Microsoft Word all options explained in detail

In Microsoft Word, the files are called DOCUMENTS. We can open multiple documents at a time. The options are stored in MENUS. When you click on a particular menu, it gives a drop-down list box of menu options.



New:- This option is used to create a new document.

Open:- This option is used to open an existing (already created) document.

Close:- This option is used to close the current document.

Save:- This option is used to save the current document.

Save As:-  This option is used to create a duplicate document.

Save As HTML:- This option is used to create the current document as a web page.

Page Set-up:- This option is used to set the margins of the current document.

Print Preview:- Shows how a file will look when you print it.

Print:- Prints the active file or selected items.

Send To:- Sends the current file as an attachment to a mail message.

Properties:- Displays the property sheet for the active file.

Exit:- Closes this program after prompting you to save any unsaved files.


Undo:- Reverses the last command or deletes the last entry you typed.

Repeat:- Repeats your last command or action, if possible.

Cut:- Removes the selection from the active document and places it on
the Clipboard.

Copy:- Copies the selection to the Clipboard.

Paste:- Inserts the contents of the Clipboard at the insertion point, and replaces any selection. This  command is available only if you have
cut or copied an object, text, or contents of a cell.

Paste Special: Pastes, links, or embeds the Clipboard contents in the current file in the format you specify.

Clear:- Deletes the selected object or text

Select All:- Selects all text and graphics in the active window, or selects all text in the selected object.

Find:- Searches for specified text, formatting, symbols, comments, footnotes, or endnotes in the active document.

Replace:- Searches for and replaces specified text, formatting, footnotes, endnotes, or comment marks in the active document.

Go To:- In Microsoft Word, moves the insertion point to the item you want to. You can move to a page number, comment, footnote, bookmark, or other location.


Normal: Switches to the standard view, which is the default document, view for most word-processing tasks, such as typing, editing, and formatting.

Online layout:- Switches to online layout view, which is best for displaying and reading documents on the screen. When you switch to an online layout view, Word also turns on the document map, which makes it easy to move from one location to another in your document.

Page Layout/Page Break Preview:-
Switches the active document to page layout or page break preview, which is an editing view that displays your document as it will print. Page layout view uses more system memory, so scrolling may be slower, mainly if your document contains many pictures or complex formatting.

Outline:- Switches to outline view, where you can examine and work with the structure of your file in classic outline form. Work in an outline view when you need to organize and develop the content of your file.

Master Document:- Switches back and forth between outline view and master document view, and also displays the Master Document and Outlining toolbars.

Toolbars:- Displays or hides toolbars. To display a toolbar, select the checkbox next to the toolbar name. To hide a toolbar, clear box.

Ruler:- Displays or hides the horizontal ruler, which you can use to position objects, change paragraph indents, page margins, and other spacing settings.

Document Map:- Turns on or off the Document Map, a vertical pane along the left edge of the document window that outlines the document structure. Use the Document Map to browse a long or online document quickly and to keep track of your location in it.

Header and Footer:- Adds or changes the text that appears at the top and bottom of every page or slide.

Footnotes:- This option is used to view all the references at a time.

Comments:- This option is used to view all the remarks at a time.

Full Screen: Hides most screen elements so that you can view more of your document. To switch back to your previous views, click or press ESC.

Zoom:- Controls how large or small the current file appears on the screen.


Break:- Inserts a page break, column break, or section break at the
insertion point.

Page Numbers:- Insert page numbers that automatically update when you add or delete pages.

Date and time:- Adds the date and time to an individual slide using the format you choose. If you want to add the date and time to every slide, use the Header and Footer command.

AutoText:- Creates or inserts an AutoText entry.

Symbol:- Inserts symbols and special characters from the fonts from your computer.

Comment:- Inserts a comment at the insertion point.

Footnote:- Inserts a reference at the bottom of the page.

Caption:- Inserts captions for tables, figures, equations, and other items.

Cross-reference:-  Inserts a cross-reference to an item in a document.

Clip Art:- Opens the Clip Gallery where you can select the clip art image you want to insert in your file or update your clip art collection. In PowerPoint, this command is available only in slides and notes views.

Text Box:- Draws a text box where you click or drag in the active window. Use a text box to add text — such as captions or callouts — to your pictures or graphics.

File (Insert menu):- Inserts all or part of the file you select, into the active file at the insertion point.

Object:- Inserts an object ¾ such as a drawing, WordArt text effect, or equation ¾ at the insertion point.

Bookmark:- Creates bookmarks, which you can use to mark selected text, graphics, tables, or other items.

Hyperlink:- Inserts or edits the hyperlink you specify.


Font:- Changes the font and character spacing formats of the selected text.

Paragraph:- Changes paragraph indents, text alignment, line spacing, pagination, and other paragraph formats in the selected section.

Bullets and Numbering:- In Word, add bullets or numbers to selected paragraphs and modifies the bullets and numbering format.

Bullet:- In PowerPoint, adds bullets to or removes bullets from selected paragraphs.

Borders and shading:- Adds borders and shading to selected text, paragraphs, pages, table cells, or pictures.

Columns:- To convert the selected text into multiple columns.

Drop Cap:- Formats a letter, Word, or selected text with a large initial ¾ or "dropped" ¾ capital letter. A "drop cap" is traditionally the first letter in a paragraph, and it can appear either in the left margin or drop from the baseline of the first line in the section.

Tabs:- To set the tabs at particulars places.

Change Case:- Changes the capitalization of selected text.

Background:- Click the background color you want.


Spelling and grammar:- Checks the active document for possible spelling, grammar, and writing style errors, and displays suggestions for correcting them. To set spelling and grammar checking options, click Options on the Tools menu, and then click the Spelling and Grammar tab.

Language:- Designates the language of selected text in a file that contains more than one language. The spelling checker automatically uses the dictionary for the designated language.

Thesaurus:- Replaces a word or phrase in the document with a synonym, antonym, or related Word.

Word Count:- Counts the number of pages, words, characters, paragraphs, and lines in the active document. Punctuation marks and special symbols are also included in the word count.

Highlight Changes:- Highlights changes to cell contents in a shared workbook, including moved and pasted contents and inserted and deleted rows and columns.

Track Changes Accept or Reject Changes:- Finds and selects each tracked change in a document so that you can review, accept, or reject the change.

Mail Merge:- Produces form letters, mailing labels, envelopes, catalogs, and other types of merged documents.

Protect Document, Unprotect Document:- Prevents changes to all or part of an online form or document except as specified. You can also assign a password so that other users can annotate a document, mark revisions, or fill in parts of an online form. When a document is protected, this command changes to Unprotect document.

Envelopes and Labels:- Creates a container or a single mailing label, or inserts the same name and address on an entire sheet of mailing labels.

Letter Wizard:- Runs the Letter Wizard, which helps you quickly create letters.

Macro Macros:- Opens the Macros dialog box, where you can run, edit, or delete a macro. Use Record New Macro to record a series of actions as a macro, or click Visual Basic Editor to write a macro.

Macro Record New Macro/Stop Recording:- Records a new macro, or stops recording after you start recording a macro.

Toolbars Customize:- Customizes toolbar buttons, menu commands, and shortcut key assignments.

Options:- Modifies settings for Microsoft Office programs such as screen appearance, printing, editing, spelling, and other options.


Draw Table:- Inserts a table where you drag in the document. After you drag to insert the table, drag inside the table to add cells, columns, or rows.

Insert Table:- Inserts a table with the number of rows and columns you specify. This command changes to Insert Columns, Insert Cells, or Insert Rows when the insertion point is in a table, depending on what is currently selected.

Select Row:- This option is used to select a row.

Select Column:- This option is used to select a column.

Select table:- This option is used to select the entire table.

Convert text to the table:- Convert text into table and table to text.

Sort:- Arrange the data in order.

I hope you understood all the options for Microsoft Word. Still, if you have any clarifications needed, you can comment below. We will help you.

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