Microsoft Word 2010 - I

Ramya can create a new document in MS Word by pressing the Ctrl + N key combination.

She can save a new document by pressing the Ctrl + S key combination.

Subodh can use copy and paste feature to write the given text a hundred times quickly. He can follow the given steps:

Step 1 — Open MS Word and press Ctrl + N key combination to open a new document.

Step 2 — Type "I will be a disciplined boy" on the document.

Step 3 — Hold down Ctrl key and click anywhere on the sentence to select it.

Step 4 — Press Ctrl + C key combination to copy the sentence.

Step 5 — Place the cursor on a new location and press Ctrl + V key combination to paste the sentence. Repeat Step 5 till the sentence is pasted 100 times.

Step 6 — Press Ctrl + P key combination to open Print dialog box.

Step 7 — Select Page layout and Printer and click on Print button.

The document will be printed.

Word offers the feature of displaying some special characters, called the Formatting marks, in the text document when certain keys are pressed. The symbols like '¶' and '.' are known as Formatting marks.

'¶' is a paragraph mark. This character represents the position where we have used the Enter key.

'.' is a Space mark. It shows how many times the Space bar key has been used between each word.

Anamika can select the extra words using a mouse or keyboard and press the Backspace key to delete them from her document.

Application Software

Microsoft Office

Home tab

Mail Merge

Title bar

Extended Tips

Status bar

Ctrl + C

File tab

Cursor

Ctrl + W

Minus

Word Processing

Reason — MS Word is a popular Word Processing program.

Document1

Reason — The Word application opens a new document with the temporary name Document1.

Ctrl + F1

Reason — Ctrl + F1 is the shortcut key combination to display and minimize the Ribbon.

Application

Reason — The larger window of MS Word program is Application window.

Three

Reason — Ribbon is divided into three sections.

Bottom

Reason — Status bar is located at the bottom of the Document window.

Clipboard

Reason — Clipboard is a temporary storage location.

File tab

Reason — The Exit option is present in the File tab menu.

Three

Reason — By default, three buttons are present on the Quick Access Toolbar.

Ribbon

Reason — Ribbon is an expanded toolbar across the top of the page.

Vertical

Reason — The Vertical Ruler bar formats the Vertical alignment of text.

Five

Reason — There are five layout buttons on the right end of the Status bar.

File tab

Reason — File tab menu contains the New option.

Work Area

Reason — We type the text in the Work Area of the Document window.

Word Wrap

Reason — Word Wrap feature automatically shifts the text to the next line if it does not fit in the current line.

Home

Reason — The Show/Hide button is present on the Home tab.

Don't Save

Reason — Don't Save option closes the document without saving any modifications since the last save operation.

Exit

Reason — The Exit option from the File tab menu is used to close the Word application.

.docx

Reason — The file extension of Word document is .docx.

Scroll Bars

Reason — Scroll Bars help to navigate through different portions of a document.

A Word processor is an application software capable of creating, editing, saving, and printing documents. Unlike a text editor, we can make changes, beautify the text, and also save the document for future use.

Five important features of Word processor are as follows:

1. Ease And Speed — A word processor provides an easier and faster method to type the text.
2. Formatting Features — It provides various formatting features, such as Boldface, Italics, Underlining, Font Name, Font Color, WordArt, etc.
3. Storage Features — It stores all our documents for future use, which can be retrieved whenever we want.
4. Graphics Features — We can add pictures, drawings, and charts, etc., to our documents. This enhances the overall presentation of a document.
5. Editing Features — In a word processor, we can edit text by copying, moving, deleting, or inserting sentences, paragraphs, and words. We can also add page numbers, headers, footers, and tables in the document.

The different components of a Word window are as follows:

1. File tab — On clicking the File tab, we can create a new file, open an existing file, save a file, print a file, and perform many other tasks.
2. Quick Access Toolbar — The Quick Access Toolbar is located at the upper left corner next to the Word icon. It provides an easy access to the frequently used command buttons. By default, three buttons are present on it which are: Save, Undo, and Redo.
3. Title bar — Title bar is located at the top of the Word window. It displays the current document and the name of the application in the centre.
4. Ribbon — Word has a Ribbon which contains eight tabs — File, Home, Insert, Page Layout, References, Mailing, Review, and View. These tabs have individual groups, and the groups have different icons, which in turn represent different commands.
5. MS Word Tab Groups — The Tab groups are as follows:
   1. Home: Editing, Styles, Paragraph, Font, Clipboard.
   2. Insert: Illustrations, Tables, Pages, Links,Text, Header & Footer, Symbols, Flash.
   3. Page Layout: Page Background, Paragraph, Page Setup, Themes, Arrange.
   4. References: Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, Table of Authorities.
   5. Mailings: Create, Start Mail Merge, Write and Insert Fields, Preview Results, Finish.
   6. Review: Proofing, Language, Comments, Tracking, Changes, Compare, Protect.
   7. View: Document Views, Show, Zoom, Window, Macros.
6. Groups in Home tab — Home tab has the following groups — Clipboard, Font, Paragraph, Styles, Editing
7. Work Area — This is the blank area in the document window where we can type, edit, and format the text.
8. Ruler bars — These bars are present on top and left side of the document. The Vertical Ruler bar formats the vertical alignment of the text. Using the Horizontal Ruler bar, we can modify the indents, margins, tab stops, and page measurement.
9. Scroll bars — The scroll bars help in navigating through different portions of a document.
10. Status bar — It is located at the bottom of the Document window. It shows the document's status, and the Proofing error icon indicates errors when clicked. The View buttons and Zoom Slide bar are on the right side.
11. Zoom Slider — It lets us zoom in or zoom out our document by moving the slider to the percentage zoom setting.

Word Wrap feature automatically fits the typed text within the specified left and right margins. There is no need to press Enter key after finishing a line. It is an automatic feature of Word.

In Word, the Enter key is used only in the following cases:

1. To place text in a new line.
2. To mark the end of a paragraph.
3. To leave a blank line in between two paragraphs.

The open application of MS Word displays two windows on the screen. The larger window is called the Application window and the smaller window which is inside the Application window is called the Document window. The Application window helps the user to communicate with the MS Word program. The Document window is used for typing, editing, and formatting the text.

Word offers the feature of displaying some special characters, called the Formatting marks, in the text document when certain keys are pressed. Some formatting marks are as follows:

1. Space mark (.) — Dots(.) show how many times the Spacebar key has been used between each word.
2. Paragraph mark (¶) — This character represents the position where we have used the Enter key.
3. Line Break (↵) — This character represents the position where we have used Shift+Enter key combination to mark the end of a line
4. Tab Mark (→) — This character represents the position where we have pressed the Tab key to mark the Tab stops.

Formatting marks are often useful to see when we are working with heavily formatted documents and need to keep track of our tabs, spaces, blank lines and so on.

Editing text means making corrections to it, and manipulating text in a manner that would lead to the desired end result. This process may include inserting, deleting, copying, moving, finding, and replacing a particular text in a document.

To save a document and protect it using a password, we follow the steps given below:

Step 1 — Click on the File tab and select the Save As option from the drop-down menu.

Step 2 — The Save As dialog box appears.

Step 3 — Click on the drop-down arrow of the Tools tab and select General Options.

Step 4 — The General Options dialog box will appear with two fields. They are: 'Password to open' and 'Password to modify'.

Step 5 — Type the desired password in the Password to open field. Click on OK.

Step 6 — The Confirm Password dialog box appears. Re-enter the password in order to confirm the password. Then click on OK.

Step 7 — If the password matches, the document is saved with a password protection. If the password does not match, we receive the prompt message to enter the password again.

Whenever we try to close a document without saving it, Word displays an Alert message box with the following three options:

1. Save — The document is saved and then closed.
2. Don't Save — The document is closed and all the modifications since the last save are lost.
3. Cancel — Nothing happens and we return to the document.

We follow the steps given below to move the text from one location to another using the Shortcut key combination:

Step 1 — Select the desired text.

Step 2 — Press the Ctrl + X (Cut) key combination.

Step 3 — Now bring the pointer to the desired/new location and press the Ctrl + V (Paste) key combination.

The selected text will be pasted at the new location.

There are two ways to delete any text in the document. They are as follows:

1. Select the text and press the Delete (Del) key.
2. Select the text and press the Backspace key.

The different View buttons located on the Status bar are as follows:

1. Print layout — It is selected by default. This view shows the document as it will appear when it is printed.
2. Full Screen Reading — It shows the complete page on the screen and also displays the multiple pages. This view has several buttons at the top of the page, such as Save, Print Preview and Print, Tools, Mini Translator, Text Highlight Color, and Insert comment. At the centre of the bar, it displays the page number and total number of pages, and at the right end of the bar, View Options menu and Close button are displayed.
3. Web Layout — This view enables us to see our document as it would appear in a browser, such as Internet Explorer.
4. Outline — It displays our document in an Outline View. We can move the text up and down, expand and collapse the levels, or change the heading levels.
5. Draft — It displays a document as a continuous text scroll where page breaks are denoted by dashed lines. This view is helpful if we are using an older or slower computer that cannot display the Print Layout view. Various elements, like headers/footers, backgrounds, pictures, etc., are not displayed in this view.