MS Word Complete Notes
✅ Introduction to MS Word
MS Word is a word processing software developed by Microsoft.
Part of the MS Office Suite.Used for creating, editing, formatting text documents.
File extension:
.doc (Word 97-2003), .docx (Word 2007 onwards).🧠 Important Features
| Feature | Description |
|---|---|
| Word Wrap | Automatically shifts words to the next line |
| Templates | Pre-designed document formats |
| Clipboard | Stores copied items |
| Mail Merge | Sends bulk personalized letters/emails |
| Track Changes | Records edits for review |
| Spell Check | Highlights spelling/grammar errors |
| Table Insertion | Adds tables for data arrangement |
| Page Setup | Adjusts margins, orientation, size |
⌨️ MS Word Shortcut Keys
| Function | Shortcut |
|---|---|
| New Document | Ctrl + N |
| Open Document | Ctrl + O |
| Save | Ctrl + S |
| Ctrl + P | |
| Cut | Ctrl + X |
| Copy | Ctrl + C |
| Paste | Ctrl + V |
| Undo | Ctrl + Z |
| Redo | Ctrl + Y |
| Select All | Ctrl + A |
| Bold | Ctrl + B |
| Italic | Ctrl + I |
| Underline | Ctrl + U |
| Find | Ctrl + F |
| Replace | Ctrl + H |
| Justify | Ctrl + J |
| Left Align | Ctrl + L |
| Right Align | Ctrl + R |
| Center Align | Ctrl + E |
| Insert Hyperlink | Ctrl + K |
| Insert Page Break | Ctrl + Enter |
| Help | F1 |
🖼️ MS Word Icon Explanation (Ribbon Tabs)
1. Home Tab
Bold (B) – Make text bold.
Italic (I) – Italicize selected text.Underline (U) – Underline the text.
Font Size – Increase/decrease font size.
Bullets/Numbering – Lists.
Align Left/Center/Right/Justify – Text alignment.
Styles – Pre-defined text formats.
2. Insert Tab
Table – Insert table.
Picture – Add image.Shapes – Add arrows, boxes, etc.
Chart – Insert pie, bar, line charts.
Header/Footer – Add text to top/bottom of page.
Page Number – Insert numbers on pages.
3. Layout (or Page Layout) Tab
Margins – Set top/bottom/side spacing.
Orientation – Portrait or Landscape.Size – Page size (A4, Letter, etc.).
Columns – Split text into columns.
4. References Tab
Table of Contents – Auto-generate.
Footnotes/Endnotes – Citations.Insert Citation – Referencing.
5. Review Tab
Spelling & Grammar – Check errors.
Thesaurus – Synonyms.Track Changes – Review edits.
New Comment – Add comments.
6. View Tab
Print Layout – Default view.
Read Mode – Easy reading.Zoom – Magnify page.
Ruler – Show/Hide ruler.
| Feature / Limit | Details |
|---|---|
| Max characters in a document | ~2,147,483,647 characters (Word 2016 and later) |
| Max words in a document | ~32 million words (approx.) |
| Max pages in a document | ~65,535 pages |
| File extension (default) | .docx (Word 2007+), .doc (older versions) |
| Default font | Calibri (Body), size 11 (in MS Word 2010+) |
| Default file format | Word Document (.docx) |
| Max columns in a table | 63 columns |
| Max rows in a table | 32,767 rows |
| Line spacing options | 1.0, 1.15 (default), 1.5, 2.0, etc. |
| Zoom range | 10% to 500% |
| Undo levels | 100 (default), can be changed via registry |
📄 Common Exam Questions (MCQs with Urdu Meanings)
✅ MCQs
-
Shortcut key to open a new document?
a) Ctrl + O
b) Ctrl + N
c) Ctrl + P
d) Ctrl + Shift + N
✅ Answer: b
Urdu: نیا ڈاکیومنٹ کھولنے کا شارٹ کٹ Ctrl + N ہے۔ -
What is the default file extension of MS Word 2016?
a) .txt
b) .doc
c) .docx
d) .xlsx
✅ Answer: c
Urdu: Word 2016 کی فائل کا ایکسٹینشن .docx ہوتا ہے۔ -
Which function is used to check spelling in MS Word?
a) Shift + F7
b) F7
c) Ctrl + F7
d) Alt + F7
✅ Answer: b -
What is the use of Ctrl + H in MS Word?
a) Save
b) Help
c) Replace
d) Highlight
✅ Answer: c -
Mail Merge is used for?
a) Sending emails
b) Sending bulk personalized letters
c) Creating envelopes
d) Editing documents
✅ Answer: b
📚 Previous Year Questions (PYQs)
SSC PYQ:
-
What is the shortcut for Print Preview?
✅ Answer: Ctrl + F2
JKSSB PYQ:
-
MS Word is part of which software suite?
✅ Answer: Microsoft Office
SBI PO PYQ:
-
To align text to center, which shortcut is used?
✅ Answer: Ctrl + E
BANK PO PYQ:
-
Track Changes is found under which tab?
✅ Answer: Review
🛠️ Tips for Exam
Focus on shortcut keys and basic ribbon functions.
Prepare MCQs from icons and tabs.Revise Mail Merge, Templates, and Page Setup.
Practice from previous year computer awareness papers.
Commonly Asked MCQs with Answers
1. What is the default file extension for MS Word 2010?
A) .txt
B) .doc
C) .docx
D) .pdf
✅ Answer: C) .docx
2. What is the maximum number of columns in a Word table?
A) 255
B) 63
C) 100
D) 200
✅ Answer: B) 63
3. What is the maximum number of characters in a Word document?
A) 1 million
B) 5 million
C) 2.14 billion
D) Unlimited
✅ Answer: C) 2.14 billion
4. Which shortcut is used to make text bold?
A) Ctrl + I
B) Ctrl + B
C) Ctrl + U
D) Ctrl + N
✅ Answer: B) Ctrl + B
5. Which of the following is not a text alignment in MS Word?
A) Justify
B) Center
C) Middle
D) Left
✅ Answer: C) Middle
6. What is the default font in MS Word 2016?
A) Arial
B) Times New Roman
C) Calibri
D) Verdana
✅ Answer: C) Calibri
7. Which key combination is used for “Find and Replace” in MS Word?
A) Ctrl + F
B) Ctrl + R
C) Ctrl + H
D) Ctrl + K
✅ Answer: C) Ctrl + H
8. What is the maximum zoom percentage in MS Word?
A) 100%
B) 200%
C) 500%
D) 1000%
✅ Answer: C) 500%
9. Which feature automatically moves text to the next line when it reaches the end of the line?
A) AutoFit
B) Word Wrap
C) Line Feed
D) Text Flow
✅ Answer: B) Word Wrap
10. Which menu option is used to insert page numbers in a document?
A) Insert → Page Number
B) Format → Page Number
C) View → Page Number
D) Layout → Page Setup
✅ Answer: A) Insert → Page Number