MS Word
🔒 Log in to trackMail merge, references, review and macros
🔒 Log in to trackMail merge creates many personalised documents from one template: (1) write the main document, (2) attach a data source (Excel list, Access table, Outlook contacts), (3) insert merge fields («Name»), (4) preview, (5) merge to letters, e-mails, envelopes or labels. Tabs: Mailings -> Start Mail Merge. Used for certificates, call letters, mailing labels.
Tables: Insert -> Table; a table is rows x columns of cells. Table formulas work like =SUM(ABOVE), =AVERAGE(LEFT) (Layout tab -> Formula). Convert text to table and vice versa.
References tab: automatic Table of Contents (needs Heading 1-3 styles applied first), footnotes (Alt+Ctrl+F - note at page bottom) vs endnotes (Alt+Ctrl+D - at document end), citations/bibliography, captions, index.
Review tab: Spelling & Grammar (F7), Thesaurus (Shift+F7), Word Count (Ctrl+Shift+G; words/characters/paragraphs/lines), Track Changes (edits recorded for review), Comments (Ctrl+Alt+M), Compare, Restrict Editing, Protect Document (password to open/modify; Mark as Final).
Macros: recorded/written sequences of commands (VBA); run with Alt+F8; files with macros saved as .docm; macro security warns about macro viruses.
Detailed notes
Mail merge — one letter, many receivers
Mail merge creates many personalised copies of one document — each receiver sees their own name and address, but the body text is typed only once. It lives on the Mailings tab and has three components:
- Main document — the letter (or envelope, label, e-mail) with fixed text and empty slots.
- Data source — the list of receivers: an Excel sheet, an Access table or Outlook contacts, with one column per detail (Name, City, PIN...).
- Merged document — the final output: one finished copy per record.
Steps: write the main document, connect the data source (Start Mail Merge, Select Recipients), place merge fields (Insert Merge Field — the slot shows as <<Name>>) where each detail should appear, Preview Results, then Finish & Merge (print, or create a new document, or send e-mails). Classic exam uses: admission letters, result letters, address labels, envelopes, certificates and ID cards.
References tab — TOC, footnotes and citations
- Table of Contents (TOC) — an automatic chapter list with page numbers. It can only be built from heading styles (Heading 1, Heading 2...): apply the styles first, then References, Table of Contents. After editing, right-click and Update Field (or press F9) to refresh page numbers.
- Footnote — a small note at the bottom of the page; insert with References, Insert Footnote or Ctrl+Alt+F.
- Endnote — a note collected at the end of the document (or section); Ctrl+Alt+D.
- Citations and bibliography — References tab tools that record sources of quotes and generate the reference list automatically.
Review tab — checking and teamwork
| Tool | Shortcut | Work |
|---|---|---|
| Spelling & Grammar | F7 | checks mistakes |
| Thesaurus | Shift+F7 | suggests synonyms |
| Word Count dialog | Ctrl+Shift+G | counts pages, words, characters |
| Track Changes | Ctrl+Shift+E | marks every edit for reviewers |
| New Comment | Ctrl+Alt+M | sticky note on selected text |
Track Changes and Comments are how two people edit one file without losing anyone's work. Compare shows differences between two versions of a document.
Macros — record and replay
A macro is a recorded series of commands that Word replays with one click or shortcut — useful for repeated jobs (a fixed header block, a standard table). You record it (View tab or Developer tab, Record Macro), and Word saves the steps. Macro-enabled documents use the .docm extension, and macro viruses spread through such files, which is why Word warns before enabling macros.
Quick revision
- Mail merge = main document + data source + merged output (Mailings tab).
- Merge field placeholder looks like <<Name>>.
- TOC needs heading styles; update with F9.
- Footnote = bottom of page (Ctrl+Alt+F); Endnote = end of document (Ctrl+Alt+D).
- F7 spelling, Shift+F7 thesaurus, Ctrl+Shift+E Track Changes, Ctrl+Alt+M comment.
- Macro = recorded command series; macro files are .docm.
Types of questions asked
Every way this subtopic shows up in exams — how to recognise it, the formula or logic to use, and a solved example.
Type 1: Mail-merge components and stepsvery common4 practice Q
The stem names the three components, orders the steps, or gives a scenario (result letters to 500 students) and asks the feature or the tab used.
- Components: main document + data source + merged document.
- Steps: write main letter, attach data source, insert merge fields (<<Name>>), preview, finish & merge.
- Data source = Excel sheet / Access table / Outlook contacts; everything happens on the Mailings tab.
Example: To send the same offer letter to 300 applicants with each name filled in, the Word feature used is:
Mail merge (Mailings tab) — one main document plus a data source list; Word generates 300 personalised copies in one run.
Type 2: Footnote vs endnote vs TOCcommon4 practice Q
The stem contrasts footnotes and endnotes, asks their shortcuts, or asks what an automatic Table of Contents is built from.
- Footnote = bottom of the page (Ctrl+Alt+F); Endnote = end of document/section (Ctrl+Alt+D).
- TOC is built only from heading styles, not from manually bolded lines; refresh with F9.
- All three tools sit on the References tab.
Example: In MS Word, a note printed at the bottom of the same page is called a:
Footnote (inserted with Ctrl+Alt+F or References, Insert Footnote). The same note collected at the end of the document would be an endnote (Ctrl+Alt+D).
Type 3: Review-tab tools and shortcutscommon3 practice Q
Shortcut recall — spelling, thesaurus, word count, comment — or a statement question about Track Changes and Comments.
- Spelling & Grammar = F7; Thesaurus = Shift+F7; Word Count dialog = Ctrl+Shift+G; New Comment = Ctrl+Alt+M; Track Changes = Ctrl+Shift+E.
- Track Changes records every edit so co-authors can accept or reject it; it is on the Review tab.
- Classic trap: Ctrl+Shift+G opens Word Count, not the thesaurus.
Example: In MS Word, the Thesaurus opens with which key?
Shift+F7 — it suggests synonyms for the selected word. F7 (without Shift) runs the spelling and grammar check.
Type 4: Macro purpose and macro filesoccasional2 practice Q
'A macro is', 'which file stores macros', or a scenario of a repeated task being automated with one click.
- Macro = a recorded series of commands replayed by one click or shortcut key.
- Macro-enabled files carry m: .docm (document), .dotm (template).
- Macro viruses travel inside macro files — Word asks before enabling them.
Example: A macro in MS Word is best described as:
A recorded series of commands that can be replayed with a single click or key — used to automate repeated steps. Macro files use the .docm extension.
Shortcut tricks
⚡ No style, no TOC
An automatic Table of Contents is built from Heading styles. If the headings were bolded by hand (not styled), the TOC comes out empty - the classic trap.
Example: Auto TOC requires?
Headings formatted with built-in Heading styles.
⚡ Footnote = F below, Endnote = D for 'enD'
Alt+Ctrl+F = Footnote (bottom of page); Alt+Ctrl+D = enDnote (end of document/section).
Example: Shortcut to insert a footnote?
Alt+Ctrl+F.
⚡ Merge field marks
Mail-merge placeholders appear inside guillemets - «Name». Data comes from the data source; the letter layout lives in the main document. Two parts, always.
Example: In mail merge, the Excel list of recipients is the?
Data source.
Where students lose marks
Believing Track Changes is on the Insert tab - it is on Review.
Trying to build an automatic TOC from manually bolded text - styles are compulsory.
Calling Ctrl+Shift+G the Thesaurus - that opens Word Count; Shift+F7 is Thesaurus.
Practice sets — 18 questions
Sets of 10, mixed across the question types above. Each answer comes with a step-by-step explanation.
Topic test · 10 questions
Suggested time 5 min · wrong answers go to your mistake notebook automatically.