UNIT 5 MS WORD BASIC

Structure

5.1 Objectives
5.2 Start MS Word software
5.3 Layouts of document
5.4 Create a new document
5.5 Close file and Exit MS Word
5.6 Create a web page
5.7 Open a document
5.8 Set margins
5.9 Set tabs in document
5.10 Typing text in document
5.11 Formatting and Styling Text
5.12 Undo and Redo actions
5.13 Paragraph setting
5.14 Moving and copying text
5.14.1 Moving text
5.14.2 Copying Text
5.15 Deleting text
5.16 Alignment of text
5.17 Finding and replacing text
5.18 Go To command
5.19 Page Setup
5.20 Set border of text
5.21 Changing the case of text
5.22 Let us sum up

5.1 Objectives
Microsoft Word is an integral component of the MS Office. It is useful in designing professional
and attractive documents. Functions of the MS-Word can easily design and format documents
after reading this unit, you will be able to:

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  To understand basic features of MS Word,
 To draft and edit various kinds of documents with MS Word,
 To set dimensions and margins of page,and
 To learn about various functions to improve style and format of documents.

5.2 Start MS Word software

First, check the desktop of your computer for the shortcut of the MS Word software. The
shortcut of the MS Word is . Double click on the shortcut of the MS Word software to open it.
If this shortcut is not available on the desktop then click on the Start button on task-bar, take
pointer over Programs on Start button menu. Take pointer to Microsoft Office option of the
Programs menu, a new cascade window appears as shown in the figure 1 double click on
Microsoft Office Word 2007 title in cascade window to start the MS Word or click on
Microsoft Office Word 2007 title and press Enter key

Fig: 1
You can also start the MS Word software by double clicking on a document prepared with the
MS Word software. Documents prepared by the MS Word can be identified by the extension of
the name of file. The extensions are Docx (documents prepared with MS Word 2007) and Doc
(documents prepared with earlier version of MS Office). The first window of MS –Word looks
like this.

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 Microsoft Office Button Quick access toolbar

Ribbon

Fig. 2
The title bar of the Window reflects the name of the opened document on the left side of the
„Microsoft word‟label, at the centre of the title bar. The major area in the MS Word window is
occupied by a window used to display, draft or edit document. The menu of the MS Word is
situated below the title bar. The menu bar in all the components of the MS Office 2007 software
is recognized as the ribbon. In earlier versions of the MS Office, it was identified as menu bar.
The Ribbon is a strip of icons of frequently used commands, situated on the top corner of the
document window. Each group of commands is headed with a tab at the top of the ribbon,
whichis always visible. The MS Word has seven tabs i.e.,Home, Insert, Page layout,
References, Mailing, Review and View. Each tab is heading of a group of relevant commands.
Any group of commands can be activated by clicking on its tab. For example, Home tab on the
ribbon consists of sub-groups of commands such as Font, Paragraph, Styles and Editing.
Certain supportive applications for MS Office automatically add tab for its commands in the
ribbon so layout of ribbon in your computer may be slightly different from the layout of ribbon
depicted at various places in the instructional materials. Each tab shows only frequently used
commands of that group. When you click on specific tab of ribbon, the corresponding commands
from that group are displayed immediately on the ribbon. You can see other commands, which
are used rarely, of a group by click on the dialogue box launcher at the lower end of that
group. You can use either icon from ribbon‟s tab or keyword shortcuts to perform various
functions of the MS Words. Commands headed by Home tab are displayed by default, when
you open the MS-word. This window is recognized as document window. When your documents
have more content that could be fitted in the document window then horizontal and vertical
scroll bars can be used to move contents of the document. For example, you can create a new
document and save it from the Microsoft Office button menu, alternatively you can also use
shortcuts Ctrl + N to open a new document, Ctrl + S to save a document and Ctrl + W to close a
document.

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Microsoft Office Button Quick access toolbar

Fig. 3

Ribbon
The Quick Access toolbar is situated at the top of the ribbon in the left corner of the title bar. The Quick
Access bar reflects frequently used commands. You can customize quick access toolbar by right click in
the open space of ribbon or by click arrow () in the right cornerof the Quick Access toolbar. The
commands currently displayed in the quick access toolbar are reflected with tick mark () in the menu.
You can add or delete commands from the quick access toolbar by clicking on the corresponding
commands in the menu. This works in toggle mode, if you click on the name of command currently
visible in the Quick access toolbar then it would be removed from the menu. When you click on a
command not available in quick access toolbar, it becomes available in the quick access bar.

Fig. 4
Ruler bars are measurement scales situated on the top and left corners of the document windows,
known as Horizontal and Vertical ruler bars respectively. The ruler bars are used you for precise
setting of the layout of the document. It allows you to set page margins and tabs width of the
documents. The ruler bar can be made visible by clicking on Ruler check box under the
Show/Hide sub group in Viewtab. A check mark appears, when ruler barsare visible. You can
hide ruler barsby clearing this check box by clicking over it once again.

Fig. 5

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The Status bar is situated at the bottom of the document window. The status bar displays the
current page number, total number of pages in document, number of words in the document,
language used for typing, grammar and spell checking status. On the right side of the status bar,
there is a slide bar to zoom the document. Drag the slider to zoom the document. The MS-Word
supports different layouts to view a document. The various display layouts supported by MS

Word are Print Layout ( ), Full Screen Reading ( ), Web Layout ( ), Outline ( ) and
Draft mode ( ). These layouts make reading or drafting of documents convenient. Icons for
changing of layoutsare available in the status bar on the right side. Click on each icon and see the
impact of the layout on the appearance of the document.

5.3 Layouts of document

The MS-Word supports different ways to display a document. These options are available under the View
tab of ribbonin Document Viewsand it is also available in the status bar.

Fig. 6

Print Layout: Display in this mode is similar to printout of the document on the paper. This mode is
equivalent of print preview. This mode is supportive in finalizing of document as contents can be
positioned at precise locations on the paper. Such display of document is recognized as What You See is
What You Get (WYSIWYG).

Full screen reading: This display mode is convenient,when you want to read a document. This option
minimizes the ribbon, which is occupying a major part of window, to free more space for the display of
document for convenient reading. You can see two pages of the document at a time in this mode. You can
display you document to previous layout mode by clicking on Close button at the extreme right corner of
the document window, when it is in full screen reading mode.

Web LayoutThe web layout mode displays the view of your documents, when it is browsed through the
web browser. If you are planning to place the document as Web page on web server for your clients, you
must see web layout of the document before uploading it on the web server.

Outline view The outline view of a document displays the structure of that document. Every paragraph is
shown with a bullet. Heading, Subheadings and paragraphs of a document are shown at different margins
in the document. This option is very helpful, when you are drafting a voluminous document, in retaining
consistence across the document.

Draft view: The draft view layout displays only texts in your documents, other contents of your
documents such as pictures, graphs, header, footer etc. are not visible under the draft view mode. This
mode makes the editing of documents fast and easy.

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 Fig. 7
5.4 Create a new document

You can create a new document by selecting New option fromthe Office Button menu or by
usingCtrl + N shortcut. You will get the following window on your screen. This window offers
predefined templates and formats to drafta new document. Templates help in designing stylish document
with very less efforts. These templates set the font type, size, page dimensions, margins, line spacing and
paragraph styles of the documents.The predefined templates offered by MS-Office are grouped as
agenda, forms, memos, envelop, visiting cards, fax etc. If you are not interested in using the
predefined templates then you can select Blank Document option.

Fig. 8

If you want to create specialized documents such as memos, report, bills or resumesthen it is convenient
to design such documents with predefined templates. You can also create your own templates to retain
consistency in drafting similar kind of documents in future. Procedure for the creation of template is
explained in the next unit. A new document by default is given a name like document1 or document2,
document3 etc and saved in My documents folder of the computer. When you initiate drafting of a
new document then a blank page appears in the document window and cursor is blinking on the
left end of the first line, start typing in the opened document at the position of cursor.MS Word
automatically features and dimension of the new documents. The parameters set by default for a
new document are:
Paper size 81/2 x 11″
Orientation Portrait

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Top margin 1″
Bottom margin 1″
Left margin 1.25″
Right margin 1.25″
Tab Every half inch
Alignment Left aligned text
Page number None
You can change the default setting and dimensions of the page layout, when default parameters
failed to meet your requirement. The designing of page layout is explained shortly. After
finishing of the typing, you can save your document by clicking on the Save option under the
Office Button menu. If you are saving document for the first time then you have to name it first,
for thatclick onSave As button in Office Button menu. Write the name of new document in File
name textbox and select the drive and folder to store file from the combo box of the Save in
textbox.

Fig. 9

You can close the MS Word application by clicking on Exit word option under the Office
button menu. You can also close the Word software by clicking on X icon on the right side of
the title bar.First, close all documents before closing the Word application.

5.5 Close file and Exit MS Word

You can close a document file from Close option of the Office Button menu. First, save changes
in the document with Save command from the Office Buttonmenu or use the Ctrl + S shortcut.
If you have not saved changes in the document before closing of file, it results in following
dialogue box

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 Fig. 10

You can save the latest updates in file before closing it by clicking on Yes command button
otherwise discard changes by clicking on No command button; you can cancel the closing
process by clicking on Cancel command.

5.6 Creation of web pages

You can design web pages with the help of the MS-Word. Simply create a document, type texts,
insert pictures and drawing at appropriate place in the document to be place over the web server.
Click over View tab in the ribbon, and then select Web Layoutoption to see the layout of web
page, when it would be browsed through the web browser in client computers.The MS Words
offers versatile fonts, formats and styles to improve the presentation of web pages. Once you are
satisfied by the layout of your web pages to save it as the web page, take pointer over Save As
option on the Office Button menu cascade menu, as shown in Fig. 11 appears. Select Other
Formatoption, you will get the window displayed on the right side. Click over the combo box
situated next toSave astypelabel to select Web document option; Type the name of web page in
the textbox of File name label, click on Save command to save the document in web page
format. Detail about the designing of web page is beyond the scope of this course.

Fig. 11

5.7 Open a document

You can open an existing document file by selecting Open option under the Office Button
menu or by using Ctrl + Oshortcut at any time, while MS Word window is active. You will get
the following widow.

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 Folder

Files display window

Fig. 11

First, select the folder where you have stored the document to be opened with the help of combo
box positioned at the top side of the open window or by exploring hierarchical tree of directory
structure on the folder paneof the above window as you do while exploring folders and sub
folders in the Windows explorer. A list of files supported by the MS Word from the selected
folder in the folder pane is reflected in the file display window. Open a specific file by clicking
on it and then click on Open command or double click on file name to be opened. If list of files
is very long then you can filter the listing by specifying the type of file in the combo box
positioned above the Open command button.
If you have worked on that documentin recent time then it is available in the list of recent
documents. This list can be displayed by clicking on Office Button. The Office Button reflects
a list of about twenty documents opened recently, under the Recent Documentsoption.
You can open and edit multiple documents simultaneously in the MS Word. You can switch
from one document to other by using Alt + Tab shortcut. You can see multiple documents side
by side at a time. First, open all files to be seen side-by-side, and then select View Side-by-Side
option under the Window sub-group of the View tab of the ribbon.

Fig. 12

Once you click on View Side-by-Side option, all opened documents would be displayed side by
side as shown in the following figure.

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 Window option

Fig. 13
You can synchronize the scrolling of the both the documents or can keep scrolling of documents
independent of each other. The synchronized scrolling permits contents of both the documents,
move in parallel. This mode is useful for making comparison of two documents. You can keep
scrolling of both the documents independent by selecting Synchronous Scrolling option under
Window sub group of the View ribbon.
You can bring documents in original positioni.e. one document is visible at a time by clicking
again on the Side-by-Side button( ); now only one document is visible at a time, use Alt +
Tabshortcut key to toggle between documents opened at a time. Shortcuts to reposition cursor
within texts of your document are as follows:

Shortcuts Description of the movement

Home Move cursor to the leftmost corner of the current line
End Move cursor to the rightmost corner of the current line
Direction keys Move cursor by unit position at a time in the direction
of arrow key
Ctrl + Home Move cursor to the top of the document
Ctrl + End Move cursor to the end of document
Ctrl + F Move to word that is found as per the criteria specified in
search option. It is explained latter.
Ctrl + ; Ctrl + Move cursor to the left or right by single word respectively
Ctrl + ; Ctrl + Move cursor by one paragraph up or down respectively.
Page Up or Page Down Move texts one screen length up or down respectively.

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Remember:Earlier versions of the MS Office do not support the advanced features of MS Office 2007.
You cannot open a document having advanced features of the MS Office 2007 or saved in MS-Word
2007 format in the earlier versions of the MS Word. Files prepared by the MS Word 2007 can be
identified with its extensions i.e. docx. File prepared with earlier versions of MS Office have .doc
extension. You must save your documents in format compatible with the earlier versions of MS Office, if
you have to open this document in earlier versions of the MS office. Click on Office Button, focus on
Save As, click on Word 97-2003 Document to make document compatible with earlier version of the
MS Word. Go through the manual of MS Office to identify features of MS office2007,which are not
supported bythe earlier versions of MS Office. You must avoid these features if you have planned to open
documents in earlier versions of MS Office.When you save such documents in earlier versions of MS
Office than advanced features. Which are not supported by earlier version, are automatically ignored,
while save a document.

Fig. 14

5.8 Set Margins

Before typing a document, you must set margins and tabs in the documents. The left and right margins of
page are indicated by triangles on the horizontal ruler bar,on both side of page width,on the top of the
document window. There are two triangles facing each other ( ) on the left hand side of the ruler bar.
The triangle facing down indicates the position of the left margin of the first line and the triangle facing
up indicates position of the left margin of other than first line of the paragraph. The margin of the first
line is known as indent of the paragraph. The triangle facing up ( ) on the right hand side of the
horizontal bar, indicates the right margin of the documents. You can set the indent, left and right margins
by dragging these triangles over the Horizontal ruler bar.Similarly; you can set top and bottom margin
and set width of header and footer of document by dragging the border of the page on the vertical ruler
bar. The top and bottom margin of document is indicated by crossing of white and blue colours on the
vertical ruler bar. Areas beyond top and bottom margins of the document are highlighted with blue colour
on the vertical ruler bar. When pointer is close to top or bottom margin of the page, pointer change to
double arrow line ( ), now drag it to change the height (top and bottom margin) of the page. You can also
set the margin of the documents byPage Setup option under Page Layout menu, which will be discussed
latter.

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5.9 Set tabsin document
Click dialogue box launcher in the lower-right corner of the Paragraph group, on the Home
tab of ribbon. You will get the following window.

Fig. 15

Click on Tabs command button on the left lower corner of the window to set the tabs. You will get the
following window. For example, to set the default tab stops three-quarters of an inch apart, type 0.75” in
the textbox of Default Tab Stops: label and press on OK command button.

Fig. 16

To add tab at specific position enter the distance from the left end corner of the page for the first tab in the
textbox of the Tab Stop Positions label and press Enter key and than enter another tabs distances from
the left corner of the document. Click onOK command button once you set the position of all the tabs.
The customized tabs positions (other than default tab setting) are reflected by L icon on the horizontal

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ruler bar. You can reposition tabs in the document by dragging tab indicator (L) on the horizontal ruler
bar. When you press the Tab key, while drafting a document the cursor moves to next tab position
situated on the right to the cursor position till the last customized tab defined by you, later the tab space is
controlled by default tab wide.

5.10 Typing texts in document

Typing of text is very easy in MS Word. When you create a new document, the cursor blinks on the left
most corner of the first line of the documents. The position of the cursor indicates the location, where
typed text will be inserted. Just start typing after opening a new document. MS Word automatically
moves to next line once cursor reaches the right margin of the document. This feature of the MS Word is
known as word around. When you reach to end of a paragraph, press the Enter key to start a new
paragraph. You can use Spacebar or Tab keys to insert space in wordswithin a paragraph. Move cursor
to position where you want to insert space. Pressing of the Spacebar key, insert unit space at the position
of cursor and rest of text on the right side of cursor, move further in the right side. Tab key insert pre-
decided space at the position of cursor. The tab gap is set to 0.5 inch by default. You can reset tab space.
If you want to type text at specific location in the document, then click mouse‟s pointer at that location
and type the desired text.

You can edit specific characters, words, lines or paragraphs of a document by selecting it. Take the cursor
to a position, where you want to make change. Now, whatever you will type, it get inserted on the right
side of cursor location and existing text on the right side of cursor, moves further right to make space for
newly typed text. You can overwrite the existing text by first selecting text, to be overwritten then type
new texts. Use the following steps to select words, sentences, paragraphs or the entire document. The
selected text would appear in reverse colour.

Selection of text Action needed to perform

Select a word double-click anywhere on the word or click left to the first
character of work and thendrag to select the word
Select a complete line Move cursor to one end of the desired line and select it by
draggingpointer in the direction of sentence to be selected or press
Ctrl key and without releasing it click mouse anywhere in the line
to be selected and then release Ctrl key. The selected line is
highlighted with light blue colour background.
Select a paragraph Clicking mouse three times anywhere within the paragraph to be
selected
Select whole documents Ctrl + A

5.11 Formatting and Styling Texts

The easiest way to make your document more attractive is to apply various commands available
for formatting and styling texts available in the Hometab of the ribbon.

Bold Italic Underlin Text Colour

Subscript Font
e size
Superscript Highlight Colour
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Font
Strike through Menu
 Fig. 17

You can choose text style from a wide range of fonts styleslisted through combo box. To select a
particular font stylefrom the list,click on the triangle () of the combo box and scroll down the
list of font types to get style of your choose. Set the size of font by clicking on the triangle of
font size combo box next to font style box. You can even type the appropriate size in font in the
text box directly.
First, select the text, to be styled by drag action and then choose appropriate font style and size to
make your document more impressive. You can increase the font size of selected text by
selecting font size from Font subgroup of the home ribbon or by using shortcut Ctrl + Shift+ >.
You can decrease the size of font with the shortcut Ctrl + Shift +<. You can add more style to
selected text by applying various features available under the font sub-group of home ribbon
such as bold, italic, underline, superscript, subscript, lower case or/and upper case etc.Change
the color of textsand/or background of the text by using icons under the Font sub
group of the Home ribbon. First, select the desired text, than apply these features to change color
of the texts or background colour. Text with different color or background can be easily
identified in voluminous document. Some of the options to improve stylesof text are not visible
in the Font sub-group such as Shadow, Outline and Double Strikethrough etc. These features
are used rarely; you can make these features visible by clicking on Dialogue box launcher in
the right bottom corner of the Font sub group. You will get the window as shown in the right
corner of fig. 18.

Fig. 18
5.12 Undo and Redo actions
You can revert-back recent changes in document by clicking on the blue half circle arrow icon,
pointing in anti clock direction with arrow pointing to downside ( ). It is situated in the Quick
Access toolbar. This icon is recognized as Undo button. Action are reverted in chronological
order i.e., last action is reverted first followed by earlier actions on repeatedly clicking on undo

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option. You can also revert changes by using Ctrl + Z shortcut. You can cancel the action of
undo button and bring the document in its original position by clicking on blue half circle arrow
icon, pointing in anti clockwise direction with arrow pointing to upside ( ). This button is
recognized as redo button.

5.13 Paragraph setting

Any change in paragraph style is applied to current paragraph. The style of other than current
paragraph can be changed by selecting all the affecting paragraphs through drag action before
applying new style. Commands concerned with formatting and styling of paragraph are situated
under the Paragraph sub-group of the Home tab of ribbon. Commands, which are used
frequently to improve style of paragraph are reflected on the Home ribbons due to limited space
in ribbon.

Alignment
Numbering Indention
Bullets
Sorting

Fig. 19
You can see other commands of this group by clicking on dialogue box launcher situated in
the bottom right corner of the Paragraph sub-group. You will get the following Paragraph
setting dialogue window on clicking on the dialogue box launcher.

Indention

Fig. 20
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Indentation framein the above figure determines the distance of the paragraph from the margin
of the page. You can set the indent either by dragging on the indention icon on the horizontal
rulerbar or by taking cursor before the first character of the paragraph then use Tab key to
increase the indentation of the paragraph and Backspace key to decrease it. At every click of
tab, the indention increase by the wide set for the tab. You can directly enter left and right
indention for the paragraph in the Paragraph setting dialogue window as shown above. You can
enter negative number to outgrow the paragraph beyond the margin of the paper. This kind of
indention is popularly known as out-indent.

TheSpacing option in the paragraph setting dialogue window,determine space between two
consecutive lines and two consecutive paragraphs. The textbox under Line spacing label decides
space between two lines in a paragraph. You can select one of the predefined line spacing
options from the combo box. You can also set line spacing in terms of real number such as 1.3 or
1.5 etc. of the single line space. First, select Multipleoption from the listing of Line spacing
combo box and then enter line space in real number as a multiple of single line spacing inside
textbox under At label. If you do not specify the line space then it is set to single line spacing by
default.The Spacing subsection of the paragraph window also controls spacing between two
consecutive paragraphs by defining Before and After spacing of the selected paragraphs. There
is a check box to decide whether spacing will be added or not, when two consecutiveparagraphs
have same style. The spacing in lines and paragraphs are defined in terms of pt unit. 72 pt is
equivalent to one inch.

You must have realized that users need to take several steps in improving style of paragraph, so
you may not enjoy in repeating these steps for each paragraph to apply specific style. MS Word
allows you to apply specific style by coping it at other paragraphs. You can copy formatting and
styleof a paragraph and apply it to other parts of the documents, to do so:

 Select the paragraph with specific formatting and style, you want to apply to other parts
of the document
 Copy the format of the selected text by clicking on the Format paintericon on the
Clipboard subgroup of the Home tab of ribbon. The pointer takes the shape of ,
once you copy format to clipboard.
 Apply the copied format in other parts of the document by selecting the affected parts and
clicking over it. The contents of the paragraphs remain intact, only format of the selected
text will be changed.

Format painter

Fig. 21
You can remove format and styles from specific part of the document. Select the part of
document from where you want to remove the format and then click on dialogue box launcher
at the bottom corner of the Stylessub-group of the Home tab,Click onClear All option from the

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drop down box. This function only removes format and style from the selected text. There is no
impact on the contents and text of the paragraph, where you have removed the formatting.

Fig. 22

5.14 Copying and Moving texts

The movefunction removes selected text from one position and paste it at another positionas
specified by you, whereas the copy action copies the selected text at new position as well as
retains it at its original position. When you move or copy text from one position to another,
format and style of the original text is retained at the new position. There are various ways
tocopy and move texts in adocument.

5.14.1 Moving texts

First highlight (select) textthat you want to move through drag action and then click on the
Cuticon () on the Clipboard subsection of the Hometab of the ribbon. Text is removed from
its original position and get stored in the clipboard. Clipboard can be defined as a temporary
memory space used to keep copy of texts or pictures, you can past it later in the same document
or in other documents. However, copies of text and pictures in the clipboard are stored on
temporary basis and these get erased once you close the document,which has copied texts in the
clipboard. So make it sure that you have pasted all the useful information from the clipboard into
your document before closing the document.

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Now go to position and click, where you want to past the cut text, click on Paste icon ( ) from
Clipboard subgroup of Home tab of ribbon. You can also use shortcuts Ctrl + X to cut the
selected text and Ctrl + V to past the cut text at the position of cursor.Take pointer to the
position where cut text is to be moved and then use Ctrl + V shortcut. Selected text can also be
moved through popup menu, do right click to get popup menu after selecting text to be moved.
There are options in the popup menu to Cut or Copy the highlighted texts. Select Cut option
from the popup menu to cut the selected text. Take cursor to position where cut text to be move,
right click again to get popup menu and select Paste option.

5.14.2 Copying Texts

Highlight the text that you want to copy, then click over the Copyicon ( ) on the Clipboard
subgroup of the Home tab of the ribbon. A copy of the highlighted text gets stored in the
clipboard. There is no impact of this operation on the selected text. You take cursor to a position
where you want a copy of the texts stored in the clipboard, now, click on Paste icon from the
Clipboard sub group ofthe Home tab of ribbon. You can also use shortcuts Ctrl+C to copy and
Ctrl + V to past highlighted text or use pop-up menu as explained in the last section to copy
texts.The copy and move operations complete with pasting of copied information at appropriate
place.

You can see list all the objects stored in the clipboard by clicking on the dialogue box launcher
on the right lower corner of the Clipboard subgroup of the Home tab. You get a list of all
items stored in the clipboard in miniature form, in a vertical pane on the left side of the document
window.

Fig. 23

You can paste any of the objects listed under the clipboard window. Take cursor to position,
where you want an object from the clipboard, now open the clipboard and click on the objects,
which is to be pasted.A copy of the selected objectsis inserted at the position of cursor in the
document.

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You can move text through drag and drop option of the mouse. First, select the text, to be moved
and then moved the selected text to new location by dragging it to new position and then drop.
When you drag the selected text to new position, the cursor changes to a small dotted rectangle (
). The drag and drop option work only when you are moving selected text to a short distance,
possible within text placed inside the window frame.
To copy the selected text to a new position through drag and drop option, first select text to be
copied and then press Ctrl key before initiating the drag and drop action on the selected text.
Drag the selected text to position, where you want a copy selected text and then drop the text.
The Ctrl key should be released only when drag and drop is over.

5.15 Deleting texts

Text can be deleted by using either the Delete or Backspace keys. Delete key removes single
characters at a time to the right of the cursor position, while backspace key removes single
characters at a time to the leftof the cursor position.The space recovered from the deleted text is
taken by the existing texts situated on the right side of the deleted text.You can delete complete
line, paragraph or whole document in a singlestroke by first selecting desired texts and then
pressing delete or backspace keys.

5.16 Alignment of text

The Alignment of the text determines the way texts are aligned in respect of margin of the
document. By default text is left align i.e. every new line within a paragraph starts from the left
margin of that paragraph, right corner of all lines may not be aligned to the right margin and
words in a paragraph are equally spaced. You can change aalignment of text to either of justify,
centre or right aligns. The justify option align both the ends of each line in the paragraph to left
and right marginsof the paragraph.The space between words is automatically adjusted so that
both the corners of each line get align to left and right margin of the page.Right corner of each
line under the right alignment option are aligned to the right margin of the document. Left corner
of the line may not be aligned with left margin of the page in this situation, however all words in
the paragraph are equally spaced.
You can align text of the current paragraph or selected multiple paragraphs byfirst selecting
desired paragraphs and then select one of the alignment optionsunder the Paragraphsub-group
of theHometab of the ribbon.

Justify align

Right align
Centred align
Left align
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 Fig. 24
You can also use following shortcuts to align texts.First selecting text or paragraphs to be, re-
aligned and then use the following shortcuts.

Alignment Shortcuts
Align to left margin Ctrl + L
Align to right margin Ctrl + R
Center to left and right margins Ctrl + E
Justified to left and right margin Ctrl + J
Table : 1

5.17 Finding and replacing texts

To find specific text in a document, click on Find option of the Editing subgroup of the Home
Tab of the ribbon. A dialog window reflected on the left side of fig. 25 appears on the screen.

Fig. 25
When you click on the more command button at the button of Find and Replace window then
this window will expand and it looks like the dialogue window reflected on the right side of the
fig. 25. The options in the expanded part of the window in the form of check boxes for the
Match Case, Find whole words only, Use wildcard, Sound like etc. These options are used to
make search more specific. The meanings of different options are explained in table 2.

Options Meaning
Match case If this check box is not selected then search will return all the
instances of the text specified, regardless of upper or lower
case characters. For example if you search “Uttar Pradesh”
without match case then search tool will also highlighted text

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 such as “UTTAR PARDESH”, “Uttar PRADESH”
“uttarpradesh”
Find whole word This check box can be used to make search on complete
only words only. If this box is not checked, all matching patterns
of text regardless of position of matching text in words are
highlighted. For example, if the word "display" is searched
without Find whole word only option then search option also
return words like display, displays, displaying, displayed and
displayers.When this option is selected then search will return
exactly matching word in the document.
Use wildcards When search is made with this option active, the search tools
will return all words with text specified in the search textbox
at any position in the word. For example, search with “man”
with Use wildcards option checked is equivalent to *man*
and it will return all words having man at any place in words
such as woman, man, chairman, manacle etc.
Sound like This option return all word which sound alike to text
(English) specified in search text box but have different spelling for
example when you type “man” in search box with Sound like
option active, it will return all words like man, men, women,
woman, mean main etc.
Match prefix Search with this check box marked will return all words
starting with word specified in search text box.
Match suffix Search with this check box marked will return all words
ending with word specified in search dialogue box for
example at in search text box and Match suffix option active
will return words such as cat, bat, mat, chat, that, pat etc.
Ignore punctuation Search will ignore punctuation mark, when this box is
characters checked.
Ignore white space Search will ignore blank space, while performing search
characters
Table : 2

You can use Replace options to locate text typed in the Find what textbox and replace it with
text specified in Replace with textbox throughout the documents. The replacement of the
existing text with new text is done either one at a time or once for all the repetitions highlighted
of word in the document. When you decide to do it one at a time, the search tool finds matching
word stops and seeks your permission, whether to retain the existing word or to replace it with
new one. Once you take the decision, search tool move to next matching word and again seek
your permission before replacing it. This process repeats until the end of the document.

5.18 Go To Command
When you edit or draft a voluminous document then it takes long time to locate and reach
specific part of the document. You can use Go to option to navigate to a specific page or
specific portion of the document directly. Click on arrow key of Find option under the Editing

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sub group of the Home tab, click on Go to tab from the cascade menu, you will getthe following
window.

Fig. 26

The Go to what list offers various options to browse specific location in a voluminous document
when you select one of the alternative option, you will get a short description about the selected
option. Go to command offers various options for exploring of document. Such as page number,
section, line number, bookmark name etc for convenient exploring of document.

5.19 Page Setup

Layout of documents on the screen in the MS Word software gives an insight, how does this
document look when printed on paper. Software with this feature is recognized as What You See
is What You Get (WYSIWYG). You can make printing of document more precise by specifying
dimensions of size of paper, orientation of page and margins on the text. You can set of paper
and orientation of text by clicking on Dialogue box launcher on the lower right corner of
Page Setup option under Page Layout tab of ribbon. You get the following window.

Fig. 27
You can set margins of the document through Page Setup dialogue window. Set left, right,
bottom and top margins of the page by entering margins in the corresponding textboxes. If you
want to print document in book form i.e. print on both side of page then select Mirror Margins
option from the combo box placed on Multiple Pages label. You must notice that Left margin of

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the left page become right margin of page facing it when you set for Mirror Margin. The Mirror
margin option makes left and right margins of odd pages reverse of the corresponding margins
on even page. The orientation of pages can be set to vertical (Portrait) or horizontal
(Landscape) by selecting appropriate icon. Document with height more than its width is
identified as portrait orientation. The layout of document with width more than its height is
identified as landscape orientation. The orientation of page is set of vertical (Portrait) position by
default. The Gutter option under margins sub-group adds more white space on the inner side of
paper for binding of paper in the book form. You may alternatively get the impact of gutter
margin by increasing the inner margins on the paper and set for Mirror margin.

5.20 Set border to texts

You can add border to highlighted specific text in a document. Border can be added. Text can be
by first selecting texts to be bordered, and then select one of the options from Border icon (
) from the Paragraphsub group of the Home tab of the ribbon.Clicking on arrow next to Border
icon results in listing of different styles for boarding of texts. Click on the appropriate border
style to border the selected text.

Fig. 28
The other way to border text box is tofirst draw a box, and then write inside the box or paste text
inside the box. Such boxes are popularly known as text boxes. Text boxes can be inserted in the

document by selecting its icon from Shape( ) icon of the Illustrations icon under the Insert
tab of the ribbon. Draw a text box, big enough, sothat it can accommodate texts, by drag
action.First,selectashape to be inserted in the document from various shapes available under the
Shapeicon then draw the shape through drag action inside the document. Once you leave button
after dragging, the desired shape appear with cursor on extreme left corner of the first line inside
the shape to type text. If cursor does not blink to insert text in the shape than right click inside
the shape and click on Add Text option from the popup menu. Make sure that inserted shape
should not overlap the existing texts of the document, so first create enough space to
accommodate the shape and then draw the shape. You can change the size and shape of the

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textbox shapes in the similar fashion as you resize or reshape windows through drag action in
Unit 4 of Block 1. The procedure to resize and move shape is discussed in the next unit.

Text box

Fig. 29
Right click over the inserted shape to get the popup menu; there are various commands to
improve the style of the shape. The last option of the popup menu is Format Shape. Click over
this option results in the following dialogue window. It has various options and tabs to change
the appearance of the shape, rotate and resize the active shape.

Fig. 30
5.21 Changing the case of texts
You can change all the small letter of selected text into capital letter automatically or can do
reverse by using Change Case option ( ) from the Font Sub-group of theHometab ribbon.
First selected the desired text on which Change Case option is to be applied, click on arrow ()
next to Change Case icon, and select one of the options from the cascade menuto change the
case of selected text. You can also change case of selected texts by using Shift + F3 shortcut
repeatedly until you get text in desiredshape. You should apply each option displayed under the
Change Case option to see its impact on the selected text.

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 Fig. 31

The Stylessubgroup isa collection of tools used to make documents more impressive by
improving it format including typeface, font size, colour, spacing in characters and other effects
such as bold, italic, underline etc. you can create a professional and well–designed documents
conveniently through MS-word. The Styles subgroup of the Home tab offers a gallery of
predefined styles/formats as a list box. It is called the quick styles gallery. First, select the text, to
be styled add then apply predefined styles from the quick styles gallery and get appropriate
impression in the format and style of the selected paragraph.

Fig. 32
5.22 Let us sum up
In this unit, you have gained basic skills in drafting documents with the help of the MS Word.
You have learnt about various functions to improve the style of contents by using font style, font
size, paragraph style, line spacing and other formatting options. You can set the dimension of
paper for printing document. Practice the skills mentioned in this unit until you gain mastery in
designing a professional document.

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