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A brief introduction and overview of ms word 2016



A brief introduction and overview of ms word 2016

An Introduction & Overview

Microsoft Office Word 2016 is the most powerful and sophisticated Word processing program available today. a computer program to create, edit and produce text documents is the word processor. Through Microsoft office word 2013, you can create a professional looking documents  (like letter, story, a report, a newspaper article, invoice format etc.) of nearly any type. you also add a table, charts, art, shape, photos, and much more.

How to start Word 2016.

Click the start ⇒ All programs ⇒ Microsoft Office 2016  ⇒ Microsoft word 2016


Start ⇒ Run ⇒ Type winword ⇒ OK 


Press Windows Key + R ⇒ type Winword OK


Alternative way:

1)Right-click ⇒ Choose New from the pop-up Menu.

2)Click Microsoft office word document from the submenu.

3) Double- Click on the Ms word icon to open.

other start methods:- If you click the start button and see a listing for Word 2016, you can click instead of going through them all programs Submenu to open word. Depending on how you have installed Word, you might also see a shortcut icon on the may click on the icon of a word from the taskbar.

Open a window of Microsoft Word 2016.

How to Starting a new document?

Whenever you open the word program window, there’s a brand new document waiting for you to begin with After you start adding content to your document, you can save it as a file and revisit it again. you can also start a new document at any time.

Click Blank Document. you can also choose a document type from the listing of available templates; click the one you want to use as a base for the new document to see a sample of the document in the right pane.

Getting Starting With word 2016

Before you jump and start clicking buttons and scrolling randomly around the screen, take a few moments to orient yourself to the word program windows. Much like learning your way around a new town or city, learning your way around word takes a little piloting. you need to figure out where to find the commands you need and which direction will get you where you want to be.

Navigating the program Window.

The Word program window features several key elements you need to know about. First and foremost, you need
to know where to find all the commands you’ll use to build and format your documents. The Office Button, Quick Access toolbar, and Ribbon contain all the commands you’ll use the most. The middle of the window is where you’ll create and edit your documents, and you’ Il use the scrollbars to move your view of the document. The Status bar at the bottom keeps you apprised of page numbers, word count, and zoom settings

QUICK ACCESS TOOLBAR: Use the Quick Access toolbar to save document Or to undo and redo actions.

FILE TAB: The Office Button, when clicked, lets you open backstage view with all kinds of option and feature
for working with the document file.

RIBBON TAB: The Ribbon groups Word’s commands into tabs. Click a tab to view the associated commands.

PROGRAM WINDOW CONTROLS: Use the program window control to minimize, maximize(also called restore down in this case,) or close the word program window.

Document Area:  The documented work area is where you type and edit text and other document elements, with scroll bars on the right and bottom for moving around the screen. Click the scroll arrow buttons to move your view of the document page or drag the bar.

STATUS BAR:- The status bar display status times, such as the current page you’re viewing and word count.

VIEW BUTTON:- The five view buttons let you choose a layout view for the document,

ZOOM SLIDER:- use the zoom bar to change the magnification level for viewing your document.

Turn on Rulers:- You can Click the view tab to turn on the horizontal and vertical ruler to help you with spacing actions.

Working with the Ribbon.

The Ribbon displays the commands you need to accomplish various Word tasks and presents them as intuitive tools
you can activate with ease at the top of the Word window. Related commands are displayed in groups represented
by tabs along the top of the Ribbon. To view a group, click its tab.

1)Click a Ribbon Tab name.

2) The Ribbon displays all the Group.

3) To activate a Feature or Command. click the one you want to use. some commands activate immediately,
, Others require additional input through a menu or dialog box that opens.

4)Anytime you see this Dialog Box Launcher near a Group of commands, you can click it to open a dialog box with the additional control you can set.

5) When you finish fine-tuning the setting in the dialog box you can Click OK to apply the changes.

6)Click the show tab buttons to reduce to ribbon to show the only tab name and click on Auto-hide ribbon to hide the entire ribbon when you work on your work document area but if you click on the top of the application it shows,

7) Click the button again to view the full Ribbon.

Quick Minimize You can also minimize the Ribbon by double-clicking on a tab name. Click a tab name again to bring back the full Ribbon display.

Creating a Document

When you open word by default it provides a default blank document which you can directly use to do something. But if you are in an existing document and want  to create a new document then directly click on

File tab ⇒ New blank Documentation OR Press Ctrl+N.


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How to paragraph formatting option works in ms word 2016



How to paragraph formatting option works in ms word 2016

How to work paragraph formatting

Paragraph formatting options are given under paragraph group on the Home ribbon.

Paragraph tab

Paragraph Formatting Commands



It is an important text attribute for the document that aligns text on the page. Word supports four types of
alignment: (i) Left (ii) Right (iii) Center and (iv) Justify.
» Left Alignment – Aligns the left edge of text at this spot. The default for normal text, aligned on the left.
The shortcut is Ctrl + L.
»Right Alignment – Texts are aligned at the right margin, and text lines show a ragged left edge. Shortcut
for this option is Ctrl + R.
»Center Alignment – Centers the text. The text is centered between the left and right margins of the page.
Shortcut of this option is Ctrl + E.
»Justify Alignment – Text has justified either side of left or right. In other words, the text is aligned at both the right
and the left margins. The shortcut of this option is Ctrl + J.

Alternatively, you can also do paragraph alignment through the paragraph dialog box and select the required alignment from the Alignment drop down. refer to fight below.

Alignment setting

Indentation determines the distance of the paragraph from either the left or the right margin. Within the margins,
you can increase or decrease the indentation of a paragraph or group of paragraphs. You can also create a negative indent (also known as outdent), which pulls the paragraph out toward the left margin. You can also create a hanging indent, in which the first line of the paragraph is not indented, but subsequent Lines are indented.

Indenting Using the Ruler

You may have noticed the following two odd icons on the ruler.

A first line indent (An indent is how far each line of the paragraph is set in from the margin.) only indents the first line of the paragraph rather than the whole thing.
A hanging indent does the opposite: it doesn’t indent the first line of the paragraph but does indent the rest of the lines.

To add an indent, click through the tab buttons to choose the type of intent that you want. then, click the place on the ruler where you want to indent to appear.

Like tabs, if you create an indent in a line that already has text; the indent will only be available for that paragraph
and indents can be moved just like tabs, by dragging them around the ruler.
Indenting Using paragraph group
If you want to indent the entire paragraph, you can use the indent buttons on the Paragraph group Of the Home ribbon.
Use the right-facing button to increase the indent. Use the left-facing
button to decrease the current indent.

Indenting using the legends and spacing tab

On the Home, ⇒ Tab clicks on paragraph dialog box launcher to display the Paragraph dialog box. refer to figure.

It contains Indents and Spacing and Line and page Breaks control tabs. From Indents and Spacing control tab select the Indentation as per condition. There are different types of indents that can be applied to a paragraph.

Indent Type Result
Left Line Indent Indents all the lines of the paragraph a specified distance from the left margin.
Right Line Indent Indents all the lines of the paragraph a specific distance from the right margin.
First Line Indent Indents just the first line of a paragraph a specified amount, leaving all other lines in
the paragraph alone.
Hanging Indent Indents all the lines of the paragraph a specific distance from the left margin except the
first line.


Line Spacing To create space between lines of text.
Shading Color the background behind the selected text or paragraph.
Border Customize the borders of the selected cells or text.
Bullets Looking for an effective and visually appealing way to set off text in your Word documents using some symbolic marking.
Numbering Word’s automatic numbering formats allow you to easily create lists that have one leading Zero.
Multilevel List The Multilevel List provides various styles of a multilevel list.
Decrease Indent Decreases the indentation of the current selection (to the left).
Increase Indent Increases the indentation of the current selection (to the right).
Sort Alphabetize the selected text or sort numerical data.
Show/Hide It is useful to display non-printing characters such as Paragraph Marks, Spaces, Tab Markers, and Line Brakes in your document.


This is another option for creating effective paragraph available in the paragraph dialog box. to create white spaces on the page you can use line spacing and paragraph spacing. Line spacing can be set for each paragraph in the document or lot for the selected text. setting line spacing for a blank document allows you to set defaults line spacing for all text paragraph that will be placed in the document.

Changing Line Spacing

To change line spacing, first, place your cursor in the paragraph that you want to change. Then. click the one spacing
command on the Home Tab and choose your spacing.
Also, you can use the Paragraph dialog box option.

Click the Line Spacing drop down box and select any one of the following options:

  • Single – Spacing accommodates the largest font size found on the lines and adds a small amount of white
  • 1.5 – The line spacing is one-and-half times greater than single spacing.
  • Double – Twice the size Of single line spacing.
  • At Least – Line spacing will adjust to accommodate the largest font on the line and special items, such as graphics
  • Exactly – All lines are equally spaced, and special font sizes or items such as graphics are not accommodated.
    These items will appear cut off in the text. You can accommodate these items by using the multiple boxes described
    next to shift all the text lines to a higher spacing percentage that accommodates special items.
  • Multiple – You may specify the line spacing with a particular percentage. This feature is used in conjunction
    with the exact option to set a line spacing percentage that accommodates special font sizes or graphics
    found in the document.

What is the Paragraph Spacing?

paragraph spacing option provides Before and After scopes. To add extra space between previous and current paragraph define value on Before option and After an option is used to add extra space between current and Next paragraphs, this spacing increase the readability of the document text.

Line and Page Breaks control tab

Line and Page Breaks control tab contains Pagination controls and others. Line and Page Break control tab is used to define the text flowing method from one page to another and that to show the relation between texts and paragraphs. On the Home tab, click the paragraph button to display the Paragraph dialog box.

Widow/Orphan control

The first line and last line of a paragraph are known as widow and orphan lines. if this option is ON then the word does not allow the singly standing the first line of a paragraph at the end of the page or the singly kept apart from the last line of a paragraph at the beginning of the page.

Keep with next
This option creates a link between the current and the next paragraph. If the next paragraph is going for the next
page, the current paragraph will be shifted to the next page automatically. Select the paragraph that will be linked up with the next paragraph. Click on the Keep with next check box.

Keep Lines together

This feature keeps all lines of a paragraph in a page intact. If any line is sliding for the next page all the lines of the paragraph will be shifted to next page. Select a paragraph that contains lines some at the bottom of one page and Some other at top of the very next page and if you want to keep them together, click on the Keep lines together check box. Click ok and check the effect.
Page break before
This option sends the current paragraph to the next page It will be placed at the beginning of the next page. Turn on the option Page break before.
Suppress line numbers
This option turns offline numbers from the selected lines if they have already numbered by the Line number button of the page setup option.

Don’t hyphenate

It suppresses automatic hyphenation from the paragraph/selected text.

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Microsoft word 2016 clipboard function and uses



Word clipboard

Ms word office clipboard.

We know that the paste command can only insert the last item that was cut or copied. If you want to paste (or copy and paste) more than one items which have been cut under different sessions, you should the Office clipboard as it can contain up to 24 items. To obtain this feature you have to click on Clipboard option under the Home ribbon after which the right-hand Clipboard Menu appears.

Now, if you Cut Or copy an item, it will automatically appear in the clipboard. You will also see a notification in
the bottom right-hand corner of your screen, that the item has been collected. To paste an item from the clipboard, click to place your cursor where you want the item to be placed. Then, right-click the item and click Paste.

Note that you can also delete the item(s) from the clipboard using Delete or Clear All buttons. Paste All button at the top of the clipboard to paste all items at a time. To close the clipboard, click the (X) sign.

Saving a Word Document file

  1. To save a word file, click the file tab⇒ save as. OR
  2. Click save icon on the Quick Access toolbar. OR
  3. Press CTRL+S Key.

Word Document Formats

By default word 2013 saves a file in .docx extension but you can also save the file in other formats. Click on Save as
Type and choose the other formats. If you click on Save as type box you will be given different formats shown below.

Closing a Document

we generally’ close a document whenever We are not interested in exit from word but shut the document.
1) Click File Tab ⇒ Close option.
If you click on the Exit Word command you will exit from a word. You can also close the word by clicking on a Close button at the top right end corner of the window.

if you try to close current Word document that you haven’t saved yet, you will be given the following dialog box. If you click on Don’t Save button it will exit without saving the document. Clicking on the Yes button will close the file after saving it.

If you would like to insert a dummy text into a document using MS Word 2013, you can do so by =rand() and pressing ENTER. You can also pass variables to the rand() function, rand(p,s), where p is a number of paragraphs and s is the number of sentences that you want to appear in each paragraph. You can also use and press enter key.

Opening an Existing Document 

There are different ways to open a Word document.
1) Firstly Select the file and double-click on it. OR
2) Whenever you are in Word, click on File Tab ⇒ Click on Open or use the Ctrl+O shortcut. This launch the Open dialogue. Now select the file and click on open button Refer to the following figure.

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How to change measurement units in word 2016



Measurement unit changes

Changing measurement units.

Microsoft Word uses different measure units. By default, all measurement values are set in inches. However, you can change it. following are the steps to change measurement:

1)Click File tab ⇒ option ⇒ advanced.

2)select the required measurement system from the show measurement in a unit drop-down.

3) Finally, Click the OK button.

if you changed the measurement unit of ruler’s, Page setup dialog box’s unit will automatically be changed. this measurement system will be permanent for the document until the further change. there is a relation between different measurement system as given below.

1inch = 2.54Centimeter =72 point = 6picas.

Formatting Text

The appearance of text is very important for any document, the look of the text always, adds some values to your document. Text size, color, and appearance of the text are controlled mostly by the font group.

Formatting using the font group.

Font group provides the quickest way of controlling various font attribution such as the font and the font size. color etc. you can also access several more font attributes in the font dialog box. to access the font group, just click the Home Tab.

Font Font is the typeface you use for entering any text in your document. each font has a particular look and feels that make it unique. Each font is identified with different names such as Arial, Courier, Times New Roman etc.

Different Fonts and their looks:

Institute of Computer Accounts ⇒Font used Arial

Institute of Computer Accounts ⇒Font used Brush Script MT


Size Change the font size. Enter or select the desired size like 10, 12 etc. Word 2007 supports Minimum Font Size 1 and Maximum 1638. For any size that is not available in the drop-down list, you are to enter the size.
Basic formatting 
  • Bold: Click the bold button (B) on the Home ribbon or press Ctrl + B.
  • Italics: Click the italics button (O on the Home ribbon or press Ctrl + I.
  • Underline: Click the underline button (U) on the Home ribbon or press Ctrl + U.
Strikethrough abc Simply it places a horizontal line through the text. Example: Sumit
Superscript & subscript X2 X2 Select the text that you want to format as superscript or subscript.

  • Superscript: (Press CTRL+SHIFT+Z) Text is made smaller and placed above the baseline. Examples: Superscript- a2
  • subscript: (press CTRL+=)Text is made smaller and placed below surrounding the text .examples: Subscript – H2O
Change Case Text can be Changed in Sentence case, Lowercase, Uppercase, Capitalize Each Word or Toggle case
Font Color Change the font color.
Text Highlight Color You can use it to mark what you want to remember or to point out information for others.
Increased/Decreased Font Size Increase Font button or the Decrease Font button to increase or decrease the font Size.
Clear formatting After adding a number of formats to a paragraph, you decide that you really don’t like the way it looks you can remove the formatting with one click.
Text Effect and Typography You can change the look of your text by changing its fill, changing its outline, or adding effects, such as shadows, reflections, or glows

Mini toolbar.

The mini toolbar is activated when you select text to be formatted. this toolbar is miniature and semi-transparent to help you work with fonts, font styles, and font sizing alignment, text color, indent levels and bullet features

Opening the font Dialogue box.

Shortcuts to open font dialog box:

  • Open the main font dialogue⇒ Ctrl+D
  • Open the font dialogue to the font face list ⇒ Ctrl+Shift + F
  • Open the font dialogue to the font size list ⇒ Ctrl + Shift+P

You need to know why to use Font Dialog box:
Font toolbar certainly provides the quickest way for controlling various fonts attributes but you can access several more font attributes in the Font dialog box.
When you initially open the Font dialogue, by default it opens the Font tab. Here, you can use the various options
to set font face, style, size, color, effects and other character attributes such as strikethrough, superscript, and shadow. you can also choose an underline style and color. at the bottom, you will see a preview of your effects applied to sample text.

To apply the changes, click Ok. for not applying the selected formatting click on cancel button. using the Advanced Tab

The other tab in the font dialogue is the Advanced tab. It contains scale, spacing, position and kerning fonts. Any option you set will be reflected in the previews pane.

Setting your Default Font

You can set these particular settings (i_e_ Font and character spacing) as Default clicking on default button at the bottom left-hand corner of the Font dialogue. This way, whenever you open Word. automatically. Once you click the Default command, you Will warned of the change that you are about to make.

If you This document only? Then only the current document will change. Embedding Fonts

Microsoft Office Word 2013 contains some new fonts, most notably Caliber. If are people using older versions of Word, you should make sure the fonts are saved with the document. this is called embedding fonts. To embed fonts into your document, first, click the Office and click Options. For embedding fonts go to File Tab ⇒ Choose Options.
Then. click the Save category on the left-hand side. Turn on Embed fonts in the file only Characters used in the document option at the bottom of the dialogue: Refer to following figure below.

Finally, click OK button

Clear Formatting.

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