1. What is MS Word?
Answer:
MS Word or Microsoft Word is a word-processing software. it was developed by Microsoft Corporation. it is used to create, edit, format and print documents such as letters, reports, resumes and books.
It provides various features, including:
- Text formatting (bold, italics, underline)
- Adding images, tables and charts
- Spell check and grammar correction
- Page layout and design customization
- Mail Merge and macros for automation
MS Word is part of the Microsoft Office and is widely used in offices, schools and businesses.
2. Who developed MS Word and when was it first released?
Answer:
Total 16 versions MS Word released by Microsoft Corporation
This list provides a detailed breakdown of almost every major release, including key features and their exact years (from 1983 to 2021).
| Version | Release Year | Key Features |
|---|---|---|
| MS Word 1.0 | 1983 | First version, only for MS-DOS |
| MS Word 2.0 | 1985 | Added spell checker & word count |
| MS Word 3.0 | 1986 | Improved formatting tools |
| MS Word 4.0 | 1987 | Introduced macros for automation |
| MS Word 5.0 | 1989 | Enhanced table support |
| MS Word 6.0 | 1993 | First Windows version, GUI introduced |
| MS Word 97 | 1997 | Added Office Assistant (Clippy) |
| MS Word 2000 | 1999 | Improved web integration |
| MS Word XP | 2001 | Smart tags & voice recognition |
| MS Word 2003 | 2003 | Enhanced document security |
| MS Word 2007 | 2007 | New Ribbon UI, .docx format introduced |
| MS Word 2010 | 2010 | Improved collaboration & navigation pane |
| MS Word 2013 | 2013 | Cloud integration (OneDrive) |
| MS Word 2016 | 2015 | Real-time collaboration |
| MS Word 2019 | 2018 | AI-powered writing assistant |
| MS Word 2021 | 2021 | Dark mode, advanced AI features |
MS Word was developed by Microsoft Corporation and it was first released in 1983 as Multi-Tool Word for the Xenix operating system.
Later, it was introduced for MS-DOS in 1983, followed by versions for Windows (1989) and Mac OS (1985).
Some major versions of MS Word include:
- Word 1.0 – 1983 (for MS-DOS)
- Word 6.0 – 1993 (Windows 3.1)
- Word 97 – 1997
- Word 2003 – 2003
- Word 2007 – Introduced the .docx format
- Word 2010 – Improved UI and features
- Word 2016 – Cloud-based collaboration
- Word 2019 – Latest standalone version
MS Word has evolved with better UI, advanced formatting options and AI-powered tools over the years.
3. What is the default file extension of MS Word documents?
Answer:
The default file extension depends on the version of MS Word:
- .doc – Used in Word 2003 and earlier versions.
- .docx – Used in Word 2007 and later (based on XML format, reducing file size and improving security).
Other MS Word file extensions:
- .dot/.dotx – Template files
- .rtf – Rich Text Format
- .txt – Plain text files
- .pdf – Exported as PDF
4. What is the function of the Ribbon in MS Word?
Answer:
The Ribbon is the top menu bar in MS Word that contains various tools and options. It was introduced in MS Word 2007 to replace the old toolbar system.
The Ribbon is divided into Tabs, such as:
- Home – Basic formatting tools (bold, font, alignment)
- Insert – Adds tables, images, shapes, charts
- Page Layout – Adjusts margins, orientation, size
- References – Manages citations, footnotes, table of contents
- Review – Spell check, Track Changes, comments
- View – Changes document views, zoom, ruler
Each tab contains groups with specific commands, making Word easier to use.
5. What is the shortcut key to create a new document in MS Word?
Answer:
Ctrl + N – Opens a new blank document.
Using this shortcut allows users to quickly start a new document without navigating through menus.
6. What is the shortcut key to save a document?
Answer:
Ctrl + S – Saves the current document.
If the file is new, it will prompt the “Save As” dialog box to name the file and choose a location.
7. What is the shortcut key to open an existing document?
Answer:
Ctrl + O – Opens the “Open File” dialog to browse and select a saved document.
8. What is the shortcut key to print a document?
Answer:
Ctrl + P – Opens the Print Preview window, where users can adjust settings before printing.
9. What is the ‘Find and Replace’ feature in MS Word?
Answer:
The Find and Replace feature allows users to quickly search for a word or phrase in a document and replace it with another.
Shortcut keys:
- Ctrl + F – Find a word in the document
- Ctrl + H – Find and replace words
Example:
If a document contains the word “colour”, but you want to replace it with “color”, use Find & Replace to change all instances automatically.
10. What is the function of the ‘Thesaurus’ in MS Word?
Answer:
The Thesaurus helps users find synonyms (similar words) and antonyms (opposite words) to improve writing.
Shortcut key: Shift + F7
Example:
Right-click on the word “happy”, select Thesaurus, and it will suggest words like joyful, delighted, pleased.
11. How can you insert a page break in MS Word?
Answer:
A page break forces text to start on a new page.
Ways to insert:
- Shortcut key: Ctrl + Enter
- Go to Insert → Page Break
Page breaks are useful for structuring long documents, such as reports and books.
12. What is Mail Merge in MS Word?
Answer:
Mail Merge allows users to create multiple personalized documents (letters, emails, labels) using a data source like Excel or Access.
Steps:
- Create a document (letter format).
- Connect to a data source (Excel sheet with names & addresses).
- Insert merge fields (e.g., First Name, Last Name).
- Preview and print the personalized letters.
Example:
If you want to send 50 invitation letters with different names, Mail Merge can automatically replace names without manually typing each one.
13. What is the function of Track Changes in MS Word?
Answer:
Track Changes records all edits made to a document. It is useful for reviewing and collaborating on documents.
How to enable:
- Go to Review → Track Changes
- All insertions, deletions and formatting changes will be highlighted.
- The user can accept or reject each change.
Example:
When a teacher reviews a student’s assignment, Track Changes allows them to highlight mistakes and corrections.
14. How do you insert a header and footer in MS Word?
Answer:
Header and Footer are sections that appear at the top and bottom of each page.
Steps:
- Go to Insert → Header & Footer
- Choose a style or design your own
- Click Close Header & Footer
They are used to add page numbers, document titles or dates.
15. What is the function of ‘AutoCorrect’ in MS Word?
Answer:
AutoCorrect automatically fixes spelling mistakes and typos while typing.
Example:
Typing “teh” gets corrected to “the” instantly.
Users can also add custom words for correction under File → Options → Proofing → AutoCorrect Options.
16. What is the difference between Cut, Copy, and Paste in MS Word?
Answer:
- Cut (Ctrl + X) – Removes selected text from its original location and places it on the clipboard.
- Copy (Ctrl + C) – Creates a duplicate of the selected text without removing it from the original location.
- Paste (Ctrl + V) – Inserts the copied or cut text at the cursor’s position.
Example:
- If you cut a sentence from Page 1 and paste it on Page 3, it will be moved.
- If you copy a sentence and paste it, the original sentence remains and a duplicate appears.
17. What is the function of the Format Painter in MS Word?
Answer:
Format Painter copies formatting (font, size, color, style) from one section of text and applies it to another.
Steps to use:
- Select the formatted text.
- Click the Format Painter icon in the Home tab.
- Select the text where you want to apply the formatting.
Shortcut key: Ctrl + Shift + C (Copy Format) and Ctrl + Shift + V (Apply Format).
Example:
If a heading is in bold, red and 14 pt, Format Painter can apply the same style to other headings quickly.
18. What is the function of the ‘Drop Cap’ in MS Word?
Answer:
A Drop Cap is a large capital letter that appears at the beginning of a paragraph, often used in books and magazines for a decorative effect.
How to insert:
- Select the first letter of the paragraph.
- Go to Insert → Drop Cap.
- Choose Dropped or In Margin style.
Example:
🅰 Apple is a delicious fruit. (A is a Drop Cap)
19. What is the purpose of ‘Columns’ in MS Word?
Answer:
The Columns feature is used to divide text into two or more columns, similar to newspapers.
How to use:
- Go to Layout → Columns
- Choose One, Two, Three, Left or Right columns.
Example:
A research paper or newspaper article often uses two-column formatting.
20. What are the different types of views available in MS Word?
Answer:
MS Word provides multiple document views to help with editing and formatting:
- Print Layout – Shows how the document will look when printed.
- Read Mode – Optimized for reading without editing tools.
- Web Layout – Displays how the document appears in a web browser.
- Outline View – Used for structuring long documents.
- Draft View – Displays text without page formatting for quick editing.
Shortcut Key: Alt + Ctrl + P (Print Layout), Alt + Ctrl + N (Draft View).
21. How can you insert a table in MS Word?
Answer:
A table organizes data into rows and columns.
Steps:
- Go to Insert → Table
- Select the number of rows and columns needed.
Shortcut Key: Alt + N + T (Opens Insert Table dialog box).
22. What is the difference between Save and Save As?
Answer:
- Save (Ctrl + S) – Saves changes to the existing file.
- Save As (F12) – Creates a new file with a different name or format.
Example:
If you edit “Report.docx” and press Save, it updates the original file. If you use Save As, you can save it as “Report_New.docx”.
23. How can you change line spacing in MS Word?
Answer:
Line spacing controls the space between lines of text.
Steps:
- Go to Home → Paragraph → Line Spacing
- Select 1.0, 1.5, 2.0, etc.
Shortcut Key: Ctrl + 1 (Single), Ctrl + 2 (Double), Ctrl + 5 (1.5 spacing).
24. What is the function of the Spelling & Grammar check in MS Word?
Answer:
MS Word automatically checks spelling and grammar mistakes and suggests corrections.
Shortcut key: F7
Example:
Incorrect: “I has a pen.”
Suggested correction: “I have a pen.”
25. What is the difference between Header and Footer?
Answer:
- Header appears at the top of every page.
- Footer appears at the bottom of every page.
They are used to display page numbers, document title, date or author name.
26. How do you insert a watermark in MS Word?
Answer:
A watermark is a light background text or image, often used to mark documents as “Confidential” or “Draft”.
Steps:
- Go to Design → Watermark
- Select a pre-designed watermark or create a custom one.
27. How do you insert page numbers in MS Word?
Answer:
Page numbers are inserted in the Header or Footer.
Steps:
- Go to Insert → Page Number
- Choose the position (Top, Bottom, etc.).
28. What is the default font in MS Word?
Answer:
- Times New Roman (12 pt) – Word 2003 and earlier
- Calibri (11 pt) – Word 2007 and later
29. What is the function of ‘WordArt’ in MS Word?
Answer:
WordArt is used to create decorative text with special effects like shadows, outlines and 3D rotation.
Steps:
- Go to Insert → WordArt
- Choose a style and type your text.
30. What is SmartArt in MS Word?
Answer:
SmartArt allows users to create diagrams and flowcharts easily.
Steps:
- Go to Insert → SmartArt
- Choose from categories like Process, Hierarchy, Cycle, etc.
Example:
Use SmartArt to create an organizational chart.
31. How do you insert a hyperlink in MS Word?
Answer:
A hyperlink connects to a website, email, or another document.
Shortcut Key: Ctrl + K
Steps:
- Select the text or image.
- Right-click → Hyperlink
- Enter the URL and click OK.
32. How do you create a bulleted list in MS Word?
Answer:
Shortcut Key: Ctrl + Shift + L
Steps:
- Go to Home → Bullets
- Select a bullet style.
33. How do you create a numbered list in MS Word?
Answer:
Shortcut Key: Ctrl + Shift + N
Steps:
- Go to Home → Numbering
- Select a number format.
34. How do you add footnotes in MS Word?
Answer:
Footnotes provide references at the bottom of a page.
Steps:
- Go to References → Insert Footnote
35. How do you enable AutoSave in MS Word?
Answer:
AutoSave automatically saves your work to OneDrive or SharePoint.
Steps:
- Go to File → Options → Save
- Check AutoSave every X minutes.
36. What is the use of the “Header and Footer” in MS Word?
Answer:
The Header and Footer feature in MS Word allows users to add repetitive information at the top (header) and bottom (footer) of every page.
✅ Uses:
- Add page numbers, document titles, date & time, author name, company logos or footnotes.
- Maintain professional formatting in reports and books.
- Ensure consistency throughout the document.
To insert a header or footer:
📌 Go to Insert → Header & Footer → Choose from templates or create a custom one.
37. What is the function of “Track Changes” in MS Word?
Answer:
The Track Changes feature allows users to monitor edits made in a document. It is useful in collaborative writing and editing.
✅ How it Works:
- When enabled, every addition, deletion or formatting change is highlighted.
- Users can accept or reject changes before finalizing the document.
📌 Go to Review → Track Changes → Toggle ON/OFF
38. What is the use of the “Find and Replace” feature?
Answer:
The Find and Replace feature helps users quickly locate specific words in a document and replace them with another word.
✅ Uses:
- Fix spelling mistakes across the document.
- Replace old terms with new ones (e.g., change “MS Office 2010” to “MS Office 2021”).
- Save time in editing large documents.
📌 Go to Home → Find (Ctrl + F) / Replace (Ctrl + H)
39. How do you insert a watermark in MS Word?
Answer:
A watermark is a light, semi-transparent text or image placed behind the document content (e.g., “CONFIDENTIAL”).
📌 To insert a watermark:
- Go to Design → Watermark
- Choose from predefined watermarks or select “Custom Watermark”
- Add Text/Image and adjust transparency
✅ Uses:
- Protect copyrighted content
- Add branding/logos to documents
- Mark documents as Draft, Confidential or Urgent
40. What is a Macro in MS Word?
Answer:
A Macro is a recorded set of commands and actions that can be run automatically to perform repetitive tasks.
📌 To create a macro:
- Go to View → Macros → Record Macro
- Perform the actions you want to automate
- Save and assign a shortcut key
✅ Uses:
- Automate frequently used formatting
- Insert predefined text (e.g., signatures)
- Perform complex calculations
41. What are WordArt and its uses?
Answer:
WordArt is a feature in MS Word that allows users to apply decorative text styles to enhance visual appeal.
📌 Go to Insert → WordArt → Choose a style
✅ Uses:
- Create stylish headings
- Add artistic effects to text
- Make posters, invitations, and flyers
42. How do you insert a Table in MS Word?
Answer:
A table organizes text and data into rows and columns.
📌 To insert a table:
- Go to Insert → Table
- Select the number of rows and columns
✅ Uses:
- Arrange data in a structured way
- Compare information side by side
- Create timetables, invoices and forms
43. What is the difference between “Save” and “Save As” in MS Word?
Answer:
- Save: Updates the existing document with recent changes. (Ctrl + S)
- Save As: Saves the document with a new name, location, or format.
✅ Example:
- If you edit an existing file, clicking Save will update it.
- If you want a copy of the document, use Save As.
44. What is Mail Merge in MS Word?
Answer:
Mail Merge is used to create personalized bulk documents like letters, emails or labels using a data source (Excel, Access).
📌 Steps to use Mail Merge:
- Go to Mailings → Start Mail Merge
- Select the document type (Letters, Labels, Envelopes)
- Choose Recipients → Insert merge fields
- Preview and Print/Send
✅ Uses:
- Send bulk emails with different names
- Generate address labels
- Create customized invitation letters
45. What is a Drop Cap in MS Word?
Answer:
A Drop Cap is a large capital letter used at the beginning of a paragraph for decorative purposes.
📌 To insert a Drop Cap:
Go to Insert → Drop Cap
✅ Uses:
- Improve visual appeal in documents
- Commonly used in books, magazines and articles
46. What is the difference between Footnote and Endnote?
Answer:
| Feature | Footnote | Endnote |
|---|---|---|
| Position | Bottom of the page | End of the document |
| Purpose | Provide additional information | Reference citations |
| Commonly Used in | Articles, reports | Research papers, books |
📌 To insert: References → Insert Footnote / Insert Endnote
47. How do you check the word count in MS Word?
Answer:
📌 Go to Review → Word Count
✅ Shortcut: Ctrl + Shift + G
✅ Displays:
- Total words, characters, paragraphs and pages
48. What is the default file format of MS Word documents?
Answer:
The default format is .DOCX (since MS Word 2007).
✅ Other formats:
- .DOC (older versions)
- .PDF (Portable format)
- .TXT (Plain text)
49. What is a Bookmark in MS Word?
Answer:
A Bookmark helps users mark important sections in a document to easily return to them.
📌 To add a Bookmark:
Go to Insert → Bookmark → Assign a name
✅ Uses:
- Quick navigation in large documents
- Useful for eBooks, research papers
50. What are the different View modes in MS Word?
Answer:
MS Word provides multiple view modes to edit and review documents efficiently.
📌 Go to View → Choose the mode
✅ Types of Views:
- Print Layout – Default mode, shows page breaks.
- Read Mode – Full-screen reading experience.
- Web Layout – Displays document as a web page.
- Outline View – Shows document structure.
- Draft View – Simplifies editing without formatting.