MS WORD COMPLETE NOTES
MS WORD BASICS & EXTENSIONS
MS Word
MS Word = Word Processor
First Word Processor = Electric Pencil / WordStar
MS Word Processor = MS Word
Corel Corporation = WordPerfect
Apple = Apple Works = Pages
LibreOffice = OpenOffice.org = Writer
Google = Google Docs
MS Word Extensions
.doc = MS Word document before Word 2007
.docx = MS Word document (2007 onwards)
.docm = Macro enabled document
.dot = Template before Word 2007
.dotx = Template (2007 onwards)
.dotm = Macro enabled template
Shortcuts
F8 = Enter Extended Mode
2 × F8 = Highlight Word
3 × F8 = Highlight Sentence
4 × F8 = Highlight Paragraph
5 × F8 = Highlight Entire Document
MS Word Facts
Thesaurus = Shift + F7 (Antonyms & Synonyms)
Spell Check = F7
F8 (3 times) = Select Sentence
Change Case = Shift + F3 (Small / Capital)
Print Preview = Ctrl + F2
Repeat Last Action = F4
Superscript = Ctrl + Shift + +
Subscript = Ctrl + =
Open Window = Ctrl + O
Close Window = Ctrl + W
Copyright = Alt + Ctrl + C (©)
Font Dialog Box = Ctrl + D
Center Align = Ctrl + E
Single Line Spacing = Ctrl + 1
Double Line Spacing = Ctrl + 2
1.5 Line Spacing = Ctrl + 5
Insert Current Date = Alt + Shift + D
Insert Current Time = Alt + Shift + T
Ctrl + Enter = Page Break (Start new page)
Shift + Enter = Line Break
Enter = Start new paragraph
Shift + Delete = Permanent Delete
Backspace = Delete character from left
Delete = Delete character from right
Zoom Percentage
Minimum = 10%
Maximum = 500%
Default = 100%
MS Word Interface
Title Bar = File Name + Minimize + Restore + Close
Menu Bar = Commands
Tool Bar = Tools
Status Bar = Page Count / Word Count + Zoom + Read Mode + Print Layout + Web LayoutScroll Bar = Horizontal / Vertical 
Features
Text Wrap = Picture + Text fitting
WordWrap = Type paragraph continuously, auto next line
WordArt = Transform Text
Watermark = Text + Image behind content
Page Number Insert = Header + Footer
Font Size (Table) = 8 to 72
Maximum Font Size = 1638
Column (Max in Table) = 63
Row = Unlimited
40. Field Code = Alt + F9
- Change Font = Formatting (Size, Color, Face, Style)
- Extensions = .doc, .docx
- Handwritten Font = Script
- Font (Straight Edge) = Sans Serif
- Font (Extended) = Serif
- Drop Cap = Large Initial Letter
- Drop Cap Default Lines = 3
- Drop Cap Minimum Lines = 1
- Drop Cap Maximum Lines = 10
- Ways to Save Document = 3
- Ctrl + S
- F12
- Save As
- Command to Start MS Word = winword.exe
- Page Orientation = Portrait + Landscape
- Default Page Orientation = Portrait
- Default Font (2003) = Times New Roman (12 pt)
- Default Font (2007) = Calibri (11 pt)
- Green Line = Grammatical Error
- Red Line = Spelling Error
- Blue Line = Contextual Spelling Error
- Gutter Margin = Margin for Binding (Left / Top)
- Left Margin (2003) = 1.25 inch
- Right Margin (2007) = 1 inch
- File Size (Text Only) = 32 MB
- File Size (Image + Text) = 512 MB
- Font Style = Regular, Italic, Bold, Bold Italic
- Macros = Visual Basic (Repetitive Task – Record)
- Clipboard = Cut / Copy (Overwrite previous data)
- Ruler = Set Tab / Indent / Margin
Macros → View Tab → View Macros ( Alt + F8)
Graphics for Word Processor = Clipart
In Word, Mailing List is known as = Data Source
Macros (Alt + F8)
Small program created in MS Word to automate repetitive tasks using VBA.
View → Macros → View Macro / Record Macro / Pause Recording
Page Sizes(2003/2007)
Letter = 8.5 × 11 inches
A4 = 8.27 × 11.69 inches
A4 = 210 × 297 mm
Page Sizes
Letter, Tabloid, Legal, Executive, A3, A4, B4, B5, Envelope
Default File Name
Document1
Word Count (Ctrl + Shift + G)
Displays:
- Pages
- Words
- Characters (without spaces)
- Characters (with spaces)
- Paragraphs
- Lines
Format Painter
Copies formatting from one object to another.
Views (5)
- Print Layout
- Full Screen Reading
- Web Layout
- Outline
- Draft (Includes footnotes & endnotes)
Change Case (Shift + F3)
Sentence Case
lowercase
UPPERCASE
Capitalize Each Word
tOGGLE cASE
MAIL MERGE
Used to send same letter to multiple persons.
Mailings Tab →
Start Mail Merge →
Select Recipients →
Insert Fields →
Preview Results →
Finish & Merge
PAGE 4: Q&A – EDITING, MARGINS & FONTS
Q1. Process of removing unwanted part of image?
Ans: Cropping
Q2. Space between margin & paragraph?
Ans: Indentation
Q3. Shortcut for 1.5 line spacing?
Ans: Ctrl + 5
Q4. Item appearing dimly behind text?
Ans: Watermark
Q5. Feature to send same letter to different persons?
Ans: Mail Merge
Q6. What is Gutter Margin?
Ans: Margin added at binding side
Q7. Word Processing Software?
Ans: WordPerfect, WordPad, MS Word
Q8. Which file starts MS Word?
Ans: winword.exe
Q9. Best quick copy operation?
Ans: Drag & Drop
Q10. Not a type of page margin?
Ans: Center
Q11. Force Page Break?
Ans: Ctrl + Enter
Q12. Superscript, Subscript etc. are?
Ans: Font Effects
Q13. Move block of text?
Ans: Cut & Paste
Q14. Find & Replace Shortcut?
Ans: Ctrl + H
Q15. Default Font?
Ans: Times New Roman
Q16. Close Active Document?
Ans: Ctrl + W
Q17. Speller Key?
Ans: F7
Q18. Not a font style?
Ans: Superscript
Q19. Blank space outside printing area?
Ans: Margins
Q20. Example of Page Orientation?
Ans: Landscape
Q21. Help Window Shortcut?
Ans: F1
Q22. Bar showing position?
Ans: Status Bar
Q23. Default Alignment?
Ans: Left
Q24. Tab stop move space?
Ans: 0.5 inch
Q25. Max Drop Cap lines?
Ans: 10
Q26. Synonym tool?
Ans: Thesaurus
Q27. Spelling & Grammar?
Ans: F7
Q28. Autocorrect replaces?
Ans: Misspelled words
Q29. Max columns in table?
Ans: 63
Q30. Reduce or enlarge print?
Ans: Scaling
Q31. Restore erased sentence?
Ans: Undo
Q32. Margin for back-to-back printing?
Ans: Mirror Margin
Q33. Minimum rows & columns?
Ans: 1 and 1
Q34. Smallest & largest font size in toolbar?
Ans: 8 & 72
Q35. Raised smaller character?
Ans: Superscript
Q36. Selecting text means?
Ans: Word / Sentence / Document
Q37. Wordwrap?
Ans: Auto move text to next line
Q38. Find can search?
Ans: Characters, Formats, Symbols
Q39. Ruler helps?
Ans: Set tab, indent, margins
Q40. Header/Footer printed by default?
Ans: Every page
Q41. Change character size & typeface menu?
Ans: Format
Q42. New paragraph key?
Ans: Enter
Q43. Bar below Title Bar?
Ans: Menu Bar
Q44. Ctrl + W?
Ans: Close current window
Q45. Shift + Delete?
Ans: Permanent delete
Q46. Macros?
Ans: Small programs (VBA)
Q47. Invalid version of MS Office?
Ans: Office Vista
Q48. Why Drop Caps?
Ans: Large initial capital
Q49. Track different editions?
Ans: Versions
Q50. Maximum font size?
Ans: 1638
Q51. Raised smaller above baseline?
Ans: Superscript
Q52. Mailing list called?
Ans: Data Source
Q53. Default left margin (2003)?
Ans: 1.25 inch
Q54. Ctrl + G?
Ans: Go To
Q55. Page Orientation?
Ans: Can change anytime
Q56. Ctrl + Q?
Ans: Remove paragraph formatting
Q57. Manual line break?
Ans: Shift + Enter
Q58. Web authoring tools?
Ans: Bullets, Hyperlinks, Sounds
Q59. Zoom placed in Word 2007?
Ans: Status Bar
Q60. Default font 2016?
Ans: Calibri
Q61. Copyright shortcut?
Ans: Alt + Ctrl + C
Q62. Superscript shortcut?
Ans: Ctrl + Shift + +
Q63. Ctrl = ?
Ans: Subscript
Q64. Increase font by 1 point?
Ans: Ctrl + ]
Q65. Increase left indent?
Ans: Ctrl + M
Q66. Combine names & addresses?
Ans: Mail Merge
Q67. Word count displays?
Ans: Words, Lines, Characters
Q68. Wordwrap?
Ans: Auto move text
Q69. Drop Cap means?
Ans: Large dropped initial
Q70. Ctrl + Shift + F5?
Ans: Bookmarks
Q71. Ctrl + D?
Ans: Font Dialog Box
Q72. Valid font style?
Ans: Regular
Q73. Page break tab?
Ans: Insert
Q74. Find & Replace with GoTo key?
Ans: F5
Q75. 4 rows × 5 columns?
Ans: 20 cells
Q76. Close application?
Ans: Alt + F4
Q77. Close window?
Ans: Ctrl + W
Q78. Increase font size?
Ans: Ctrl + Shift + >
Q79. Ctrl + Y?
Ans: Redo
Q80. Paste without formatting?
Ans: Paste Special
Q81. Invalid section break?
Ans: Previous Page
Q82. Recipient list called?
Ans: Data Source
Q83. Change case options count?
Ans: Three
Q84. Default font size 2019?
Ans: 11 pt
Q85. Create list feature?
Ans: Bullet & Numbering
Q86. Macro enabled file extension?
Ans: .docm
Q87. Default page size 2019?
Ans: A4
Q88. WYSIWYG?
Ans: What You See Is What You Get
Q89. Paste Special shortcut?
Ans: Ctrl + Alt + V
Q90. Last step mail merge?
Ans: Finish & Merge
Q91. Spelling & Grammar tab?
Ans: Review
WILDCARDS IN MS WORD
Path:
Home → Find → Replace → More → Use Wildcards
|
Wildcard |
Meaning |
Example |
Result |
|
? |
Single character |
h?t |
hat, hot |
|
* |
Any number of characters |
a*d |
ad, ahead |
|
[] |
One of characters |
t[ai]n |
tan, tin |
|
[-] |
Range |
[b-d]ot |
bot, cot |
|
[!] |
Not specific |
[!d]ust |
rust, must |
|
< |
Start of word |
<pre |
prefix |
|
> |
End of word |
ing> |
going |
|
@ |
One or more |
cora@l |
coral, coraal |
|
|
|
|
|
MS Word Ribbon Tabs & Features
MS Word typically features 8 main tabs in the latest versions:
File, Home, Insert, Design, Layout (Page Layout), References, Mailings, Review, View.
(Note: Some versions show “Design” separately; older versions used “Page Layout” instead of “Layout”.)
I. Home Tab
Clipboard: Includes Cut, Copy, Paste, and Format Painter.
Font: Adjust font typeface, size, bold, italic, underline, color, and text effects (Superscript, Subscript, etc.).
Paragraph: Bullets, Numbering, Multilevel List, Alignment (Left, Center, Right, Justify), Line Spacing, Indent, Borders & Shading.
Styles: Quick formatting for headings and text styles (Heading 1, Heading 2, Normal, etc.).
Editing: Find, Replace, and Select features.
II. Insert Tab
Pages: Cover Page, Blank Page, and Page Break.
Tables: Create and format tables (rows and columns).
Illustrations: Pictures, Shapes, Icons, SmartArt, Chart, Screenshot.
Chart: Visual representation of data (Bar, Pie, Line, etc.).
Links: Hyperlink, Bookmark, Cross-Reference.
Cross-References: Inserted as Word Fields. They link to headings, bookmarks, footnotes, etc.
Header, Footer & Page Number: Appear at the top or bottom margin of each page.
Text: Text Box, Quick Parts, WordArt, Drop Cap, Date & Time, Object.
Symbols: Equation and special characters.
III. Design Tab
Document Formatting: Themes, Colors, Fonts, and Style Sets.
Paragraph Spacing: Adjusts spacing between paragraphs.
Effects: Visual styling effects for shapes and objects.
Page Background: Watermark, Page Color, and Page Borders.
IV. Layout Tab (Page Layout in older versions)
Page Setup: Margins, Orientation (Portrait/Landscape), Size (A4, Letter, etc.), Columns.
Breaks: Page Breaks and Section Breaks (Next Page, Continuous, Odd Page, Even Page).
Paragraph: Indent (Left/Right) and Spacing (Before/After).
Arrange: Position, Wrap Text, Bring Forward, Send Backward (for objects).
V. References Tab
Table of Contents: Automatically generates a list of headings.
Footnotes: Insert Footnote and Endnote.
Citations & Bibliography: Manage sources and generate bibliography. Supports styles such as APA, MLA, Chicago, ISO 690 (GOST style may depend on version).
Captions: Insert Caption, Cross-reference.
Index: Mark Entry and Insert Index.
VI. Mailings Tab
Mail Merge: Combines a main document with a data source for bulk letters, emails, labels, or envelopes.
Includes:
- Start Mail Merge
- Select Recipients
- Insert Merge Fields
- Preview Results
- Finish & Merge
VII. Review Tab
Proofing: Spelling & Grammar, Thesaurus, Word Count.
Language: Translate, Set Proofing Language.
Comments: Add and manage comments.
Tracking: Track Changes, Accept/Reject changes.
Protect: Restrict Editing.
VIII. View Tab
Views:
Read Mode – Optimized for reading.
Print Layout – Default view showing how the document will look when printed.
Web Layout – View document as a web page.
Outline – Structured view of headings.
Draft – Simplified text view for quick editing.
Show: Ruler, Gridlines (align objects), Navigation Pane.
Zoom: Adjust document magnification (10%–500%).
Window: New Window, Arrange All, Split, View Side by Side, Switch Windows.
Macros: Record and run macros to automate repetitive tasks.
Technical Specifications & Terms
A4 Paper Size:
210 mm × 297 mm
Scaling:
The process of enlarging or reducing the size of printed content.
Virtual Memory:
A computer technique that makes RAM appear larger than it actually is by using part of the hard drive as memory.
Extended Mode (MS Word Selection Mode):
Activated by pressing F8 in MS Word to extend text selection.
Safe Mode (Windows):
A troubleshooting mode in Windows (not MS Word specific) used to diagnose system or driver issues.