Microsoft Word

Microsoft Word Version

MS Office is the industry standard for office automation. From reporting, documentation, multimedia presentations to emailing and spreadsheet calculations and contacts management, Microsoft Office is the concluding choice of the businesses. The complete course will teach you all the required tools and features of MS Word, Excel, and PowerPoint, taking your Office efficiency from basic to advance level.

COURSE CONTENTS

MS WORD ADVANCE:

  • Advance formatting Features
  • Working with Sections
  • Using Index, Table of contents, List of Figures
  • Using Mail Merge for Mass Mailing
  • Automating Recurring Tasks with Macros
  • Reviewing Long/Complex documents

MS POWER POINT ADVANCED:

  • Creating Slides using Auto Layouts
  • Design Themes and Color Schemes
  • Using Audio and Video Contents
  • Managing Slide Master layout
  • Animations & Transitions
  • Timings & Action Buttons
  • Customizing Show Options

MS EXCEL ADVANCED:

  • Advance Formulas and Functions
  • Charting & Visualizations
  • Reporting & Analysis Tools

LEARNING OUTCOMES

After the workshop, you will be capable to:

  • Take your MS Office proficiency from Basic to Advance level.
  • Become further confident in using advanced features of MS Word, MS Excel and MS PowerPoint.
  • Better able to solve business problems using the latest version of MS Office.

TARGET AUDIENCE

This course is designed for the basic users of Microsoft Office, who may want to learn more complex and advanced features of Word, Excel, PowerPoint and Outlook. Basic Knowledge in MS-office is assumed.

Understand the screen

Understand the Word Screen and Ribbon

Create New Documents

How to Create New Documents in Word

  1. Open Word. Or, if Word is already open, select File and then click on New.
  2. In the Search for online templates box, enter a search word like invoice letter, or resume. Or select a Category under the search box like Personal, Education, or Business.
  3. Click a templates to see a preview
  4. Select Create.

Open a File

How to Open a File in Word

Open the Microsoft Word Program. In the top menu, click on the File menu and then select the Open option. In the Open window, you can find and then select the file you want to open in Microsoft Word. You may need to click the drop-down list next to the File name text to change the file type, and then select open.

Save a File

How we can save a file using MS word

Click on FILE and Save, pick or browse to a folder, type a name for your document in the file name box and click on save option. Save your work as you go – hit Ctrl+S often. To print, click on the FILE tab, and then click print.

AutoRecover

How to Recover a Document in Word

  • In MS Word, clicking on the File Tab in the upper left.
  • Click on the Manage Document and select Recover Unsaved Documents from the dropdown list.
  • Check for your lost file in the dialog box.

Navigate a Document

How to Navigate a Document in Word

View Documents

How to View Documents in Word

  • Click the File tab.
  • Click Open. The Open screen appears, giving you a few ways for finding a document.
  • Select the file which you may want to open.

Print

How to Print Word Documents

  • Select File > Print.
  • To preview each page, choose the forward and backward arrows at the bottom of the page. If the text is too small to read then you can use the zoom slider at the bottom of the page to enlarge it.
  • Choose the number of copies, and any other options you want, and click on the Print button.

Share a Document

How to Share a Document in Word

  • Open the document which you want to share.
  • Click on a File select Share option or Share with People (or in Word 2013 you can also Invite People).Enter the names or email addresses of those peoples you’re sharing with.
  • If you want to, you can be edit or view on click.

The Quick Access Toolbar

How we can use Quick Access Toolbar in MS Word

  • Click the File tab.
  • Click Options.
  • Click Quick Access Toolbar.
  • Make the changes you want.

Help

How to Access Help in Word

Document Properties

How to Set Document Properties in Word

  • Click the File tab.
  • Click on Info to view the document properties.
  • To add or change the properties, hover your pointer over the property you may want to update and enter the information.
  • Click on the File tab again to return to your document. Any changes you will be made will be saved automatically. Optional steps:

Check Accessibility and Compatibility

How to Check Accessibility and Compatibility in MS Word

  • Click the File tab.
  • Click the Check for Issues button.
  • Select Check Compatibility.
  • Click on the Select versions to display button.
  • Toggle which versions of MS Word to check compatibility for.
  • Click OK.
  • Close and Exit

How to Close and Exit Microsoft Word

You close a document by using close command on the File tab (New), which keeps the Word program window open. Since each document opens in to own program window (New), you don’t need an Exit command, so you exit Word by using the Close button on the program window.

Select and Edit Text

How to Select and Edit Text in MS Word

  • Click the. Edit. Tab.
  • Select the text that you may want to edit.
  • Using the tools in the edit toolbar, change the required formatting including paragraph, font style, list formatting, alignment, and indentation options.

Cut, Copy, and Paste

How to Copy, Paste and cut in MS Word

  • Cut. Select Cut. Or press Ctrl +X.
  • Paste. Select paste. Or press Ctrl + V. Note: Paste can only uses your most recently copied or cut item.
  • Copy. Select Copy. Or press Ctrl + C.

Undo, Redo, and Repeat

How we can Undo, Redo, and Repeat Actions in MS Word

Check Spelling and Grammar

How we can Check Grammar and Spelling in MS Word

  • Open most Office programs, click on the Review tab on the ribbon.
  • Click Spelling or Spelling & Grammar.
  • If the program finds any kind of spelling mistakes, a dialog box will appears with the first misspelled word found by the spelling checker.

Word Count and Thesaurus

View the Word Count and Access the Thesaurus in Word

  • On ribbon click the Review tab.
  • Click on the Word Count button in the Proofing group. Also you can click the word count in the status bar to open the Word Count dialog box.
  • Click Close when you’re done.

Find and Replace Text

How we can Find and Replace Text in Word

  1. Got to Home > Replace or press Ctrl+H.
  2. Enter the word or phrase which you want to locate in the find box.
  3. Just enter your new text in the Replace box.
  4. Select Find Next until you come to the word you want update.
  5. Choose Replace. For updating all the instances at once, choose Replace All.

Insert Symbols

How to Insert Symbols in Word

Insert Text from Another File

How we can Insert Text from Another File in MS Word

  1. Open the first document.
  2. Place the cursor where you want the second to be inserted.
  3. From the Insert tab, Text group, click on the down arrow next to the Object and choose Text from file.
  4. Select the file to be inserted.
  5. Click on Insert.

User AutoCorrect

How to Use AutoCorrect in Word

  1. Click on the Microsoft Office Button, and then click on Word Options.
  2. Click Proofing.
  3. Click AutoCorrect Options.
  4. On the AutoCorrect tab, just click to select the Replace text as you type check box.
  5. Click OK to close the AutoCorrect Options dialog box.

Format Fonts

How to Format Fonts in Word

  • Select the text you want to format. To select a single word, double-click it. To select a line of the text, click to the left of it.
  • Select an option to change the text font, font size, font color, or to make the text bold, italic, or underline.

Create Lists

How to Create Lists in Word

Paragraph Alignment

How to Adjust Paragraph Alignment in Word

  1. Place the insertion point anywhere in the paragraph, document, or table that you want to align.
  2. Do one of the following. To align the text left, press Ctrl+L. To align the text right, press Ctrl+R. To center the text, press Ctrl+E.

Border and Shading

How we can Add Borders and Shading in MS Word

  1. From the Ribbon, just select the Home command tab.
  2. Select the paragraph(s) to which you want to and shading and/or border(s).
  3. To add a border, click BORDERS select the desired border option.
  4. To add shading, click the next to SHADING select the desired shading option.

Line and Paragraph Spacing

How we can Adjust Line and Paragraph Spacing in Word

  1. Select the paragraphs which you want to change.
  2. Go to the Home > Line and Paragraph Spacing.
  3. Choose the number of line spaces which you want or select the Line Spacing Options, and then select the options which you want under Spacing.

Copy Formatting

How to Copy Formatting in Word

  1. Selecting the text with the formatting to copy.
  2. Press Ctrl+Shift+C to copy formatting of the select text.
  3. Select the text to which you may want to apply the copied formatting.
  4. Press Ctrl+Shift+V to apply the formatting to the selected text.

Indent Paragraphs

Follow these smile steps to create a hanging indent in Word. In hanging indentation, a paragraph’s first line remains against to the left margin while the other lines are indented, like in a

  1. Select the paragraph to be indented;
  2. From the Home tab, paragraph group, select the dialog box launcher;
  3. Check that the Indents and Spacing tab is selected;
  4. In the Indentation section set the indent value you require.

Tab Stops

How to Adjust Tab Stops in Word

  1. On the Home tab, in the Paragraph group, choose paragraph Settings.
  2. Click the Tab button.
  3. Set the Tab stop position, choose the Alignment and Leader options, and then click on Set and OK.

Find and Replace Formatting

How we can Find and Replace Formatting in MS Word

  1. On Home tab Click on the Replace button.
  2. Click on More to expand the dialog box.
  3. Click the Format button.
  4. Select the type of formatting you want to replace and click OK.
  5. Specify the formatting you want replace and click OK.
  6. Click in the Replace With field.
  7. Click the Format button again.

Insert Symbols

How to Insert Symbols in Word

Insert Text from Another File

How we can Insert Text from Another File in MS Word

  1. Open the first document.
  2. Place the cursor where you may want the second document to be inserted.
  3. From the insert tab, Text group, click on the down arrow next to the Object and choose Text from file.
  4. Select the file to be inserted.
  5. Click on insert.

Use Auto Correct

How to Use AutoCorrect in Word

  1. Got to File > Options > Proofing and select AutoCorrect Options.
  2. On the AutoCorrect tab, choose or clear Replace text as you type.

Format Fonts

How to Format Fonts in Word

  1. Select the text you want to format. To select a single word, double-click it. To select a line of a text, click to the left of it.
  2. Select an option to change font, font color, font size, or to make the text bold, italic, or underline.

Create Lists

How to Create Lists in Word

Paragraph Alignment

How to Adjust Paragraph Alignment in Word

  1. Place the insertion point anywhere in the paragraph, document, or table that you want to align.
  2. Do one of the following: To align the text left, press Ctrl+L. To align the text right, press Ctrl+R. To center the text, press Ctrl+E.

Borders and Shading

How we can Add Borders and Shading in MS Word

  1. Click Home tab.
  2. Move to Paragraph group.
  3. Find out the Border and shading button, and click the down arrow next to it.
  4. Select the Border and Shading option, or specify the different border style.

Line and Paragraph Spacing

How we can Adjust Line and Paragraph Spacing in MS Word

  1. Select one or more paragraph to update.
  2. Go to the Home > Line and Paragraph Spacing.
  3. Select the Line Spacing Options and then choose an option in the Line spacing box.
  4. Adjust the Before and After setting to change spacing between paragraphs
  5. Select OK.

Copy Formatting

How to Copy Formatting in Word

  1. Pick the text with the formatting to copy.
  2. Press Ctrl+Shift+C command to copy the formatting of the selected text.
  3. Select the text to which you may want to apply the copied formatting.
  4. Press Ctrl+Shift+V command to apply the formatting to the selected text.

Indent Paragraphs

Follow these simple steps to create a hanging indent in MS Word. In hanging indentation, a paragraph’s first line remains against to the left margin while the other lines are indented, like in a

  1. Select the paragraph to be indented:
  2. From the Home tab, Paragraph group, select the dialog box launcher;
  3. Check that the Indents and Spacing tab is selected;
  4. In the Indentation section set indent value you require.

Paper Size and Orientation

How we can Change Paper Size and Page Orientation in MS Word

Headers and Footers

How we can Add and Remove Headers and Footers in MS Word

  1. Go to the Insert tab and choose Header or Footer.
  2. Select from a list of standard headers or footers, go to the list of Header or Footer options, and select the header or footer that you may want.
  3. When you’re done, select Close Header and Footer or press Esc.

Page Number

How we can Add and Format Page Numbers in MS Word

On the Insert tab, click on the Page Number icon, and then click the Page Number. Choose a location and then pick an alignment style. Word automatically every page, except designated title pages. For changing the numbering style, select format and then choose the formatting you may want to use.

Columns

How to Format Columns in Word

  • To apply columns to only part of your document, with your cursor, choose the text that you may want to format.
  • On the Page Layout tab, click on Columns then click More Columns.
  • Click the Selected text from the Apply to box.

Page Break

  • How we can use of Add and Remove Page Breaks in MS Word
  • Tap or click in the document where you want a page break.
  • Go to Insert > Page Break.

Page Background Elements

How we can Add Watermarks and Page Color or Border in MS Word

  • Go to the Page Layout > Page Color.
  • Do any of the following: Select from Theme Colors or Standard Colors. Selecting More Colors and then choose a color. Choose Fill Effects to add special effects, such as patterns, gradients, or textures.

Create Tables

How to Create Tables in Word

  • Open a blank Word document.
  • In the top ribbon, press Insert.
  • Click on the Table button.
  • The empty table will now appear on the page.

Convert Tables

How to Convert Tables in Word

  1. Select the table.
  2. From the Table Tools Layout tab in the Data group, choose Convert to Text.
  3. In the Convert Table to Text dialog box, set how you want to separate the text and click on OK.
  4. The table is converted to text.

Resize Rows and Columns

How to Resize Rows and Columns in MS Word

  • Select your table.
  • On the Layout tab, in the Cell Size group, click on AutoFit.
  • Do one of the following. To adjust the column width automatically, click on AutoFit Contents.

Table Styles and Alignment

How we can Adjust Table Styles and Alignment in MS Word

Table Borders and Shading

How we can Add Table Borders and Shading in MS Word

  1. Choose a cell, multiple cells, or the complete table.
  2. Click on the Design tab in the Table Tools ribbon group.
  3. Click the Border Styles list arrow.
  4. Select a border style.
  5. Click the Borders list arrow.
  6. Select the borders you want to add.

Position a Table

How to Position a Table in Word

  1. Choose the table by clicking the Move handle ( ) that will appears above the top left corner of the table
  2. Select an alignment option in the Paragraph group on the Home tab.

Merge and Split Cells

How we can Merge and Split Cells in MS Word

  1. Method 1: Select the cells you want to merge, right-click, and choose “Merge Cells”
  2. Method 2: Select the cells you want to merge and press the “Merge Cells” “Layout” tab of the ribbon. After you have pressed the button, select “Merge Cells” from the dropdown.
  3. Enjoy your merged cells.

Sort a Table

How to Sort a Table in Word

  1. Select anywhere in the table.
  2. Select Table Tools Layout > Sort.
  3. Select OK.

Row Headers and Page Breaks

How to Repeat Table Row Headers and Adjust Page Breaks for Table in Word

Pictures

How we can Insert and Crop Pictures in MS Word

  1. Place your insertion point where you may want the image to appear.
  2. Select the Insert tab.
  3. Click on the Picture command in the lllustrations group. The Insert Picture dialog box appears.
  4. Select the desired image file, then click on Insert to add it to your document. Choosing an image file.

Text Boxes

How to Insert Text Boxes in Word

Go to Insert > Text Box. Click in your file where you would like to insert the text box, hold your mouse button down, then drag to draw on the text box the size that you may want. After you’ve draw the text box click inside it to add text.

Shapes

How we can Insert Shapes using MS Word

To add a shape, click Insert, click Shapes, select a shape, and then click and drag to draw the shape. After adding one or more shapes, you can add text, numbering and bullets to them, and you can also change their fill, outline, and other effects on the Format tab.

Icons

How we can Insert and Format Icons in MS Word

  1. Click where you want to insert an icon.
  2. Click the Insert tab.
  3. Expand the lllustrations group, if necessary.
  4. Click the Icons button.
  5. Click an icon category (optional).
  6. Select an icon (or icons).
  7. Click Insert.

Drawings

How to Create Drawings in Word

  1. Click on the ‘Shapes’ button and then select ‘Scribble’ Open up your Microsoft Word document.
  2. Hold down your mouse to draw. Just click and hold down your mouse to draw.
  3. Release the mouse. As soon as you can release your mouse, the drawing will be finished.
  4. Edit your drawing. Double-click your drawing.

Add Descriptive Text

How we can Add Descriptive Text to Images in MS Word

  1. Select a picture.
  2. Click the Alt Text button.
  3. Click the Format tab in the Picture Tools ribbon group.
  4. In a Description field enter description.
  5. (Optional)Check the Mark as decorative check box.
  6. Close the Alt text pane.

WordArt

How we can Insert and Format WordArt in MS Word

  1. Click where you to insert WordArt.
  2. Click the Insert tab.
  3. Expand the Text group, if necessary.
  4. Click the WordArt button.
  5. Select a WordArt style from the gallery.
  6. Type to replace the text.

Charts

How to Insert and Edit Chart in Word

In your Word document, click on Insert > Chart and then Select the type of chart you want, such as column or a pie chart, and then click OK. (If you are not sure which to choose, move down the All Charts list to preview each type of charts.)

SmartArt

How to Insert SmartArt Diagrams in Word

  1. Click where you want to insert tab.
  2. Click the Insert tab
  3. Click on the SmartArt button in the illustrations group.
  4. Select a category.
  5. Select a graphic.
  6. Click OK.

Modify Objects

How to Modify Objects in Word

Position and Text Wrap

How we can Position Images and Wrap Text in MS Word

Layer Objects

How to Layer Objects in Word

  1. Select the object.
  2. Click the Format tab.
  3. If necessary, expand the Arrange group.
  4. Click the Bring Forward or Send Backward list arrow.
  5. Select a layering option.

Flip and Rotate Objects

Hoe to Flip and Rotate in Word

  1. Click on the object that you may want to rotate.
  2. Under Drawing Tools (or picture Tools if you’re rotation a picture), on the Format tab, in the Arrange group.

Distribute and Align

How we can Distribute and Align Images in MS Word

Group Objects

How to Group Objects in Word

  1. Press and hold CTRL while you select the objects, shapes, or pictures that you want to group. The Warp Text option for each object must be other than In line with Text.
  2. On the Format Tab go to Drawing Tools or Picture Tools, In the Arrange group, select Group, and then select the Group.

Apply and Modify Styles

How we can Apply and Modify Styles in MS Word

  1. In the Styles group on the Home tab, right-click on the style you want to change and then select Modify from the drop-down menu.
  2. A dialog box will appear. Make the desired formatting changes, such as font style, font size, and font color.
  3. The style will be modified.

Themes

How to Apply Themes in Word

  1. Select design > Themes.
  2. Point to a theme to preview how it will be look in your document.
  3. Select a theme.

Templates

How we can Create and Use Templates in MS Word

  1. Open the Word document that you may want to save as a template.
  2. From the File menu, click on Save as Template.
  3. In the Save As box, type the name that you may want to use for the new template.
  4. (Optional) In the Where box, select a location where the template will be saved.

Custom Themes and Style Sets

How we can Create Custom Themes and Style Sets in MS Word

Outlines

How to Use Outline View in Word

  1. Select the View tab, and from the View group, choose Outline.
  2. Use the Outlining group to set the headings and promote and demote text.

Navigate Long Documents

How to Navigate Long Documents in Word

Bookmarks

How Add to Bookmarks in Word

  1. Choose text, a picture, or a place in your document where you want to insert a bookmark.
  2. Click Insert > Bookmark.
  3. Under Bookmark name, type a name and click on Add. Note: Bookmark names need to be begin with a letter. They can include both letters and numbers, but not spaces.

Pagination and Hyphenation Options

How we can Set Pagination and Hyphenation Options in MS Word

  • Click in or choose the paragraph you want to control.
  • Check the Paragraph Setting dialog box launcher on the Home tab.
  • Check the Line and the page Breaks tab.
  • Check the check boxes for the options you may want.
  • Check OK.

Sections

How to Use Section Breaks in Word

  1. Choose where you want a new section to begin.
  2. Go to Layout > Breaks.
  3. Choose the type of a section break you may want: Next Page Section break starts the new section on the following page.

Cross References

How to Add Cross References in Word

  1. In the document, type the text that starts the cross-reference.
  2. On the Insert tab, click Cross-reference.
  3. In the Reference type box, click on the drop-down list to pick what you may want to link to.
  4. In the Insert reference to box, click on the information you may want to be inserted in the document.

Links

How to Add Links in Word

  1. Go to Insert > Object.
  2. Select Create from File.
  3. Select Browse and choose the file you may want to use.
  4. Select Insert.
  5. Choose Display as icon to be embed or Link to file for a link.
  6. Select OK.

Table and Figure Captions

How we can Add Table and Figure Captions in Word

Footnotes and Endnotes

How we can Create Footnotes and Endnotes in Word

Footnotes appear at the bottom of the page while the endnotes come at the end of the document. A number or symbol on the footnote or the endnote matches up with a reference mark in the document. Click where you want to reference to the footnote or the endnote. On the References tab, you can select Insert Footnote or Insert Endnote.

Citations

How we can Create Citations and Bibliographies in MS Wor

  1. Click at the end of the sentence or phrase that you want to cite, and on the Reference tab, in the Citations & Bibliography group, click Insert Citations.
  2. From the list of citations under Insert Citation, select the citation you may want to use.

Table of Contents

How we can make a Table of Contents in MS Word

  • Click where you may want to insert the table of contents which is usually near the beginning of a document.
  • Click Reference > Table of Contents and then choose an Automatic Table of Contents style from the list.

Index

How to Create and Update an Index in MS Word

  1. Click in your document where you want to insert an index.
  2. Click the Insert Index button on the References tab.
  3. Customize the appearance and behavior of the index
  4. Click OK.

Co-Author Documents

How to Co-Author Documents in Word

Select Edit Document > Edit in Browser. If anyone else is working on the document, you have see their presence and the changes they are making. We call this coauthoring, or real-time collaboration. From here, if you’d rather work in your Word app, switch from Editing to Open Desktop App, near the top of the window.

Highlight and Comment

How to Highlight and Comment in Word

  1. Select the text you want to add a document to.
  2. Click the Review tab.
  3. Click on the New Comment button in the comments group. Then right click in the document and select the New Comment.
  4. Type your comment, then click outside the comment box when you’re finished.

Track and Review Revisions

How we can Track and Review Revisions in MS Word

  1. Click or tap at the starting of the document.
  2. On the Review tab, go to the Tracking.
  3. Select Accept or Reject. As you can accept or reject changes, Word will move to the next change.
  4. Repeat until you’ve reviewed all of the changes in your document.

Compare Documents

How to Compare Documents in Word

Line Numbers

How we can Add and Customize Line Numbers in MS Word

  1. Place the insertion point within the document to which to which you to add line numbering.
  2. Windows: from the file menu, select page setup.
  3. Select the Layout tab.
  4. Click LINE NUMBERS.
  5. Select Add line numbering.

Protect Documents

How to Protect Documents in Word

  1. Open the Word document.
  2. Click on file.
  3. Click on Info.
  4. On the right side, click on the Protect document menu.
  5. Select the Encrypt with Password option.
  6. Click the OK button.
  7. Retype the password.

Inspect a Document

How to Inspect a Document in Word

  1. Click the file tab.
  2. Click Check for Issues.
  3. Select Inspect Document.
  4. Click Close when you’re done.

Forms

How to Build Forms in Word

  1. Go to the File and choose New from Template.
  2. In Search, type from.
  3. Double-click on the template you may want to use.
  4. Select File > Save As, and pick a location to save the form.
  5. In Save As, type a file name and then select Save.

Customize Word

How to Customize Word Options

Create and Use Building Blocks

How we can Create and Use Building Blocks in MS Word

  1. Select the text or graphic you want to save as a building block.
  2. Click the Insert tab.
  3. Click the Quick Parts button.
  4. Click OK.

Create and Use Simple Macros

How we can Create and Use Simple Macros in MS Word

  1. Click View > Macros > Record Marco.
  2. Type a name for the macro.
  3. To run your macro when you click a button, click Button.
  4. Click on the new macro (it’s named something like Normal.

Copy Styles and Macros Between Templates

How we can Copy Styles and Macros Between Templates in MS Word

Advance Find and Replace

How to Use Advance Find and Replace in Word

Internationalization and Accessibility

Internationalization and Accessibility in Word

Fields

How to Add Fields in Word

  1. In the list of field names, select a field.
  2. Navigate to the location in the word document where you want to insert a field.
  3. Select Field.
  4. Click the Insert tab in the Ribbon and then click Quick Parts in the text group.

Mail Merge

How to Use Mail Merge in MS Word

  1. Click Step-by-Step Mail Merge Wizard.
  2. Select your document type.
  3. Select the starting document.
  4. Select recipients.
  5. Writing the letter and add custom fields.

Print Labels

How we can Print Labels in MS Word

  1. Click the Mailings tab.
  2. Click the Labels button.
  3. Enter an address.
  4. Click Options.
  5. Click OK.
  6. Select your label options.

Print Envelopes

How we can Print Envelopes in MS Word

  1. Click the Mailings tab.
  2. Click on the Envelopes button in the Create group.
  3. Enter a Delivery and Return Addresses.
  4. Click OK.
  5. Select your envelope’s options.