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

41. Change Font = Formatting (Size, Color, Face, Style)
42. Extensions = .doc, .docx
43. Handwritten Font = Script
44. Font (Straight Edge) = Sans Serif
45. Font (Extended) = Serif
46. Drop Cap = Large Initial Letter
47. Drop Cap Default Lines = 3
48. Drop Cap Minimum Lines = 1
49. Drop Cap Maximum Lines = 10
50. Ways to Save Document = 3

• Ctrl + S
• F12
• Save As

51. Command to Start MS Word = winword.exe
52. Page Orientation = Portrait + Landscape
53. Default Page Orientation = Portrait
54. Default Font (2003) = Times New Roman (12 pt)
55. Default Font (2007) = Calibri (11 pt)
56. Green Line = Grammatical Error
57. Red Line = Spelling Error
58. Blue Line = Contextual Spelling Error
59. Gutter Margin = Margin for Binding (Left / Top)
60. Left Margin (2003) = 1.25 inch
61. Right Margin (2007) = 1 inch
62. File Size (Text Only) = 32 MB
63. File Size (Image + Text) = 512 MB
64. Font Style = Regular, Italic, Bold, Bold Italic
65. Macros = Visual Basic (Repetitive Task – Record)
66. Clipboard = Cut / Copy (Overwrite previous data)
67. 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)

1. Print Layout
2. Full Screen Reading
3. Web Layout
4. Outline
5. 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

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.