Microsoft Word basics for letters, CVs and reports
Learn the core skills of Microsoft Word — formatting text, headings, alignment, lists, page setup and saving as PDF — so you can confidently produce a clean application letter, CV or report.
Microsoft Word is the most widely used program for writing documents — application letters, CVs, reports, assignments and official letters. Knowing a handful of basic skills lets you produce professional-looking documents instead of messy ones.
You do not need to learn every button. About a dozen tools handle almost everything most people ever do. This guide walks through those essentials in plain language.
If you do not own Microsoft Office, the same skills transfer almost exactly to the free Google Docs and to WPS Office, so this knowledge is never wasted.
The Word screen and the Ribbon
Across the top of Word is the 'Ribbon' — rows of buttons grouped into tabs like Home, Insert, Layout and Review. The Home tab holds the tools you use most: font, size, bold, alignment and lists.
The white page in the middle is your document. The blinking line (the cursor) shows where your typing will appear. Do not worry about the dozens of buttons; you will use only a few regularly.
Formatting text the right way
Select text first (click and drag over it, or double-click a word), then apply formatting. This is the golden rule of Word: select, then act.
Use formatting to guide the reader's eye, not to decorate. A clean document uses one or two fonts, sensible sizes, and bold for emphasis — not five colours.
- Bold (Ctrl+B), Italic (Ctrl+I), Underline (Ctrl+U) for emphasis
- Font and size in the Home tab — body text 11–12 pt is standard
- Alignment: left for body text, centre for titles (Ctrl+L, Ctrl+E, Ctrl+R)
- Use Heading styles (Home → Styles) for section titles, not just bigger bold text — this creates a clean structure
- Undo any mistake instantly with Ctrl+Z
Lists, spacing and page setup
Bulleted and numbered lists make information scannable — ideal for CV skills or report points. Find them on the Home tab.
Page setup controls how the document prints. For most Nepali official documents and CVs, A4 paper size with normal margins is the safe default.
- Bullet list (•) for unordered points; numbered list (1, 2, 3) for steps
- Layout tab → Size → A4 for standard paper
- Layout tab → Margins → Normal for balanced spacing
- Insert → Page Number for multi-page reports
- Insert → Table when you need rows and columns (e.g. a simple data table)
Build a simple CV step by step
A clean, one-to-two page CV beats a fancy one. Here is a reliable structure you can type in minutes.
- Type your full name large and bold at the top, then your phone, email and address below it
- Add a one-line summary of who you are (e.g. 'Commerce graduate seeking accounts role')
- Create sections with Heading styles: Education, Experience, Skills, References
- Under each section, use bullet points with the most recent first
- Keep it to one or two pages, proofread carefully, then save as PDF to send
Saving, PDF and printing
Save early and often with Ctrl+S. The first time, choose a clear name and a folder you will remember (see our file-management guide for naming tips).
When you send a document to an employer or office, export it as PDF (File → Save As → choose PDF, or File → Export). A PDF looks identical on every device and cannot be accidentally edited, which is exactly what you want for a CV, application or official letter.
- Save: Ctrl+S — do it every few minutes
- PDF: File → Save As / Export → PDF, for anything you send
- Print: Ctrl+P — check the preview, paper size A4, before printing
- Keep the editable .docx for yourself so you can update it later
Key takeaways
- ✓The Home tab on the Ribbon holds the formatting tools you use most.
- ✓Golden rule: select text first, then apply bold, size, alignment or styles.
- ✓Use Heading styles and lists to create clear structure, not just bigger bold text.
- ✓Set A4 paper with normal margins for standard Nepali documents and CVs.
- ✓Save often with Ctrl+S and undo mistakes with Ctrl+Z.
- ✓Send final documents as PDF so the formatting stays identical everywhere.
Microsoft Word Basics — FAQ
What is the difference between .doc, .docx and PDF?+
.doc is the old Word format and .docx is the modern one — both are editable Word documents. PDF is a fixed format that looks the same on every device and is hard to edit accidentally. Keep your editable copy as .docx and send a PDF for final versions like CVs and letters.
I do not have Microsoft Office. What can I use instead?+
You can use the free Google Docs in any browser, or install the free WPS Office or LibreOffice Writer. They use almost the same buttons and skills, and can open and save Word files, so what you learn here still applies.
How do I make a professional CV in Word?+
Keep it simple: name and contact details at the top, then clear sections (Education, Experience, Skills) using Heading styles and bullet points, most recent first. Limit it to one or two pages, A4 size, proofread it, and save as PDF before sending.
How do I type Nepali in Microsoft Word?+
Add the Nepali keyboard to your computer (or use Google Input Tools for romanized typing) and switch to it with Windows key + Spacebar, then type directly into Word. Choose a Devanagari/Unicode-compatible font so the Nepali text displays correctly when shared.
Sources & data note
These guides explain widely-accepted SEO, AEO and GEO practice as documented by Google Search Central, schema.org and current industry research. Search and AI systems evolve continually — treat specific thresholds (e.g. Core Web Vitals targets) as current guidance and verify against the latest official documentation. Examples are tailored to Nepal's market.