Learn in a Day - MS - Word

Submitted by Ramakrishnan on Oct 02, 2011 - 22:24

If you are already familiar with other applications such as page maker, just go through this tutorial to know what menu does what in MS word.

This tutorial based on MS - Office 98 - 2003 version.

MS - Word Diag


New: (ctrl +N) Creates a new, blank file.

Open: (ctrl +O) Opens or finds a file.

Close: (ctrl +F4)Closes the active file without exiting the program.

Save: (ctrl +S)Saves the active file with its current file name, location, and file format.

Save as: (F12)

Saves the active file with a different file name, location, or file format

Saves as web page:

            Saves the file in HTML format (a Web page), so that it can be viewed in a Web browser


Saves and manages multiple versions of a document in a single file.

 Allows you to preview the current file as a Web page in your browser so that you can see how it will look before publishing it.

Page setup:

Sets margins, paper source, paper size, page orientation, and other layout options for the active file.

Print preview: (ctrl +f2)

Shows how a file will look when you print it.

Print: (ctrl +P)

Prints the active file or selected items. To select print options, on the File menu, click Print.

Send to Microsoft PowerPoint:

Opens the active document in Microsoft PowerPoint, where you can create a presentation.


 Displays the property sheet for the active file.

Recently Used File List

Lists the files you've most recently opened in this program. To quickly reopen one of these files, click it.

Exit: (alt +F4)

 Closes this program after prompting you to save any unsaved files.



Undo: (ctrl +Z)

Reverses the last command or deletes the last entry you typed.

Repeat: (ctrl +Y)

Repeats your last command or action, if possible

Cut: (ctrl +X)

            Removes the selection from the active document and places it on the Clipboard.

Copy: (ctrl +C)

Copies the selection to the Clipboard.

Paste:  (ctrl +P)

Inserts the contents of the Clipboard at the insertion point, and replace any selection.

Paste Special: 

Pastes, links, or embeds the Clipboard contents in the current file in the format you specify.

Paste as Hyperlink:

Inserts the contents of the Clipboard as a hyperlink at the insertion point, replacing any selection.

Clear: (delete)

Deletes the selected object or text without putting it on the Clipboard.

Select All: (ctrl +A)

Selects all text and graphics in the active window, or selects all text in the selected object.

Find:  (ctrl +F)

Searches for the specified text or formatting.

Replace: (ctrl +H)

Searches for and replaces the specified text and formatting.

Go To:  (ctrl+G)

 Moves the insertion point to the item you want to go to. You can move to a page number, comment, footnote, bookmark, or other location.


  Displays or changes information for each link in the current file

 Edit/Open Object

Activates the application in which the selected object was created, so you can edit the object.


Converts an OLE object from one object type to another.



VIEW MENU: (alt +V)         


Normal: (Ctrl +Alt +N)

Switches to normal view, which is the default document view for most word-processing tasks, such as typing, editing, and formatting.

Web Layout:

Switches the active document to Web layout view, which is an editing view that displays your document, as it will appear in a Web browser.

Print Layout: (ctrl +Alt+P)

Switches the active document to print layout view, which is an editing view that displays your document.

Outline: (ctrl+O)

Switches to outline view, in which you can examine and work with the structure of your file in classic outline form. Work in outline view when you need to organize and develop the content of your file.


Displays or hides toolbars. To display a toolbar, select the check box next to the toolbar name. To hide a toolbar, clear the check box.

Type of toolbars 

1.standard 2.formatting 3.auto text 4.clipboard 5.control toolbox 6.database 7.drawing 8.forms 9.frames 10.pricture 11. Reviewing 12. Tables and borders 13. Visual basic 14. Web 15. Web tools 16. Word art


Displays or hides the horizontal ruler, which you can use to position objects

Document Map:

Turns on or off the Document Map, a vertical pane along the left edge of the document window that outlines the document structure.

 Header and Footer: 

Adds or changes the text that appears at the top and bottom of every page or slide.

 Full Screen:

Hides most screen elements so that you can view more of your document.

Zoom:Controls how large or small the current file appears on the screen.


INSERT (alt +I)



Inserts a page break, column break, or section break at the insertion point.

v  Break Types:

Page break: (ctrl+Enter)

Inserts a manual page break at the insertion point.

Column break:

Inserts a manual column break at the insertion point.

Text wrapping break:

            Ends the current line and forces the text to continue below a picture, table, or other item.

Section break types:

Next page:

Inserts a section break and breaks the page so that the next section starts at the top of the next page.


Inserts a section break and starts the new section immediately, without inserting a page break.

Even page:

Inserts a section break and starts the next section on the next even-numbered page.

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.

Page Numbers: (Alt+Shift+P):

Inserts page numbers that automatically update when you add or delete pages.

Date and Time:

Adds the date and time to an individual slide using the format you choose. If you want to add the date and time to every slide, use the Header and Footer command (View menu).

AutoText: (alt +F3)

Creates or inserts an AutoText entry.


Inserts a field at the insertion point. Use fields to insert a variety of information automatically and to keep the information up-to-date.



Inserts symbols and special characters from the fonts that are installed on your computer.


Inserts a comment at the insertion point.


Inserts a footnote, which appears on the same page as the text it explains.


Inserts an endnote, which appears at the end of the section or document.


Inserts captions for tables, figures, equations, and other items.


 Inserts a cross-reference to an item in a document.

Index and Tables:

Creates indexes, tables of contents, tables of figures, tables of authorities, and other similar tables.


 Clip Art:

Opens the Clip Gallery where you can select the clip art image you want to insert in your file or update your clip art collection

  Picture From File:

Inserts an existing picture in the active file at the insertion point.

  AutoShapes Menu:

Displays the AutoShape categories you can insert. Click an AutoShape category, click the AutoShape you want, and then click or drag in the active window where you want to insert the AutoShape.

 Insert WordArt:

Creates text effects by inserting a Microsoft Office drawing object.


Creates a chart by inserting a Microsoft Graph object.

File:Inserts all or part of the file you select, into the active file at the insertion point.

Object:  Inserts an object ¾ such as a drawing, WordArt text effect, or an equation ¾ at the insertion point.

Bookmark:  Creates bookmarks, which you can use to mark selected text, graphics, tables, or other items.


Inserts a new hyperlink or edits the selected hyperlink.




Changes the font and character spacing formats of the selected text.


Changes paragraph indents, text alignment, line spacing, pagination, and other paragraph formats in the selected paragraph.

Bullets and Numbering: 

Adds bullets or numbers to selected paragraphs and modifies the bullets and numbering format.

Borders and shading:

  Adds borders and shading to selected text, paragraphs, pages, table cells, or pictures.


Changes the number of columns in a document or a section of a document.


Sets the position and alignment of tab stops and determines the type of leader character for each tab stop.

Drop Cap:

A "drop cap" is traditionally the first letter in a paragraph, and it can appear either in the left margin or dropped from the base line of the first line in the paragraph.

Text Direction: 

Rotates selected text in table cells so you can read it from bottom to top or from top to bottom.

Change Case: (shift +F3)


 Sentence case: Capitalizes the first letter of the first word in the selected sentences.

 Lower case:Changes all selected text to lowercase letters.

 UPPER CASE: Changes all selected text to capital letters.

 Title Case: Changes all selected text to lowercase letters.

 Toggle case:Changes all uppercase letters to lowercase in the selection and vice versa.


 No Color: Removes the backgrounds color.

 More Colors:Opens the Colors dialog box, where you can pick a different color or mix your own custom color.

 Fill Effects:Opens the Fill Effects dialog box, where you can pick a picture, gradient, textured, or patterned fill.



Applies a new or different theme, or removes a theme in a Web page, document, e-mail message, or data access page.


 Table of Contents in Frame:

Creates a table of contents using the headings of your document and places it in the left frame of a frames page.

New Frames Page:

Creates a new frames page.

 AutoFormat:  Analyzes the content of the active file and then automatically formats the file

 Style:  Defines or applies to the selection a combination of formats, called a style.




Spelling and Grammar:  (F7)

Checks the active document for possible spelling, grammar, and writing style errors, and displays suggestions for correcting them.


 Set Language:  

Designates the language of selected text in a file that contains more than one language.

 Language Thesaurus: 

Replaces a word or phrase in the document with a synonym, antonym, or related word.

 Language Hyphenation: 

Reduces the raggedness of the right edge of the text by inserting hyphens in words.

Word Count:  

Counts the number of pages, words, characters, paragraphs, and lines in the active document..


Automatically summarizes the key points in the active document.


Sets the options used to correct text automatically as you type, or to store and reuse text and other items you use frequently.

 Track changes:

 Highlight Changes:

Highlights changes to cell contents in a shared workbook, including moved and pasted contents and inserted and deleted rows and columns.

 Track Changes Accept or Reject Changes: 

Finds and selects each tracked change in a document so that you can review, accept, or reject the change.

Merge Documents: 

Merges the tracked changes from the specified document to the active document.


Protect Document, Unprotect Document: 

Prevents changes to all or part of an online form or document except as specified.

You invite to the meeting must be running Microsoft NetMeeting on their computers.

Mail Merge: 

Produces form letters, mailing labels, envelopes, catalogs, and other types of merged documents.

Envelopes and Labels: 

Creates an envelope or a single mailing label, or inserts the same name and address on an entire sheet of mailing labels.

Letter Wizard: 

Runs the Letter Wizard, which helps you quickly create letters.




Opens the Macros dialog box, where you can run, edit, or delete a macro. Use Record New Macro    to record a series of actions as a macro, or click Visual Basic Editor    to write a macro.


Customizes toolbar buttons, menu commands, and shortcut key assignments.


Modifies settings for Microsoft Office programs such as screen appearance, printing, editing, spelling, and other options.


 TABLE:( Alt +A)


 Draw Table:

Inserts a table where you drag in the document. After you drag to insert the table, drag inside the table to add cells, columns, or rows. You can create cells of different heights or a varying number of columns per row.



Inserts a table in the document with the number of columns and rows you specify.

Columns to the Left:

Inserts a column into the table to the left of the insertion point. If more than one column is selected, the same number of columns is inserted into the table to the left of the selection.

 Insert Columns to the Right

Columns to the Right:

Inserts a column into the table to the right of the insertion point.

  Rows Above:

Inserts a row into the table above the insertion point.

  Rows Below:

Inserts a row into the table below the insertion point


Inserts cells starting at the insertion point..


Delete Table:

Deletes the selected table from the document.

Delete Columns:

Deletes from the table the selected columns or the column that contains the insertion point.

Delete Rows:

Deletes from the table the selected rows or the row that contains the insertion point.

Delete Cells:

Deletes from the table the selected cells or the cell that contains the insertion point.


Select Table:Selects the table that contains the insertion point.

Select Column:Selects the column that contains the insertion point.

Select Row:Selects the row that contains the insertion point.

Select Cell:Selects the cell that contains the insertion point.

Merge Cells:

Combines two or more selected cells into a single cell. The cell reference for a merged cell is the upper-left cell in the original selection.

SplitCells:  splits the selected cells into the number of rows and columns you enter.

SplitTable:  Divides a table into two separate tables and inserts a paragraph mark above the row that contains the insertion point.


Automatically applies formats, including predefined borders and shading, to a table. Automatically resizes a table to fit the contents of the table cells.

Auto fit:

AutoFit to Contents:

Automatically adjusts the width of columns in the table, based on the amount of text you type.

AutoFit to Window:

Automatically resizes the table so that it fits within the window of a Web browser.

Fixed Column Width:

Makes each column a fixed width in the table, using the current widths of the columns.

Distribute Rows Evenly:

Changes the selected rows or cells to equal row height.

Distribute Columns Evenly:

Changes the selected columns or cells to equal column width.

 Heading Rows Repeat:

Designates the selected rows to be a table heading that is repeated on subsequent pages if the table spans more than one page.


Table to Text:

Converts a selected table or selected table rows to text, separating the contents of the cells in each row with the separator character you specify.

 Text to Table:

Converts the selected text to a table.

Sort: Arranges the information in selected rows or lists alphabetically, numerically, or by date.

Formula:Performs mathematical calculations on numbers.



In a table, the Gridlines command (Table menu) displays or hides dotted gridlines to help you see which cell you're working in. Table gridlines don't print;

Table Properties:

Sets various options to the table such as the table size, alignment, and text wrapping; the row height, row page breaking, and row header options; the column width; and the cell size, alignment, and other cell options.


WINDOWS (alt +w)


New Window:

Opens a new window with the same contents as the active window so you can view different parts of a file at the same time.


Displays all open files in separate windows on the screen. The Arrange command makes it easier to drag between files.


Splits the active window into panes, or removes the split from the active window.

Window List:

Lists the currently open files in this program. Click the file you want to switch to.