COMPUTER NOTES

MS-WORD NOTES :-

PART (A)

Basics of MS Word

1. What is the default file extension for a Microsoft Word

document?
A. .txt
B. .pdf
C. .docx ✅
D. .xls

2. Which tab in MS Word provides the option to change font

type and size?
A. Insert
B. Home ✅
C. View
D. Layout

3. Which keyboard shortcut is used to save a document in

Word?
A. Ctrl + X
B. Ctrl + C
C. Ctrl + S ✅
D. Ctrl + P

4. What is the function of 'Ctrl + B' in Word?

A. Opens a new document
B. Makes text bold ✅
C. Saves the file
D. Cuts selected text

5. Which menu contains the 'Find and Replace' feature?

A. Home ✅
B. Insert
C. View
D. Layout

Editing and Formatting

6. What does 'Justify' alignment do?

A. Aligns text to the left
B. Aligns text to the right
 C. Aligns text to both left and right margins ✅
D. Centers the text

7. Which feature is used to copy formatting from one place to

another?
A. Format Painter ✅
B. Copy
C. Paste
D. Font Style

8. What is the default orientation of a new Word document?

A. Landscape
B. Horizontal
C. Portrait ✅
D. Vertical

9. How do you insert a page break in Word?

A. Ctrl + P
B. Ctrl + Enter ✅
C. Alt + Enter
D. Shift + Enter

10. Which tool checks the spelling in a document?

A. AutoCorrect
B. Grammar Tool
C. Spell Check ✅
D. Thesaurus

Page Layout and Design

11. Which tab would you use to set margins in Word?

A. Design
B. Insert
C. Layout ✅
D. References

12. Which command is used to insert page numbers?

A. Insert > Text Box
B. Insert > Page Number ✅
C. Layout > Page Setup
D. View > Header

13. To change line spacing, which group do you access?

A. Clipboard
B. Paragraph ✅
C. Font
D. Styles
 14. What is a header?
A. Text at the bottom of the page
B. A footnote
C. Text at the top of every page ✅
D. A text box

15. Which tab allows you to add a cover page?

A. Insert ✅
B. Design
C. Layout
D. View

Advanced Features

16. Which feature allows you to create labels or envelopes

from a list?
A. Word Count
B. Mail Merge ✅
C. Label Wizard
D. Table of Contents

17. What does 'Track Changes' do in Word?

A. Tracks time spent editing
B. Shows grammar suggestions
C. Records changes made in the document ✅
D. Counts the number of edits

18. Where is the 'Table of Contents' found?

A. References ✅
B. Insert
C. Layout
D. Design

19. Which tool is used to translate text in Word?

A. Word Count
B. Thesaurus
C. Translate ✅
D. AutoCorrect

20. To protect a document with a password, which tab is

used?
A. View
B. File ✅
C. Review
D. Insert

Tables, Graphics, and Shortcuts

 21. How do you insert a table in Word?
A. Insert > Table ✅
B. Layout > Table
C. Home > Insert
D. View > Table

22. Which shortcut is used to undo the last action?

A. Ctrl + Z ✅
B. Ctrl + Y
C. Ctrl + U
D. Ctrl + R

23. What does Ctrl + P do in Word?

A. Preview
B. Paste
C. Print ✅
D. Page setup

24. Which object can you NOT insert in Word?

A. Image
B. Chart
C. Spreadsheet
D. Video Game ✅

25. Which option is used to insert footnotes?

A. View > Footnote
B. References > Insert Footnote ✅
C. Insert > Symbol
D. Review > Notes

Miscellaneous

26. Which key is used to create a bullet list quickly?

A. Tab
B. Ctrl + B
C. Ctrl + Shift + L ✅
D. F7

27. What is the function of the ‘Thesaurus’ in Word?

A. Checks grammar
B. Finds word count
C. Suggests synonyms ✅
D. Adds a citation

28. Which file format can Word NOT export to directly?

A. PDF
B. HTML
 C. JPEG ✅
D. Plain Text

29. Which view shows how a document will look when

printed?
A. Draft View
B. Print Layout ✅
C. Outline View
D. Web Layout

30. What is the function of 'Ctrl + U'?

A. Undo
B. Underline ✅
C. Update
D. Upload

PART (B)

TABS:

1. File Tab

Definition: The File tab opens the Backstage View, where you manage
files.

 Functions:

o New: Create a new document.

o Open: Open an existing document.

o Save / Save As: Save the document to a location.

o Print: Set up print options and print.

o Export: Save as PDF or other formats.

o Options: Change Word settings.

2. Home Tab

Definition: The Home tab contains the most frequently used formatting
and editing tools.

 Clipboard: The Clipboard group in the Home tab contains

commands related to copying, cutting, and pasting text or objects
within your document or between documents. It helps you manage
and move content efficiently

1. Cut: Removes the selected text or object from the document

and places it on the Clipboard, so you can paste it elsewhere.
 2. Copy: Copies the selected text or object to the Clipboard
without removing it from the original location.
3. Paste: Inserts the content from the Clipboard into the
document at the cursor’s position.
4. Format Painter: Copies the formatting (like font style, size,
color) from one piece of text or object and applies it to
another.
5. Clipboard Pane: Opens the Clipboard task pane showing
multiple items you’ve cut or copied, allowing you to paste
any of those items into your document.
 Font: The Font group in the Home tab lets you change the
appearance of your text by adjusting the font type, size, style, color,
and effects. It helps make your document’s text look exactly how
you want.
1. Font Type: This tool allows you to choose the style or design
of the text characters. MS Word offers many font styles such
as Calibri, Times New Roman, Arial, Comic Sans, etc. The
selected font type affects how the text looks visually on the
page.
2. Font Size: This option controls how big or small the text
appears. You can select a number (e.g., 12, 14, 18) to increase
or decrease the size of the letters. A larger font size makes
text more visible and bold, while a smaller size is used for
regular or fine print.
3. Increase Font Size: This button increases the size of the
selected text by one or more levels each time it is clicked. It's
a quick way to make text bigger without selecting a specific
size manually.
4. Decrease Font Size: This button decreases the size of the
selected text by one or more levels. It helps in adjusting the
text to fit within the layout or design.
5. Decrease Font Size: This button decreases the size of the
selected text by one or more levels. It helps in adjusting the
text to fit within the layout or design.
6. Bold (B): Makes the selected text appear darker and thicker.
Bold is often used to emphasize key points, headings, or
important terms so they stand out from the rest of the
content.
7. Italic (I): Italicizes the selected text by slanting it to the right.
Italics are commonly used to highlight names, titles of books,
foreign words, or to add emphasis.
 8. Underline (U): Adds a horizontal line below the selected text.
Underlining is used to highlight or draw attention to specific
words or phrases, similar to bold or italics.
9. Strikethrough: Draws a horizontal line through the middle of
the selected text. It is used to indicate that something has
been removed, changed, or is no longer relevant, without
deleting it completely.
10. Subscript (x₂): Formats the selected text to appear
slightly below the normal line of text and in a smaller font
size. This is commonly used in scientific formulas or chemical
symbols, like H₂O.
11. Superscript (x²): Formats the selected text to appear
slightly above the normal line and in a smaller font size. It is
often used for mathematical exponents (e.g., x²) or footnote
indicators.
12. Text Effects and Typography: This tool applies special
visual effects to text, such as shadow, glow, reflection, outline,
and more. These effects are used to enhance the appearance
of headings or highlighted text.
 Text Highlight Color: Applies a background color to the selected
text, similar to using a highlighter pen. This is useful for drawing
attention to key words, important sentences, or errors in a
document.
1. Font Color: Changes the color of the text. You can choose
from a wide range of colors to match your design or to
differentiate parts of the text (e.g., red for corrections, blue for
links).

 Paragraph: Set alignment, bullets, numbering, line spacing, and

indentation.

 Styles: Apply pre-defined text styles (e.g., Heading 1).

 Editing: Find, Replace, Select.

3. Insert Tab

Definition: Used to insert objects into your document.

 Pages: Insert cover page, blank page, or page break.

 Tables: Insert and format tables.

In other words:
The Table tool in the Insert tab of MS Word lets you create a table. A
table is a way to organize information in rows and columns, just like a
grid. It helps you present data clearly so it's easier to read and
understand.

 Illustrations: Add pictures, shapes, SmartArt, charts, and

screenshots.

In other words:

The Illustration tool in the Insert tab helps you add pictures,
shapes, icons, charts, and other visual things to your document.
It makes your document more interesting and easier to understand.

 Links: Insert hyperlinks, bookmarks, cross-references.

HYPERLINK: A hyperlink is a clickable link in your document.

It can open a website, email, another file, or go to another place
in the same document.

BOOKMARK: A bookmark is a marker you set on a certain spot in

your document. You can use it to quickly jump to that place late.

CROSS REFERENCE: A cross-reference is a link that points to

another part of your document, like a heading, figure, or page
number. It updates automatically if things move.

 Header & Footer: A header is the top part of the page where you
can add text or images.

A footer is the bottom part of the page where you can also add
text.
It appears on every page, just like the header. It shows up on
every page unless you choose otherwise.

 Text: Add text boxes, WordArt, date & time, symbols.

Text Box: A text box is a movable box where you can type text anywhere on your
page. It lets you place text in special spots, not just in normal paragraphs.

WordArt: wordart is decorative text that you can style with colors,
shapes, shadows, and effects to make your words look fancy.

Symbols : Symbols are special characters or signs that are not on

your keyboard, like ©, €, or ✓. Used to add math signs, currency
symbols, or special marks.
 Date & time: The Date & Time tool inserts the current date and/or
time into your document. Good for showing when the document was
created or updated.

 Media: Insert videos or audio (limited in some versions).

4. Design

Definition: In Microsoft Word, the Design tab helps you format your
document by offering tools to change its appearance quickly. It allows
you to apply themes, colors, fonts, and spacing styles that affect the
entire document.

 Document Formatting: Choose overall theme colors, fonts, and

effects for a consistent look.

 Page Background: Customize page color, and borders, and insert

watermarks (like “Confidential”).

5. Layout (formerly “Page Layout”)

Page Setup:

Page Setup refers to the settings that control how your document
appears on the page when printed or viewed. It includes options like
page size, orientation, margins, and layout.

[Link] – Set the blank space around the edges of the page
(top, bottom, left, right).

2. Orientation – Choose between:

3. Portrait (vertical)
4. Landscape (horizontal)
5. Size – Select the paper size (e.g., A4, Letter, Legal).
6. Columns – Divide the page into multiple columns like in a
newspaper.
7. Breaks – Insert page, section, or column breaks.
8. Line Numbers – Add numbers to lines in your document.
9. Hyphenation – Automatically split words at the end of a line
using hyphens.

 Paragraph:

Paragraph settings in the Page Layout tab of MS Word refer to

the tools used to control the spacing and positioning of paragraphs
 on the page. These settings affect how text is arranged between
lines and paragraphs.

In the Page Layout (or Layout) tab, the Paragraph group helps
you control:

1. Indentation – The space between the paragraph and the left or

right margin.

o Left Indent – Moves the paragraph in from the left margin.

o Right Indent – Moves the paragraph in from the right margin.

2. Spacing – The space before or after a paragraph.

o Before – Adds space above the paragraph.

o After – Adds space below the paragraph

 Arrange: Arrange in the Page Layout tab of MS Word is a group

of tools that help you position, align, and manage the layout of
objects (like pictures, shapes, charts, or text boxes) on a page.

1. Position – Lets you place the object (e.g., picture or shape)

at a specific position on the page.
2. Wrap Text – Controls how text flows around the object (e.g.,
in front of, behind, or around the picture).
3. Bring Forward / Send Backward – Moves the object in front
of or behind other objects.
4. Selection Pane – Helps you manage and select multiple
objects in your document.
5. Align – Aligns multiple objects with each other (left, right,
center, etc.).
6. Group / Ungroup – Combines multiple objects into one group
or separates grouped objects.
7. Rotate – Rotates the object to different angles.

6. References

 Table of Contents: Automatically insert a TOC based on heading

styles.

The Table of Contents tool in the References tab is used to automatically create a
list of the headings in your document.

How it works:
 MS Word looks for text that’s been formatted as Headings (like Heading 1, Heading
2).

It then creates a list (TOC) showing those headings in order.

This helps readers quickly find different sections of your document.

 Footnotes: A Footnote is a small note you add at the bottom of

the page to give extra information, explain a word, or cite a
source without interrupting the main text.

Adds a small number next to a word or sentence in your main text.

That number matches a note at the bottom of the same page where you write more
details.

Word automatically numbers your footnotes for you.

Example:

In your text:

The theory was first explained by Newton¹.

At the bottom of the page:

¹ Isaac Newton, Principia Mathematica, 1687.

 Research / Citation & Bibliography: The Citation &

Bibliography tools in Word help you give credit to authors and
sources you've used in your writing—like books, websites, or articles
also helps in Inserting and managing citations; build bibliographies.

 Captions: The Caption tool lets you add a label or title to

pictures, tables, charts, or other objects in your document.

These captions usually include a number (like Figure 1, Table 2) and

a brief description.

 Index: The Index tool helps you create a list of important words or
topics in your document, along with the page numbers where they
appear.
 It’s like the list at the back of a book that helps you quickly find
information.

7. Mailings

 Create: The Create tool helps you prepare the base document (like
a letter or label) that you want to send to many people. Later, you
can add names and addresses to send each person their own
customized copy

 Start Mail Merge: Start Mail Merge helps you make many
customized copies of a document quickly. For example, you can
write one letter but send it to many people with each person’s own
name and address automatically added.

How it works:

1. You choose the type of document (letter, email, labels, etc.).

2. You connect to a list of names and addresses.

3. You add placeholders in the document where the names and

addresses will go.

4. Word creates a separate copy for each person with their information
filled in.

 Write & Insert Fields: Add placeholders like recipient name or

address.

 Preview Results: The Preview Results tool lets you check what
your letter or document will look like with real names, addresses, or
other details added. It helps you make sure everything is correct
before sending or printing.

 Finish & Merge: Send merged documents to printer or email.

8. Review

 Proofing: Spell check, grammar, thesaurus look-up, and word

count.

1. Spelling & Grammar Check is a tool in Microsoft Word that automatically

finds and highlights mistakes in your spelling and grammar as you write. It
suggests corrections to help you make your document accurate and easy to
read.
2. Thesaurus — Suggests different words with similar meanings.
3. Word Count — Counts how many words, characters, and paragraphs your
document has.
4. Translate — Helps translate text into another language.
  Language: The Language tool lets you tell Word which language
you are writing in so it can check your spelling and grammar
correctly. You can also use it to translate words or sentences into
other languages.

 Comments: The Comments tool lets you write little notes or

reminders on the side of your document. It’s useful for giving
feedback or sharing ideas without changing the original writing.

 Tracking: Turn on Track Changes to see edits and decide to accept

or reject them.

 Changes: Navigate, accept, or reject edits.

 Compare: Compare or combine revisions from two documents.

 Protect: Restrict editing or add a password to the document.

9. View

 Document Views: Switch between Print Layout, Web Layout,

Outline, and Draft.

 Show: Toggle view of rulers, gridlines, navigation pane.

 Zoom: Adjust viewing size or use Zoom settings.

 Window: Manage multiple open windows—New Window, Arrange,

Split, View Side by Side.

 Macros: Record, run, or manage automated macro scripts

PART (C): IMPORTANT QUESTIONS

1. What is Microsoft Word? Explain its uses.

Answer:
Microsoft Word is a word processing program made by Microsoft. It is used
to create, edit, and format documents such as letters, resumes, reports,
essays, and more. It has tools for typing, checking spelling, adding
pictures, creating tables, and printing documents. It helps make writing
work neat, organized, and professional.

2. Explain the different parts of the MS Word window.

Answer:
The main parts of the MS Word window are:

 Title Bar: Shows the name of the document.

 Ribbon: Contains tabs like Home, Insert, Layout with different tools.
  Quick Access Toolbar: For Save, Undo, and Redo.

 Document Area: Where you type your text.

 Status Bar: Shows page number, word count, etc.

 Scroll Bars: Help move up, down, left, or right in the document.

3. What are the features of MS Word?

Answer:
MS Word has many useful features such as:

 Text editing tools (cut, copy, paste)

 Font styles and sizes

 Spell check and grammar check

 Insert pictures, tables, and shapes

 Page formatting options (margins, orientation)

 Save and print documents

 Header and footer options

4. What is the use of the 'Home' tab in MS Word?

Answer:
The Home tab contains basic editing tools like:

 Font group: Change font type, size, color, bold, italic, underline.

 Paragraph group: Align text, add bullets or numbering, line

spacing.

 Clipboard group: Cut, copy, and paste text.

 Styles group: Apply pre-set styles to text.

It is the most commonly used tab while typing or editing a
document.

5. Explain the steps to create and save a document in MS Word.

Answer:
To create and save a document:

1. Open MS Word.

2. Click on "Blank Document".

 3. Type your text.

4. Click on “File” → “Save As”.

5. Choose a location (e.g., Desktop).

6. Type a file name.

7. Click “Save”.
Now the document is saved and can be opened anytime.

6. What is the use of the 'Insert' tab in MS Word?

Answer:
The Insert tab is used to add items into your document such as:

 Pictures and shapes

 Tables

 Charts and SmartArt

 Page numbers

 Headers and footers

 Symbols and equations

It helps make your document more informative and attractive.

7. What is the difference between 'Save' and 'Save As' in MS

Word?
Answer:

 Save: It updates the current document with any changes.

 Save As: It creates a new copy of the document, letting you change
the file name or location.
Use "Save" to quickly save progress. Use "Save As" to make a
second version of the file.

8. How do you insert a table in MS Word and why is it useful?

Answer:
To insert a table:

1. Click on the “Insert” tab.

2. Click “Table” and choose the number of rows and columns.

 3. A table appears where you can type in each cell.
Tables are useful for organizing data, like lists, schedules, or
comparisons.

9. What are headers and footers in MS Word? Why are they used?
Answer:

 Header: Text that appears at the top of every page.

 Footer: Text at the bottom of every page.

They are used to add page numbers, document titles, dates, or
author names so that information repeats on every page
automatically.

10. What is the purpose of spell check and grammar check in MS

Word?
Answer:
MS Word checks for spelling and grammar mistakes automatically.
Misspelled words are underlined in red, and grammar errors are
underlined in blue or green. You can right-click on them to see
suggestions. This helps you write correct and professional text.

11. What are page layout options in MS Word?

Answer:
The Page Layout tab lets you change how your document looks. It
includes:

 Margins: Set the space around the text.

 Orientation: Portrait or Landscape.

 Size: Choose page size like A4 or Letter.

 Columns: Split text into two or more columns.

This helps you design pages the way you want them to look.

12. How do you print a document in MS Word?

Answer:

1. Click on File.

2. Select Print.

3. Choose a printer.
 4. Set number of copies and page range.

5. Click Print.
Printing lets you get a physical paper copy of your document.

13. What is line spacing, and how can you change it in MS Word?
Answer:
Line spacing is the space between lines of text.
To change it:

1. Select the text.

2. Go to the Home tab.

3. Click on the Line Spacing icon in the Paragraph group.

4. Choose spacing like 1.0, 1.5, or 2.0.

This improves readability and appearance.

14. Explain how to use bullets and numbering in MS Word.

Answer:
Bullets and numbering help you make lists.

 Select the text.

 Click on the Home tab.

 Choose Bullets or Numbering from the Paragraph group.

Use bullets for unordered lists and numbers for steps or instructions.

15. What is the use of the 'Review' tab in MS Word?

Answer:
The Review tab includes tools to:

 Check spelling and grammar

 Add comments

 Track changes made by different users

 Compare documents
It is useful for proofreading, editing, and working on shared
documents.