Explanation About MS Word And its Various Tabs And Toolbars

Are you looking for a complete and understandable guide to MS Word?
So, this presentation contains all the information about MS Word including Details about tabs in MS Word and the toolbars under those tabs . Basically, this presentation will display the complete basic information about MS Word.
Moreover, explanation of toolbars in each tab is provided in a brief and in an understandable manner.
Furthermore, this presentation will also explain you about the vital role MS Word plays in providing an outstanding look to your documents, posters, resumes, pamphlets etc.

1. DESIGNED BY- LAKSHIKA BANSAL MS WORD BATRA COMPUTER CENTRE

2. WHAT IS MS WORD? Microsoft Word 2010 is a word processing program designed to help you create professional quality documents. With the finest document formatting tools, word helps us to create our documents more efficiently,. It includes powerful editing and revising tools.

3. THE FILE MENU The file menu is one you will find yourself using extensively. It is used to create new documents, open existing documents and saving your new/updated documents. It also includes the page setup, print preview, and other important functions relating to your document and its properties.

4. 1. New : This creates a new Microsoft Word document. The page setup of the new document, i.e., the size, margins, etc., will depend on your page settings.  2. Open : This opens an existing Microsoft Word document, it will open a file explorer window allowing you to navigate to the file you want to open.  3. Close : This will close the current word document. Microsoft Word may prompt you to save the file, if you have made changes to the document since the last save.  4. Save : Saves the current document, replacing the existing file (if previously saved).  5. Save As : This allows you to save the document as a different file. When you click on Save As you will be able to choose the new filename and location for your document. 

5. 6 . Page Setup : This opens the  page setup  options dialogue box. It allows you to set the properties (dimensions, margins, etc.) of the current document and change the default for new Microsoft Word documents.  7 . Print Preview: Selecting this option opens the print preview window, allowing you to preview how your document will look when printed.  8 . Print : Opens the print dialogue box allowing you to print the current document.  9 . Send To: Hovering your mouse over this option will allow you to send your document via email, or export it to Microsoft PowerPoint (if installed).  10. Properties : This will open the Microsoft Word document properties dialogue box, allowing you to view/edit various properties of the document. Including author information, statistics, type, location and file size of the document. 

6. THE HOME TAB The Home Tab   is the most important Tab in Microsoft Word. The  Home Tab  contains all the commands that are used most often.  These include formatting commands like changing text size, font style, font color, list types, and clipboard functionality like Cut, Copy and Paste. Furthermore, the home tab in Word includes features like text alignment, line spacing, gallery styles and theme settings.  Finally, the Home Tab includes the Facility to find and replace text .

7. The groups on the Home Tab are as follows: 1.Clipboard 2.Font 3.Paragraph 4.Styles 5.Editin g 1. CLIPBOARD This group includes popular commands like Cut, Copy and Paste.  Using the Cut command, you can remove a piece of text from one location and insert it into a new location within the same document.  You can also use the Copy command instead of the Cut command, however this will leave the original text in place. Next you can browse to the new location where you would like to insert the cut text.  Using the Paste command you can then insert the text at this new spot. 2. FONT When you need to modify a part of the text in your Microsoft Word document, you can use the Font group under Home Tab. You can choose from options like font size, font type, bold, italicize, underline etc. In addition you can highlight a portion of your document and experiment with different font colors under the Font group in Microsoft Word . Here is a display of the formatting options relating to Font. MS Word

8. 3. PARAGRAPH Moving on to the Paragraph Group, here you are able to start a bulleted list, numbered list, multilevel list, increase or decrease indentation, change the text alignment, increase or decrease line spacing… Furthermore you can add features like borders and shading. 4.STYLES Styles is going to make the biggest impact in your document layout and design. When you use these ready made styles to format your document, you can quickly and easily apply a set of formatting choices consistently throughout your document . 5. EDITING This will help us in finding text, replacing text and selecting  document elements.  Let’s say you wanted to find a certain text or expression in your document, no problem. We  can use the Find command to do just that. You can even change the text easily by using the replace command.

9. THE INSERT TAB The Insert Tab is used to insert different features such as tables, pictures, clip art, shapes, charts, page numbers, word art, headers, and footers into a document. The table below describes each of the groups and buttons available on this tab.

10. PAGE LAYOUT TAB The  Page Layout Tab  lets you control the look and feel of your document in Microsoft Word . You can apply a global design to your document by using one of the available themes and color schemes. You can also change the document orientation, page size, margins, indentation, line spacing and paragraph settings.

11. THEMES - Themes  are pre-defined and let you change the entire design using a combination of colors, font styles and formatting effects . PAGE SETUP - Using page setup, we can modify the structure layout of our document with details like margins, page size, orientation, line numbers etc . WATERMARK - Here you can select Watermarks, Page Colors and Borders. For confidential or privacy type documents, you may want to use a Watermark. You can achieve this by selecting Watermark and picking one of the menu choices as shown below. Microsoft Word makes this a breeze by providing you Built-In options to do this task . PARAGRAPH- The Page Layout Tab lets you also control indentation in your document. Indentation determines the distance of the paragraph from either the left or the right margin. ARRANGE - This option is similar to the option present in the Format T ab.

12. REFERENCES TAB The  References Tab on Microsoft Word’s  new ribbon offers a quick way to enter your document sources, citations and choose a style etc. On the References tab you will find things like Table of Contents, Footnotes, Citations & Bibliography, Table of Figures, Captions, Indexes and Table of Authorities .

13. MAILINGS TAB Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail Merge, you can easily customize form letters for individual recipients. Mail merge is also used to create envelopes or labels in bulk.

14. 1.In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group, click Start Mail Merge.  2.Select your document type. Click Next: Starting document.  3.Select the starting document. Select Use the current document and then click Next: Select recipients.  4.Select recipients. Create a list by adding data in the New Address List dialog box and clicking OK.  5. Click Next: Write your letter.  Write the letter and add custom field.Click  Address block to add the recipients' addresses at the top of the document.  6. Press Enter on your keyboard and click Greeting line... to enter a greeting.  STEPS FOR USING MAIL MERGE OPTION

15. 7.In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.  8. Note that the address block and greeting line are surrounded by chevrons (« »). Write a short letter and click Next: Preview your letters . 9.Preview your letter and click Next: Complete the merge  10. Click Print to print your letters or Edit individual letters to further personalize some or all of the letters. 

16. THE REVIEW TAB T he Review Tab  is useful in a lot of ways. You can have the Spelling and Grammar feature, the Research option, Thesaurus and Translation functionality to help you improve your documents.

17. A. Proofing Group 1. Spelling and grammar  – the spelling and grammar tool are used for checking the spelling and grammar of your document. Upon clicking on this tool, the spelling and grammar dialog appears. It will display the word that is not in the dictionary and give you suggestions. It is upon you to accept or reject the suggestion or to type the correct word if it is not among the suggested ones . 2.Research   – the research tool launches the research task pane that is used to search through reference materials, such as dictionaries, encyclopedias, and translational services . 3.Word count  – use this tool to find out the number of words, characters, paragraphs, and lines you have in the document. Word count is also found on the status bar at the bottom of the window. You can customize it by right-clicking on it to set what you want to display .

18. B. Language Group 1.Translate   – this command is for translating selected text into a different language. 2.Set language  – the set language command is used to set the language used to check the spelling and grammar of the selected text. C. Comments Group 1. New comment  – this command adds a comment about the part you have selected. 2.Delete  – this command deletes the selected comment. 3.Previous  – this command helps you to navigate to the previous comment. 4.Next  – use this command to navigate to the next comment in the document.

19. D. The Tracking Group 1.Track changes  – use this command to track all changes made to the document, including insertions, deletions, and formatting changes. 2.Balloons  – balloons helps you to choose how to show revisions to the document. There are two ways of showing revisions one by showing balloons in the margins of the document or showing them directly within the document. 3.Final showing markup  – this command will help you to choose how to view the proposed changes to the document. The  final  option shows the document with all proposed changes included.  Original  option shows the document before any changes were made.  Markup  shows what changes have been proposed. 4.Show markup  – this command helps you to choose what kind of markup to show in the document. You can hide or show comments, insertions and deletions, formatting changes and other kinds of markups. 5.Reviewing pane  – the reviewing pane helps you to show revisions in a separate window. You can use either the horizontal or the vertical reviewing pane.

20. E. The Changes Group 1.Accept  – use the 'accept' command to accept the change and move to the next proposed change, accept change, accept all changes shown, or accept all changes in the document. 2.Reject  – use this command to reject the current change and move to the next proposed change, reject change, reject all changes shown, or reject all changes in the document. 3.Previous  – navigate to the previous revision that has been carried out in the document so that you either accept it or reject it. 4.Next  – use this command to navigate to the next revision in the document so as to accept or reject it.

21. F. The Compare Group 1.Compare  – compare or combine multiple versions of a document. Show source documents – use this command to choose which source documents to show. You have the option to show the original document, the revised document, or both . G.The Protect Group 1.Protect document  – this command gives you the power to restrict how people can access the document. You can restrict formatting and editing, restrict access, manage credentials, or give people unrestricted access

22. THE VIEW T AB The View tab in Microsoft Word  has the functionality to change your document views.  The View tab  has the following groups: 1.Document Views 2.Show / Hide 3.Zoom 4.Window 5. Macros.

23. Show / Hide Group 1.Ruler  –this command is for showing or hiding the ruler used for measuring or lining up objects in the document . 2.Gridlines  – gridlines are used for aligning objects in a document. This command will show or hide the gridlines. 3.Thumbnails  – you can turn on or off the thumbnails pane using this command. You can use the thumbnails pane to navigate along document through small pictures of each page. While in thumbnails, you can switch to document map and vise versa.

24. Documents View Group 1.Print layout  – this command will let you view the document as it will appear on the printed page. What you see on the screen when using print layout is what you should expect when you print out your work. 2.Full-screen reading  – this allows you to access your document in full screen reading view by hiding most of the toolbars; this helps you to maximize the space available for reading or commenting on the document. 3.Web layout  – this command will let you view the document as it would appear as a web page. 4.Outline  – you will be able to view your document as an outline and show the outlining tools. 5.Draft  – you will be able to view the document as a draft and be able to edit the text. Headers and footers will not be present in draft mode view.

25. Zoom Group 1.Zoom  – Use this tool to open the Zoom dialog box where you will be able to specify the zoom percentage you want for your page. quickly zoom the document. 2.100 %  - use this command to zoom the document to 100% of the normal size. A . One page  – this command is used to zoom the page in such a way that an entire page fits in the window. B. Two pages  – use this command to zoom two pages such that they fit in the window. C. Page width  – this command zooms the document so that the width of the page matches the width of the window.

26. Window Group 1.New window  – this command opens a new window containing a view of the current document. 2.Arrange all  – use this command to tile open program windows side-by-side on the screen. 3 .Split  – this command splits the current window into two parts so that you can view different sections of the document at the same time. 4.View side by side  – use this command to view two documents side by side so that you can compare their contents.

27. 5.Synchronous scrolling  – this synchronizes the scrolling of two documents so that they scroll together . 6.Reset window position  – this command resets the window position of the documents being compared side by side so that they share the screen equally 7.Switch Windows  – you can use this command to switch to a different currently open window. Macros Group Macro  – use this command to view the list of macros from which you can create, run, or delete a macro. By opening the macro dialog, you can be able to view macros, record macros, and pause recording macro.

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