Detailed step-by-step guides for all 8 MS-Word practical exercises — official letters, newsletters, tables, mail merge, resume, advertisement, and more.
Font size, bold, underline, case, superscript, subscript, indents, line spacing, tab settings
Objective: Type and format a Government Order / Official Letter / Business Letter / Professional Letter / Demi Official Letter / Office Memorandum / Office or Legal Proceeding / Circular — applying font size, bold, underline, case, superscript, subscript, indenting, line spacing, and tab settings.
Layout → Page Setup → Margins: Top 2.5 cm, Bottom 2 cm, Left 3 cm, Right 2 cm. Paper: A4. Orientation: Portrait. Click OK.
Home → Font → select Arial, Size 12. (Tamil letters: Marutham, 12pt as per COA specification.) Set paragraph line spacing to 1.5 lines.
Centre-align (Ctrl+E) → type "GOVERNMENT OF TAMIL NADU" → press Enter → type department name. Apply Bold (Ctrl+B) to the organisation name. Change to larger font size (14pt) for emphasis.
UPPERCASE: Select text → Home → Font → All Caps, or press Ctrl+Shift+A.
Underline: Select → Ctrl+U.
Superscript: Select → Ctrl+Shift++ (e.g., 14th).
Subscript: Select → Ctrl+= (e.g., H2O).
Indent paragraph: Home → Paragraph → Indent Left 1.25 cm, or press Tab at the start of the paragraph.
Click the ruler at the top where you want tab stops → set Left Tab at 1 cm and 8 cm. Use Tab key to align "To:" and the address. Or use Format → Tabs → enter exact measurements.
Type "Sub:" → press Tab → type the subject. Select the subject text → apply Bold + Underline. This follows Government letter format.
First line indent: 5 spaces (press Tab once). Use Justify alignment (Ctrl+J) for body text. Line spacing: 1.5 lines (Home → Line Spacing → 1.5).
Two lines below body → type "Yours faithfully," → press Enter × 4 (space for signature) → Bold: name and designation.
Ctrl+S → save as Official_Letter_COA.docx. For printing: Ctrl+P → verify preview → Print.
| Letter Type | Format | Used For |
|---|---|---|
| Official Letter | Formal, full address block, subject underlined | Govt. dept. to dept. or public |
| Business Letter | Company letterhead, formal salutation | Between commercial organisations |
| DO Letter | Demi Official — personal tone between officers | Senior officer to junior officer |
| Office Memorandum | Internal memo format, no salutation | Within the same department |
| Circular | Same content sent to multiple recipients | General instructions to all staff |
| Government Order (G.O.) | Formal order with G.O. number | Official government decisions |
Multi-column layout with decorative elements
Layout → Margins → Normal (2.54 cm all sides). Paper: A4. Orientation: Portrait.
Insert → Header → Edit Header → type the newsletter name (e.g., COA TECH TIMES). Make it large (18–24pt), Bold, Centre-aligned. Add volume/date below it in smaller text. Insert → Header → close Header.
Design → Page Borders → Box style → choose a line style and colour (e.g., double line in amber/brown) → Width: 1.5 pt → Apply to: Whole document → OK.
Select all body text → Layout → Columns → Two. To add a vertical dividing line between columns: Layout → Columns → More Columns → check "Line between" → OK.
To force text to start in the second column: position cursor → Layout → Breaks → Column. This is useful for placing an article entirely in one column.
Click in the first column → Insert → Pictures → This Device → browse to an image file → click Insert. Resize by dragging corner handles. Set Wrap Text → Square so text flows around it.
Insert → Footer → Edit Footer → type page number (Insert → Page Number → Current Position) and the document title or date. Footer appears at the bottom of every page.
Select each article title → make it Bold, slightly larger (13–14pt), coloured to match the theme. Apply the Heading 2 style for consistency.
File → Save As → Newsletter_COA_April2026.docx. Also export as PDF: File → Export → Create PDF.
Define a custom style, apply it across a document, save as a reusable template
Type a heading. Select it. Apply: Font = Arial, Size = 14, Bold, Colour = Dark Blue (navy), Paragraph spacing = 6pt before and after.
Home → Styles group → click the small launcher arrow (⌃) at the bottom-right → Styles pane opens on the right.
In Styles pane → click New Style button (A+ icon at the bottom) → Name: COA_Heading → Style type: Paragraph → Based on: Heading 1 → verify formatting shown → OK.
The new style COA_Heading now appears in the Styles gallery on the Home tab ribbon.
Keep the styles, page setup, and letterhead in place. Remove specific content (dates, names) — leave placeholder text like "[Recipient Name]", "[Date]".
File → Save As → in "Save as type" dropdown → choose Word Template (*.dotx). Location changes automatically to the Templates folder. Name it COA_Official_Letter_Template → Save.
File → New → Personal (or Custom) → find COA_Official_Letter_Template → click it → a new document opens with all styles and formatting intact. Fill in the specific details.
Insert/delete rows and columns, merge/split cells, table formulas
| APRIL 2026 | ||||||
| Sun | Mon | Tue | Wed | Thu | Fri | Sat |
|---|---|---|---|---|---|---|
| 1 | 2 | 3 | 4 | |||
| 5 | 6 | 7 Tamil New Year |
8 | 9 | 10 | 11 |
| 12 | 13 | 14 | 15 | 16 | 17 Today |
18 |
Insert → Table → drag to select 7 columns × 7 rows → click. This gives enough rows for a full month.
Select all 7 cells in Row 1 → Table Layout → Merge Cells → type the month name (e.g., APRIL 2026) → Bold, Centre, 14pt, Dark background colour (use shading).
Type Sun, Mon, Tue, Wed, Thu, Fri, Sat in each cell → Bold, Centre, apply light background shading.
Starting from the correct day of the week, type dates 1–30/31. Leave cells empty where there is no date. Use Tab to move between cells.
Right-click a row → Insert → Insert Rows Below. To delete: right-click row → Delete Rows.
Select all cells → Table Layout → Cell Size → Height: 1.2 cm. Or drag row/column borders manually. Apply outer border: thick, inner: thin.
Insert → Table → 4 columns × 5 rows. Headers: Name | Math | Science | Total
Type 4 student names and their marks for Math and Science.
Click in the Total cell for the first student → Table Layout → Formula → type =SUM(LEFT) → Number format: 0 → OK. This totals the numbers to the left of the current cell.
Click each Total cell → repeat Layout → Formula → =SUM(LEFT). Note: Unlike Excel, Word table formulas do NOT auto-update — you must manually re-insert the formula if numbers change.
=SUM(ABOVE) totals column above; =SUM(LEFT) totals row to left.Numbers, alphabets, roman numerals; bullets with different characters
Home → Multilevel List button (the list icon with multiple levels) → choose a style (1. / 1.1 / 1.1.1 format).
Type level 1 items. Press Tab to go to level 2 (1.1, 1.2 etc.). Press Shift+Tab to return to level 1.
1. Unit 1: Basics of Computer
1.1 History of Computers
1.2 Types of Computers
2. Unit 2: Operating Systems
Automated personalised letters and envelope printing
Letter template with merge fields
Excel sheet / Word table with names & addresses
100 personalised letters printed automatically
Open Excel → create a table with column headers in Row 1: Title | FirstName | LastName | Address | City | PIN. Enter data for each recipient from Row 2 onwards. Save as Recipients.xlsx.
New Word document → Mailings tab → Start Mail Merge → Letters → Select Recipients → Use an Existing List → browse to Recipients.xlsx → select the sheet → OK.
Type the letter body. Where each person's name should appear: Mailings → Insert Merge Field → choose Title, FirstName, LastName. These appear as «Title» «FirstName» «LastName» in the document.
Mailings → Preview Results → click the arrow buttons (◀▶) to see each person's letter. Verify names and addresses appear correctly.
Mailings → Finish & Merge → Print Documents (prints all directly) OR Edit Individual Documents (creates one large Word file with all letters — useful for review before printing).
Mailings → Envelopes and Labels → Envelopes tab.
Delivery address (To): type the recipient's full address. Return address (From): type your organisation's address.
Click Options → Envelope size → choose DL (110×220 mm — standard Indian office envelope) or C4, C5, etc.
Click Print to print directly, OR Add to Document to insert the envelope as Page 1 of your mail merged letter document.
Mailings → Start Mail Merge → Labels → Label Options → choose label brand (Avery) and product number (e.g., 5160 for address labels) → OK.
Mailings → Select Recipients → Use Existing List → choose Recipients.xlsx.
Click in the first label cell → Mailings → Address Block → choose format → OK. The «AddressBlock» field appears. Then: Mailings → Update Labels → all labels fill with the same field.
Mailings → Preview Results → verify labels look correct → Finish & Merge → Print Documents.
«FirstName» — they are replaced by actual data during merge.Power productivity features of MS-Word
Press Ctrl+H → Find and Replace dialog opens. (Just Find: Ctrl+F)
Find what: type the word to find (e.g., DOTE). Replace with: type the replacement (e.g., Department of Technical Education).
Replace button: replaces one instance at a time (you review each). Replace All: replaces every occurrence at once. A message shows how many replacements were made.
Click More >> → check Match case (finds only exact case), Find whole words only (won't match "DOTE" inside "aDOTEd"). Use Format button to find specific formatting (e.g., find all bold text).
Select each chapter/section title → apply Heading 1 from the Styles gallery. Select sub-section titles → apply Heading 2. The TOC is built from these styles.
Click at the very beginning of the document (before page 1 content) → Insert → Page Break to create a blank page for the TOC.
References → Table of Contents → choose Automatic Table 1 or Automatic Table 2. Word scans all Heading styles and builds the TOC with page numbers and dotted leader lines automatically.
If you add or remove content later: right-click anywhere in the TOC → Update Field → choose "Update entire table" → OK. Page numbers and headings refresh automatically.
Three professional document types in one exercise
Depending on ad size: full page A4, half page (A5), or custom. Layout → Margins → Narrow (1.27 cm all sides) for maximum space. Consider Landscape for wide banners.
Design → Page Borders → choose a decorative border (Art border: stars, flowers, etc. for festive ads; Box for professional ads). Set colour and width.
Insert → WordArt → choose a bold style → type the main headline (e.g., "ADMISSION OPEN 2026-27"). Resize to be prominent at the top.
Below the headline: type course names, fees, eligibility, contact details. Use different font sizes for hierarchy: headline 24pt, subheads 14pt, body 11pt.
Insert → Pictures → choose the institution logo. Place at the top-left. Set Wrap Text → Through to allow text to flow around it.
Insert → Text Box → draw a box at the bottom → type address, phone, email, website. Apply a background colour to make it stand out.
To secure a position in a reputed government or private organisation where I can apply my computer skills and contribute effectively.
| SSLC (Class 10) | ABC Matriculation School, Chennai | 2022 — 85% |
| COA Certificate | TNDTE, Tamil Nadu | 2026 — Pass |
MS-Word | MS-Excel | MS-PowerPoint | e-Office | Internet & Email | English & Tamil Typing
File → New → search "Resume" → choose a professional template. Or start with a blank document with clear sections.
Name (large, centred, bold), Contact Info, Career Objective (2–3 lines), Education (reverse chronological), Skills, Work Experience (if any), Achievements, Declaration.
Paper: A4. Margins: 2.5 cm all sides (or 2 cm for content-heavy). Font: Arial or Times New Roman 11pt. Section headings: 12pt Bold, UPPERCASE, with underline or border-bottom line.
Insert a borderless table (Format → Borders → None) with 3 columns: Qualification | Institution | Year / %
At the bottom: "I hereby declare that the information furnished above is true to the best of my knowledge." → Date, Place, and Signature line.
Type company name, address, CIN number, and logo at the top. Use a top border or logo image in the header.
Centre: NOTICE (Bold, 14pt). Below: "Notice is hereby given that the [XX]th Annual General Meeting of the shareholders of [Company Name] Limited will be held on [Date] at [Venue] at [Time]."
Use a numbered list: 1. Adoption of Annual Accounts. 2. Declaration of Dividend. 3. Re-election of Directors. 4. Appointment of Auditors.
"A member entitled to attend and vote is entitled to appoint a proxy." Add an underlined note in smaller font below the agenda.
The AGM notice is sent to all registered shareholders — create a data source with shareholder names and addresses, and use Mail Merge (as in Ex. 13) to personalise each copy with "Dear Mr./Ms. [Name]".
| Exercise | Topic | Key Features Used | Important Shortcut |
|---|---|---|---|
| Ex. 8 | Official Letters | Font, Bold, Underline, Case, Superscript, Indent, Line Spacing, Tab | Ctrl+B/I/U, Ctrl+J |
| Ex. 9 | Newsletter | Two Columns, Page Border, Header/Footer, Insert Picture, Wrap Text | Layout → Columns |
| Ex. 10 | Styles & Templates | Create Style, Apply Style, Modify, Save as .dotx Template | Ctrl+Shift+S |
| Ex. 11 | Tables & Calendar | Insert Table, Merge Cells, Insert/Delete Rows, =SUM(LEFT), Borders | Tab (next cell) |
| Ex. 12 | Lists | Bullets (custom chars), Numbered (1/a/i), Multi-level, Tab to indent | Tab / Shift+Tab |
| Ex. 13 | Mail Merge | Main Document, Data Source, Merge Fields, Envelopes, Labels | Mailings tab |
| Ex. 14 | Special Features | Find & Replace, Spell Check, Heading Styles, Table of Contents | Ctrl+H, F7 |
| Ex. 15 | Ad, Resume, AGM | WordArt, Art Border, Template, Borderless Table, Numbered List | Insert → WordArt |