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Word Operation Based Training
 
Create a new word document
Open an existing word document
Save the word document
Set layout options for the document
Print word document
Find a specified text in the document
Replace a specified text in the document
Add Header and Footer
Insert a break
Insert page number
Insert Date and Time
Inserts symbols and special characters
Insert clipart image
Insert a picture
Insert WordArt image
Insert a file or part of file to the active file
Format selected font
Change paragraph formats
Add Bullets and Numbering
Add Borders and Shading
Type text more than in one column
Changes the capitalization of the selected text
Sets the background color
Set background image
Check spelling and grammar
Mail Merge
Insert a table
 
New  
Creates a new, blank word document file.
  1. Click on File menu.
  2. Select New from the menu items.
  3. New dialog box will appear.
  4. On the General Tab Click on Blank Document.
  5. Click on OK.
  6. A new word document file will open.
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Open  
Opens an existing word document.
  1. Click on File menu
  2. Select Open from the list
  3. Open dialog box will appear.
  4. Click on the down arrow of the Look in Combo box.
  5. Click on the Drive letter, which contains the file to be opened.
  6. If the file is in any folder, double click on the folder to open.
  7. Select the file to be opened.
  8. Click on Open button to open the document.
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Save  
Saves or stores a Word document to specified location.
  1. Click on File menu.
  2. Click on Save from the list
  3. Save As dialog box will appear
  4. Click on the down arrow of the Save in Combo box
  5. Click on the drive letter where you want to save the document
  6. If you want to create a new folder Click on Create New Folder icon.
  7. You will be prompt for a folder name. Type a folder name.
  8. Click on OK to create New Folder with the typed name.
  9. Type the File Name for the document in the specified area.
  10. Type the File Name for the document in the specified area.
If the document is already saved, then the Save As dialog box will not appear. But the document will be saved to the old location
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Page SetUp  
Sets paper margins, paper source, paper size, page orientation, and other layout options for the active file.
  1. Click on File menu.
  2. Click on Page Setup.
  3. Page Setup dialog will appear with four tabs:- margin, paper size, paper source and layout.
  4. The Margin tab contains the values for the top, bottom, left and right margin and distance for Header and Footer, and you can change each option.
  5. The Paper Size tab contains Paper size which can select from the list, and the orientation of the text
  6. Click on OK to apply the settings.
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Print  
Prints the active file or selected pages.
  1. Click on File menu.
  2. Click on Print.
  3. Print dialog will appear.
  4. If you have more than one printer installed, select the printer from the combo box.
  5. Select the Page range.
  6. Enter Number of copies.
  7. Click on OK to print.
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Find  
Searches for the specified text in the file.
  1. Click on Edit menu.
  2. Click on Find from the list.
  3. Find and Replace dialog will appear.
  4. Type the text that is to be found.
  5. Click on Find Next Button.
  6. If the text is available, the text will be selected in the Document.
  7. Click on Cancel button to exit the dialog box.
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Replace  
Searches for and replaces the specified text and formatting in the file.
  1. Click on Edit menu.
  2. Click on Replace from the list.
  3. Find and Replace dialog will appear.
  4. Enter the text that is to be found in the document
  5. Enter the Replacing text.
  6. Click on Find Next button.
  7. If the text is found, Click on Replace.
  8. The old text will be replaced with the new text.
  9. Click on “Cancel button” to exit the dialog box.
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Header & Footer  
Adds or changes the text that appears at the top and bottom of every page.
  1. Click on View menu.
  2. Click on Header and Footer.
  3. Header area will appear on the page along with Header and footer toolbar.
  4. Type the text you want to add as header; also you can insert auto text by selecting the Insert Auto Text option in the Header and Footer toolbar.
  5. Click on Switch between Header and Footer icon in the Header and Footer toolbar to enter Footer text.
  6. The Footer area will display.
  7. Type the text you want to add as footer, or you can use the Insert Auto Text.
  8. Click Close in Header and Footer Toolbar.
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Break  
Inserts a Page break, Column break, or Selection break at the insertion point.
  1. Click the position on the page where you want to apply break.
  2. Click on Insert menu.
  3. Click on Break from the list.
  4. Break dialog will appear.
  5. Select the Break type.

    1. Page break:- Inserts a manual page break at the insertion point.
    2. Column break:- Inserts a manual column break at the insertion point.
    3. Text Wrapping break:- Ends the current line and forces the text to continue below a picture, table, or other item. i.e., the text will continue on the next blank line that doesn’t contain a picture or table alignment with the left or right margins
    4. Next Page:- Inserts a section break and breaks the page so that the next section starts at the top of the next page.
    5. Continuous:- Inserts a section break and starts the new section immediately, without inserting a page break.
    6. Even Page:- Inserts a section break and starts the next section on the next even-numbered page. If the section break falls on an even-numbered page, word leaves the next odd-numbered page blank.
    7. Odd Page:- Inserts a section break and starts the next section on the next odd-numbered page. If the section break falls on an odd-numbered page, word leaves the next even-numbered page blank.

  6. Click on OK.
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Page Number  
Inserts page numbers that automatically update when you add or delete pages.
  1. Click on Insert menu.
  2. Click on Page Numbers.
  3. Page Numbers dialog will appear.
  4. Select the Insertion point of Page number from the combo box.
  5. Select the alignment of Page number from the combo box.
  6. Click on Format button for additional options.
  7. Page Number Format dialog will appear
  8. Select the Number format from the combo box.
  9. Select the starting number.
  10. Click on OK.
  11. Click on OK on the Page Numbers dialog.
  12. The page number will be inserted at the insertion point.
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Date & Time  
Adds the Date and Time to an individual page using the format you choose.
  1. Click at the Insertion point.
  2. Click on Insert menu.
  3. Click on Date and Time from the list.
  4. Date and Time dialog will appear.
  5. Select a format from the available formats.
  6. Click on OK.
  7. The Date will be inserted at the Insertion point.
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Symbol  
Inserts symbols and special characters from the fonts those are installed on your computer.
  1. Click on the position on the slide where you want to place the symbol.
  2. Click on Insert menu.
  3. Click on Symbol.
  4. Symbol dialog will appear.
  5. Select the font from the list.
  6. Select the symbol that you want to insert.
  7. Click on Insert.
  8. The symbol will be inserted at the Insertion point.
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Picture from ClipArt  
Inserts ClipArt image in your file or to update your “ClipArt Collection”.
  1. Click on the Insertion point of the page to insert ClipArt image.
  2. Click on Insert menu.
  3. Select Picture from the list.
  4. Click on ClipArt from the list.
  5. Insert ClipArt dialog will appear with many categories.
  6. Click on a Category to view the images of the category.
  7. Right click on the image that you want to insert.
  8. From the menu click on Insert.
  9. The image will be inserted.
  10. Close the Insert ClipArt dialog box.
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Picture from file  
Inserts an existing picture in your document.
  1. Click on the Insertion point, i.e. the position at which the picture is to be inserted.
  2. Click on Insert menu.
  3. Select Picture from the list.
  4. Click on From File from the list.
  5. Insert Picture dialog will appear.
  6. Click on the down arrow of the Look in combo box.
  7. Click on the drive letter that contains the picture file.
  8. Select the folder that contains the picture file.
  9. Click on Open button to open the folder.
  10. Select the picture that you want to insert.
  11. Click on Insert button.
  12. The picture will be inserted on the document.
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Picture from WordArt  
Creates text effects by inserting a Microsoft Office drawing object.
  1. Click on the Insertion point, i.e. the position at which the picture is to be inserted.
  2. Click on Insert menu.
  3. From the list select Picture.
  4. From the sub menu click on WordArt.
  5. From the Gallery select a WordArt Style.
  6. Click on OK.
  7. Edit WordArt Text dialog will appear.
  8. Type your text.
  9. Select the Font and Size.
  10. Click on OK.
  11. The WordArt will be inserted.
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File  
Inserts all or part of an existing file you select, into the active file at the insertion point.
  1. Click on the Insertion Point.
  2. Click on Insert menu.
  3. From the list click on File.
  4. Insert File dialog will appear.
  5. Click on the down arrow of the Look in combo box.
  6. Select the drive letter that contains the file.
  7. Double click on the folder that contains the file.
  8. Select the file type from the combo box.
  9. Click on the file that is to be inserted.
  10. Click on Insert.
  11. The contents of the file will be inserted at the insertion point.
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Font  
Changes the font and character spacing formats of the selected text.
  1. Select the text that you want to format.
  2. Click on Format menu.
  3. Click on Font from the list.
  4. Font dialog will appear.
  5. Select the Font from the list.
  6. Select the Font style from the list.
  7. Select the Size from the list.
  8. Select the Color.
  9. Select the Underline Style.
  10. Apply the effects by checking the checkboxes in Effects.
  11. Click on Character spacing tab.
  12. 1Select the required Spacing and Position options.
  13. In the Text Effect tab select the required animation.
  14. Click on OK to apply the changes.
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Paragraph  
Changes paragraph indents, text alignment, line spacing, pagination, and other paragraph formats in the selected paragraph.
  1. Select the paragraph.
  2. Click on Format menu.
  3. Click on Paragraph from the list.
  4. Paragraph dialog will appear.
  5. Select the required Alignment, Indentation, spacing.
  6. Click on OK to apply the changes.
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Bullets & Numbering  
Adds Bullets or Numbers to selected paragraphs or modifies the Bullets and Numbering format.
  1. Select the paragraphs or lines to apply bullets or numbering.
  2. Click on Format menu.
  3. Click on Bullets and Numbering from the list.
  4. Bullets and Numbering dialog will appear containing three tabs, Bulleted, Numbered, and Outline Numbered.
  5. The Bulleted tab contains various Bullet types.
  6. Select a Bullet From the Bullet types and click on OK.
  7. If you want to select Numbering click on Numbered Tab.
  8. Click on required Numbering format.
  9. If you want to continue a previous numbering click on customize.
  10. Type the number to start with.
  11. Click on OK.
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Borders & Shading  
Adds Borders and Shading to selected text, paragraphs, pages, table cells, or pictures.
  1. Select the text or paragraphs or pages or table cells or pictures to add Borders and Shading.
  2. Click on Format menu.
  3. Click on Borders and Shading.
  4. Borders and Shading dialog will appear with three tabs, Borders, Page Border and Shading.
  5. On Borders tab Select the Setting, Style, Color and Width for the boarder of table or paragraph.
  6. On Page Border tab Select the Setting, Style, Color, Width and Art for boarder of the Page.
  7. On Shading tab select the background color for the selected object and select the Patters style and Color.
  8. Click on OK.
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Columns  
Changes the number of columns of the document or a selection in a document.
  1. Type some text on the document. Suppose from the next line onwards you want more than one column.
  2. Click on Insert menu.
  3. From the list Click on Break.
  4. Break dialog will appear.
  5. Select the option Continuous.
  6. Click on OK.
  7. The cursor will be present on the next line. Now, click on the Format menu.
  8. From the list Click on Columns.
  9. Columns dialog will appear.
  10. Enter the number of columns.
  11. Click on OK button.
  12. You can see the document contains number of columns as you entered.
  13. You can type on the first column.
  14. To enter text on the next column, click on Insert menu.
  15. From the list Click on Break.
  16. Break dialog will appear.
  17. Select the option Column.
  18. Click on OK button.
  19. The cursor will be on the next column.
  20. You can enter data to the column.
  21. Now suppose, from the next line onwards you want only a single column. Click on Insert menu
  22. From the list Click on Break.
  23. Break dialog will appear.
  24. Select the option, continuous.
  25. Click on OK.
  26. Now click on Format menu.
  27. From the list Click on Columns.
  28. Columns dialog will appear.
  29. Select One Column.
  30. Click on OK.
  31. Now you can enter data in one column or continuously.
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Change Case  
Changes the capitalization of selected text.
  1. Select the text that you want to change the case.
  2. Click on Format menu.
  3. Click on Change Case from the list.
  4. Change Case dialog will appear.

    • Sentence case: Capitalizes the first letter of the first word in the selected sentence.
    • lowercase: Changes all selected text to lowercase letters.
    • UPPERCASE: Changes all selected text to capital letters.
    • Title Case: capitalizes the first letter of each word in the selection.
    • ToGgLe CaSe: Changes all selected uppercase letters to lowercase and vice versa.

  5. Select an option.
  6. Click on OK.
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Background Color  
Sets the background color for the document.
  1. Click on Format menu.
  2. Click on Background from the list.
  3. You can directly select a color by clicking on that color.
  4. Or click on More Colors.
  5. On the Standard tab, you can select a standard color.
  6. On Custom tab, you can select a color by clicking mouse on the colors.
  7. After selecting the color, click on OK to apply the color.
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Background Picture  
Sets the background gradient, texture, pattern, or image.
  1. Click on Format menu.
  2. Click on Background from the list.
  3. Click on Fill Effects.
  4. Fill Effects” dialog will appear with four tabs, Gradient, Texture, Pattern, and picture.
  5. In the Gradient tab select the required Gradient Colors and Shading Styles.
  6. Click on OK to apply.
  7. In the Texture tab select the required Texture.
  8. Click on OK to apply.
  9. In the Pattern tab select the required Pattern, Foreground and Background Colors.
  10. Click on OK to apply.
  11. To apply Picture click on Picture tab.
  12. Click on Select Picture button.
  13. Select Picture dialog will appear.
  14. Click on the down arrow of the Look in combo box.
  15. Click on the drive that contains the picture file.
  16. Select the folder that contains the picture file.
  17. Click on Open button to open the folder.
  18. Select the picture.
  19. Click on Insert.
  20. Click on OK.
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Spelling & Grammar  
Checks spelling error in the active document, file, workbook or item.
  1. Click on Tools menu.
  2. Click on Spelling & Grammar from the list
  3. If any Spelling errors are present then Spelling and Grammar dialog will appear with possible suggestions.
  4. If you want to continue as it is, click on Ignore.
  5. If you want to skip to next sentence with errors, click on Next Sentence.
  6. If you want to change to the given suggestion, click on the correct word and then click on Change Button.
  7. If you have typed a new word such as names or places the word shows errors. Click on Add button to add the new word to the dictionary.
  8. Click on Close to exit the window.
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Mail Merge  
Mail merge facility is used when multiple copies of same letter is to be sent to different addresses. This may happen, when letters are sent to the parents from a school calling them for meeting, when all the share holders are called for their general meetings when interview letters are to be sent to many candidates etc.
  1. Type the From Address for the letter.
  2. Leave space for To Address and type the body and subscription of the letter.
  3. Click on tools.
  4. Click on Mail Merge.
  5. Under the part 1 click Create.
  6. Click on From Letters.
  7. Click on Activate Window.
  8. Under part 2, click on Get Data.
  9. Click on Create Data Source.
  10. To remove the Field Name, click on a Field Name and then click on Remove Field Name button.
  11. To add a Field Name type the Field Name and click on Add Field Name.
  12. After setting the required Field Names click on Ok.
  13. Save the document.
  14. Click on Edit Data Source.
  15. In the Edit Data Source window fill the Data Form.
  16. To add new address, click on Add New.
  17. Fill the Data Form.
  18. Click on Ok. If you want to see the data you entered, click on View Source.
  19. Save and Close the document.
  20. In the letter document, move the cursor where you have to insert the address.
  21. Click on Insert Merge Fields from the toolbar.
  22. Select and click the Fields in order.
  23. After inserting the fields, click on Merge button from the toolbar.
  24. In the Merge window, click on Merge.
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Insert Table  
Inserts a table in the document with the number of columns and rows you specify.
  1. Click on Table menu.
  2. Select Insert from the list.
  3. From the sub menu Click on Table.
  4. Insert Table dialog will appear.
  5. Enter the number of columns and rows.
  6. Select the Autofit behavior.
  7. Click on Auto format.
  8. Table AutoFormat dialog will appear.
  9. From the list select a format and then click on OK.
  10. Click on OK in Insert Table dialog.
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