Microsoft Word

Version 2021
Introduction
Microsoft Word is a document-processing application developed by Microsoft. It is now one of the
most used applications when it comes to document creation and editing.

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 Ribbon Style Menu
Ribbon style menu is something that MS Word produced in order to make it easier to navigate
all the features-

• All features divided in groups for easier access.

• Icons present instead of drop-down list.

• Easier navigation with all the features

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 Home Ribbon Menu
Home ribbon menu is the default ribbon menu and also includes the most used ribbon groups.

1. Clipboard

2. Font

3. Paragraph

4. Styles

5. Editing

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 Insert Ribbon Menu
Insert ribbon menu includes features which can be added to the document. It consist of ten
groups of related commands:

Pages Table Illustrations Add-ins Media

Header and
Links Comment Text Symbols
Footer

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 Design Ribbon Menu
The Design ribbon menu helps the individual in formatting the document with relevant themes
etc.

1. Document Formatting

2. Page Background

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 Layout Ribbon Menu
Layout ribbon menu helps to change the look and the arrangement of the document.

1. Page Setup

2. Paragraph

3. Arrange

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 References Ribbon Menu
References ribbon menu helps to change the style of research and articles.

1. Table of Contents

2. Footnotes

3. Research

4. Citations and Bibliography

5. Captions

6. Index

7. Table of Authority

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 Mailings Ribbon Menu
Mailings ribbon menu consist of commands which helps in mail merge.

1. Create

2. Start Mail Merge

3. Write & Insert Fields

4. Preview Results

5. Finish

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 Review Ribbon Menu
The Review Ribbon Menu helps in proofreading and editing the document.

1. Proofing

2. Accessibility

3. Language

4. Comments

5. Tracking

6. Changes

7. Compare

8. Protect

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 View Ribbon Menu
View ribbon menu consist of commands by which the individual can view the document
differently.

1. Views

2. Page Movement

3. Show

4. Zoom

5. Window

6. Macros

7. SharePoint

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 Help Ribbon Menu
The Help ribbon menu provides quick access to Help Task Pane and provides individual with
support.

1. Help

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 Use of Ruler
Ruler helps the individual in controlling the margins of the document and the indentations of
the paragraph.
Functions of Ruler are:
• Helps in the alignment of texts, and images in the document.
• Helps in changing the margin of the document
• Helps in adding Tab Stops
• Helps to maintain the alignment of the document while printing as it is on the screen.
• Changing the indentation easily of multiple paragraphs at the same time.

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 Navigation Pane
Navigation Pane helps the individual in navigating to a page or heading without scrolling the
whole document.
The navigation page has three features:
• Headings: Mainly used for navigating the documents with the help of headings
• Pages : Used for navigating the documents with the help of page numbers
• Result: Similar to Find and Replace; navigating documents with the help of text, numbers etc.

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 Go To Command
Go To Command in Microsoft Word helps in sending the insertion pointer to a certain page or
line or to a certain section of the paragraph.
Functions of Go To:
• Helps the individual in navigating through the document easily.
• Narrows down the navigation by sending the insertion pointer into a certain
paragraph, footnote, comment, etc.

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 Spelling & Grammar
Spelling and Grammar check helps the individual in correcting the document and proofreading
it automatically.
Functions of Spelling and Grammar are:
• Helps in conducting a spell-check in the document.
• In case of misspelled words, it already gets underlined, alerting the individual.
• It directly takes the individual to the sentence, or word, where the spelling or the sentence
construction needs to be changed.

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 Conciseness
Microsoft Editor runs in Word to analyze the document and offers suggestions in making the
documents in concise, writing more formally, and choosing simpler words.
 Aligning Objects
Helps in aligning of objects. Such as - pictures, shapes, text boxes, SmartArt Graphics, and Word
Art

Functions of Aligning:

• Helps in alignment of shapes, and objects.

• Helps in arrangement of objects maintain equal distances.

 Grouping in Objects
Grouping helps in rotating, flipping, moving, resizing, multiple shapes and objects as they are
single shapes and objects.

Functions of Grouping:

• It is for grouping for two or more selected objects together.

• Helps in shaping the objects together.

 Inserting Captions
Inserting caption in pictures helps in labeling the pictures in the document.

Functions of Inserting Captions are:

• Helps the individual in labeling images in reference to the text.

• Helps the individual in navigating through the images easily by searching the captions.

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 Filling Shapes with Pictures
The individual can insert a picture into a shape. Changing the appearance of the picture by
cropping it to a specific shape (Such as: Circle, Star, Square, etc.). The shapes are known as
AutoShape.

Functions of filling pictures in AutoShape are:

• Gives a specific shape to the picture.

• Provides a special effect to the picture.

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 Quick Parts
Quick Parts function helps to create, store, reuse pieces of content like Auto Text, fields,
document properties such as title, author, etc. These blocks of content are reusable and are
known as Building Blocks.

Functions of Quick Parts are:

• Helps in creating and storing pieces of content.

• It stores repeated words or paragraphs from the document for further use.

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 Compressing Pictures
The Compressing pictures functions helps the individual in decreasing the size of the file. Most
of the image sizes are higher, making the document heavy. Compressing those pictures helps
the individual in reducing the size of the document and easy to load.
Functions of Compressing Pictures are:
• Helps in reducing the file size.
• Does not distort the image by adding noise or making it grainy/blurry.

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 Icons and 3D Models
An individual can add icons and 3D models in their document. These icons and models can be
rotated 360 degrees or tilted up and down as well.

Functions of Icons and 3D Models are:

• 3D Models and icons provide a special effect to the document.

• All the icons and 3D models can be aligned and framed.

• Individual can choose 3D Models from online sources as well.

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 Web Layout View
Change the document's layout as per how it will look on a website.
 Reading & Focusing
For reading and focusing use Focus Mode and Immersive Reader to customize how word
documents appear while you read and edit.
 Draft View
The Draft view shows the document in the draft mode. It does not feature the header and
footer and the footnotes .

Functions of Draft View:

• Tailored for writers who can proofread the document without all the formatting, objects,
and graphics.
• Header and Footer, pictures cannot be viewed on draft view mode.
 Outline View
With the help of Outline View, the users can see their documents in a bulleted format.
 Track Changes
Track Changes in Word is a feature that makes it possible to mark changes that are made
to a document. The feature includes several tools you can use to control which types of
changes to track, how to display the tracked changes, and finally how to accept or remove
the tracked changes.
 Page Break
Page Break is a feature in MS Word that lets you start some content on a new page.

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 Page Numbering
Page Numbering is a feature in MS Word that lets you add page numbers to your word
document.

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 Page Orientation
Page Orientation is a feature in MS Word which helps in changing the layout of the document.

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 Page Size
Page Size is a feature in MS Word which helps the user in defining the size or customizing it as
per the requirement.

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 Key Takeaways
• Microsoft Word is one of the most popular word processing software.
• It is important to learn Microsoft Word for employment purpose.
• Word documents can be edited, formatted, special effects can be added to make it more
attractive.