What is ms word?
Ms Word is a word processing program where we can make the document as per our choice. Here we can write text, insert picture, drawing table, insert chart and diagram etc on our requirement.
The default extension of ms word is “.doc”
How to open the ms word?
Ø Go to start button
Ø Then choose program
Ø Then choose Microsoft word 2003
Ø Or go to start button
Ø Then choose run
Ø Now type ‘WinWord’ in the run box
Ø Then click on ok
Screen of the ms word;
1 title bar
2 menu bar
3 tool bar:- standard tool bar , formatting tool bar etc
4 tab button
5 ruler: - horizontal, vertical
6 scroll bar: - horizontal, vertical
7 views button
8 status bar
FILE MENU
NEW
It helps us to get other new ms word document whenever is necessary
Process
Go to file menu > choose new > now choose the blank document from the dialog box
In this way you can find a new word document
CLOSE
This command is use to close the current window
Process
v Go to file menu
v Choose close option
Next:
direct click on close button on the right side of top
Exit
To exit from current ms word we can use this command
Process:
v Go to file menu
v Choose exit option
Save (ctrl + s)
It use to save our document on computer. Some kinds of document may be useful in future also for different purposes. So such kind of document we should keep safety.
Process to save YOUR document:
v Go to file menu
v Choose the save option
(OR DIRECT PRESS "CTRL + S" ON THE KEY BOARD)
v Then choose the place to save (Eg desktop)
v Now give the file name ( eg :sanjan)
v At last click on save
Work:
Make a document and save that on desktop, by giving file name 'sanjan'
Open (ctrl + o)
This command is use to open and view the our saved document whenever we fell the required that document
Process to open the saved document:-
v Go to file menu
v Choose open
v Then choose the place where you had saved your document (eg desktop)
v Then give the file name (eg sanjan)
v At last click on open
How to give the password for your file?
v Click on tools option during the time of save the document
v Then choose "security option"
v Now give password on "password to open" box
v And retype that same password again
v And save it by giving a file name
After this process user must have to give the password to open this file.
It gives security to our file.
SAVE AS
This command is use to save our previously saved document in to another place.
Process:
At first open the saved document
Then go to file menu
Choose 'save as'
Then define new place (eg my document)
And give the new file name (eg shari)
At last save it
Now you can find that document at new place also.
Work:
Again save that document on 'my document' by giving file name 'shari'
PRINT PREVEIW
This option helps us to see the view of our document how will it be after the print
Go to file menu
Choose print preview and look it
PRINT
This option is use to print our document if there is printer added.
Process:
v Go to file menu
v Choose print option
v Then define the other option
v And print it
Note :
Choose the document for the print what option
And choose any option for print option
like:
a> all pages in range : if we have to print all pages regular
b> odd pages : to print odd pages only
c> even pages : to print even pages only
next: be careful at collate option also
How to type nepali font?
Ø Give the name of Nepali font (eg preeti) at font name
Ø Then you can type the nepali font
Sometime you can’t type ' " sign on preeti font at that time :
Ø Go to tools menu
Ø Choose the "auto correct" option
Ø Then click on "auto format as you type" tab
Ø Now uncheck the first option "straight quotes" with "smart quotes"
Now you can type ' " sign at preeti font
How to get nepali font at typshala?
Ø At first open typshala
Ø If there is not nepali font
Ø Go to option
Ø Then choose font
Ø Now select "preeti" there
EDIT MENU
Cut (ctrl + x)
Copy (ctrl + c)
Paste (ctrl + v)
Undo (ctrl + z)
Select all (ctrl + a)
By using this command we can select whole document at once.
Process:
v Go to edit menu
v Choose "select all" (direct press "ctrl + a" key)
Note: if you have to select the document of different places at that time select those withholding "ctrl" key on the key board.
Copy (ctrl + c)
Process to copy:
- select the required document
- go to edit menu
- choose copy
Next method:
-select the document
-press ctrl + c
Cut (ctrl + x)
It is use to remove the document from current place and we can paste that document another places also.
Process:
-select the document
-go to edit menu and choose cut option ( or direct ctrl + x )
Paste (ctrl + v)
Process to paste the document:
-at first copy the required document
-now fix cursor at new place
-go to edit menu and choose paste ( or direct press ctrl + v)
Paste special
It is use to paste the document in to any special style. Eg if we have made the document with table and that is to paste another place without having table at that time
v select the document
v go to edit menu (alt+ e)
v now choose paste special
v Now choose the required style( eg unformatted text)
v Ok
Here your document paste without the table.
Office clipboard:
Here we can see that document, which we had cut or
From here we can also paste that document another place also.
To active this:
v Go to edit menu
v Choose office clipboard
Undo (ctrl+z)
This option is use to return one step previous position from the current position.
Process
v Go to edit menu
v Choose undo
v Or direct press ctrl + z
FIND (ctrl + f)
By using this command we can search any word overall the whole document.
Process:
v Go to edit menu
v Choose find
v And give the required word at the dialog box
v And click on find next
Replace(ctrl+h)
We use this command to insert another word in spite of current word.
Process:
v Go to edit menu
v Choose replace
v Then give current word in "find what"
v Then give new word in "replace with" box
v Then click on replace
Go to (ctrl+g)
If we use this command we can easily go to any page or section or line also
Process:
v Go to edit menu
v Choose "go to"
v Then enter the 'page no' or 'line no' where you want to go.
v And click on "go to" tab
How to save your file into the folder?
v Create new folder during the period of save file (to create new folder click on create new folder tool and give the name for that folder
How to save new file in to old folder?
Ø During time of save file open, Copy the file and save your file in that (New) folder.
Work:
Make a document and save that on new folder (folder name sanjan) and file name bikram
Make next document and save that in to sanjan folder but file name "lumbini"
VIEW MENU
How to show the hidden toolbar?
Some time you may not see the required toolbar at that time to show that toolbar:
Ø Go to view menu
Ø Choose toolbar
Ø Then check on required toolbar.
How to hide the tool bar from the word document?
Ø Go to view menu
Ø Choose the toolbar
Ø At last uncheck at any toolbar
To show ruler
If there is hide the ruler at that time to show ruler :-
v Go to view menu
v Check on ruler
Same as to hide the ruler uncheck on ruler.
How to see the document in full screen view?
Ø Go to view menu
Ø Choose full screen
To close full screen:
Click on close full screen button
(or press escape key on key board)
Work:
1>Hide all toolbar from your document
2>Show the formatting and standard toolbar and drawing toolbar also.
3> hide the bold and underline button from formatting toolbar
4>show the bold and underline toolbar.
5> write following formula:
A2-b2 , a3-b3 ,(a-b)2
H2o, h2s[1]o4, ½, 51/2
Document map
With help of this option we can see the main heading at left side.
>go to view menu
> document map
Thumbnails
If we have more pages on document at that time we can see the format of all pages at left side after using thumbnails.
Ø view menu
Ø choose thumbnails
Header footer (after insert menu/ page break)
Sometime we should give the same word on different pages of ms word. At that time we use this option.
v Go to view menu
v Choose the header footer option
v Now give the required text as the header and footer
Header, footer properties
Page layout
Where:
1> Different on odd and even pages: - if we have to give different words as header and footer then we use this properties.
Process:-
-Click on page setup toll of header footer tool bar
-Choose page layout
-now choose different add and even pages
2> Different on first page:
When we want to give different header and footer at first page only then we can use this option.
Process:-
-Click on page setup toll of header footer tool bar
-Choose page layout
-Now choose different on first page-
Then give the required header and footer.
Mark up
It is use to remove the comment from the document if we have insert the comment from insert menu
v Go to view menu
v Choose mark up
footnotes
it is use to see the footnotes, if we have insert the footnotes from the insert menu
v Go to view menu
v Choose footnotes
INSERT MENU
Insert > break
To break the page on next page:
v Go to insert menu
v Choose break
v Then choose page
v At last click on ok
Page number
To insert the page number on our document we use this option.
Process:
v Go to insert menu
v Choose page number
v Now define the position and alignment.
v Click on ok
(if you want different style of page No. then click on format tab and choose any style of page no.)
Works;
-Make your document of 10 pages
-give the word sanjan as header
-and give nepal as footer
WORD ART
It helps to give different attractive style for our document.
Ø Go to insert menu > picture
Ø Now choose word art
Next method:-
Ø direct select the “insert word art” option from drawing tool bar
Ø Then a word art gallery dialog box will appears
Ø Now choose any style
Ø And type your text
Now if you want to different shape then click on word art shape tool of word art tool bar and select the any style of shape.
To set up 3-d style
v Click on 3-d style tool of drawing tool bar
v Then choose any style
You can use the 3-d setting tool bar also for various 3-d setting:
v Click on 3-d style tool of drawing toolbar
v Then choose 3-d setting option
v Now you can see 3-d setting tool bar
To give shadow color
v Click on shadow style tool of the drawing tool bar
v Then click on shadow setting
v Now shadow setting tool bar will open
v Now choose any color for the shadow from that toolbar.
You can use the shadow setting tool bar also to change the shadow style:
v Click on shadow style tool of drawing tool bar
v Then choose shadow setting option
v Now you can found shadow setting toolbar
WORD ART SHAPE
If you want give the various shape for your word art document at that time
select word art shape from word art toolbar
And select any style of shape
SYMBOL
Whenever you want to insert the various symbol at your document at that time:
Ø Go to insert menu
Ø Then choose symbol
Ø Now click on symbol tab
Ø Then give the font name eg wigdings
Ø Then choose any symbol and click on insert
Now that symbol will appears at your document.\:™
How to change the symbol as word art?
We can change the symbol also according to word art
Ø Select that symbol
Ø And go to word art (click on word art tool of drawing toolbar)
Ø Now select any style of word art
Ø Then give the name of font from which font you had retrieved that symbol eg wigdings
Ø Then click on ok
Insert picture
Some time we may feel the need of picture on our document at that time we can insert picture after follow the following process.
v Go to insert menu
v Now choose picture
v And choose any option which do you want
(eg:
from file ; to insert the saved picture from any file,
New drawing ; to draw the picture ourselves with the help of drawing toolbar,
Clip art ; to retrieve the picture from clip art
Auto shapes ; to insert different style of shapes
From scanner and camera ; to insert the picture from scanner and camera (if available)
Picture properties:-
Text wrapping (layout):-
-Go to draw tool of drawing tool bar
-and choose text wrapping
- now you can see following properties :-
Square:- in this condition ,text remain in the square situation of the picture.
Behind the text:-In this condition picture remain behind(under) the text.
Infront of the text:-picture remains in front of (over) the text ,the text are not seen.
Top and bottom:-picture remains either in the top or bottom of the text.
Through:-Picture remains in the between of the text i.e. picture can be set within the text.
Tight:-This also sets the picture within the text anywhere but the text appears at the very near with picture.
Edit wrap point:- this option helps us to edit the wrapping points of our picture.
Crop:-As much part we select with crop, that much part is changed in to the picture.
How to group all pictures?
During the time of making document we may insert more than one picture. At that time if we want to transfer those to another place from current place together, then we must grouping those otherwise all pictures can't transfer together.
So to group all picture :-
v Select all picture with the using of select object tool of drawing toolbar (or click on all picture with pressing the shift)
v Then right click on the picture
v Now choose group option
v After these process you can transfer all picture together.
(Work;Make a news paper and certificate)
How to insert text on the picture?
If we want to insert the text on the picture
v pick up the text box from drawing toll bar on the picture
v Now you can type the text
On that picture.
To remove the line of text box
v Double click on that text box
v Then say no fill on fill color box
v Again say no line on line color box
Process to fill color in the picture (shapes):-
-select the picture (shape)
-click on fill color tool of drawing toolbar
-now choose any color
Same as you can fill the different effects also in the picture:-
-select the picture
-click on fill color tool of drawing toolbar
-and choose fill effects
- define the effects which you want
Process to insert next picture into any picture (shape):-
-select the picture
-click on fill color tool of drawing toolbar
-choose fill effects
-click on picture tab
-now choose the required picture
DIAGRAM
If we want to insert the diagram on our document at that time we can insert that as follows:
Ø Go to insert menu
Ø Then choose diagram
Ø Then select any style of diagram which is your requirement.
to add new shape on the diagram under any existing shape :
-select the required shape
-click on insert shape tool of organization chart tool bar
-and choose any style (eg subordinate , co-worker or assistant )
-select the lay out also on your choice ( eg standard)
Auto format:
To change the format of diagram in to various style
Ø Click on autoformat tool of organization chart tool bar
Ø Then choose any format among the given format
Insert > reference[2]
1>Caption
With the help of this option we can give the information about any picture or any table under that table or picture.
Eg we have the picture of sunset then under that picture we want to give the information about that picture .
At that time we can use the caption.
Process:
v At first fix the cursor under the required document
v Then go to insert menu
v Now choose "reference"
v Again choose "caption"
v Then give the required information about that document(picture ,table etc)
picture 1 sunset
picture 2 flower of tihar
2>Footnotes
We use this option to give the specification about any unclear word in the our document.
Eg if in our document there is word BBS [3]at this time we may want to give the full form of this word. At that time we can use of footnotes.
v Select the required word
v Now go to insert menu
v Then choose reference
v Again choose footnotes (here a dialog box will appears)
v Now define the option as per your choice (eg: location, format. note: it is better to select restart at each page on numbering option)
v Then click on insert
v Now foot number will appears on that word and also at the defined place
v Now you can give the specification about that word as footnote
v Now put your cursor over the word you can see the specification
v Next if you double click on the specification you will move at the unclear word
3>Index and table;
With helps of this option we can make the table of content.
Ø Make document and define the headings
Ø Then move the cursor where you want to create the table of content
Ø Now go to insert menu
Ø Choose reference
Ø Then choose index and tables
Ø Now click on table of contents tab
Ø Then define other option which do you want
Ø At last click on ok
Now you can see the table of content at the selected place, if you click there with holding ctrl key you can direct move at that heading.
Insert > file
We can use this command (FILE) to insert the already saved document at our current document.
Ø Go to insert menu
Ø Choose file option
Ø Now the choose any saved document which is required
Ø And click on insert tab
Insert >object
With the help of the object option we can retrieve another required program ( eg ms paint , worksheet of excel etc) still living at ms word
Ø Go to insert menu
Ø Choose object
Ø Now choose any program eg bitmap image
Ø Now you can make picture with using the ms paint tool
Ø At last insert it
Work : save your document at your own file and folder then paste that on another folder.
Insert > bookmark
With help of this option we can immediate move at any document in another place.
Ø Choose the required word or document
Ø Now go to insert menu > book mark
Ø Then give the bookmark name for that document (eg om)
Ø Then click on add tab
Ø Now go to another place
Ø Select any word
Ø Go to insert menu > hyperlink
Ø Then click on bookmark tab
Ø Choose that bookmark name ( eg om)
Ø Now click on ok
Now click this word withholding ctrl key on the keyboard,
At this type you can immediate move that selected document
Insert > hyperlink
It helps us to direct link up with another saved document.
Ø At first select any word in your document
Ø Now go to insert menu
Ø Then choose the hyperlink option
Ø Here choose that saved file which is required
Ø Now click on ok
Now click this selected word with holding ctrl key that selected saved file will open directly here.
FORMAT MENU
FONT
From here we can change the style, size, color and format of font.
Also we can give underline, choose under line style and underline color also from here.
To change the document:
v Select the required document
v Go to format menu
v Choose font
v Now define the style and format of the font
Paragraph:
Here we can set the paragraph format.
Process:
v Select your document
v Go to format menu
v Choose paragraph
v Now fix the paragraph style from the dialog box.
Bullets and numbering
At the time whenever we make the document point wise then we can use this option. It helps us to give regular no. or the bullet on every point.
v Go to format menu
v Choose bullet and numbering
v Now choose any style of bullet or the number.
Border and shading
Border
It is use to give border around of our pages.
v Go to format
v Choose border and shading
v Click on page border tab
v Now choose setting, style and color of the border as per your choice
v And click on ok
Shading
It is use to give any color on the page as shadow
v Select the document
v Go to format menu
v Choose border and shading
v Click on shadow tab
v Now choose the color and style of patterns
v At last ok
Columns
How to maintain the column on the document?
v Go to the format menu
v Then choose column option
v Now define the style of column
v And click on ok
TAB:
Tabs are special characters used to align the text in your document in different styles . in ms word we find 5 kinds of tabs as mentioned below.
1 left tab:
At the place of using left tab our text appears from left side.
2 right tab
At the place of using right tab our text appears from right side
3 center tab
At the place of using center tab our text appears from center point
4 decimal tab
It puts the all decimal on straight position
5 bar tab
It makes a bar at the left side automatically.
How to insert the tab
v Display the ruler if necessary
v Then you can see the tab at the left side of the vertical ruler
v Then choose any kinds of tab
v Then click on the ruler in the location where you want to add tab. Then the tab marks will appears in the ruler.
How to remove tab?
Ø Click on that tab
Ø Then drag and dropp that on your document
Ø Now that tab will remove from your document.
BIO DATA
NAME : Sanjan
ADDRESS :
Left tab center tab right tab
Note : decimal tab is used to make a price list.
Drop cap
With the use of this option we can change the format of first letter on our document. Like the first letter of the news paper. We can see on newspaper the first letter with different format than other letter. That type of format we can create from drop cap.
v Select that character
v Go to format menu
v Choose drop cap
v Now define other option
v And click on ok
CHANGE CASE
It is use to change the case of font like upper case, sentence case etc
v Select the sentence or document
v Go to format menu
v Choose change case
v Now select any one style of case
v And ok
Back ground
In ms word there we can insert the background on our document
v Go to format menu
v Now choose background option
v Then choose any color which do you want
To set the picture as watermark background
v Go to format menu
v Now choose background option
v Now choose printed watermark
v Check on picture watermark
v Now click on “select picture” tab
v Then choose any picture which you want
Or if you want to write text as water mark background
v Go to format menu
v Now choose background option
v Now choose printed watermark
v Check on text watermark
v And give text
v At last click on ok
Themes
To insert themes on pages as back ground which is already made
v Go to format menu
v Choose theme
v Select any one style of theme
v And click on ok
FRAME
With the help of this we can insert the frame on our document with table of content
v Go to format menu
v Chose frame
v Now choose any style of frame (eg:"table of content in frame")
Style and formatting:
It is use to determine the heading of our document eg heading 1 , heading 2 , heading 3 etc .
where heading 2 is under of the heading 1; ,next heading 3 is under the heading 2.
Select the heading of your document
Then go to style and formatting option on the formatting tool bar(or Choose from the format menu)
Then select the required heading
Eg. if you make a not about computer at that time COMPUTER is your main heading(title) which is heading 1, then you can give sub heading “INTRODUCTION OF COMPUTER” it is heading 2, same as “ADVANTAGES OF COMPUTER” it is also heading 2, then you can give the points of advantages in point wise format at that time points are the heading 3,
Table menu
How to draw table?
v Go to table menu
v Choose draw table option
v Now you can draw the table
How to insert table?
we can direct retrieve the table without drawing according to our requirement
Process:
v Go to table menu
v Choose insert > table
v Then define the size of table ( eg no. Of column and row)
v And click on ok
Now you can see the table on your document.
Note : we can increase the size of table by press tab key after fix cursor on last cell.
To add next column on your table?
Place cursor at required place on table
Now go to table menu> insert > now choose direction to new column (right or left)
To add next row
Place cursor at required place on table
Then go to table menu> insert > now choose direction to new row ( above or below)
To add new cell
Place cursor at required place on table
Then go to table menu> insert > cell> now choose direction to new cell
To delete table
Put cursor in to table>
Go to table menu > choose delete > again choose table
To delete any column
Ø Fix cursor at required place (column)
Ø Then go to table menu
Ø Choose delete option
Ø Now choose column
To delete the row
v Put cursor at required place(row)
v Then go to table menu
v Choose delete
v Choose row
To delete the cell
v Put cursor at that cell which do you want to delete
v Go to table menu > delete > cell
v Now choose any option > ok
Merge cell
to merge two or more than 2 cells into one cell
v Select the required cells
v Go to table > choose merge cells
Split cell
to break up one cell in to 2 or more than 2 cells
v Fix cursor at required cell
v Then go to table menu
v Choose split cell
v Define the required row and column ( of no of row or column)
v And click on ok
Split table
it is use to break the table from any part
v Put the cursor there, from where you want to break the table
v Go to table menu
v Choose split table
Table > autoformat
here we can see the different formats of the table then we can choose any format of table
Table > autofit
it is useful to arrange the table.
Auto fit properties:
1>auto fit to content :
It arrange the table according its content
2>auto fit to window : it make the table equal with screen
3> fixed column width : it fixed the width on current position or it doesn't any effect
4> distribute row evenly : it makes equal the size of the row
5> distribute column evenly : it makes equal the size of the column
Sort :
it is use to arrange the content of our table in ascending or descending order.
v Go to table menu
v Choose sort
v Then give required information
Convert
we can use this option to change from table format to text format or from text format to table format
1> to convert text to table
Ø Select the required text
Ø Go to table menu
Ø Choose the convert > text to table
Ø Choose tabs on separate text at
Ø Ok
Note : here 1 tab = 1 column
and 1 enter = 1 row
Next choose tab for separate text at option.
2> to convert the table in to text
Ø Put cursor on that table
Ø Go to table menu
Ø Choose convert > table to text
Ø Ok
Now your table will remove
Sort:-
To put the data of table in to ascending or the descending order.
Ø Put cursor into the table
Ø Go to table menu
Ø Choose sort
Ø Then choose the required column to sort
Ø And choose option ascending or the descending
Ø At last ok
TOOLS MENU
Spelling and grammar
If we have any mistake on our document then there appears the red under line automatically. At that time to correct that word apply the following steps:
§
First method:
-right click on that word
-now choose the correct word.
Next method
v Go to tools menu > choose spelling and grammar
v Choose any one option from suggestion part and click on change
(Or right click on your mouse on that word and choose the correct word)
Ignore once/ ignore all
If we are sure that, it is not wrong or we have to write this word at that time say 'ignore once' or 'ignore all'.
Add to dictionary
If we add any word on dictionary then computer never says incorrect for this word in future.
Auto correct
It arrange the letters into a meaning full word automatically.
Word count
it counts the words , paragraph , line etc on our document.
PROTECT DOCUMENT
After using this option we can give protection for our document against of change by any third person.
Process
- go to tools menu
- choose protect document
3. now check on "editing restrictions" check box.
4. now choose any option of protection ( eg : track changes , filling in forms etc)
Then click on "yes , start enforcing protection" option
Then give the password
How to remove the protection?
Ø Go to tolls menu
Ø Choose unprotected document
Ø Then give the password
LETTERS AND MAILLING
Some time we should send same letters in difference addresses at that time we can use of this option.
PROCESS
- create letter at first
- then go to tools menu > choose letter and mailings
- now choose 'mail merge'
- check on 'letters' > next
- check on 'use the current document' > "next : select recipients"
- check on 'type a new list' > create
- now fill up the form according your requirement > click on new entry after fill up each form
- then close and save it any place > ok
now to merge these fields in to the letter:-
a) fixed cursor at right place
b) click on 'insert merge fields' tool of mail merge tool bar
c) now insert required fields at required place
d) Now click on 'merge to new document' tool of 'mail merge' tool bar
e) Check on all and click on ok
MACRO
we can use this option to create the short cut key on the key board. ( eg to retrieve 'preeti' font after press 'ALT + p' key and immediate retrieve 'times new roman' font after press 'ALT + t'. same as other also
process:
v go to tools menu > macro > record new macro
v now give 'preeti' on macro name
v now click "key board"
v then press "ctrl + p" key on 'press new short cut key' box
v now click on assign and close
v now go to format menu then choose font "preeti" > ok and close it .
v at last stop the recording
how to delete the macro?
v Go to tools menu
v Choose 'macro'
v Now select 'macros'
v Now select the any 'macro and delete it
Work:
Record macro as follows:
alt+ p = preeti
alt + e= times new roman
alt + t= tunga
OPTION
To give the protection for file we can use this command
We can give the password for our file to protect the file from miss use by other person.
Process:
Ø Go to tools menu
Ø Choose "option"
Ø Then click on the "security" tab
Ø Then give password for your file
Ø Again retype the same password
Ø At last click on ok
After this process you must give the same password to open this file.
TO REMOVE PASSWORD:-
Ø At first open the document by giving password
Ø Then go to tools menu
Ø choose "option"
Ø Then click on the "security" tab
Ø Then delete the password
To change the background color into blue color
v Go to tools menu
v Choose "option"
v Click on "general" tab
v Check on "blue background and white text"
v And click on ok
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