Quick summary
MS Word is word processing software. It makes it easy to type, format, save and print documents such as letters, applications, CVs and notes. A Word file is normally saved with the .docx extension (दस्तऐवज = document).
Key points
- Word is application software in Microsoft Office.
- All commands sit in the Ribbon at the top, arranged in tabs.
- Ctrl + S saves; the first time, it opens the Save As window.
- Save As (F12) saves a separate copy with a new name or in a new place.
- Bold Ctrl + B, Italic Ctrl + I, Underline Ctrl + U.
- F7 checks spelling and grammar.
- Ctrl + F finds text; Ctrl + H finds and replaces it.
- Ctrl + P opens Print.
- Header, Footer and Page Number are on the Insert tab.
- Mail Merge (Mailings tab) makes one letter for many people with their own names.
The Word window
| Part | Use |
|---|---|
| Quick Access Toolbar | Common buttons such as Save, Undo, Redo; top left |
| Title bar | Shows the file name |
| Ribbon | All commands, grouped in tabs |
| Ruler | Shows margins and indents |
| Status bar | At the bottom; page number, word count, zoom |
Main Ribbon tabs
| Tab | What you find |
|---|---|
| File | New, Open, Save, Save As, Print |
| Home | Font, size, colour, Bold, alignment, bullets, line spacing, Find, Replace |
| Insert | Table, Pictures, Shapes, Header, Footer, Page Number |
| Design | Themes, page colour, watermark |
| Layout | Margins, Orientation, Size, Columns |
| References | Table of Contents, footnotes |
| Mailings | Mail Merge, envelopes |
| Review | Spelling & Grammar, comments, word count |
| View | Print Layout, Read Mode, Zoom, show Ruler |
Formatting text
- Font, size and colour: change them in the Font group of the Home tab.
- Bullets and numbering: show a list with dots or numbers.
- Line spacing: the gap between lines – 1.0, 1.5, 2.0 and so on.
- Margins: the blank space between the page edge and the text (Layout tab).
- Orientation: Portrait (standing page) or Landscape (wide page).
Alignment shortcuts
| Alignment | Shortcut |
|---|---|
| Left | Ctrl + L |
| Center | Ctrl + E |
| Right | Ctrl + R |
| Justify (both sides straight) | Ctrl + J |
Other useful shortcuts
| Task | Shortcut |
|---|---|
| New document | Ctrl + N |
| Open a file | Ctrl + O |
| Save | Ctrl + S |
| Undo / Redo | Ctrl + Z / Ctrl + Y |
Mail Merge and Marathi typing
- Mail Merge: write one letter and connect a list of names and addresses. Word makes a separate letter for each person, for example a result letter for every student.
- Marathi typing: add Marathi as a language in Windows Settings. Then press Windows + Space to switch between the English and Marathi keyboards.
- Marathi text is stored as Unicode, so it shows correctly on other computers and phones too. Nirmala UI and Mangal are Unicode fonts that support Marathi.
Habit: press Ctrl + S every few minutes so your work is safe even if the power goes.
Important terms
- Word processor – software to type, edit and format text.
- Ribbon – the strip of commands arranged in tabs.
- Header / Footer – text that repeats at the top / bottom of every page.
- Orientation – the direction of the page: Portrait or Landscape.
- Mail Merge – making many personalised copies of one letter.
- Unicode – a world standard for the letters of all languages.
Practice questions (with answers)
Q1. Which shortcut centres the text?
- (A) Ctrl + C
- (B) Ctrl + M
- (C) Ctrl + E
- (D) Ctrl + J
Answer: (C) Ctrl + E – Ctrl + C is Copy and Ctrl + J is Justify.
Q2. Which key checks spelling in Word?
- (A) F7
- (B) F2
- (C) F5
- (D) F12
Answer: (A) F7 – it starts the Spelling & Grammar check.
Q3. Which tab has Mail Merge?
- (A) Home
- (B) Mailings
- (C) View
- (D) Design
Answer: (B) Mailings – Mail Merge and envelopes are there.
Q4. Which orientation makes the page wide (horizontal)?
- (A) Portrait
- (B) Margin
- (C) Header
- (D) Landscape
Answer: (D) Landscape – Portrait is the standing page.
Q5. What is the usual extension of a Word document?
- (A) .xlsx
- (B) .pptx
- (C) .docx
- (D) .mp4
Answer: (C) .docx – .xlsx is Excel and .pptx is PowerPoint.
Exam tip
Learn the four alignment shortcuts (L, E, R, J) and which option lives on which tab: Header on Insert, Margins on Layout, Mail Merge on Mailings.