ruler select view     Ruler.       ALT+V, R

DOCUMENT MAP:            Word provides this feature to view the outline of a document in any view; you can use the document map. To quickly move to a document & to keep track of you location in it              ALT+V, D

HEADER AND FOOTER:          Header is the text that wills we print at the top of the page and footer is text that will be printed at the bottom of the page. The heater and footer can include text or graphics such as page no., date, company, filename, others. Name etc. To header and footer to a document select view          header and footer.                                                                         ALT+V, H

FOOT NOTES & END NOTE:   Foot notes and end notes is the reference note return at the end of the same page & end at the document, footnote will be printed at the end of document to type the footnote & end notes place insertion point at the note has to be appear and select insert       Footnotes.         ALT+I, N

FULL SCREEN:                 View command allows view the text on the entire screen. To return the document click on close full screen.                                                  ALT+V, U

ZOOMING:                        To change the display size of the page on the screen, select view          zooms. The zoom dialog box will be display from which user can choose the required zoom. Default zoom will be 100%                                                                          ALT+V, Z


BREAK:               Insert the page break, column break at the insertion point .a page break defines where one page end another begins.                                                  CTRL+ENTER

PAGE NUMBER:        To insert the page number on every page.       ALT+I.U

DATE & TIME:           To insert date & time on your current page.        ALT+I, T

AUTOTEXT:               It is also called as glossary you can save frequency used text entries. After they are saved they can quickly be inserted in a document any time you need them.                                                      ALT+I, A

SYMBOL:                   You can insert a whole set of typographical symbols into your document.                                                    ALT+I, S

COMMENT:         Especially for the reviewers, comments can be inserted to provide to provide suggestions & criticisms they may have regarding the document or other purposes.        ALT+CTRL+M

FOOTNOTE…             Foot notes is the reference note return at the end of the same page & end at the document, footnote will be printed at the end of document to type the footnote place insertion point at the note has to be appear and select insert          Footnotes.                                                                        ALT+I, N

CAPTION…         A caption is like is a text description of a figure to help the reader under stand what the picture or diagram is and why it appears in your book or document which can be placed in your document.                           ALT+I, C

CROSS-REFRENCE:   A cross-reference is used to alert the reader to similar items that are related to an indexed item. To make a cross-reference, place your cursor by the words or phrase you want cross-reference.                                                                          ALT+I, R             

PICTURE:                   Graphics can be imported in to a word document from an existing picture file. The option available under is listed below: –                               ALT+I, P

  2. FROM FILE   
  3. CHART          
  5. WORD ART   

TEXT BOX= FILE:      This option is used to insert an other file on your document.                                                                                    ALT+I, L

OBJECT:                    To insert the picture from micro-soft power point. Micro-soft clip gallery etc, used this option.                                                       ALT+I, O

BOOKMARK:             Bookmark let you quickly jump from place to place in the document.                                                                           ALT+I, K

HYPERLINK:              A hyperlink is text or a picture that causes you to jump to another document. Text that is hyper linked is underlined & often has a different fort color. Pictures that are hyper linked often have colored border.                  CTRL+K


FONT:                        Font refers to the manner or style in which text is displayed in your document. We can change appearance, style, color spacing & other features by using the option.                 CTRL+D

PARAGRAPH:            Selecting format paragraph can set Paragraph alignment. Line.    ALT+O, P

BULLETS & NUMBERING: This option use to create a built or number list on a selected list.      ALT+O, N

  1. To apply bullets & numbering, select the text.
  2. Select bullets & numbering button from formatting toolbar.
  3. Select bullets or numbering.
  4. Select the style of bullet from bullets tab on the style or number tab & click on o.k.

BORDER & SHADING:      Border, shading and graphics fills can add interest and emphasis to various parts of your document. You can add borders to pages, text, tables and table cells, graphic objects, pictures objects, pictures and Web frames. You can hade paragraphs and text. You can apply colored or textured fills to your graphic objects.

COLUMNS:                Drag to select the number of columns you want. If you want to adjust the columns wide the and spacing drag flow columns markers on the horizontal ruler. Add vertical lies between columns

  1. Switch to pint layout view.
  2. If your document divided up to section, click the section you.
  3. On the format menu, click columns.
  4. Select the lies between check box.

TAB:                           Tabs stops are used to control the alignment of text within a document. Tabs are used to indent a single line of text. Each time you press the Tab key, the insertion point advances to the next tab stop. There are five types of tab stops.          

  1. Left Tab                 Text starts flush left with the tab stop.
  2. Right Tab               Text ends flush right with the tab stop.
  3. Center Tab             Text is centered on the tab stop.
  4. Decimal Tab          Decimal points are aligned with the tab stop.
  5. Bar Tab                  A horizontal bar is displayed at the tab stop position.

              By default, left tab stops are set every 0.5” on the horizontal ruler. But you can set any type of tab stop at any point along the ruler.

DROP CAP:                Format a letter word or selected text with a large withal ¾ or “dropped” ¾ capital letter. A “drop cap” is traitorously the first letter in a paragraph, and it can appear either in the left margin or dropped from the base lieu of the first lieu in the paragraph.

                           Click the paragraph that you want to be gain with a “ drop cap” a large dropped entail capital letter. The paragraph next continuous text.

  1. On the format menu, click drop cap.
  2. Click dropped or in margin.
  3. Select any other option you want.

TEXT DIRECTION…   Rotates selected text in table cells you read it from bottom to top or from top to bottom. Change the orientation of text in a cell, drawing contact, or call out.

                           Click the call out, text box, auto shape, or table cell that contains the text you want to change.

  1. On the format menu, click text direction.
  2. Click the orientation you want.

CHANGE CASE…              Change case is option of the format menu bar. We can convert your text in deferent style, these are:

  1. Sentence case             it is option of convert the selection to small letters                        expect for the first letters of have sentence of                                paragraph. E.g.= Harendra kumar agrawal
  2. Lower case            it is convert all word in small letters. E.g.= harendra                       kumar agrawal
  3. UPPER CASE          It is convert all word in capital letters. E.g.=                                HARENDRA KUMAR AGRAWAL
  4. Title Case       It is convert to small letter expect for first letter of                            each word. E.g.= Harendra Kumar Agrawal.
  5. tOGGEL cASE        it is converts to small letter to capital letter and first                        letter of each word is small letter. E.g.= hARENDRA                          kUMAR aGRAWAL.

BACKGROUND:         word display background that you add with the background command on the format menu in web lay out view only. This background can’t design for printed documents.

                           On the format menu point to background and than click the color you want or click more colors to see effects for special effect such as textures. Select the option that you want.

THEME…                   Applies a new or different theme or removal a theme in a web page, document, and E-mail massage or data access page. A theme is a set of verified design element and color schemes for background images, bullets, font, horizontal view and other document elements.

  1. Open the document you want to apply a theme to.
  2. On the format menu, click theme.
  3. In the choose a theme list, click the theme you want.
  4. Select the option you want.

FRAMES                     Use frames in your Web page design to make your information organized and easy to access. When you divide a single Web page into sections that can each display separate Web pages, each section is called a frame. The container that hosts the group of frames is called a frames page. To open your frames in Word or a Web browser, open the frames page.

Remove a frame

Select the frame.

  1. On the Format menu, click Frame.
  2. Click Remove Frame.
  3. The contents of the frame move to the left side of the page.

                           Note   If you want to delete both a frame and its contents, select the frame by clicking its border, and then press DELETE.

AUTOFORMAT…        Automatically format a table

  1. Click the table.
  2. On the Table menu, click Table AutoFormat.
  3. In the Formats box, click the format you want.
  4. Select the options you want.

For Help on an option, click the question mark and then click the option.

STYLE…                     A style is a set of formatting characteristics that you can apply to text in your document to quickly changes its appearance. 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. Create a new paragraph style

                           The quickest way to create a new paragraph style is to format a paragraph, select it, and then base the new style on the formatting and other properties applied to the selected text.

  1. Select the text that contains the formatting you want to use for your style.
  2. On the Formatting toolbar, click inside the Style box.
  3. Type over the existing style name to create the name for the new style.

                           Note   You can set additional formatting characteristics for paragraph styles, such as the style for the next paragraph. On the Format menu, click Style. Click the style that has the settings you want to change, click Modify, and then select the options you want.


                           Use a text box to add a callout or label

  1. On the Drawing toolbar, click Text Box.
  2. To insert a text box with a predefined size, click the document.
  3. To insert a text box with a different size, drag its sizing handles until the text box is the size you want. To maintain the text box’s width-to-height ratio, hold down SHIFT while you drag the sizing handles.

                           Position the text box by dragging it to the location you want. Insert a text box

  1. On the Drawing toolbar, click Text Box.
  2. Click or drag in your document where you want to insert the text box.

                           Tip   You can use the options on the Drawing toolbar to enhance a text box — for example, to change the fill color — just as you can with any other drawing object.

Spell & grammar checker

       There in simply no excuse to misspell a word, since the spell check is an integral part of Microsoft word. Spelling errors make your work look sloppy and discourage the reader before he or she has read what you had to say.

       The spell check can be set to automatically check a document, as text is text is entered, or it can be explicitly by clicking the spelling and grammar button on the standard toolbar. The spell check compares each word in a document with the entries in a built in dictionary, then flags any word that is in the document, but not in the built in dictionary, as an error.

       The dictionary included in Microsoft office is limited to Standard English and does not include many proper names, acronyms, abbreviations, or specialized terms, and hence the use of any such item is considered a misspelling.


              Set the language type for e.g. Algeria English U.S. Bahrain etc.              Language thesaurus (shift+ f7) opens the thesaurus dialog box with the replace options (words)       

Hyphenation opens the dialog box

Word count…

              Counting the whole document statistics with pages, words, characters (no spaces & with spaces), paragraphs and lines counting.

Auto summarize

              It is the identifies the key point in a document for you to share with others or quickly scan. It is determines key point by aligning the document and assigning a score to each sentence. Sentence that contain word  use frequently in the document are given a higher score. You then choose a percentages of the highest scoring sentence to display in the  summary.

              Auto summary works best on wale –structure doesn’t such as report, article and scientific papers. Use of   Auto summarize=                                                        To crate a summary for other to read use Auto summary to have word copy the key point & insert then in to an executive summary or abstract. To read a summary of an online document you can display the document in this view you switch between displays only the key in a document (there are of the document is hidden)& highlighting them in the document. As you read you can a change the lived of detail at any time.

Important     completing with applicable copyright laws is your responsibility. You should the accuracy of any summary because it is by its nature not the entirety of the work. How does auto format work

              By using auto format you can quickly apply formatting such as hading butte of number lists borders, numbers symbols & factions to your text.

Auto correct

                     The auto correct feature corrects mistakes as they are made without any effort on your part. It makes you a better typist. If, for example you types “the” instead of ‘the’ word would change the spelling without even telling you.                     

                     Word will also change ‘and’ to and, and ‘i’ to ‘I’, and ‘occurrence’ to occurrence. Microsoft word includes a predefined table of common mistakes and uses that table to make substitutions whenever if encounters an error if recognizes.

Track change

  1. Open the document you want to revise.
  2. On the Reviewing toolbar, click Track Changes.
  3. Make the changes you want by inserting, deleting, or moving text or graphics. You can also change any formatting.
  4. Microsoft Word uses revision marks to show the tracked changes. Change the formatting Word uses to mark tracked changes

       You can change the way revision marks look and work in Microsoft Word. Click Options (Tools menu), click the Track Changes tab, and then select one or more of the following options.

To Do this
Change the color and other formatting that Word uses to identify changes Select the formatting options you want. For Help on an option, click the question mark and then click the option.
Indicate deletions without revealing exact text, for example, if you want to maintain confidentiality Replace the default strikethrough formatting. In the Mark box under Deleted text, click # or ^. The character # or ^ will replace deleted text.
Clear changed lines In the Mark box under Changed lines, click (none).
See and print changed lines to the right of the text In the Mark box under Changed lines, click Right border. Switch to print layout view. In normal view, all changed lines appear on the left.
Display and print changed lines in the left margin of even-numbered pages and in the right margin of odd-numbered pages In the Mark box under Changed lines, click Outside border. To use this option, you must have selected the Different odd and even check box on the Layout tab in the Page Setup dialog box (File menu). If this option is not selected, Word displays the changed lines in the left margin of all pages. Change to print layout view. In normal view, all changed lines appear on the left.

Merge Documents…      Insert another Word document into an open document

  1. Click where you want to insert the second document.
  2. On the Insert menu, click File.
  3. In the File name box, enter the name of the file you want to insert.


  • To insert only part of a file, click Range, and then type a bookmark name in the Range box.
  • If you want to organize and maintain several related documents in one document, create a master document. Open or create a main document, which contains the generic information that you want to repeat in each form letter, mailing label, envelope, or catalog.
  • Open or create a data source, which contains the data that varies in the merged documents — for example, the name and address of each recipient of a form letter. The data source can be an existing spreadsheet, database, or text file, or a Word table that you create by using the Mail Merge Helper.
  • In the main document, insert merge fields, which are placeholders that tell Microsoft Word where to insert data from the data source.

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, envelope, or catalog item. You can send the merged documents directly to a printer, or to e-mail addresses or fax numbers. Or you can collect the merged documents into a new document so you can review and print them later.

Protect document

       Prevents change to all or part of an on line from or document except as specified. You can also assign a password so that other users can annotate a document, mark revisions, or fill in parts of an on line from when a document is protected this command change to unprotect document.

Mail merge…

       You can use the mail merge helper to crate form letter mailing tables, envelopes or catalogs the mail merge helper guides you through organizing the address data merging it into a generic document and printing the resulting personalized document. Word mail merge feature lets you quickly create personalized correspondence and other document by combining.   

       You can mail merge a list of names and address form once file with another file to produce a number of personalized letter.       

       Create form letters:

  • Do step one of following:
  • Create a new letter
  • On the tool menu, click mail merge
  • Under main document click create and then click form letter.
  • Click active window.

       The active window documents the main document.

  • Open the create the data source
  • In the mail merge help dialog box, create a new data source- use the method if you haven’t already store the name, address & other data in a data source.
  • Use data in an exit by data source. Click gets data & then click open data source select a MS-Word document or a word sheet database or other list & then click open. Click edit main document.
  • Edit the main document & insert merge field
  • in the main document type the text that you want to appear in every form letter.
  • Insert merge fields- want to merge name, address & other data form the data source. Click insert merge field on the mail merge toolbar & then click the field name you want.
  • After complete main document click save.
  • Merge the data in to the merge document:
  • On the tool menu click mail merge
  • If you want specify the order in which data  is merged. Short & select data records to mail merge.

Envelopes and labels

       Crates an envelope are a single mailing labels or inserts the same name and address on an entire sheet of mailing labels.

Letter wizard

       Run the letter wizard, which helps you quickly create letters.


                           If you perform a task repeatedly word, you can automate the task by using a micro, a macro is a series of word command & instruction that you group together as a single command to accomplish a task automatically. Instead of manually performing a series of consuming repetitive action in word you can create and rum a single macro- in effect, a costume command- that accomplishes the task for you.

                           Here are some typical uses for macros-

  • To speedup routine editing and formatting.
  • To combines multiple command.
  • To make an option in dialog box more accessible.
  • To automat a complex series of tasks.

       Word offer two way for you to create a macro

  1. The macro recorder.
  2. The visual basic editor.


       Customize toolbar buttons, menu commands and short cut key assignments.


       Modifies settings for Microsoft office programs such as screen appearance, printing, editing, spelling and other options.

Table options

Draw table

Quickly create a simple table

Create a complex table

Create a table inside another table

Convert existing text to a table

Insert data from a data source as a table

Add rows or columns to a table

  1. Select the same number of rows or columns as the number of rows or columns you want to insert.
  2. On the Tables and Borders toolbar, click the arrow next to Insert Table , and then click the Insert command you want.


  • You can also use the Draw Table tool to draw the row or column where you want.
  • To quickly add a row at the end of a table, click the last cell of the last row, and then press the TAB key.

Insert Table

Add rows or columns to a table

  1. Select the same number of rows or columns as the number of rows or columns you want to insert.
  2. On the Tables and Borders toolbar, click the arrow next to Insert Table , and then click the Insert command you want.

To add a column to the right of the last column in a table, click just outside the rightmost column. On the Table menu, point to Insert, and then click Columns to the Right.

Split a table or insert text before a table

  1. To split a table in two, click the row that you want to be the first row of the second table.

To insert text before a table, click the first row of the table.

  • On the Table menu, click Split Table.

Specify sort options for right-to-left text in tables

Language-specific information

  1. On the Table menu, click Sort, and then click Options.
  2. Select the right-to-left sort options you want.
Sort options Description
Ignore alef lam (Arabic only) Sorts text as if the aleph lam were not present. In an alphabetic sort, the character that follows the alef lam sort’s text beginning with the alef lam alphabetically.
Ignore diacritics Sorts text as if diacritics were not present.
Ignore he (Hebrew only) Sorts text as if the he were not present. In an alphabetic sort, the character that follows the he sorts text beginning with the he alphabetically.
Ignore kashidas (Arabic only) Sort’s text regardless of the length of kashidas.
Right-to-left languages first Generates a sort list in which all right-to-left text is listed first, followed by all left-to-right text.

Note   Word 2000 follows the Unicode sort order unless you specifically choose a right-to-left sort order; the right-to-left sort order then uses the respective Microsoft Windows code page. Learn about Unicode support in Office 2000.

Perform calculations in a table

  1. Click the cell in which you want the result to appear.
  2. On the Table menu, click Formula.
  3. If Word proposes a formula that you do not want to use, delete it from the Formula box.
  4. In the Paste function box, click a function. For instance, to add numbers, click SUM.

For more information about available functions, click .

To reference the contents of a table cell, type the cell references in the parentheses in the formula. For instance, to add the numbers in cells A1 and B4, the formula would read =SUM (a1, b4)

For more information about referencing table cells, click .

  • In the Number format box, enter a format for the numbers. For example, to display the numbers as a decimal percentage, click 0.00%.

Note   Word inserts the result of the calculation as a field in the cell you selected. If you change the referenced cells, you can update the calculation by selecting the field and then pressing F9.

  Harendra kumar agrawal  
Harendra   Harendra
       Harendra kumar agrawal  

Overview of tables

A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are often used to organize and present information, but they have a variety of other uses as well. You can use tables to align numbers in columns, and then sort and perform calculations on them. You can also use tables to create interesting page layouts and arrange text and graphics. Create a table.

Parts of a table

Borders and gridlines   By default, tables have a black ½-pt, single-line, solid-line border that will be printed. If you remove this border, you will still see the gridlines that form the cell boundaries. Gridlines are not printed.

End marks   End-of-cell and end-of-row marks are nonprinting characters that, like gridlines, appear only on the screen.

Cell spacing and margins   If you are using a table to arrange text and graphics — for example, on a Web page — you can add spacing between table cells. You can also add cell “padding” (spacing between the boundary of the cell and the text inside the cell) by changing the cell margin.

Nested tables   If you use a table to lay out a page, and you want to use another table to present information, you can insert a nested table — a table within a table. Learn about nested tables.

Table move handle and resize handle   Use the table move handle to move the table to another place on a page, and use the table resize handle to change the size of a table.

Creating tables

Creating new tables   You can quickly create a simple table by using the Insert Table command, or you can use the Draw Table tool to quickly create a more complex table — for example, one that contains cells of different heights or a varying number of columns per row. Using Draw Table is similar to drawing a rectangle on graph paper — first, draw a line from one corner of the table to the corner diagonally opposite in order to define the boundary of the entire table, and then draw the column and row lines inside.

Creating tables inside other tables   You can also use Draw Table to create tables inside other tables, or nested tables. Nested tables are particularly useful when you use a table to lay out a page and then want to use a table to present information — for example, if you use a table to lay out the Web page for your company’s sales department, you might want to insert in the layout a nested table illustrating the department’s quarterly earnings.

Creating tables from existing information   You can convert existing paragraphs of text to a table. You can also create a table from an existing data source, such as a database or worksheet.

Formatting tables

You can enhance your table by adding borders and filling cells with colors, patterns, or shading. You can also use the Table AutoFormat command to quickly give your table a polished design.

Changing the position of text in a table

Changing the orientation of text   By default, Microsoft Word aligns text horizontally in table cells, callouts, text boxes, or AutoShapes. You can change the text orientation so that the text is displayed vertically.

Changing the alignment of text in a table cell   By default, Word aligns text in a table to the upper left of a cell. You can change the alignment of text in a cell — both the vertical alignment (top, center, or bottom) and the horizontal alignment (left, center, or right).

Working with long tables

When you work with a very long table, it must be divided wherever a page break occurs. You can make adjustments to the table to make sure that the information appears, as you want it to when the table spans multiple pages.

Repeat headings on every page   If your table has a heading, you can make the heading automatically appear at the top of each page.

Control where the table is divided   By default, if a page break occurs within a large row, Word allows a page break to divide the row between the two pages. You can prevent a table row from breaking across pages. You can also force the table to break across pages at a particular place.

Using tables as spreadsheets

You can use tables to perform some of the tasks you might use a spreadsheet for — for example, you can sort table entries in alphabetical, numeric, or date order. You can also total a row or column of numbers in a table, as well as perform other calculations, such as averaging.

Using tables to create page layouts

You can use tables to create page layouts, such as side-by-side paragraphs in a résumé, or to create text, graphics, and nested tables on a Web page.