Introduction to MS WORD

Getting Started
 Menus
 Shortcut menus
 Toolbars
 Customizing toolbars
Working With Files
 Creating and opening documents
 Saving documents
 Renaming documents
 Working on multiple documents
 Close a document
Working With Text
 Typing and inserting text
 Selecting text
 Deleting text
 Undo
 Formatting toolbar
 Format Painter
Formatting Paragraphs
 Paragraph attributes
 Moving, copying, and pasting text
 The clipboard
 Columns
 Drop caps
Styles
 Apply a style
 Apply a style from the style dialog box
 Create a new styles from a model
 Create a simple style from the style dialog box
 Modify or rename a style
 Delete a style
Lists
 Bulleted and numbered lists
 Nested lists
 Formatting lists
Tables
 Insert Table button
 Draw a table
 Inserting rows and columns
 Moving and resizing a table

 Tables and Borders toolbar
 Table properties

Graphics
 Adding clip art
 Add an image from a file
 Editing a graphic
 AutoShapes
Spelling and Grammar
 AutoCorrect
 Spelling and grammar check
 Synonyms
 Thesaurus
Page Formatting
 Page margins
 Page size and orientation
 Headers and footers
 Page numbers
 Print preview and printing
Keyboard shortcuts

GETTING STARTED
Screen Layout
Menus
When you begin to explore Word 2000, you will notice a significant change in the menu structure if you are
familiar with previous versions of Word. The menus in Word 2000 display only the commands you have
recently used. To view all options in each menu, you must click the double arrows at the bottom of the
menu. The images below show the Format menu collapsed (left) and expanded (right) after the double
arrows at the bottom of the menu were clicked:

Follow the steps below to display menus similar to previous versions of Word with all the choices listed
initially:
 Select View|Toolbars|Customize from the menu bar.
 Click on the Options tab.
 Uncheck the Menus show recently used commands first check box.

Shortcut Menus
These features allow you to access various Word commands faster than using the options on the menu bar.
View shortcut menus by right-clicking with the mouse. The options on this menu will vary depending on the
element that was right-clicked. For example, the shortcut menu below is produced by right-clicking on a
bulleted list.
Actions such as "Decrease Indent" and "Increase Indent" are only applicable to lists and therefore only
appear on the list shortcut menu. The shortcut menus are helpful because they only display the options that
can be applied to the item that was right-clicked and, therefore, prevent searching through the many menu
options.
Toolbars
Many toolbars displaying shortcut buttons are also available to make editing and formatting quicker and
easier. Select View|Toolbars from the menu bar to select the toolbars. The toolbars that are already
displayed on the screen are checked. Add a toolbar simply by clicking on the name.

Customizing Toolbars
There may be certain actions on a toolbar that you do not use and there may also be commands that you
execute often but that are not located on any toolbar. Word toolbars can be customized so these commands
can be added and deleted.
 Select View|Toolbars|Customize and click the Commands tab.

 By highlighting the command categories in the Categories box, the choices will change in the
Commands box to the right.
 Select the command you would like to add to the toolbar by selecting it in the Commands box.
 Drag the command with the mouse to the desired location on the toolbar and release the mouse
button.
 Remove a button from the toolbar by clicking and dragging the button off the toolbar.

WORKING WITH FILES
Creating and Opening Documents
There are several ways to create new documents, open existing documents, and save documents in Word:
Create a New Document
 Click the New Document button on the menu bar.
 Choose File|New from the menu bar.
 Press CTRL+N (depress the CTRL key while pressing "N") on the keyboard.
Open an Existing Document
 Click the Open File button on the menu bar.
 Choose File|Open from the menu bar.
 Press CTRL+O on the keyboard.
Each method will show the Open dialog box. Choose the file and click the Open button.
Save a Document
 Click the Save button on the menu bar.
 Select File|Save from the menu bar.
 Press CTRL+S on the keyboard.
Renaming Documents
To rename a Word document while using the program, select File|Open and find the file you want to
rename. Right-click on the document name with the mouse and select Rename from the shortcut menu.
Type the new name for the file and press the ENTER key.

Working on Multiple Documents
Several documents can be opened simultaneously if you are typing or editing multiple documents at once.
All open documents are listed under the Window menu as shown below. The current document has a
checkmark beside the file name. Select another name to view another open document or click the button on
the Windows taskbar at the bottom of the screen.
Close a Document
Close the current document by selecting File|Close or click the Close icon if it's visible on the Standard
Toolbar.

WORKING WITH TEXT
Typing and Inserting Text
To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by
using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard
shortcuts listed below are also helpful when moving through the text of a document:
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END
Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the
desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard
while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a
portion of the text:
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or
lines
drag the mouse over the words, or hold down SHIFT while using the arrow
keys
Entire document choose Edit|Select All from the menu bar, or press CTRL+A
Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the
keyboard.
Deleting Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left
of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any
of the methods outlined above and press the DELETE key.
Formatting Text
The formatting toolbar is the easiest way to change many attributes of text. If the toolbar as shown below
isn't displayed on the screen, select View|Toolbars and choose Formatting.

 Style Menu - Styles are explained in detail later in this tutorial.
 Font Face - Click the arrowhead to the right of the font name box to view the list of fonts available.
Scroll down to the font you want and select it by clicking on the name once with the mouse. A serif
font (one with "feet" circled in the illustration below) is recommended for paragraphs of text that
will be printed on paper as they are most readable. The following graphic demonstrates the
difference between serif (Times New Roman on the left) and sans-serif ("no feet", Arial on the
right) fonts.
 Font Size - Click on the white part of the font size box to enter a value for the font size or click the
arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it
once. A font size of 10 or 12 is best for paragraphs of text.
 Font Style - Use these buttons to bold, italicize, and underline text.
 Alignment - Text can be aligned to the left, center, or right side of the page or it can be justified
across the page.
 Numbered and Bulleted Lists - Lists are explained in detail later in this tutorial.
 Increase/Decrease Indent - Change the indentation of a paragraph in relation to the side of the
page.
 Outside Border - Add a border around a text selection.
 Highlight Color - Use this option to change the color behind a text selection. The color shown on
the button is the last color used. To select a different color, click the arrowhead next to the image
on the button.
 Text Color - This option changes the color of the text. The color shown on the button is the last
color chosen. Click the arrowhead next to the button image to select another color.
The Font dialog box allows you to choose from a larger selection of formatting options. Select
Format|Font from the menu bar to access the box.

Format Painter
A handy feature for formatting text is the Format Painter located on the standard toolbar. For example, if
you have formatting a paragraph heading with a certain font face, size, and style and you want to format
another heading the same way, you do not need to manually add each attribute to the new headline.
Instead, use the Format Painter by following these steps:
 Place the cursor within the text that contains the formatting you want to copy.
 Click the Format Painter button in the standard toolbar. Notice that your pointer now has a
paintbrush beside it.
 Highlight the text you want to add the same format to with the mouse and release the mouse
button.
To add the formatting to multiple selections of text, double-click the Format Painter button instead of
clicking once. The format painter then stays active until you press the ESC key to turn it off.
Undo
Feel free to experiment with various text styles. You can always undo your last action by clicking the Undo
button on the standard toolbar or selecting Edit|Undo... from the menu bar. Click the Redo button on the
standard toolbar or select Edit|Redo... to erase the undo action.

FORMATTING PARAGRAPHS
Paragraph Attributes
Format a paragraph by placing the cursor within the paragraph and selecting Format|Paragraph from the
menu bar.
Moving (Cutting) Text
Highlight the text that will be moved and select Edit|Cut from the menu bar, click the Cut button on the
standard tool bar, or press CTRL+X at once. This will move the text to a clipboard.
To move a small amount of text a short distance, the drag-and-drop method may be quicker. Highlight the
text you want to move, click the selection with the mouse, drag the selection to the new location, and
release the mouse button.
Copying Text
To copy text, choose Edit|Copy, click the Copy button on the standard toolbar, or press CTRL+C to copy
the text to the clipboard.
Paste Text
To paste cut or copied text, move the cursor to the location you want to move the text to and select Edit|
Paste from the menu bar, click the Paste button on the standard toolbar, or press CTRL+V.

The Clipboard
The last 12 elements that were cut or copied are placed onto Word's clipboard. You can view the elements
on the clipboard by selecting View|Toolbars|Clipboard from the menu bar.
Place the mouse arrow over each element in the clipboard to view the contents of each item and click on an
element to add its contents to the document. Click Paste All to add all of the items to the document at
once. Click the Clear Clipboard button (the icon with an "X" over the clipboard image) to clear the contents
of the clipboard.
Columns
To quickly place text in a column format, click the Columns button on the standard toolbar and select the
number of columns by dragging the mouse over the diagram.
For more column options, select Format|Columns from the menu bar. The Columns dialog box allows you
to choose the properties of the columns. Select the number and width of the columns from the dialog box.

Drop Caps
A drop cap is a large letter that begins a paragraph and drops through several lines of text as shown below.
Add a drop cap to a paragraph by following these steps:
 Place the cursor within the paragraph whose first letter will be dropped.
 Select Format|Drop Cap from the menu bar.
 The Drop Cap dialog box allows you to select the position of the drop cap, the font, the number of
lines to drop, and the distance from the body text.
 Click OK when all selections have been made.
 To modify a drop cap, select Format|Drop Cap again to change the attributes, or click on the letter
and use the handles to move and resize the letter.

STYLES
The use of styles in Word will allow you to quickly format a document with a consistent and professional
look. Paragraph and character styles can be saved for use in many documents.
Applying a Style
 Place the cursor in the paragraph where the style will be applied.
 Click the Style drop-down menu on the Formatting toolbar and select a style by clicking on it.
 To apply the same style to multiple paragraphs, double click the Format Painter button on the
standard toolbar and click in all the paragraphs that the style should be applied to. Press the ESC
key to disable the Format Painter.
Apply a Style from the Style Dialog Box
Choose from a larger selection of styles from the Style dialog box.

 Click in the paragraph you want to add a style to.
 Select Format|Style... from the menu bar.
 From the List drop-down menu, choose All styles to view all the styles available.
 The styles are displayed in the Styles list. Preview each style by clicking once on the name.
Paragraph styles are preceded by the paragraph symbol ( ) and character styles are preceded by an
"a" icon ( ). A pointer arrow is located next to the current style. Highlight the style you want to
apply to the paragraph and click Apply.
Create a New Style from a Model
To create a style from text that is already formatted in a document, follow these steps:
 Place the cursor in the paragraph you would like to set as a new style.
 Click the Style box on the formatting toolbar so the style name is highlighted.
 Delete the text in the field and type the name of the new style.
 Press the ENTER key to save the new style.
Create a Simple Style from the Style Dialog Box
 Select Format|Style... from the menu bar and click the New button on the Style dialog box to
access the New Style dialog box.

 Type the name for the new style in the Name field.
 Select "Paragraph" or "Character" from the Style type drop-down menu.
 Click the Format button at the bottom of the window and choose the paragraph element that will
be formatted for the style. Continue to make changes from the options from the Format button
menu, making changes to the dialog boxes for each element you choose.
 Click OK to set the style and close the New Style dialog box.
 Click Apply on the Style dialog box to apply the new style to the current paragraph.
Modify or Rename a Style
An existing style can be changed from the Style dialog box.
 Select Format|Style... from the menu bar.
 Highlight the style from the Styles list that you want to modify and click the Modify button.
 Use the same methods to modify the style from the Modify Style dialog box that were used for the
New Style box.
 To only rename the style, type a new name in the Name field.
 Click OK when you are finished making modifications.
 Click Apply to update the style in the document.
Delete a Style
Preset styles created by Word cannot be deleted, but to delete a style you have made, follow these steps:
 Select Format|Style... from the menu bar
 Highlight the style from the Styles list that you want to delete.
 Click the Delete button.
 You will be asked if you really want to delete the style. Click Yes.
 Click Close on the dialog box.

LISTS
To create a bulleted or numbered list, use the list features provided by Word.
Bulleted and Numbered Lists
 Click the Bulleted List button or Numbered List button on the formatting toolbar.
 Type the first entry and press ENTER. This will create a new bullet or number on the next line. If
you want to start a new line without adding another bullet or number, hold down the SHIFT key
while pressing ENTER.
 Continue to typing entries and press ENTER twice when you are finished typing to end the list.
Use the Increase Indent and Decrease Indent buttons on the formatting toolbar to create lists of
multiple levels.
NOTE: You can also type the text first, highlight the section, and press the Bulleted List or Numbered
List buttons to add the bullets or numbers.
Nested Lists
To create a nested list, such as a numbered list inside of a bulleted list, follow these steps:
 Type the list and increase the indentation of the items that will make up the nested list by clicking
the Increase Indent button for each item.
 Highlight the items and click the Numbered List button on the formatting toolbar.
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets and Numbering dialog box.
 Highlight the entire list to change all the bullets or numbers, or
Place the cursor on one line within the list to change a single bullet.

 Access the dialog box by selecting Format|Bullets and Numbering from the menu bar or by
right-clicking within the list and selecting Bullets and Numbering from the shortcut menu.
 Select the list style from one of the seven choices given, or click the Picture... button to choose a
different icon. Click the Numbered tab to choose a numbered list style.
 Click OK when finished.

TABLES
Tables are used to display data and there are several ways to build them in Word. Begin by placing the
cursor where you want the table to appear in the document and choose one of the following methods.
Insert a Table
There are two ways to add a table to the document using the Insert feature:
 Click the Insert Table button on the standard toolbar. Drag the mouse along the grid, highlighting
the number of rows and columns for the table.
 Or, select Table|Insert|Table from the menu bar. Select the number of rows and columns for the
table and click OK.
Draw the Table
A table can also be drawn onto the document:
 Draw the table by selecting Table|Draw Table from the menu bar. The cursor is now the image of
a pencil and the Tables and Borders toolbar has appeared.
 Draw the cells of the table with the mouse. If you make a mistake, click the Eraser button and
drag the mouse over the area to be deleted.

 To draw more cells, click on the Draw Table button .
Inserting Rows and Columns
Once the table is drawn, insert additional rows by placing the cursor in the row you want to be adjacent to.
Select Table|Insert|Rows Above or Rows Below. Or, select an entire row and right-click with the
mouse. Choose Insert Rows from the shortcut menu.
Much like inserting a row, add a new column by placing the cursor in a cell adjacent to where the new
column will be added. Select Table|Insert|Columns to the Left or Columns to the Right. Or, select the
column, right-click with the mouse, and select Insert Columns.
Moving and Resizing a Table
A four-sided moving arrow and open box resizing handle will appear on the corners of the table if the mouse
is placed over the table. Click and drag the four-ended arrow to move the table and release the mouse
button when the table is positioned where you want it. Click and drag the open box handle to resize the
table. Change the column widths and row heights by clicking the cell dividers and dragging them with the
mouse.
Tables and Borders Toolbar
The Tables and Borders toolbar allows you to add border styles, shading, text effects, alignment, and more
options to your table. Access the toolbar by clicking Table|Draw Table or View|Toolbars|Tables and
Borders.
You will need to highlight the cells of the table you want to format. Click and drag the mouse over the cells,
or use the following shortcuts:
Selection Menu Method Mouse Method
One cell Table|Select|Cell
Click the bottom, left corner of the cell when a black
arrow appears
One row Table|Select|Row Click outside the table to the left of the row
One column Table|Select|Column
Click outside the table above the column when a black
arrow appears
Several rows (none)
Click outside the table to the left of the row and drag the
mouse down
Several
columns
(none) Click outside the table above the column
Entire table Table|Select|Table Triple-click to the left of the table
Table Properties

Use the Table Properties dialog box to modify the alignment of the table with the body text and the text
within the table. Access the box by selecting Tables|Table Properties.
 Size - Check the Preferred width box and enter a value if the table should be an exact width.
 Alignment - Highlight the illustration that represents the alignment of the table in relation to the
text of the document.
 Text wrapping - Highlight "None" if the table should appear on a separate line from the text or
choose "Around" if the text should wrap around the table.
 Borders and Shading - Select from a number of border styles, colors, and widths. Click the
Shading tab to change the background color and pattern.

 Options - Click the Options button on the Table Properties window. To change the spacing
between the document text and the table borders under Default cell margins. Check the Allow
spacing between cells box and enter a value to add space between the table cells.

GRAPHICS
Adding Clip Art
To add a clip art image from the Microsoft library to a document, follow these steps:
 Select Insert|Picture|Clip Art from the menu bar.
 To find an image, click in the white box following Search for clips. Delete the words "Type one or
more words. . ." and enter keywords describing the image you want to use.
- OR -
Click one of the category icons.
 Click once on the image you want to add to the document and the following popup menu will
appear:
 Insert Clip to add the image to the document.
 Preview Clip to view the image full-size before adding it to the document. Drag the
bottom, right corner of the preview window to resize the image and click the "x" close

button to end the preview.
 Add Clip to Favorites will add the selected image to your favorites directory that can be
chosen from the Insert ClipArt dialog box.
 Find Similar Clips will retrieve images similar to the one you have chosen.
 Continue selecting images to add to the document and click the Close button in the top, right
corner of the Insert ClipArt window to stop adding clip art to the document.
Add An Image from a File
Follow these steps to add a photo or graphic from an existing file:
 Select Insert|Picture|From File on the menu bar.
 Click the down arrow button on the right of the Look in: window to find the image on your
computer.
 Highlight the file name from the list and click the Insert button.
Editing A Graphic

Activate the image you wish to edit by clicking on it once with the mouse. Nine handles will appear around
the graphic. Click and drag these handles to resize the image. The handles on the corners will resize
proportionally while the handles on the straight lines will stretch the image. More picture effects can be
changed using the Picture toolbar. The Picture toolbar should appear when you click on the image.
Otherwise, select View|Toolbars|Picture from the menu bar to activate it.
 Insert Picture will display the image selection window and allows you to change the image.
 Image Control allows to to make the image grayscale, black and white, or a watermark.
 More/Less Contrast modifies the contrast between the colors of the image.
 More/Less Brightness will darken or brighten the image.
 Click Crop and drag the handles on the activated image to delete outer portions of the image.
 Line Style will add a variety of borders to the graphic.
 Text Wrapping will modify the way the document text wraps around the graphic.
 Format Picture displays all the image properties in a separate window.
 Reset Picture will delete all the modifications made to the image.
Auto Shapes
The AutoShapes toolbar will allow you to draw many different geometrical shapes, arrows, flow chart
symbols, stars, and banners on the document. Activate the AutoShapes toolbar by selecting Insert|
Picture|AutoShapes or View|Toolbars|AutoShapes from the menu bar, or clicking the AutoShapes
button on the Drawing toolbar. Click each button on the toolbar to view the options for drawing the shape.
 Lines - After clicking the Lines button on the AutoShapes toolbar, draw a straight line, arrow, or
double-ended arrow from the first row of options by clicking the respective button. Click in the
document where you would like the line to begin and click again where it should end. To draw a
curved line or freeform shape, select curved lines from the menu (first and second buttons of
second row), click in the document where the line should appear, and click the mouse every time a
curve should begin. End creating the graphic by clicking on the starting end or pressing the ESC
key. To scribble, click the last button in the second row, click the mouse in the document and hold
down the left button while you draw the design. Let go of the mouse button to stop drawing.
 Basic Shapes - Click the Basic Shapes button on the AutoShapes toolbar to select from many two-
and three-dimensional shapes, icons, braces, and brackets. Use the drag-and-drop method to
draw the shape in the document. When the shape has been made, it can be resized using the open
box handles and other adjustments specific to each shape can be modified using the yellow diamond

handles.
 Block Arrows - Select Block Arrows to choose from many types of two- and three-dimensional
arrows. Drag-and-drop the arrow in the document and use the open box and yellow diamond
handles to adjust the arrowheads. Each AutoShape can also be rotated by first clicking the Free
Rotate button on the drawing toolbar . Click and drag the green handles around the image to
rotate it. The tree image below was created from an arrow rotated 90 degrees.
 Flow Chart - Choose from the flow chart menu to add flow chart elements to the document and
use the line menu to draw connections between the elements.
 Stars and Banners - Click the button to select stars, bursts, banners, and scrolls.
 Call Outs - Select from the speech and thought bubbles, and line call outs. Enter the call out
text in the text box that is made.
 More AutoShapes - Click this button to choose from a list of clip art categories.
Each of the submenus on the AutoShapes toolbar can become a separate toolbar. Just click and drag the
gray bar across the top of the submenus off of the toolbar and it will become a separate floating toolbar.

Spelling and Grammar
AutoCorrect
Word automatically corrects many commonly misspelled words and punctuation marks with the AutoCorrect
feature. To view the list of words that are automatically corrected, select Tools|AutoCorrect. This may be
a hidden feature so click the double arrows at the bottom of the Tools menu listing if the AutoCorrect choice
is not listed.
Many options including the accidental capitalization of the first two letters of a word and capitalization of the
first word of the sentence can be automatically corrected from this page. If there are words you often
misspell, enter the wrong and correct spellings in the Replace and With fields.
Spelling and Grammar Check
Word will automatically check for spelling and grammar errors as you type unless you turn this feature off.
Spelling errors are noted in the document with a red underline. Grammar errors are indicated by a green
underline. To disable this feature, select Tools|Options from the menu bar and click the Spelling and
Grammar tab on the dialog box. Uncheck "Check spelling as you type" and "Check grammar as you
type", and click OK.
To use the spelling and grammar checker, follow these steps:
 Select Tools|Spelling and Grammar from the menu bar.

 The Spelling and Grammar dialog box will notify you of the first mistake in the document and
misspelled words will be highlighted in red.
 If the word is spelled correctly, click the Ignore button or click the Ignore All button if the word
appears more than once in the document.
 If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box
and click the Change button or Change All button to correct all occurrences of the word in the
document. If the correct spelling is not suggested, enter the correct spelling in the Not In
Dictionary box and click the Change button.
 If the word is spelled correctly and will appear in many documents you type (such as your name),
click the Add button to add the word to the dictionary so it will no longer appear as a misspelled
word.
As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check
the grammar of the document in addition to the spelling. If you do not want the grammar checked, remove
the checkmark from this box. Otherwise, follow these steps for correcting grammar:
 If Word finds a grammar mistake, it will be shown in the box as the spelling errors. The mistake is
highlighted in green text.
 Several suggestions may be given in the Suggestions box. Select the correction that best applies
and click Change.

 If no correction is needed (Word is often wrong more than it is right), click the Ignore button.
Synonyms
Word 2000 has a new feature for finding synonyms. Simply right-click on the word and select Synonyms
from the shortcut menu. From the list of suggested words, highlight the word you would like to use or click
Thesaurus... for more options.
Thesaurus
To use the thesaurus, select Tools|Language|Thesaurus from the menu bar or select it from the
Synonyms shortcut menu as detailed above.
A list of meanings and synonyms are given on the windows. Double-click on the words in the Meanings box
or click the Look Up button to view similar words. Double-click words in the Replace with Synonym box
to view synonyms of those words. Highlight the word you would like to add and click the Replace button.

PAGE FORMATTING
Page Margins
The page margins of the document can be changed using the rulers on the page and the Page Setup
window. The ruler method is discussed first:
 Move the mouse over the area where the white ruler changes to gray.
 When the cursor becomes a double-ended arrow, click with the mouse and drag the margin
indicator to the desired location.
 Release the mouse when the margin is set.
The margins can also be changed using the Page Setup dialog box:
 Select File|Page Setup and choose the Margins tab in the dialog box.
 Enter margin values in the Top, Bottom, Left, and Right boxes. The Preview window will reflect
the changes.
 If the document has Headers and/or Footers, the distance this text appears from the edge of the
page can be changed.
Page Size and Orientation

Change the orientation page within the Page Setup dialog box.
 Select File|Page Setup and choose the Paper Size tab.
 Select the proper paper size from the drop-down menu.
 Change the orientation from Portrait or Landscape by checking the corresponding radio button.
Headers and Footers
A header is text that is added to the top margin of every page such as a document title or page number and
a footer is text added to the bottom margin. Follow these steps to add or edit headers and footers in the
document:
 Select View|Header and Footer from the menu bar. The Header and Footer toolbar will appear
and the top of the page will be highlighted as shown below.

 Type the heading in the Header box. You may use many of the standard text formatting options
such as font face, size, bold, italics, etc.
 Click the Insert AutoText button to view a list of quick options available.
 Use the other options on the toolbar to add page numbers, the current date and time.
 To edit the footer, click the Switch Between Header and Footer button on the toolbar.
 When you are finished adding headers and footers, click the Close button on the toolbar.
Page Numbers
Follow these instructions for another way to add page numbers to a document.
 Select Insert|Page Numbers from the menu bar and the following dialog box will appear.
 Select the position of the page numbers by choosing "Top of page" or "Bottom of page" from the
Position drop-down menu.
 Select the alignment of the page numbers in the Alignment drop-down menu.
 If you do not want the page number to show on the first page (if it is a title page, for example),
uncheck the Show number of first page box.
Print Preview and Printing
Preview your document by clicking the Print Preview button on the standard toolbar or by selecting File|
Print Preview. When the document is ready to print, click the Print button from the Print Preview screen or
select File|Print.

KEYBOARD SHORTCUTS
Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to execute
simple commands. Print this list of Word keyboard shortcuts and keep it by your computer for a quick
reference.
Note: A plus sign indicates that the keys need to be pressed at the same time.
Action Keystroke
Document actions
Open a file CTRL+O
New file CTRL+N
Close a file CTRL+W
Save As F12
Save
CTRL+S or
SHIFT+F12
Print Preview CTRL+F2
Print CTRL+P
Show/Hide
paragraph
symbols
CTRL+*
Spelling and
grammar
F7
Help F1
Find CTRL+F
Replace CTRL+H
Go To CTRL+G
Cursor movement
Select all -
entire
document
CTRL+A
Select from
cursor to
beginning of
line
SHIFT+Home
Select from
cursor to end
of line
SHIFT+END
Go to
beginning of
line
HOME
Go to end of
line
END
Go to
beginning of
document
CTRL+Home
Go to end of
document
CTRL+End
Action Keystroke
Text Style
Font face CTRL+SHIFT+F
Font size CTRL+SHIFT+P
Bold CTRL+B
Italics CTRL+I
Underline CTRL+U
Double underline CTRL+SHIFT+D
Word underline CTRL+SHIFT+W
All caps CTRL+SHIFT+A
Change case SHIFT+F3
Subscript CTRL+=
Superscript CTRL+SHIFT+=
Make web
hyperlink
CTRL+K
Tables
Go to
next cell
Tab
Go to
previous
cell
SHIFT+Tab
Go to
beginning
of column
ALT+PageUp
Highlight
to
beginning
of column
ALT+SHIFT+PageUp
Go to end
of column
ALT+PageDown
Highlight
to end of
column
ALT+SHIFT+PageDown
Go to
beginning
of row
ALT+Home
Highlight
to
beginning
of row
ALT+SHIFT+Home

Formatting
Cut CTRL+X
Copy CTRL+C
Paste CTRL+V
Undo CTRL+Z
Redo CTRL+Y
Format
painter
CTRL+SHIFT+C
Left
alignment
CTRL+L
Center
alignment
CTRL+E
Right
alignment
CTRL+R
Justified CTRL+J
Delete
previous
word
CTRL+Backspace
Apply
bulleted
list
CTRL+SHIFT+L
Indent CTRL+M
Page
break
CTRL+Enter
Go to end
of row
ALT+End
Highlight
to end of
row
ALT+SHIFT+End
Column
break
CTRL+SHIFT+Enter
Miscellaneous
Copyright symbol
- ©
ALT+CTRL+C
Date field ALT+SHIFT+D
Go to footnotes ALT+CTRL+F
Show/Hide ¶ CTRL+SHIFT+8
Thesaurus SHIFT+F7
All Shortcuts
This list shows only the most common keyboard shortcuts. To print a list of all the shortcuts in Word, follow
these steps:
 Select Tools|Macro|Macros from the menu bar.
 From the Macros In drop-down menu, select Word Commands.
 Select ListCommands from the macro listing.
 Click the Run button.
 Choose Current Menu and Keyboard Settings from the popup window and click OK.
 Word will automatically open a new document containing a table of keystrokes. Print the document.

Introduction to MS WORD

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